PRESENTATION SKILLS

By Sukriti Bajaj
OVERVIEW
Overview

Presentation
Presentation Principles
Rhetorical Devices
Learning Styles Of Listeners
Aim For Head & Heart
Steps In Preparing A Presentation
Preparing The Presentation
The Introduction
The Body
The Conclusion
Overview

Dealing With Questions

Speaking
Gesturing
Notes
Hangouts
Body Language To Be Avoided
Nervousness
Preparation Before Presentation
Effective Delivery
Font
Overview

Keywords Vs Sentences
Tables, Graphs & Figures
Spellings & Grammar
Keeping Slides Simple
Tips On Presentation
Dos & Donts
PRESENTATION
Presentation

A presentation is the process of presenting a

topic to an audience.

It is typically a demonstration, introduction,

lecture, or speech meant to inform, persuade, or
build good will.

It is a speech or talk in which a new product,

idea, or piece of work is shown and explained to
an audience.
Presentation

Why do you need presentation skills?

Students coursework, projects

Industry selling!!

Academia- papers
Presentation

Why do people hate giving presentations?

Nerves

Not used to public speaking

Need to keep lot of information in head

Afraid of making a fool of yourself

PRESENTATION PRINCIPLES
Presentation Structure The
Greek Way
The Greek approach to public speaking involves
a five-part structure:

Introduction
Narrative
Argument
Refutation
Conclusion
Presentation Structure The
Greek Way
The Introduction prepares the audience to be
receptive.

The Narrative is the part in which the speaker

tells his or her story.

In the Argument, the speaker presents

supporting logic.
Presentation Structure The
Greek Way
The speaker then uses Refutation to anticipate
and rebut possible objections to his or her
position.

The Conclusion appeals to the audience for

acceptance or some particular action.
Presentation Structure The
Greek Way
Also know as Greek Speech Model

The same structure can be used today for

organizing & delivering business speeches &
presentations.
Introduction

The Greeks used the introduction to prepare the

audience to hear the speech favorably.

Say what you are going to say, say it, then say
what you have just said.
The Introduction

Here are a few of their strategies:

Talk about the audience

Talk about the previous speaker
Talk about the event
Talk about a moment in history
Talk about the place
Talk about the point of the speech
The Narrative

The essence of the narrative is a story. Here you

must get to the heart of the matter, whether it
involves something you wish to convince them
of, or something about which you want to tell
them.

Put the essence of your communication into a

story of your devising, one that relates the facts
in the way you wish your audience to understand
them.
The Argument

In the argument of your presentation, you

present the proofs, or supporting logic, for your
point.

This section is probably the most important part

of the presentation for bringing your audience
around to your point of view.
The Argument

Keep your factual evidence to the necessary

minimum and your main arguments to three or
four at the most because the audience recalls
very little of what they hear.
The Refutation

In this section, you anticipate objections to your

argument.

This section is particularly important when the

subject is controversial.

The more explosive the topic, the more

important it is to state your opponents points of
view and to do so early in the refutation.
The Refutation

You must give a real hearing to opposing points

of view, even if you subsequently demolish them
with brilliant rhetoric.

Failing to do so will cause your audience to

complain that you never ever considered the
opposition.
The Refutation

You can handle the refutation in three ways:

Answer anticipated rebuttals to your own

arguments.

Take the opportunity to rehearse and reject

your opponents argument.

Mix the two approach.

The Conclusion

The conclusion should not summarize your

argument; rather, it should appeal to the
audience for its understanding, its action, and its
approval whatever it is you want the audience
to do or think.

The Greeks were very clear that a summary was

not wanted here.

Tell your audience what it should think or do.

RHETORICAL DEVICES
Rhetorical Devices

The four Rhetorical Devices used by the Greeks

to connect with and convince their listeners are:

Parallel Structure
Triads
Antithesis
Rhetorical Questions
Parallel Structure

Parallel Structure uses sentence elements that

are alike in both function and construction.

It is especially useful in presentations because

the repetitions of language structure helps
audiences hear and remember what we have to
say.
Parallel Structure

You can use similar language structure to good

effect in business situations:

We will work hard. We will work smart. We will

create a better future for the company and for
ourselves.
Triads

The Greeks noticed early on that people are

attracted to lists of three items. Call it the Rule
of Threes or simply a Triad.

A group of three seems to our minds complete

and satisfying. No one is quite sure why.
Triads

You can use triads to good effect in any number

of business presentations:

Our new reflective window film will reduce

your air-conditioning costs, eliminate
annoying glare, and protect your furnishings
from sun damage.
Antithesis

In rhetoric, Antithesis is the placing of a

sentence or one of its parts in opposition to
another to capture the listeners attention or to
evoke a strong response.

Antithesis is rarely used today, even though it is

an elegant form of expression and one that
people remember vividly.
Antithesis

Because of its dramatic effect, antithesis is less

available to the business speakers. Still you may
find opportunities:

The choice is ours. We can live with the

defenders dilemma, or grasp the innovators
advantages.
Rhetorical Questions

Rhetorical Questions are questions asked for the

sole purpose of producing an effect on the
audience.

The speaker does not expect his or her questions

to be answered least of all by the audience.

Rhetorical questions draw listeners into the

topic because they call for answers, even if they
are not uttered out loud.
Rhetorical Questions

As a businessperson, you have ample

opportunities for posing rhetorical questions and
then stating your reply to them.

If we keep on following the same ineffective

strategy, this company can expect shrinking
market share and declining profitability. Do
you want to work for a company like that?
Rhetorical Questions

Are you comfortable with mediocrity? I think

not: Thats why I have offered this plan, and
why Im here today to ask for your support.
LEARNING STYLES OF
LISTENERS
Learning Styles Of Listeners

The three primary learning styles of listeners

are:

Visual

Auditory

Kinesthetic
Virtual Listeners

These learners respond best to pictures, graphs,

and other visual stimuli.

Research shows that 30 to 40 percent of people

are visual learners.
Auditory Listeners

These learners are more responsive to words

and other sounds.

An estimated 20 to 30 percent of the population

are auditory learners.
Kinesthetic Listeners

This type of person is most engaged by physical

activities: handling a prototype, working at a
laboratory bench, or watching a presenter who
moves around, mingles with the audience, or
uses props.

Some 30 to 50 percent of people are kinesthetic

learners.
Learning Styles Of Listeners

Presenters should adjust their talks to the

known learning style of their audiences.

When the style is mixed or unknown, the

speaker should include something for everyone.
AIM FOR HEAD & HEART
Aim For Head & Heart

Presenters should aim not merely for the heads

of their listeners, but also for their hearts. Many
business situations, but not all, have unstated
personal or emotional components.

When these are present, speakers should factor

them into their talks. Doing so will engage
listeners at a deeper level and produce a better
outcome.
STEPS IN PREPARING A
PRESENTATION
Steps In Preparing A Presentation

Planning The Presentation

Preparing Content of The Presentation

Practicing and Delivery

Steps In Preparing A Presentation

Step 1: Analyze your audience

Step 2: Select a topic
Step 3: Define the objective of the presentation

Step 4: Prepare the body of the presentation

Step 5: Prepare the introduction and conclusion

Step 6: Practice delivering the presentation

Planning The Presentation

Preparing a presentation can be an

overwhelming experience if we allow it to be
one.

There are several strategies and steps provided

to help us break down what we might view as a
large job into smaller, more manageable tasks.
Planning The Presentation

Step 1: Analyze your audience

It's a good idea to obtain some information on

the backgrounds, values, and interests of the
audience so that we understand what the
audience members might expect from the
presentation.
Planning The Presentation

Step 2: Select a topic

Selecting a topic that is of interest to the

audience and ourselves.
Planning The Presentation

Step 3: Define the objective of the presentation

Writing the objective of the presentation in a

single concise statement.

The objective needs to specify exactly what we

want our audience to learn from our
presentation.
Planning The Presentation

Step 3: Define the objective of the presentation

It helps us to keep focus on the research and

development of the presentation.
Preparing Content of The
Presentation
Step 4: Prepare the body of the presentation

Determining how much information we can

present in the amount of time allowed.

The presentation should not be too basic or

too advanced.
Preparing Content of The
Presentation
Step 4: Prepare the body of the presentation

The body of the presentation is where we

present our ideas.

It is very important to provide variety to keep

the audience involved.
Preparing Content of The
Presentation
Step 4: Prepare the body of the presentation

To present the ideas convincingly, we will need

to illustrate and support them by including:

Present data and facts

Read quotes from experts
Relate personal experiences
Provide vivid descriptions
Preparing Content of The
Presentation
Step 5: Prepare the introduction and conclusion

Once the body of the presentation is prepared,

we need to decide how to begin and end.

Make sure the introduction captures the

attention of the audience and the conclusion
summarizes and reiterates the important
points.
Preparing Content of The
Presentation
Step 5: Prepare the introduction and conclusion

"Tell them what you're going to tell them. Tell

them. Then, tell them what you told them.

Say what you are going to say, say it, then say
what you have just said.
Preparing Content of The
Presentation
Step 5: Prepare the introduction and conclusion

Introduction can be prepared by:

o Making the introduction relevant to the

listeners' goals, values, and needs
o Asking questions to stimulate thinking
o Sharing a personal experience
Preparing Content of The
Presentation
Step 5: Prepare the introduction and conclusion

Introduction can be prepared by:

o Beginning with a joke or humorous story

o Projecting a cartoon or colorful visual
o Making a stimulating or inspirational
statement
o Giving a unique demonstration
Preparing Content of The
Presentation
Step 5: Prepare the introduction and conclusion

During the conclusion of your presentation,

reinforce the main ideas communicated.
Practicing & Delivering

Step 6: Practice delivering the presentation

When we practice our presentation, we can

reduce the number of hiccups & glitches which
diminishes a speaker's credibility.

We can also fine-tune our content to be sure

that we r making our most important points in
the time allotted.
Practicing & Delivering

Step 6: Practice delivering the presentation

We can also give a thought that how we want

to deliver it which may include:

Speaking from Memory

Speaking from Notes
Speaking from Text
Using a Combination of Methods
PREPARING THE PRESENTATION
Preparing The Presentation

Need to set objectives. Think about:

What information you want to present

What level you need to pitch this information

at

What will the audience be expecting to gain

from this presentation
Preparing The Presentation

Make sure the presentation:

Is to the point
Is logically structured
Can be clearly understood
Is appropriate for, and relevant to the audience
Does not overload the audience with
information
Is interesting
THE INTRODUCTION
The Introduction

Welcome your audience

Identify yourself and the topic of the

presentation

Explain the purpose of the presentation

Outline what you are going to say

The Introduction

If you require audience participation - explain

their role

Tell your audience if and when questions will be

permitted - during/after
The Introduction

Always prepare your opening

Tell people what the presentation is about

Keep the opening short and simple

Only use anecdotes that are relevant

The Introduction

Use caution with personal experiences

Stay away from inappropriate humor

The Introduction

Standard introduction

Good Morning/Afternoon etc., my name is .. , I

am going to talk today on ..
The Introduction

More exciting introductions

Good Morning/Afternoon etc., my name is .., I

am going to take you on a roller coaster ride
around todays motherboards

Start with a quote

Start with a question

The Introduction

Do not use apologetic introductions

I will only take up 5 minutes of your time

Do not use excuses

Unaccustomed as I am to public speaking

THE BODY
The Body

Specifically state your key ideas in a logical

sequence

Make reference to similar situations analogies

Draw examples from personal experience if

possible

Refer to research
The Body

Include quotations where appropriate

Move from point to point using transition

sentences
THE CONCLUSION
The Conclusion

Summarize the main points presented in the

body

Emphasize key arguments

The Conclusion

Always prepare a closing

Always restate the main point, and, perhaps, the

key supporting points

Say clearly what happens next

If appropriate, make a call to action

Thank the audience

DEALING WITH QUESTIONS
Dealing With Questions

Repeat or rephrase the question so that all the

audience hears it.

Give short answers.

If one person is dominating the questioning

politely mention that others may want to ask
questions and ignore until all other questions
have been answered
Dealing With Questions

If you cannot answer a question say so and

either

try to elicit an answer from other members of

the audience or

say that you will find out and deliver the

answer to the questioner at a later date
Dealing With Questions

Indicate when the questioning period is coming

to an end

Eg. ..only enough time for 3 more questions.

SPEAKING
Speaking

During the presentation you need to

concentrate on:

Emphasis place stress on important points

Phrasing pauses between phrases

Do not use um or er to fill the gaps use

silence instead
GESTURING
Gesturing

Good

Lets off nervous energy

Makes you more interesting to watch
Makes you look more relaxed and natural
Adds emphasis
Add emotion
Can be used to illustrate what you are saying
Gesturing

Bad

Can distract the audience too much

NOTES
Notes

Write the talk out in full

Gives a clear idea of the talk

Can spot where you find difficulty

Can time accurately

Notes

Use this text to prepare brief notes to be used in

the talk- pick out key phrases and place on cards
to be used in the presentation as an aide
memoir
HANDOUTS
Handouts

Handouts could be prepared from the notes but:

Dont give out until after your presentation

Tell audience before presentation that they

will be available
Handouts

When to use and distribute handouts

At beginning, if audience needs them during

presentation

during presentation, have someone else hand

them out at end if possible

Running handouts two, three or six to a page

BODY LANGUAGE TO BE AVOIDED
Body Language To Be Avoided

Avoid:

Hands on hips

Both hands in pockets

Hand in pocket that has keys or change in

NERVOUSNESS
Nervousness

Everyone gets nervous about speaking in public

The brain seizes up

The brain starts working the moment youre born

and never stops until you get up to speak in
public - Anon
Nervousness

Anxiety makes people talk faster and the faster you

talk the more anxious you become

Try to speak slowly

Take a deep breath between points

If you make a mistake

o Either ignore
o Or admit with a smile and recap
PREPARATION BEFORE
PRESENTATION
Preparation Before Presentation

Be ready before the presentation

Know your equipment
Arrive early and set up
o Run through all slides

Law of Dynamic Negatives

Anything that can go wrong, will
o Be prepared - you need those slides
EFFECTIVE DELIVERY
Effective Delivery

Effective Speaking is the first and most obvious

requirement of effective delivery.

Projecting a Positive Image is equally important.

You want the audience to take you seriously.

Keeping the Audience Engaged is another

requirement. You can engage your listeners by
periodically changing what you are doing, asking
questions, injecting humor, and using appealing
visuals.
Effective Delivery

Question and Answer sessions are a feature of many

presentations. In the Q&A part, anticipate likely
questions, provide feedbacks, and demonstrate
empathy for the audience.

Group Presentations present a few organizational

issues. the foremost of these is the question of who
talks when. Speaking chores should be assigned by
either the speakers credibility with the audience,
individual presentation skills or recognized
expertise in different areas.
Effective Delivery

Stage Fright is a regular companion of most public

speakers. Although it may never be completely
conquered, stage fright can be controlled through
solid preparation, knowledge of the audience, and
other tips.

The Evaluation of a Presentation is the last step of

effective delivery. Creating and delivering a
presentation is a process that, like every other
process, can be improved. To do so, you need to
step back and evaluate what went well and what
went badly. Further, address the root causes.
FONT
Font

Font
Use Arial or Helvetica or other simple fonts

Font size
Bigger is better

Caps
ALL-CAPS ARE DIFFICULT TO READ
All-caps are difficult to read
Same Slide

Fonts are like colors, just because you have a lot

of them to choose from you dont have to use
them all! No more than two or three per slide.

Be consistent from slide to slide.

Dont overdo the use of italics, bolding and

shadows and like email, DO NOT USE ALL
CAPS.
KEYWORDS VS SENTENCES
Keywords Vs Sentences

(Long) sentences are distracting

Use keywords

7 x 7 rule

o Max 7 lines per slide

o Max 7 words per line

TABLES, GRAPHS & FIGURES
Tables, Graphs & Figures

Often better than words

Redo if you have the data

Amount of data

Do not show data you do not mention

Tables, Graphs & Figures

Watch

Alignment of text and numbers

The number of decimals

SPELLINGS & GRAMMAR
Spellings & grammar

It is emportant than there is no erors or typos

It looks Veru improfesionel

People maynot take your seriuosly

KEEPING SLIDES SIMPLE
Keeping Slides Simple

Avoid

Sound effects
Slide transitions
Fancy layouts
Clip art
More than 3 bullet levels
TIPS ON PRESENTATION
Tips On Presentation

Always use a title slide. Put it up about five minutes

before your presentation begins.

The presentation should set the tone of the

message.

If you are sharing good news, your presentation

can use a lot of fun art, audio and video. If you
have bad news, stick to the points.
Tips On Presentation

Keep the presentation look simple. You dont want

to distract from the content of the
slide/presentation.

Keep a consistent look from slide to slide.

Create high contrast between the background and

the text.

Consider creating a company specific background

for sales presentations.
Tips On Presentation

Clip art should match your audience.

Art should match a key word or phase in the slide.

When using art, keep the images balanced on the

page. Use the rule of thirds.

Use art judiciously.

All of the rules apply to sound (even more so!).

Tips On Presentation

Limit your bullet points to three or four items.

Try to have no more than 24 words on any one slide.

Be careful when using abbreviations,, and special

phrases on your slides. Explain them quickly or you
lose your audience.
Tips On Presentation

Fonts are like colors, just because you have a lot of

them to choose from you dont have to use them all!
No more than two or three per slide.

Be consistent from slide to slide.

Dont overdo the use of italics, bolding and shadows

and like e-mail, do NOT use all caps.
Tips On Presentation

It is important to explain how to read your chart or

graph as soon as you put it on the screen.

Do not say anything important within ten seconds

of putting up a chart. People wont be listening,
theyre too busy figuring out the chart.

Have a final slide that lets the audience know that

the presentation is over.
DOS & DONTS
DOs

Prepare

Be enthusiastic

Be professional
Use simple words
Keep your sentences short
Keep buzz words to a minimum and only use if
essential and your audience will understand them
Talk as you write
DOs

Use analogies
they illustrate points

Use quotations
but no more than 3 in a presentation

Use eye contact

This does not mean simply stare at the audience
DOs

Use speech to expand on the points on your slide

The points on your slide should be a summary

Use pictures/cartoons/diagrams where appropriate

These must be relevant
Keep animation to a minimum

Use a pointer
DOs

Vary you voice in terms of stress, phrasing and

speed

Be interested and interesting

Practice, Practice, Practice

Dress for the occasion

DONTs

Leave preparation till the last minute

Speak too fast

Read directly from notes

Use sheet of A4 (cards are more subtle!)

Speak in a monotone
DONTs

Speak too quietly (or too loudly)

Rush the introduction

Use slides that cannot be read

Put too much text on a slide

DONTs

Talk at the screen

Talk about something unrelated to the current slide

This is easy to do so, apologise and recap

Use too few slides

DONTs

Wear a hat

Wear sunglasses

Chew gum or tobacco

Use note cards

Stand in front of the screen

Activity - 1

Prepare a presentation on an event (corporate or

college event/ activities).
Activity - 2

Prepare a presentation for a business proposal.

Activity - 3

Prepare a presentation on the cross cultural aspects

of a country (their ethics, culture, food, etiquettes,
etc). Also highlight the International Business
Strategy of the companies with respect to Cross
Culture.
THANK YOU !