Effective presentation skills

1. Effective presentation skills Dr. Moudar Zgoul Mechanical Engineering Department

2. Objectives Prepare a presentation using a simple, but highly effective format. Use this format to create concise, results-oriented presentations within minutes if necessary. Capture the audience’s attention within the first 60 seconds of the presentation. Use the pace, tone, and pitch of their voice to create enthusiasm and interest in the audience. Use body language and movement that is effective and not distracting to the audience.

3. Objectives Use eye contact to connect with the audience. Personalize a presentation to address the customer’s needs and objectives. Manage Question & Answer sessions. Properly use visual aides to support their presentation. Turn the most technical presentation into one that is exciting and memorable.

4. APPEARANCE • PHYSICALAppearance • 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. • Do not: • stare (intimidate). • move your eyes from side to side (distraction). • look out the window or at the clock (indicates boredom). • look only at the training aids or chalk board (this can be perceived as impolite). • look at your feet or at the ceiling (indication of nervousness or timidity).

5. APPEARANCE • PHYSICAL Appearance • Body Movements • Be natural - don't move around too much or too little. • 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. • Gestures • use meaningful and appropriate gestures to make a point. • Do not, or at least avoid: • play with keys or coins in your pocket. • use your hands too much, touching your nose or ears and excessive coughing. • use a pointer, pen, pencil or chalk to point at an individual may be perceived as offensive.

6. APPEARANCE VOICEVolume Speak loudly enough to be heard. VOICEPitch Use effectively to convey meaning. VOICERate Speak more quickly to convey enthusiasm. Speak more slowly to emphasize key points or issues. Do not: speak so quickly that no one can understand. speak so quickly that materials are glossed over rather than well explained so that they are understood. speak so slowly that people become bored or drowsy. Articulation Speak clearly, pronouncing words carefully -don't mumble. Control your lips, teeth and tongue to assist you.

7. APPEARANCE LANGUAGE Avoid "pet" expressions(e.g."O.K.","Like", "You know"). Do not use profanity. HUMOR Use humor but only appropriately.

8. METHODS TO PLAN IMPROMPTU TALKS • METHOD I - PREP • P = Point R = Reason E = Example P = Point • Point • Personal viewpoint. • Something strong. • Attention getter • Reason • Explain why you feel this way. • Example • Real life examples which clearly illustrate your viewpoint. • Support material. • Point • Go back and re-state the point.

9. METHODS TO PLAN IMPROMPTU TALKS • METHOD II - PAST / PRESENT / FUTURE • Past - What happened in past? • Present - What is present situation? • Future - Where are we going in the future? • METHOD III - RELATED INCIDENT METHOD • Use the subject as a reminder of a previous incident. • Relate the incident or an experience using lots of detail. (e.g. asked to speak on object’s safety, tell story of your first accident or first investigation of object fatality and the effects it had on you.)

10. METHODS TO PLAN IMPROMPTU TALKS • METHOD IV - 5 "W's" AND ONE "H" • What • What happened? • What was the cause? • Who • Whom did it happen to? • Who is involved? • Where • Where did it happen? • When • When did it happen? • Why • Why did it happen? • Why are you involved? • How • How did it happen? • Are you involved?

11. GUIDELINES FOR DEVELOPING A FORMAL PRESENTATION • INTRODUCTION • Purpose: The purpose of the introduction is to define the objective of your presentation, motivate your audience and outline what is to be covered. • O = Objective (State what you hope to achieve in your presentation) M = Motivate (Get people involved at the outset) O = Outline (What is to be covered) • BODY • Purpose: The body is the most important part of the presentation. The body should cover the essential information, provide examples, and allow for discussion and clarification. What should the body include? • teaching points • examples • exercises, if appropriate • periodic reviews • opportunities for discussion or questions for discussion • Conclusion • Purpose: To summarize the body in light of the objective, make a concluding statement and stimulate further thought and action.

12. CONSIDERATIONS IN DESIGNING A PRESENTATIONTime The length of the presentation may vary depending on information to be covered, time available, and the interest and attention span of the target group (clients). Time Blocks The length of time you plan to spend on each part of your presentation should be noted on your document to keep you on track. Content Coverage The extent and level of content coverage will vary by target group (clients). Target Group Level The level of language used and complexity of content coverage should be adapted to the target group. (clients) i.e. cadets, staff, school children, etc. Method of Instruction Typically presentations are done through lecture. However, the methods you can use are only restricted by your imagination. Again, the methods you choose should be consistent with the nature of the target group and the amount of time you have.

13. METHODS FOR PLANNING EFFECTIVE PRESENTATIONS Methods: Lecture, demonstration/performance, role plays, videos, slides, group work. Training Aids: You should note where the aids you will use are located in your presentation on your document to keep you on track. e.g. cartoons, graphs, quotes, actual equipment, examples, films, samples, charts, manuals, books, newspapers, statistics, audio/visual equipment. References: If the presentation is geared toward motivating interest in the subject matter covered, you may wish to provide a list or a bibliography of additional readings, materials, experts (partners), which or who can enhance understanding of the issue.

14. USING VISUAL AIDS EFFECTIVELY. • PURPOSE • Should enhance, not distract from message • display or distribute an outline to help audience follow long or group presentations • use variety to increase interest; remember the value of pictures, graphs, symbols and objects • APPEARANCE • use a plain font of substantial size (18 point or more) • if you use color, don't use more than three colors - ask yourself - Can the audience quickly and easily grasp what they see? • Are they spending time reading and not listening? • FORMAT-TEXT • make one and only one key point per visual unless the audience is very familiar with the subject • organize material into natural categories and contrasts before vs. after, problem and solution, advantages vs. disadvantages, beginning to end; costs vs. benefits • include no more than three or four points under one heading • don't use whole sentences or paragraphs • use bulleted words or short phrases only, except for quotes

15. USING VISUAL AIDS EFFECTIVELY. • FORMAT-GRAPHS • no more than three curves on a line chart or graph • don't use a page full of numbers • translate complex numbers into representative pie charts or bar graphs – • use diagrams or models to present complex concepts; use multiple charts illustrating different stages or parts of the full model. • Properly Designed Transparencies • limit the number of slides used; allow at least 1-2 minutes per slide. • a well designed diagram or chart can often make your point more quickly and clearly than words. • avoid visual clutter-don't over use fancy graphics that might distract the audience • have a good reason for showing each and every overhead • Be Careful: • don't block the audience's vision; limit the time your back is to the audience • make sure you know how to operate the equipment; practice it ahead of time; have backup; prepare for the worst