presentation skills for managers

1www.exploreHR.org

Presentation Skills for

Managers

2www.exploreHR.org

You can download this brilliant presentation at:

www.exploreHR.org

Visit www.exploreHR.org for more presentations on HR management and

management skills

3www.exploreHR.org

1. Developing Great CONTENTCONTENT

2. Preparing Great DESIGNDESIGN

3. Conducting Great DELIVERYDELIVERY

ContentsContents

4www.exploreHR.org

ContentContent

Three Elements of Great PresentationThree Elements of Great Presentation

DesignDesign

DeliveryDelivery

Great Great Presentation !Presentation !

5www.exploreHR.org

Developing Great CONTENTDeveloping Great CONTENT

6www.exploreHR.org

Steps in Preparing ContentSteps in Preparing Content

Analyzing Analyzing

Your AudienceYour Audience

Gathering Gathering

Relevant Data & Relevant Data &

InformationInformation

Converting Converting

Your Data into Your Data into

an Outlinean Outline

7www.exploreHR.org

Analyzing Your AudienceAnalyzing Your Audience

• Needs

• Knowledge level

• Attitude – how do they feel about the topic?

• Demographic Information – this may include the

age, gender, culture, and language of the audience

members

8www.exploreHR.org

Gathering Relevant Data & InformationGathering Relevant Data & Information

• Before you start your research to gather relevant

information, there are three questions should be

considered :

• What do I want my audience to gain?

• What might they already know about my topic?

• What is the objective of the presentation?

9www.exploreHR.org

Converting Your Information into an OutlineConverting Your Information into an Outline

• There are three steps to creating an outline :

1. Determine the outline style

2. Group your raw data

3. Arrange into outline format

10www.exploreHR.org

Outline StyleOutline Style

Chronological Shows events in order as they occurred

Takes the audience on a journey through a

flowing presentation

States the problem, the why’s, your

solution, and a summary

States the cause and explains the effect(s)

Narrative

Problem/ Solution

Cause/ Effect

11www.exploreHR.org

Outline StyleOutline Style

Topical Divides the general topic into several subtopics

Uses some or all of the what, who, where,

when, why, and how questionsJournalistic Questions

12www.exploreHR.org

Outline FormatOutline Format

IntroductionIntroduction

BodyBody

ConclusionConclusion

Outline Outline

FormatFormat

13www.exploreHR.org


• IntroductionsIntroductions

• Should include an agenda and clarify the goals and

objectives of your presentation.

• Can include an overview of a situation, a statement

of the current situation of the organization, or a recap

of history.

• Can use the strategies that help an introduction get

attention: a quote, a question, humor, a creative a quote, a question, humor, a creative

image, an anecdote, or a sharing of emotionsimage, an anecdote, or a sharing of emotions.

14www.exploreHR.org


• BodyBody

• Chronological

• Narrative

• Problem/Solution

• Cause/Effect

• Topical

• Journalistic Question

15www.exploreHR.org


• ConclusionConclusion

• Summarize the main points of your presentation

• Provide closure, and leave an impression

• Can consist of recommendations, future directions,

next steps to take, and so forth

16www.exploreHR.org

Building Great DESIGNBuilding Great DESIGN

17www.exploreHR.org

Presentation DesignPresentation Design

Key Rules when Creating Bulleted Text:Key Rules when Creating Bulleted Text:

• Use one concept per slide

• Use key words and phrases

• Make your bullet points consistent in structure

• Capitalize properly – capitalize the first letter of

the first word only

18www.exploreHR.org

Three Keys of Great DesignThree Keys of Great Design

1.1. LayoutLayout

2.2. ConsistencyConsistency

3.3. Color Color

Great Slide Great Slide PresentationPresentation

DesignDesign

19www.exploreHR.org

LayoutLayout

1.1. Layout Layout

• Consider your layout to be like the skeleton of your

presentation….Just as our skeleton support our

bodies, your layout should support your message and

provide structure.

20www.exploreHR.org

ConsistencyConsistency

2. Consistency2. Consistency

• You must be consistent in the following design elements:

• Your placement of text and images

• Your fonts style and sizesYour fonts style and sizes

• Your background

• The sytle and treatment of your imagery

• Your charts

21www.exploreHR.org

ColorColor

3. Color3. Color

• Use high contrast to increase legibility (e.g., black text

on clear and yellow on dark blue)

• Colors should not clash – they should have a high

degree of harmony

• Avoid clutter by using no more than four colors

22www.exploreHR.org

Consistent FontsConsistent Fonts

• The two main classifications of fonts are serif and sans serif

fonts

• Serif fonts have small flourishes extending from the main

strokes of each letter (examples : Times New Roman, Book

Antiqua, Bookman Olds Style, Garamond). Sans serif

don’t; they are straight and clean (examples : Arial,

Verdana, Helvetica)

• Sans serif fonts are best suited for electronic Sans serif fonts are best suited for electronic

presentationspresentations

23www.exploreHR.org

Tips for Planning Great SlidesTips for Planning Great Slides

• Use slides sparingly. Avoid the overuse of slides or

unnecessary slides.

• Make slide pictorial. Graphs, flowcharts, etc., all give the

viewer an insight that would otherwise require many words.

• Make text and numbers legible. Minimum font size for most

room set-ups is 20 pt.

• Make pictures and diagrams easy to see.

24www.exploreHR.org

Design GuidelinesDesign Guidelines

Avoid thisAvoid this

This is better

25www.exploreHR.org

Effective Charts and GraphsEffective Charts and Graphs

26www.exploreHR.org

Avoid slide like this one……Avoid slide like this one……

27www.exploreHR.org

Conducting Great DELIVERYConducting Great DELIVERY

28www.exploreHR.org

Delivering Your PresentationDelivering Your Presentation

VoiceVoice

Language UsageLanguage Usage

MovementMovement

Body LanguageBody Language

Great Delivery

29www.exploreHR.org

Managing Your VoiceManaging Your Voice

• Try to sound natural, so your rhythm and tone is

appropriate to the message you are delivering

• Develop three important qualities:

• Volume

• Intonation

• Pacing

30www.exploreHR.org


Volume

Avoid to speak in monotone. Put more

feeling into your voice and make it livelier by

changes in your intonation.

Speak loudly enough to reach all the

members audience without overpowering

those closest to you.

Intonation

31www.exploreHR.org


For most of us, this is natural – except when

we are nervous or excited. Practice, and you

can figure out what sounds natural and

appropriate for the points you are making.

Pacing

32www.exploreHR.org

Language UsageLanguage Usage

• When you speak, convey confidence and show interest in

what you’re presenting. Speak with feelingSpeak with feeling.

• Use short sentencesshort sentences and short, simple wordsshort, simple words.

• Speak slowly and clearly enoughslowly and clearly enough that everyone in your

audience can understand every word.

33www.exploreHR.org

MovementMovement

• If possible, “work the room and work the audiencework the room and work the audience”

• Move appropriately and with purposeappropriately and with purpose – don’t move

simply because you’re nervous

• Your movements should be natural and support your natural and support your

wordswords and the rest of your presentation

• Don’t move constantly. Pause for effect. Stand still to Stand still to

make an important pointmake an important point

34www.exploreHR.org


• Stand straightStand straight, but not stiff. You should radiate energy

• Be relaxedBe relaxed, be casual, but don’t be lazy

• Use your hands, arms and gestures. Just let your body Just let your body

react to how you feelreact to how you feel

• Make good eye contactMake good eye contact – the rule of thumb for eye

contact is three to five seconds per person

35www.exploreHR.org


• Do not keep hands in your pockets

• Do not keep hands “handcuffed” behind your back

• Do not keep your arms crossed

• Do not put hands in “fig leaf” position

• Do not wring your hands nervously

36www.exploreHR.org

In advance of your presentationIn advance of your presentation

• Practice – a lotPractice – a lot. Don’t just think your presentation through :

act it out, in front of friends, or family. Time each section of

your presentation and develop a schedule.

• Memorize the first two minutesMemorize the first two minutes of your presentation, so

you breeze on through the time when the butterflies are

most active.

37www.exploreHR.org

In the hours before presentationIn the hours before presentation

• Think positive thoughtThink positive thought : visualize yourself feeling at ease

with the audience

• Use affirmationUse affirmation (e.g., “I can do this. I am prepared. It will

go well”)

• Make sure all the equipment is working properlyworking properly

• Remember that the people in your audience are human too,

just like you. They want you to succeed !They want you to succeed !

38www.exploreHR.org

When you enter the room:When you enter the room:

• Focus on making your movements fluid and confidentFocus on making your movements fluid and confident,

neither too slow nor too fast

• Find a few friendly faces in the audience, for reassurancefor reassurance

• Smile.Smile. Show that you want to be there

• Be yourselfBe yourself

39www.exploreHR.org

How to Handle Tough SituationsHow to Handle Tough Situations

Problem :

• Know-it-all – A participant who feels like more of an expert than

you.

Solution :

• Don’t fight it. Involve know-it-alls in your presentation.

• They may have some great information to contribute. Allowing

them to participate and share their thoughts will not only show

how confident you are, but also help them get more out of your

presentation.

40www.exploreHR.org

Problem :

• Unprepared participants – Those who haven’t prepared for the

presentation as you requested.

Solution :

• Be flexible. Take something out of your agenda to allow the group

time to get up to speed.

• Keep in mind your overall objective of the presentations.

• Don’t force your agenda; modify it to meet your objective.


41www.exploreHR.org

Problem :

• After-lunch nap time – One of the toughest times to keep people

engaged.

Solution :

• If you have anything to do with planning the lunch selections, go

light – and no heavy desserts.

• If you really need to get everyone going again, get out those

icebreakers.


42www.exploreHR.org

Problem :

• Non-stop talker – A participant who carries on conversations

during the presentation.

Solution :

• Take a few moments to share what you talked about. This usually

makes the talker feel more involved and want to stay engaged

and participate with you instead of others.


43www.exploreHR.org

Planning for the QuestionsPlanning for the Questions

• Anticipate the questions that might come up

• Listen carefully to the questioner

• Repeat or rephrase the question

• Answer clearly and concisely

• Go to the next question

44www.exploreHR.org

Dealing with DisastersDealing with Disasters

• You find out that the time allotted has been reduced.You find out that the time allotted has been reduced. At the

very worse, you can make your points, support the with the

essentials, ask and answer the most likely questions on your list.

• The slide equipment failsThe slide equipment fails. You know then saying, “The show

must go on”. Apologize to the audience and then add something

like “Now return with me to a distant past, before Powerpoint,

when all we had for presentations was our notes and perhaps a

blackboard or flipcharts.” Then, make the most of your primitive

tools.

45www.exploreHR.org

Dealing with DisastersDealing with Disasters

• You tell a joke that falls flat. You tell a joke that falls flat. Ouch! Just shrug your shoulders

and apologize: “I am sorry. I got that joke at a Henry Youngman

clearance sale.” (You can choose your own comedian).

• You get nervous and flustered and lose track of where you You get nervous and flustered and lose track of where you

areare. Figure out where you are from your slides and notes. If you

can’t, just be honest : “My brain has derailed. Who can back me

up so I can the on the track again?”

46www.exploreHR.org

References/Recommended Further Readings:

1. Jennifer Rotondo and Mike Rotondo, Presentation Skills for

Managers, McGraw Hill. You can obtain this excellent book at this link:

http://www.amazon.com/Presentation-Skills-Managers-Jennifer-Rotondo/dp/0071379304/ref=pd_bbs_sr_1?ie=UTF8&s=books&qid=1219801273&sr=1-1

2. David A. Whetten and Kim S. Cameron, Developing

Management Skills, Harpers Collins Publisher. You can obtain this book at

this link:

http://www.amazon.com/Developing-Management-Skills-David-Whetten/dp/0131747428/ref=pd_bbs_sr_1?ie=UTF8&s=books&qid=1219801369&sr=1-1

47www.exploreHR.org

End of MaterialEnd of Material

If you find this presentation useful, please consider telling others about our site

(www.exploreHR.org)

presentation skills for managers

Documents

great contentwww

outline formatwww

outline style2

keys of great design1

fonts style

consistent fonts

brilliant presentation

audience relevant data