Effective Presentation
Skills
Dr. Ashraf S. Youssef
Student Development Program (SDP)
Course Introduction
Welcome to training by SDP!
Instructor introduction.
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Learning Objectives
Understand the importance of
presentation to engineers.
Understand the major issues in making
effective presentation.
Gain integrated
g p
perspective
p of
presentation skills.
Learn presentation skills with a little
effort and practice..
Hands-on Experience with selected
subjects using computer.
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Our Objective
You Enjoy While You Learn
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Training Approach
Focus on Basics
Interactive
Case Studies
Role Playy
Exercises
Computer
Fun !!!!!!!!!!!!!!!!!!
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Agenda – Day 1
1. Importance of 3. Preparing Visual Aids
Presentation to Visual Aids Types.
Engineers. Developing Visuals.
Designing Visuals.
2. Planning & Preparation
4 Computer Applications
4.
Purpose
Topic
Audience
Material.
Planning
Logistics.
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What is a presentation?
A presentation is what happens
when you attempt to:
Teach
Convince
Motivate
Good presentations
are never an accident.
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Importance of Presentation
1. Effective Communication Tool.
90% of communication is
subconscious. (Iceberg Model)
2 A good idea is not enough.
2. enough
3. To convince audience of your
ideas.
4. It is very important success factor.
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The Iceberg Model
Conscious Level
Information
Body Language
Appearance
Personality
Emotions
Subconscious
Level
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Why is it important?
When you work on your ability to
communicate clearly and concisely you
will:
Increase your visibility
Enhance your credibility
Open career opportunities
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Ex: Evaluate yourselves
Why do most of us HATE
making presentations?
What is our biggest fear?
Any first time presenters
here?
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3-Ps of a Good Presentation
Prepare
Practice
Present
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Step 1: Determine Your Purpose
Use the SPAM Model
Situation: consider the time and place of
where you are giving the speech.
Purpose: this refers to the goal the speaker
h
hopes tto achieve
hi with
ith hi
his or h
her speech.
h
Audience: consider the people to whom the
speech is directed.
Method: which methods will best accomplish
the purpose
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Develop Objectives
Objectives must be:
Realistic
Specific
Written-down
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Ex: Write your objectives
What do you want your audience to do
as a result of your presentation?
What do you want to accomplish by
giving this presentation?
What reaction do you want from your
audience?
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Step 2: Initial Planning (1
(1/2)
Before you begin preparing the
presentation, you'll need to determine
The type of talk you will be expected to give.
The composition of the audience.
The time allotted for the talk.
Expectations for information content.
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Step 2: Initial Planning (2
(2/2)
Researching Your Topic
Draw from the popular media .
Visit your local/campus library or one online.
Visit local/International agencies.
Personal interviews can be helpful if they are
easily obtainable.
Research is used to increase speech
effectiveness as well as enhance your credibility
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Step 3: Preparation (1
(1/3)
Start preparing far in advance by thinking through what needs
to be said.
Using big letters and a bold pen, write a clear statement of the
problem and its importance, and then pin that statement on the
wall above your desk
Develop
D l thi
this th
theme iinto
t one jjargon-free
f sentence
t that
th t will
ill catch
t h
the attention of the audience.
Arrange these issues in a logical sequence
Computer-based presentation programs (PowerPoint,
Persuasion, etc.) can be wonderful time-savers.
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Step 3: Preparation (2
(2/3)
Avoid using lists (First ..., Second ...); you may confuse listing
systems.
Retention of information by the audience is reduced as a talk
proceeds.
Determine transition elements which will help your audience to
f ll
follow the
th link
li k ffrom one iissue tto th
the nextt .
Use short sentences with simple constructions.
Don't assume the audience will be familiar with basic concepts.
Attempt to identify problems or questions.
Determine which elements would benefit by being
presented with visual aids.
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Step 3: Preparation (3
(3/3)
The earlier you start on the visuals, the better they will be.
The most important preparation factor is to REHEARSE!
You can then try the presentation out in front of a few
colleagues.
If you start preparing early, you'll have plenty of time to refine
the presentation based on your colleagues' feedback.
Don't waste your colleagues' time.
Be strict about including only what is essential
information for the presentation (Go to the point)
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Logistics Checklist
Audience comfort (temperature)
Seating arrangement
Lighting (control, access)
Electrical outlets
Equipment
Stage
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Step 4: Analyzing Your Audience ((11/3)
Questions to Consider Regarding Your
'Target Audience‘.
What is the appropriate channel and medium
geared to the size of the particular audience?
Does the speech appeal to the audiences
common interests?
Did you identify 'key' members of the audience?
Have you anticipated audience reaction?
Is the information geared towards the audiences
level of language?
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Step 4: Analyzing Your Audience ((22/3)
What is the occasion of the speech?
Where is the speech taking place?
How long should the speech be? Time constraints
are a great consideration.
Collect statistical information about groups of
people. This data tells you about group
characteristics.
Age, occupation, religion , ethnic or cultural
background
social - economic status , gender , educational
background , and political background
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Step 4: Analyzing Your Audience ((33/3)
Motivation: Audience needs, wants, and
wishes constitute motivation, the force that
impels them to act and directs their
behavior toward specific goals.
Consider the following:
Comfort, Safety, Friendship, Recognition, Variety,
Control, Independence, Curiosity, Success,
Nurturance, Enjoyment
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Composing Messages Suited for the
Audience:
Short sentences 15-20 words to achieve your
complete thought.
For a receptive audience:
Focus on conclusions and recommendations.
For skeptical audience: Focus on logical arguments
arguments.
2+2=4 approach:
Introduction, Reason #1 (for support), Reason #2 (for
support), Recommendations, and how it will be
implemented , Summary.
Scientific Method: A logical step by step set of
procedures.
Yardstick approach: Based on criteria
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Step 5: Outlining (1
(1/2).
Outlining your points will
Help you see key words easier,
Let you add to your notes at the last minute
without crowding.
All
Allow your speech
h to
t flow
fl naturally.
t ll
You can write an outline in words and
phrases or in complete sentences but, it is
best to use as few complete sentences as
possible.
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Step 5: Outlining (2
(2/2).
Reasons to use an introduction
gets the audience's attention
introduces the topic
shows the topic's importance
forecasts the major ideas
What a conclusion should do:
inform the audience that you are about to close
summarize the major ideas
leave the audience with an idea to remember
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Step 6: How much material?
Two ways people try to reduce the length of a
presentation are to
Speak more quickly.
Reduce the number of words used.
the practice talk will be about 20% faster than the
real presentation
presentation.
Try the following suggestions to get into a good
ballpark range:
Estimate a rate of about 100 words per minute (slow!).
Each statement you make will require an average of 12
words.
Each concept will need to be supported by 3 - 4
statements.
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Ex: Decide
supporting materials
Link examples, comparisons, graphs,
results, diagrams, flowcharts, tables,
references, etc., with main ideas on your
mind-map.
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Important Elements
Rate: The optimal rate for a scientific talk is
about 100 words per minute. Any faster and the
audience can't absorb the additional
information. repeat critical information.
Opening: The opening should catch the
interest and attention of the audience
immediately, while avoiding trite filler phrases
(Thank you for having me . . .).
Conclusion: Summarize the main concepts
you've discussed, and how your work relates
to issues you've raised
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Step 7: Visual Aids (1
(1/3)
Why use Visual Aids?
Visual Aids enhance understanding of the
topic.
Visual Aids add authenticity.
Visual Aids add variety.
Visual Aids help your speech have lasting
impact.
Visual Aids can help the speaker build ethos
(speaker character credibility).
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Step 7: Visual Aids (2
(2/3)
Varieties of visual aids:
Sketches
Maps
Graphs
Charts Photographs and Pictures
Chalkboard: Textual Graphics
Posters
Objects or Models
Audio-Visual equipment
Handouts
Films, Videotapes, audio tapes, CD-Rom
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Step 7: Visual Aids (3
(3/3)
Using your Visual Aid successfully
Practice. Make sure Visual Aid is integrated into your speech.
Plan placement of Visual Aid prior to the speech
Check to see that your electronic equipment is running, and that
you know how to properly operate it.
Do not display it until you are ready to use it. When finished with
it remove, or cover it.
Do not stand directly in front of it, stand to the side and face the
audience as much as possible.
When referring to the Visual Aid, point, don't leave your audience
searching.
Do not distribute materials during your speech. If you have
prepared handouts, distribute them before or after you speak
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When to use visual aids?
To open presentation
To focus attention
To emphasize key points
To present visual information
(graphs, pictures, etc.)
To make comparisons
To explain new concepts
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Design of Visual Aids
Six Rules:
Unity (1 point per visual)
Simplicity
Legibility
Consistency
Clarity
Quality
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Computer Application
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End of Day One
THANK YOU!!
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Agenda – Day 2
1. Importance of practice 3. Presentation Delivery
Rehearsing Guidelines for effective
Control your Voice delivery.
Elements of an effective guidelines for ethical
speech speech and delivery in
Control your Time i ti
communication.
Handling Questions.
2. Before the presentation
Tips on controlling 4. Computer Applications
nervousness
Nonverbal
Communication
Personal Appearance.
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Step 8: Practice
Importance of Practice (1/3)
Practice makes perfect
Practice is the single most important factor
contributing to a good presentation.
It is necessary
y to run through
g the talk a few
times to get an idea of how the talk will flow.
seek some outside feedback to make sure you
are on the right track. Finally, practice all parts
of the talk equally.
My own rule of thumb is a minimum of 10
practice runs for any one presentation.
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Step 8: Practice
Importance of Practice (2/3)
Hints for efficient practice
Read through the text before you begin.
Practice making eye contact with your imaginary
audience.
Avoid looking at your notes when you don't need to do
so
so.
Watch your reflection in the mirror as you speak, looking
for odd and distracting habits.
Speak slowly and clearly, and use gestures.
A tape recorder or videotape are the most useful tools
for feedback.
What you say should be readily understandable by the
audience
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Step 8: Practice
Importance of Practice (3/3)
Before the day begins, or last thing the
night before, run through your talk once
more. Use a mirror or visualize standing
in front of an audience as you practice.
practice If
you've brought a slide carousel with you
(a good idea), check their arrangement.
You probably won't have time to do this
later.
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Before The presentation
Tips of controlling Nervousness
be familiar with your topic
practice your speech until you feel
comfortable with it
practice your speech in front of others
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Step 9: Physical Stress Reducers (1/2)
Deep breathing
Relaxation techniques
Do something physical
During presentation:
Move
Look at audience
Ask a question
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Step 9: Psychological
Stress Reducers (2/2)
Acceptance of stress
Surrender to it
Worst-case and best-case scenarios
Visualize
Prepare and practice
Positive attitude
Have fun!
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Importance of Nonverbal
Communication
It reinforces verbal communication
Making eye contact will make you appear
more credible
Erect posture leads to easier breathing and
better voice projection
Use movement appropriately when
emphasizing points or moving closer to the
audience
Use gesture appropriately when expressing
emotions - too much gesturing can make
you appear nervous
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Step 10:
10: Appearance (1/3)
PHYSICAL
Appearance
Dress neatly and tidily - first impressions are important.
Carry yourself in a confident and professional manner.
Eye Contact
Keep eye contact with the class. This will:
keep them alert.
make them feel that they are being directly spoken to.
make them feel part of the class.
give them confidence in you as the instructor/presenter.
Monitor the class' reactions to what you are saying
so that you can adjust your talk accordingly.
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Step 10:
10: Appearance (2/3)
Body Movements
Be natural - don't move around too much or too little.
Do not:
stand rigid.
march.
slouch.
Do:
move forward for emphasis (e.g. when standing at a
podium).
relax when talking from behind a desk -this creates
some intimacy with a group.
slowly and on occasion move from side to side
to engage all parts of the class.
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Step 10:
10: Appearance (3/3)
Gestures
use meaningful and appropriate
gestures to make a point.
VOICE
Volume
Speak loudly enough to be heard
heard.
Pitch
Use effectively to convey meaning.
Rate
Speak more quickly to convey
enthusiasm.
Speak more slowly to emphasize key
points or issues
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Step 11:
11: Create an Opener
Must have attention-grabbing
statement
Includes key points highlighting the
t i
topic
Includes benefits to the audience
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Step 11:
11: Types of Openers
Quotations
Rhetorical question
Declarative statements
R l
Real-world
ld situations
it ti
Current events
Scenario or illustration
Anecdotes and personal stories
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Ex: Write an Opener
Think of an attention-
grabbing opener that will
highlight key points and
explain
l i bbenefits
fit off your
presentation.
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Step 12:
12: Presentation Delivery (1/3)
Guidelines for Effective Delivery
be natural
be lively
be appropriate
pair delivery and message
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Step 12:
12: Presentation Delivery (2/3)
Seven guidelines for ethical speech and
delivery in communication
Understand the power of the lectern. Being in
front of people gives you a certain amount of
credibility.
Speak truthfully and be sure of your facts.
Be willing to rock the boat
boat. Stand for what you
believe, but do not alarm your audiences.
Do not lie.
Avoid excess and inappropriate emotional
appeals.
Use credible and current sources.
Avoid ambiguity. Be concrete in your
statements.
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Step 12:
12: Presentation Delivery (3/3)
Formats of Delivery
Impromptu
Extemporaneous
Manuscript
Memorized
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Delivery Distractions
Avoid:
physical distractions (swaying)
tapping pen or table
staring at notes
words like “umm”
hands in pocket
don’t slouch or keep your head down
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Prepare the Close
Key ingredients of closing:
A bridging statement that
announces the closing (eg. let us
summarize as we close,
summarize, close finally,
finally
…)
A summary of main ideas
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Ex: Write Closing
Write your closing.
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Step 13: Handling Questions
Listen carefully (rephrase question)
Think before responding
Repeat question (buy time, allows all
audience
di members
b tto h
hear))
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Step 13: Handling Questions
Keep same delivery style (pace, pitch)
Involve other audience members
The S.E.E.R. approach
pp
Summarize answer in 1 sentence
Elaborate on 1 sentence answer
Example to illustrate answer
Restate 1 sentence answer
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Step 13: Handling Difficult Questions
(1/2)
The off-the-subject question
ask how this question relates to topic
The limited interest question
ask to see questioner after presentation
The “stupid” question
Ask person to repeat it
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Step 13: Handling Difficult
Questions(2/2)
The rambling or long-winded question
interrupt and say “your question is”
The multi-question
q
The “don’t know” question
The hostile question
ask speaker to identify him/herself
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When To Take Questions
Before presentation
During presentation
After p
presentation
tell audience at beginning
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Step 14: Handling Audience
Disruptions
Always handle disruption immediately
Never embarrass audience detractor
Never show anger
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Step 14: How to Manage Disruptions
Maintain your perspective (not the end of
the world!)
Remain calm
Have a “plan B”
Stay in control
Concentrate on audience
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Final Words
To overcome a fear, you
must face it
Look for opportunities to
practice
ti your presentation
t ti
skills
Whatever you do, you can
only get better at it!
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Computer Application
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THANK YOU!!
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