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HOW TO PRESENT A SEMINAR

DR.S.YUVARAJAN,M.B.B.S(GOLD MEDALIST)

RESIDENT , DEPT OF PULMONARY MEDICINE

GMCH, NAGPUR

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Presentation SkillsPresentation Skills

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Presentation ChallengesPresentation ChallengesContentOrganizationDeliveryFear

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CONTENTCONTENTRelevant material for audience’s knowledge

levelAcknowledgement of audience’s wants and

needsSufficient depth in support materialInteresting examples for audienceAppropriate visual aids

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ORGANIZATIONORGANIZATION Introduction

– DEFINITION OF TOPIC

– DESCRIPTION OF THAT IN LUCID WAY

– DESCRIPTION OF THAT TOPIC TO DEPTH

– RELEVENT EXAMPLES AND MATERIALS FROM TEXTS , JOURNALS , RECENT ARTICLES ABOUT THE TOPIC

– TRY TO USE MORE FLOW CHARTS FOR BETTER UNDERSTANDING

RELEVENT EXPLANATION OF BASIC SCIENCES TO THAT TOPIC

CONCLUSION AND SUMMARYREFERENCES

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DELIVERYDELIVERYMoves comfortably and gestures naturallyLooks at each member of the audienceSpeaks conversationally and enthusiasticallyHandles visual aids effectively

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Fear (Being afraid!]Fear (Being afraid!]Biggest problem when speaking to

groups is fearLargely fear of the unknown Reduce fear by reducing the unknown

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1) First, Do Your Homework1) First, Do Your Homework

What: Situation Who: Audience Why: Objectives How: Methodology

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Define the Situation: Is it to …Define the Situation: Is it to …Inform?Teach?Solicit input?Persuade or sell?Stimulate thought?

What is the most important message that you want your audience to receive?

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The Answers Will …The Answers Will …Determine the material

you will useGuide your approach to

the presentation situation

Pitch your presentation to the ‘right level’ of the audience.

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Define Your ObjectivesDefine Your ObjectivesGives you a goal to hit, a goal to attain as a

result of your presentationDo not include anything (data, visuals,

examples, etc.) in your presentation that doesn’t help you achieve the objectives

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2) Get the Words in Order2) Get the Words in OrderIntroductionBodyConclusion

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… … also means—also means—

Tell them what you are going to say.Say it.Tell them what you said.

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Preparing Your Material Preparing Your Material Determine your objectivesPlan a beginning, a middle, an endSelect key ideas and results to be presentedOrganize the materialEnhance with visuals, numbers, examples

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IntroductionIntroduction(Tell them what you are going to say.)(Tell them what you are going to say.)

Grab their attentionState your purposeExplain your agendaEstablish personal benefit

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Remember to include …Remember to include …

GreetingsAcknowledgementsAgenda

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Body (Say it.)Body (Say it.)Help the audience get the greatest amount of

information with the least amount of mental effort.

Main points (maximum of 7)

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Conclusion Conclusion (Tell them what you said.)(Tell them what you said.)Summarize main pointsAsk for specific actionMake last words memorable

– Not ‘any questions?’ (“Question and answer” BEFORE the final statement)

– Not just ‘thank you’ (Do this in the introduction)

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Visual Aids Are …Visual Aids Are …Visible (can be seen)Aid (assist; help)

Don’t automatically improve presentations!

Visual Aids Visual Aids ……

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Visual aids play supporting Visual aids play supporting role.role.

Who plays the major role?

You!

YouYou are the expert

YouYou are the one who was asked to speak

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Do use visuals to …Do use visuals to …Focus the audience’s attentionReinforce your verbal messageStimulate interest and add impactIllustrate factors that are hard to visualize

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Don’tDon’t use visuals to … use visuals to …Impress your audience with detail and

animationAvoid interaction with audienceMake more than one point per slidePresent simple ideas that are easily stated

verbally

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Provide outline for audience

Provide outline for you Support verbal message

with visual images to increase retention

Support words with numbers and graphics to increase understanding

VisualsVisuals

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If yes,If yes,what visuals do I need?what visuals do I need?

A visual must be necessary.

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Preparing Good Visual AidsPreparing Good Visual Aids

Appropriate Clear Consistent Dynamic

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Appropriate (Who is your Appropriate (Who is your audience?)audience?)

Type of visual aidChoice of overall design (‘template’)Choice of graphics/pictures/charts

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Present one key point per slidePresent one key point per slide… because more than one idea in a slide

– Distracts the audience– Lessens the focus and impact of the message

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Make visuals big enough to seeMake visuals big enough to seeUp to the last row of seatsShould be easy to see

– … including the labels on charts and tablesHighlight areas of a complex diagram or

flowchart or organizational chart

Large and simple works well!

Prefer this size Not this size

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Make Text and Numbers LegibleMake Text and Numbers LegibleUse a minimum of 24 point size (This is 34

point) This is 24 point size This is 20 point size This is 14 point size

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Presenting TextPresenting TextShort bullets work better

– Short bullets actually are much more effective from a visual standpoint, while still effectively making your point compared to long paragraphs of text (like this paragraph).

Don’t ferget to chack your spalling

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‘‘5 x 5’ Guideline5 x 5’ GuidelineMaximum of 5 bullet pointsMaximum of 5 words per bullet

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When presenting numbers …When presenting numbers …Maximum of 10 – 15 numbers in a slideRound to whole numbersPrefer graphs over tables of numbers

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ConsistentConsistentBackgroundFontStructureCapitalizationSpacingIllustrationsColors

Start with Design Templates in PowerPoint

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Use Color CarefullyUse Color CarefullyKeep consistent theme or templateNo more than three or four colors per slideContrasting colors provides maximum

visibility– Dark colors for background– Light color for text

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Capital Letters …Capital Letters …Only for first letter of first word in bullet point

– ALL CAPS (LIKE THIS) ARE MORE DIFFICULT TO READ

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Images preferred over textImages preferred over textLists into tablesNumbers into graphsWordy descriptions into diagrams

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Transitions & AnimationsTransitions & AnimationsMovementMultimedia

– Sight and soundStages and steps

– ‘Builds’

Create interest Guide eyeSimplifyOrganize

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Using builds and animationsUsing builds and animationsHelps explain flow of complex processKeeps audience attentionBut, too much interferes with the message

– … so use sparingly.Avoid mixing different slide transition effects

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How to Use VisualsHow to Use Visuals

Some Do’s and Don’ts

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Talk about what’s on the Talk about what’s on the slide.slide.

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Give the audience time to see the Give the audience time to see the slide.slide.

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Enough time Enough time ……Don’t put too much on a slide!

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How Many Slides?How Many Slides?Give two-minutes for presenting a ‘full’ slideArithmetic:

– 10-minute presentation = not more than 5 slides– 15-minute presentation = not more than 7 slides– 20-minute presentation = not more than 10 slides

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Important Important Don’tsDon’tsDo not read text on slides word for wordDo not face the screen and turn your back to

the audience when pointing to slidesDo not rely on slides completely

– What do you do when there is no electrical power or when bulb of projector unexpectedly burns out?

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Uses of HandoutsUses of HandoutsReinforce important informationSummarize action items for the audience to

follow-up onSupply supporting data

Handouts are the place for detailed tables, organizational charts, explanations.

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A Good Speaker …A Good Speaker …Knows the presentation materialHas verbal and nonverbal skillsExpresses confidence

I am who I am.

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Show You Know Your MaterialShow You Know Your MaterialUse written notes with discretion– don’t read

word for word.Manage visual aids smoothly

– Use pointers– Know how to move around in PowerPoint slides

viewDon’t rush your deliveryHandle questions well

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Effective Public Speaking: 7% Effective Public Speaking: 7% WordsWords

Voice: 38%Tone Inflection

Face & Body: 55%Facial Expression &

Body Language

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Verbal Skills: Your VoiceVerbal Skills: Your Voice Speak clearly

– Pronunciation

– Volume

– Pitch

Speak expressively– Tone

– Pace and Speed

– Timing

TechnicalTechnical

DramaticDramatic

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VolumeVolumeProject your voice to be heard—

– Aim for back of the roomGain maximum attention

– Say some words louder

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ToneToneEmphasis placed on a

word to create meaning

Variation prevents monotonous presentations

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Pace and SpeedPace and SpeedSpeed at which speaker presents different topics or thoughts within a topic

Speaker adjusts pace according to listeners’ and speakers’ interest

Effective speakers change their rate of speed to fit their purpose, content, listeners’ & personal style

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TimingTiming

Go s l o w e r to emphasize major points

Pause often & look at audience

Give emphasis with voice & body

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Nonverbal Skills: Face & BodyNonverbal Skills: Face & Body

Exhibit physical control– Face

– Hands

– Feet

– Space

Dress appropriatelyHow you lookHow you look

How you moveHow you move

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Body Language:Body Language:Messages You Send Thru--Messages You Send Thru--

Facial expressionsPostureGesture

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Facial ExpressionsFacial ExpressionsEyes are the windows

to the soulFace is the front of the

house– SMILE!– Act out what you’re

saying. Frown Shake your head Raise your eyebrows

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Posture ‘Do’Posture ‘Do’Stand up straight.

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Posture Don’tsPosture Don’tsLean on the podiumStand with hands on hipsSway back and forthStand with arms folded across chestArms behind backBury hands in pockets

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GesturesGesturesWhat to do with hands?

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Eye ContactEye ContactUsing your eyes

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Use Your Eyes to …Use Your Eyes to …Look at individuals

– Not one but manyEstablish eye contact at the end of a thought

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Eye Contact– Don’t:Eye Contact– Don’t:Look out the window, at ceiling, at wall, at floorLook at one spotForget to look at the back rowLet notes get in the way of eye contactLook over the heads of the audience

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ImageImageAppropriate attire enhances credibilityYour attire is part of your messageWear comfortable clothes

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Basics of Q&ABasics of Q&AAnticipate questionsListen to the questionRepeat the question

– Make sure everyone heard the question– Make sure you heard the question correctly

Don’t guessKeep your answer brief

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Express Confidence!Express Confidence!Smile.Stand up straight.Look your listeners in the eyes.Be yourself.

Practice, practice, Practice, practice, practice.practice.

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When Silence Is GoldenWhen Silence Is Golden Wise men think without

talking; fools reverse the process.

Half of wisdom is being silent when you have nothing to say.

We were given two ears and one mouth, so we ought to listen twice as much as we speak.