PREPARING

1
PREPARING DELIVERING EFFECTIVE
PRESENTATIONSHELPFUL HINTS
2
Prepare, Design Deliver Effective Presentations

• Assume that you already have
• Completed the research and analysis
• Decided on conclusions and a set of realistic
  recommendations
• Now you must organize, write deliver the
  results of your work.

3

• The ultimate purpose of your presentation is to
  persuade someone to do something
• Take Action!
• e.g. Should I invest in this company?
• Make a Decision!
• e.g. What is the optimal price to issue the
  securities?

4
Understanding your audience

• Designing a presentation without an audience in
  mind is like writing a love letter addressed To
  whom it may concern.
• There is no such thing as a dumb audience. If
  they dont understand, its because you cant
  communicate.
• Its not what you say that counts its what
  they hear.

5
Understanding your Audience

• Audience Bill of Rights
• The right to know what you want me do as a
  result of your presentation
• The right to understand the reasons that justify
  your recommendations
• The right to be spoken to with respect for my
  experience, intelligence and knowledge
• The right to honesty when you do not have answers
  to my questions

6
Audience Bill of Rights (cont.)

• The right to know at the outset how the
  presentation will progress
• The right to be able to read every word on every
  visual
• The right to have charts tables explained
• The right to be able to hear you clearly from the
  back of the room

7
Getting Organized

• How to begin?
• Write one sentence that realistically describes
  what you want audience to do as result of your
  presentation
• --Invest in shares of XYZ Corp in price range of
  5.00 to 6.00 for several specific reasons.

8
Getting Organized

• What are the most important questions your
  presentation will address and answer?
• Why should China Telecom do an IPO in the
  international equity markets?
• Begin with recommendation
• This presentation will demonstrate the reasons
  why China should proceed to raise much needed
  capital through an IPO.

9
Getting Organized

• First create a list of slide headings
• Introductory slide (Table of Contents)
• Conclusion/Recommendation
• Background
• Rationale for Recommendation
• Conclusion/summary

10
Getting Organized

• Step One for each slide
• Describe main message of slide without worrying
  about length
• Step Two for each slide
• Edit, edit and edit some more, until only bare
  essentials remain
• Distinguish what needs to be said from what needs
  to be shown

11
Designing Slides

• Slides are most effective when
• Visually easy to read lots of white space
  maximum of 30-40 words/slide
• Easily legible to person sitting farthest from
  the screen
• Written to be easily and quickly understood
  precise and concise
• Make every word tell !

12
Designing Slides

• Content driven use special effects only when
  they clearly add value
• Prepare well in advance proof read, re-proof
  and re-proof again (impossible if last minute
  preparation)
• Charts, tables graphs- use to strengthen
  illustrate key arguments, but only if easy to
  understand and carefully explained

13
Designing Slides
Sometimes a chart can convey your message more
effectively than words

Enhance Company Efficiency
Attract Foreign Investment
Develop Domestic Equity Market
Raise Capital
Privatization Goals
Promote Private Sector Development
Reduce Fiscal Deficit
14
Delivering the Presentation

• You are not unique! Most presenters are

• Nervous
• Embarrassed
• Unsure about their speaking style

• Speaking effectively before an audience is an
  acquired skill.
• Rehearse, rehearse and rehearse some more!

15
Delivering the Presentation

• The more often you rehearse

• The more relaxed you will be during the
  presentation
• The more familiar you will be with the material

16
Delivering the Presentation

• Your audience expects you to have

• Confidence a thorough knowledge and comfort
  level with all material
• Conviction if you do not believe in what you
  are presenting, your audience will know
• Enthusiasm energy and enthusiasm are
  infectious (the opposite also is true)

17
Delivering the Presentation

• Other helpful hints

• Think carefully about transition from slide to
  slide
• Always explain transition before you change
  slide
• Explain slides without reading verbatim
  elaborate on slide message as needed
• If someone else will change slides for you,
  carefully rehearse together

18
Answering Questions

• Listen super-carefully and do not interrupt.
  The questioner might
• Answer his/her own question
• Give clues to the answer
• Reveal a follow-on question
• Pause before answering. Give yourself time to
  compose a response.

19
Answering Questions

• Only answer question asked, no more or less
• Respond to entire audience, not only to
  questioner
• If you do not know the answer, dont try.
  Instead
• Ask a team member
• Acknowledge that you dont know, with promise
  to follow-up

20
Arrive Early

• Anything that can go wrong will!
• Arrive at presentation site extra-early
• Test technology thoroughly yourself.