The Best Guide to Effective Presentations A Stepbystep Approach

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The Best Guide to Effective PresentationsA
Step-by-step Approach

• Jackie L. Jankovich
• Elaine A. LeMay

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PHASE ONEOrganizing the Presentation

• Building Blocks
• of Organizing the Presentation
• Defining the Purpose
• Inform
• Persuade
• Recommend

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Analyzing the Audience

• structure presentation with audiences needs

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Analyzing the Audience

• Ask Yourself
• How many people will I address?
• What are the names of the audience members?
• What is the composition or diversity of the
  audience?
• What is my audiences attitude about me, the
  presenter?

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Analyzing the Audience

• What is my audiences attitude about the topic?
• How much does the audience know about the
  subject?
• What is the presentation environment? (formal or
  informal)

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Choosing the Organizational Plan

• Three Sections of A Presentation
• Introduction
• greeting and agenda
• Body
• details and supporting information
• Conclusion
• evaluations, recommendations, and actions desired

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Choosing the Organizational Plan

• Indirect Organizational Plan
• Introduction
• Body
• Conclusion

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Indirect Organizational Plan

• Used when
• audience needs supporting information first
• audience may respond negatively toward topic
• presenting negative or sensitive news

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Indirect Informative Outline

• I. The Introduction
• II. The Body
• Fact
• Fact
• Fact
• III. The Conclusion
• Evaluation

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Indirect Recommendation Outline

• I. Introduction
• II. Body
• Proof
• Proof
• Proof
• III. Conclusion
• Recommendation

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Indirect Persuasive Outline

• I. Introduction
• II. Body
• Reason
• Reason
• Reason
• III. Conclusion
• Action Desired

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Direct Organizational Plan

• I. Introduction
• II. Conclusion
• III. Body

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Direct Positive News Presentation

• I. Introduction
• II. Conclusion
• Recommendation and/or Action desired
• III. Body
• Fact
• Fact
• Fact

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Direct Analytical Presentation

• I. Introduction
• II. Conclusion
• Evaluation, recommendation and/or action
  desired
• III. Body
• Fact/analysis
• Fact/analysis
• Fact/analysis

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Organizing the Presentation

• To effectively organize your presentation
• Define the Purpose
• Analyze the Audience
• Choose the Correct Organizational Plan

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PHASE TWODEVELOPING THE CONTENT
Building Blocks to Developing the Content

• The Introduction
• Attention Getter
• Background
• Scope
• Definition of Terms
• Plan of Presentation

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The Attention Getter

• Attract audiences attention
• Motivate audience to listen

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Attention Getter

• Should relate to your audience
• Should relate to subject matter

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Effective Attention Getters

• Ask a question.
• Give an interesting statistic.
• State a rhetorical question or series of
  questions.
• State a brief narrative.

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Effective Attention Getters

• State a familiar quotation (only if the author is
  known and respected by the audience).
• Discuss a commonality between yourself and
  audience.

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Background

• Explains what happened in past or what is
  happening now
• Audience analysis will determine how much
  background is needed

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Scope

• Establishes boundaries of presentation
• Explains what is and what is not included

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Definition of Terms

• audience analysis to determine what terms need to
  be defined.
• technical jargon
• unfamiliar terms that are used throughout
  presentation

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Plan of Presentation

• Explains your presentation agenda
• Tells audience what to expect
• Previews main ideas
• Creates continuity during presentation
• Should be last thing said during Introduction

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The Body

• Develops, organizes, and explains main ideas from
  introduction

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Developing the Body

• Guided by the purpose
• Information in the Body should support purpose.
• Should be limited to five main ideas.

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Organizing the Body
Several Methods

• Chronological -- in order of occurrence
• Component -- present ideas by division,
  department, geographical location, etc.
• Importance -- greatest to least importance

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Organizing the Body

• Cause Effect Solution -- of the
  problem(s)
• Criteria -- present information according to
  evaluation criteria
• Topic Pattern -- divide topic into logical main
  ideas

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The Transitional Plan

• Presenter should guide audience through
  presentation (review main topics)
• Called the Transitional Plan--provides the flow
  audience needs to follow presentation

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Using the Transitional Plan

• Emphasizes structure of presentation
• Leads audience from one section or idea to next
• Provides signposts to tell audience where you
  have been and where you are going

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Three Parts of the Transitional Plan

• Lead-In -- introduces each main idea, where they
  are in presentation, and how they relate to
  overall purpose.
• Summary -- At end of each main idea -- restates
  what was discussed, restates how it relates to
  the overall purpose, tells audience where they
  are in presentation

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Three Parts of the Transitional Plan

• Transition -- follows each summary and tells
  audience what to expect in next main idea

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The Conclusion

• Depending on presentations purpose, conclusion
  should
• Restate purpose.
• Summarize main ideas.
• Present conclusions and/or evaluations

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The Conclusion

• Motivate audience to act (if necessary)
• Make recommendation
• Provide closure to presentation
• End with a memorable, vivid, positive statement

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Question Answer Session

• During presentation or held off until end
• Presenter determines most appropriate time
• Questions asked during presentation interrupt
  flow, but might provide a more spontaneous,
  relaxed atmosphere
• Inform audience of your preference

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Question and Answer Session Guidelines

• Anticipate questions when planning presentation
• Encourage questions
• Briefly repeat or reword question before
  responding

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Question and Answer Session Guidelines

• Link questions to main points in presentation
• Respond to irrelevant questions by suggesting
  that questioner talk with you after presentation

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Four Building Blocks to Developing the Content

• Introduction
• Body
• Transitional Plan
• Conclusion

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PHASE THREECREATING AND USING VISUAL AIDS

• Can enhance presenters image,
• Replace presenters notes,
• Improve audiences comprehension,
• Increase audiences retention rate

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Point of Interest

• It has been said that people generally remember
• 20 percent of what they hear
• 30 percent of what they see
• 50 to 85 percent of what they see and hear

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Variety

• By using a variety of delivery techniques you
  will
• increase retention rates
• accommodate diverse learning styles of
  individuals in audience

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Two Types of Visual Aids

• Text

• Graphic

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Visual Aids Should

• Relate your presentations purpose
• Demonstrate one key concept per visual
• Be relevant, honest, and accurate
• Be simple, clear, consistent, and easy to read

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Visual Aids Should

• Use contrast and color to emphasize key points
• Minimize text, emphasize pictures and graphics
• Be large enough to be read in back of room

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Building Blocks to Using Visual Aids Effectively

• Selecting Appropriate Medium
• Handouts -- to provide agenda or to share a lot
  of information
• Props used when verbal description can not
  adequately enhance concept

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Selecting the Appropriate Medium

• Flipcharts -- best for audiences of less than 40
  to 50 people
• Boards -- writing and erasing can interrupt flow
  of presentation
• Overhead projectors -- allows you to mark on or
  alter during presentation

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Selecting the Appropriate Medium

• Slides -- easy and effective, but difficult to
  change order spontaneously and requires dim
  lighting
• Computer Presentations -- easy and timely, but
  requires dim lighting

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Selecting the Appropriate Medium

• Videos -- entertaining and most meeting rooms
  are equipped with appropriate technology
• Multimedia -- text, graphics, video and audio

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Creating the Design

• Color
• influences audience behavior
• stimulates action
• emphasizes key points
• differentiates sections
• adds authenticity
• improves image of presentation

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Creating the Design

• Format
• helps deliver your message
• place company logos so that they are not prominent

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Creating the Design

• Balance
• arrangement of elements on visual
• vertical format for text
• 6 x 7 rule

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Creating the Design

• Readability
• letters should be no smaller than 30 points

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Choosing the Appropriate Diagram

• Bar Graphs -- compares sizes of several items
• Flow Chart -- shows a series of steps from
  beginning to end and shows relationships

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Choosing the Appropriate Diagram

• Line Graphs -- indicates changes over time
• Maps -- represents geographic areas or locational
  relationships
• Organization Charts -- shows interrelationships
  within an organization

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Choosing the Appropriate Diagram

• Pie Charts -- shows pieces of a whole and their
  relative sizes all pieces should equal 100
• Tables -- present detailed, technical information
  and survey results.

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Choosing the Appropriate Diagram

• highlight the primary element to be emphasized

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Presenting the VisualsPractice Makes Perfect

• Introduce visual before explaining it
• Summarize important points
• Maintain eye contact with audience
• Allow audience time to comprehend information
• 20 second rule
• Arrive early

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INCORPORATING VISUALS SMOOTHLY INTO YOUR
PRESENTATION

• Consistently prepare visuals
• Number overheads and handouts
• Clearly and concisely word visual headings
• Stand facing audience

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Incorporating Visuals Smoothly Into Your
Presentation

• Stand next to flipchart, or projector
  screen--never between visual and audience
• Point with hand closest to visual
• Remove visual when finished

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Creating and Using Visual Aids

• Remember visual aids cannot make up for a poorly
  planned presentation
• Visual aids should be used to supplement
  presentation, not dominate it

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PHASE FOURDelivering the Presentation

• Final Phase in effective presentation
• Effective presenters are made not born
• Excellent speaking requires doing many things
  well
• Effective delivery techniques will make you an
  effective presenter

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Delivering the Presentation

• Goal--to deliver a presentation so audience
  understands, accepts, and remembers what you say

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Three Building Blocks to Effective Delivery

• Verbal Skills

• Word Usage
• use active voice
• use personal language and pronouns
• use short words and short sentences
• Paint word pictures
• Eliminate non-words and filler phrases

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Vocals

• Help audience to understand and remember your
  presentation
• Pronunciation -- use only words that you can
  comfortably pronounce
• Vocal inflections -- varied and natural
• Tone -- objective and neutral

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Vocals

• Rate -- vary pace and use pauses effectively.
  Speak quickly for a while and slow down at key
  points, then pause.
• Volume -- audience members in back of room should
  be able to hear easily. Volume should also be
  varied.

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Vocals

• Speak out
• Speak clearly
• Speak to be understood

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Non-verbal Skills

• 60 to 90 of a presentations overall effect
  comes from non-verbal cues.
• Non-verbal skills support and enhance your verbal
  skills.
• Audiences impression begins when you first come
  into view.

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Posture and Movement

• Should be dignified but relaxed.
• Can be used to dictate formality or informality
  of your presentation.
• Find a balance between standing stiffly behind a
  podium and moving too much across the front of
  the room.

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Guidelines for Effective Posture and Movement

• Stand up straight, feet slightly apart, arms
  comfortable, ready to gesture.
• Do not grip the podium.
• Do not sway back and forth or pace back and forth.

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Guidelines for Effective Posture and Movement

• Do not fold arms across the chest.
• Do not stand with your arms hanging straight at
  your sides or behind your back for the entire
  presentation.

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Guidelines for Effective Posture and Movement

• Do not leave your hands inside your pockets.
  (occasionally, one hand in a pocket is
  acceptable)
• Do not speak with your head bowed--Use eye
  contact.

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Gestures

• Use gestures
• to enhance your words
• for effect
• Vary gestures so they are natural and meaningful

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Gesture Dos

• Make sure gestures can be seen over podium and
  from back of room.
• Use gestures to emphasize ideas and to enhance
  points about size, number, and direction.

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Gesture Dos

• Practice what to do with your hands when not
  gesturing.
• Rest hands lightly at sides or on table between
  gestures.

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Gesture Donts

• Play with a pen, pointer, etc.
• Jangle keys or coins
• Tug on your ear
• Play with jewelry
• Twirl hair

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Gesture Donts

• Stroke chin or beard
• Bite lip
• Play with a watch
• Shuffle your feet or wring your hands
• Click a pen open and shut

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Presentation Style

• The undefinable element that can make you an
  effective presenter.
• Style is what makes people remember you the next
  day.

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Style YOU MUST DEVELOP YOUR OWN

• Greetings and Closings -- Should portray
• confidence
• warmth and friendliness
• your interest in your audience
• Give a verbal and non-verbal hello and goodbye.

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Style

• Humor
• energizes the presentation
• creates a good feeling.
• encourages careful listening
• builds rapport
• helps your audience to remember your ideas.
• Based on audience analysis, determine correct
  amount and type of humor to use

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Style

• Use of Notes
• Relying on notes can interfere with communicating
  message effectively
• Decreases your credibility--you look unprepared
• Constant motion of a presenters eyes to notes is
  annoying

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Use of Notes

• Never Read a Presentation
• Reading a presentation (even for a few seconds)
• Results in lose of audiences attention
• Audiences attention may not be recovered

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Alternatives to Using Notes

• Place presentation on overhead or flip chart --
  both you and your audience will be able to look
  at notes together
• Convert outline to bullet points to remind
  yourself

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Style

• Reducing Stage Fright
• Effective presenters give impression that they
  are comfortable, confident, in control and
  enjoying themselves.
• The best prevention is to practice, practice,
  practice.

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Stage Fright

• Some stage fright can be beneficial -- it helps
  to keep you focused.
• You must control it, not let it control you.

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Rehearsing

• Familiarize yourself with room
• Familiarize yourself with equipment
• Practice integrating visual aids
• Develop ability to stand and move around in
  natural manner

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Rehearsing

• Look for flaws or gaps in outline
• Time presentation to accommodate time allowed
• Practice with someone to rehearse maintaining eye
  contact

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Rehearsing

• Tape record or video tape your presentation
• Review it to see where adjustments should be made

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Building Blocks to Delivering the Presentation

• Verbal Skills
• Non-verbal Skills
• Presentation Style