The Art of Communication

RITI/MSM-Cairo Outreach Program Master of Business Administration PRESENTATION SKILLS The Art of Communication by NADA MEGAHED, MBA ICDL Project Manager Regional Information Technology Institute May 2002

Lecture Objectives • Develop and organize a presentation for any occasion. • Organize content & order for maximum impact. • Creating a good first impression and taking command of your audience. • Use gestures and body language for maximum effect. • Use visuals to enhance both your presentation & performance. • Use humor effectively. • Controlling physical skills to reduce nervousness. • Using your eyes, hand gestures, and voice to become more powerful. • Thinking on your feet and handling really tough questions.

Lecture Outlines • Introduction (The 7 Aspects of a Dynamic Presentation) • Preparations & Planning • Building Your Talk • Delivery Methods • Body Language • Controlling Your Nerves • Finding Your Voice • Creating Visual Aids • Questions & Answers • Practicing & Rehearsing

1. Introduction Nobody is a born speaker

How people Listen Average talking speed = 150 wpm Average brain processing speed = 500 wpm Difference 350 wpm Route 350

Why people fail to listen • They anticipate what is going to be said & switch off. • They are planning what to say when it’s their turn. • They may be tired or worried (personal problems). • They can not hear or they find the speakers voice dull. • The topic is too complex & difficult to follow. • The topic is too simple & basic. • The speaker lacks credibility & confidence. • Room atmosphere is uncomfortable (chairs, temperature).

Listening is Difficult Question: How can you overcome the problem of listening? Answer: You must learn to distinguish clearly between the written word and the spoken word Don’t be a writer, be a speaker

Differences between Writing & Speaking • Writing allows reader to re-read and understand at his own pace. • Writer has more attention from reader. • Writer can not see reader. • Writer can not react. • Writer relies on words alone. • Writer can carefully choose words, but can not change them.

The different elements which dominate a speaker’s effect on his audience & their proportions

ALWAYS BE VISUAL Visual Considerations: Appearance of the speaker Body Language & posture Facial Expression Gestures

7 Aspects of a Dynamic Presentation Speaker Message Audience Channel Feedback Noise Setting

2. Preparation & Planning Fail To Prepare Prepare To Fail

The 9 P’s Prior Proper Preparation Prevents Poor Performance Of the Person Putting on the Presentation

Preparation Steps: 1. Setting an objective 2. Researching your audience 3. Creating a map of ideas 4. Selection

1. Setting an Objective • Question # 1: Why am I speaking? • A) Start with General Objectives: • To persuade/convince • To inform/train • To negotiate • To stimulate/motivate • To amuse/entertain • Question # 2 : What outcome do I want? • B) Customize your Objective

1. Setting an Objective Example: I want to convince my client that “Detergent A” is better than “Detergent B”, and that buying “Detergent A” will save them money. Outcome: I want them to include “Detergent A” in their next purchase plan and discard “Detergent B”.

Your Objective Must Be… { S M A R T Specific Measurable Audience related Realistic Time

2. Researching your Audience • Why are they there? • What do they expect? • What do they want or need?

Questions regarding audience’s information and knowledge • How much do they already know about the topic? • How much do they want to know? • How much do you want them to know?

Questions regarding audience’s background • How many will be present? • What is their position/occupation/title? • What is their education/culture? • What is their age group? • What is their gender? (male/female)

3. Creating a Map of Ideas Do not assess whether the material is relevant or logical at this stage. Try to build it over several days. (You will be adding new angles of thought). • Free your mind … • Think creatively ...

4. Selection • Take a look at each idea in the map and assess it against your objective. • Take into consideration how your audience will react. Select material that will satisfy their needs and expectations. • Be very selective. One or two good points are better than too many disorganized points.

3. Building Your Talk Components of a Talk: 1. Open 2. Body 3. Close

Structure of a Presentation Introduction (Opening) _______ Body _______ Conclusion (Closing) 10-15 % 70-80 % 10-15 % 100 %

Tell, Tell, Tell • Tell them what you are going to tell • Tell them • Tell them what you told them

1. The Opening • Your opening should contain the following elements: • Attention • Benefits • Credentials • Direction and Destination

Capturing Attention

1. Ask a Question “Have you any idea how much the company spends on taxes? 2. Quotation “Advertisements are the only truths to be believed in a newspaper” Thomas Jefferson 3. Anecdotes “Tell a short story. (Preferably a personal one)” 4. Shock Openings “You are wasting your time sitting here listening to me…..unless you are prepared to act on my suggestions.”

5. Historical Background “Twenty years ago this hall was a public park” 6. Show them your Credentials Show them how you have come to be qualified to talk about the subject. Example: “During the past 4 years, I have supervised the computerization of records for 6 different companies, so I know the kind of problems that you are facing here”

7. Tell them where you are going? • Give them a brief outline of your talk (a few sentences) • Example: • “I will be talking to you about the problem of incorrect deliveries. • This problem can be tackled in 3 ways: • One, why do they occur? • Two, what can we do to stop them? • Three, how much will it cost?”

2. The Body • Give your listeners a framework • Summarize after each of your points • Select a structure • Problem/Solution Structure • Chronological Structure • Topical Structure (Case) • Theory/Practice Structure

3. The Close • End on a positive note • Don’t make it sudden • Don’t include any new material in the close

Different methods for ending your talk 1. Summarize “in conclusion” “finally” “to sum up” } All indicate that you are about to finish 2. Ask for Action “Therefore, I am asking you to vote for the increase in the budget.” 3. Ask a Question “Effective when you have proposed a solution to a problem.” Example: “Now that you have heard my proposal, the decision is with you: what do you think?

4. Delivery Methods HOW am I supposed to deliver my Presentation?

1. Reading • This is the worst method of delivery • It lacks Enthusiasm, Sincerity & Vitality. • Why? • You can’t keep good eye contact. • Your body language is restricted. • You will sound unnatural and therefore insincere. • You’ll never be a convincing speaker. • Script dependence …

2. Memorizing • All your energy • will be directed inwards instead of outwards. • Consequences: • Your talk will sound mechanical. • Forgetting one line can lead to losing track of the entire talk.

3. Speak Extemporaneously This is the most effective method Plan your talk Strong Beginning Conclusive Ending Speak Sincerely

Use a safety net to aid you when you forget your ideas during your talk • Ideas Map • Script • Confidence Cards

5. Body Language HOW am I supposed to use my BODY ?

1. Smile I am happy to be here and I am glad you are here too • The Felt Smile • The False Smile • The Miserable Smile

2. Eye Contact Why Eye Contact is Important • Looking at someone denotes an interest in him. • Eye contact denotes authority. • Eye contact expresses emotion.

2. Eye Contact What to avoid in eye contact • Avoid short, jerky glances. • Practice looking at each person for at least 2 to 3 seconds • Avoid • speaking to a single person during your talk.

3. Hands • What not to do with your hands • Fiddling with: rings, watch, cuff, buttons, pens, elastic bands, paper clips, coins, etc. • Touching and patting: face, hair, etc. • Scratching: any part of the body

3. Hands • What to do with your hands • Try to keep them empty. • Try to keep them still unless you are gesturing. • When gesturing remember that your arm begins at your shoulder.

4. Position & Posture Avoid barriers Good speakers must learn to stand totally exposed in front of your audience. Standing and Sitting DON’T sit. Standing gives you authority, makes you more visible, enables you to breathe properly to help your voice. Stand Tall Push back your shoulders and open up your chest

4. Position & Posture Avoid the following feet movements • Hopping from one foot to another. • Taking two steps forward and two steps back. • Swaying from side to side. • Standing on the sides of your shoes.

6. Controlling your Nerves HOW am I supposed to avoid nervousness ?

The Great Truth Everyone suffers from nerves Everyone is frightened of looking foolish

1. Symptoms of nervousness • Shaking knees, shaking hands • Palpitating heart and churning stomach • Tight throat, unable to swallow • Wet palms, feeling very hot • Blushing • Blank mind • Stuttering • Shortness of breath • Nervous laugh • Trembling

2. What To Do ? • Face your nervousness • Learn to welcome your anxiety • Control your nerves • Turn your anxiety • into positive power

The Art of Communication