Effective Presentation

Skills
Dr. Ashraf S. Youssef

Student Development Program (SDP)

Course Introduction

„ Welcome to training by SDP!

„ Instructor introduction.

Youssef

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
„ Control your Voice
„ Elements of an effective
speech
„ Control your Time
2. Before the presentation
„ Tips on controlling
nervousness
„ Nonverbal
Communication
„ Personal Appearance.
„ Guidelines for effective
delivery.
„ guidelines for ethical
speech and delivery in
i ti
communication.
„ Handling Questions.
4. Computer Applications

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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!

Youssef

Computer Application

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THANK YOU!!
Youssef

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