The Succesful Presentation

1. The Succesful Presentation CE Capacity Building Training Prague, September 15-17, 2004 Trainers: Dana Hradcová, Annamária Vrzáčková and Petr Vrzáček Handouts prepared by: Annamária Vrzáčková Caritas Europa Capacity Building, September 2004

2. Assumptions about adult learning • Need to know. WHY do we need to learn this? • Self-concept. We are responsible for our own lives - LEARNING INCLUDED! • Experience. We have the RESERVOIR upon which we can draw to our learning • Readiness and orientation to learning. We are motivated to learn how to survive the REAL LIFE situations. • Motivation. We are responsive to the external motivators but – nothing compares to the internal pressures like… Caritas Europa Capacity Building

3. How to assist the adults to learn? • Help students define needs • Help students to define objectives • Organize learning in relation to needs • Foster student decision making • Encourage self evaluation • Foster a reflective approach • Facilitate problem solving and solving • Reinforce student self-concept • Emphasize experimental methods • Distinguish between helping students with range of choices and choosing • Decrease trainer dependency • Help students use resources Caritas Europa Capacity Building

4. Learning principles (memory) 10% 20% 30% 50% + 90% 70% Caritas Europa Capacity Building

5. Planning Presentation • WHO are the participants? • WHAT is their need/expectation? • WHY do I make it? • WHEN will I make it? • WHERE will I make it? (layout, equipment and materials) • HOW can I the best deliver my message? Caritas Europa Capacity Building

6. Setting SMART objectives Specific Measurable - that can quantify theresults Achievable Relevant Time bounded - are governed by deadlines Caritas Europa Capacity Building

7. MIND map: what is it? • It was developed in the late 60s by Tony Buzan as a way of helping students make notes that used only key words and images. • They are much quicker to make, and because of their visual quality much easier to remember and review. Caritas Europa Capacity Building

8. MIND map: how to use it? • Use just key words, or wherever possible images. • Start from the center of the page and work out. • Create sub-centers for sub-themes. • Put key words on lines. This reinforces structure of notes. • Print rather than write in script. It makes them more readable and memorable. Lower case is more visually distinctive (and better remembered) than upper case. • Use color to depict themes, associations and to make things stand out. • Anything that standsout on the page will stand out in your mind. • Think three-dimensionally. • Use arrows, icons or other visual aids to show links between different elements. • If you run out of space, don't start a new sheet; paste more paper onto the map. Caritas Europa Capacity Building

9. MIND map: uses • Notes. They can be used for noting anything -- books, lectures, meetings, interviews, phone conversations. • Recall. Whenever information is being retrieved from memory, mind maps allow ideas to be quickly noted as they occur, in an organized manner. • Creativity. Whenever you want to encourage creativity, mind maps liberate the mind from linear thinking, allowing new ideas to flow more rapidly. • Problem solving. Whenever you are confronted by a problem -- professional or personal -- mind maps help you see all the issues and how they relate to each other. • Planning. Whenever you are planning something, mind maps help you get all the relevant information down in one place and organize it easily. They can be used for planning a meeting, a day or a vacation. • Presentations.The visual nature of the map means that you can read the whole thing in your head as you talk, without ever having to look at a sheet of paper. Caritas Europa Capacity Building

10. Applying for Grants Public collections Example Example Methods The organized activity or an instance of soliciting money or pledges, as for charitable organizations or political campaigns Can be done through Fundraising Defined as Be aware of Su ch as It must be managed professionally Risks Fundraising – an example for mind map

11. Skills for presentation Voice Overcoming Fear Skills for presentation Words Body language Caritas Europa Capacity Building

12. Overcoming the fear • Breathing • Believe in yourself! (‘This will be very good!’) • Preparation • Repeating (in front of the mirror, or family member) • Know the opening sentence by heart! Caritas Europa Capacity Building

13. The voice • Rhythm (avoid monotonism) • Speaking tempo (faster, slower) • Voice power (room size) • Voice level (articulation) • Pause! (count to five!) Caritas Europa Capacity Building

14. The voice: practicing • Avoiding hms and uhs • While rehearsing check the hms and uhs • Write on your notes that „I will not say hms or uh“. • Speaking slower • Bad habits Caritas Europa Capacity Building

15. Transmission of information Good morning! • Say what you want • Give an example • Repeat if necessary • Get the feedback (check if it was understood) Caritas Europa Capacity Building

16. Humor • Make fun of yourself but never of the audience! • Give up with jokes if the audience do not react! • Avoid stale /old/jokes, be original! • Don’ t overreact your own joke. • Find the right time to tell the joke! • REHEARSE! Caritas Europa Capacity Building

17. Body Language: standing How to stand? • behind lectern/pulpit • proper use of hands, pocket, eyes • Head up, straight back, pulled in belly! Caritas Europa Capacity Building

18. Body Language: sitting How to sit? • straight back, legs properly closed Tips • avoid scratching, playing with hair, moustache, earring • avoid closed/tense body positions • do not keep loose change in your pocket • watch out for furniture! • check your tie/trousers/dress before standing up! Caritas Europa Capacity Building

19. Notes • Preparation of the notes • Listing the main points • Reading the notes and underlining the keywords • Writing the note cards(printed letters, numbering, main title/subtitleto be written also on the next card) Caritas Europa Capacity Building

20. Basic rule to know the topic! Fear breathing believe in yourself! know the opening sentence Body calm position (sit, stand) hands movement, eye-contact Voice rhythm, tempo – change it! power – loud/silent level – change it! break – use it! recognizing the bad habits Transmission of info say it, give an example, repeat it, check it notes: cards or A4 paper format reading: NO!!! Skills: summary Caritas Europa Capacity Building

21. Presentation • Ideal: 25-30 minutes • The beginning (1-4 min.) • welcome, introduction, topic, time, surprises, questions • The middle part (20-25 min.) • maintain the interest (using more „I” and „we” instead of „you” or „somebody”) • Conclusion (1 min.) • inviting for action, future plans, questions, statement Caritas Europa Capacity Building

22. Proper language • Use only professional language appropriate to the audience and the topic. • Make sure that correct grammar and word choices are used throughout the presentation. • Avoid using colloquialisms such as incorrectly substituting ideal for idea. • A typical audience will be composed of people representing many different social and ethnic groups. Avoid stereotyping, gender-specific words and biased language. Caritas Europa Capacity Building

23. Questioning skills Open question About (How do you feel about…?) Reflective (You do not feel comfortable with…?) Hypothetical (What do you think would happen if…?) Framing (Help me to see how it fits with…?) Silence (……………………..?) Statements (Mary, you look as if you wanted to say something.) AVOID Don‘t you think it would be better to…? Closed questions Who can tell me on which date? Which/what specifically? Caritas Europa Capacity Building

24. Dealing with difficult questions • REFLECT If I understand correctly, you are asking… • DEFLECT Group: How do the rest of the group feel? Has anyone else had a similar problem? Participant: Bill, you‘re an expert on this? Reverse (back to questioner): You‘ve obviously done some thinking on this. What is your view? Caritas Europa Capacity Building

25. Verbal ‚I see‘ ‚Ah, ah‘ ‚That‘s interesting!‘ ‚Really?‘ ‚Go on!‘ ‚Tell me more about that‘ Non-Verbal Nodding Constant eye contact Leaning forward Stepping aside Raising eyebrows Frowning (encourages clarification) Listening skills Caritas Europa Capacity Building

26. The ideal learning environment • Good audio visual equipment • Appropriate setting patterns • Comfortable chairs • Good writing surface for particpants • Controlled temperature/ventillation • Good supply of coffee/light lunches • Room with 5 square metres space (if possible) per particpant • Natural daylight (windows with blind/curtains) Caritas Europa Capacity Building

27. Herring Bone  space effective for large numbers all participants at good angle to screen/flip chart, etc. presenter/speaker can walk down “spine”  several participants “masked” by others reminiscent of school encourages dysfunctional groupings rear participants far from screen/flip chart, etc. relatively poorparticipant/trainer contact V OH Caritas Europa Capacity Building V = video/OH = overhead

28. “U“ Shape  • businesslike • presenter/speaker can walk into “U” • generally good participant visibility • standard, therefore non-threatening  • somewhat formal, needs ice-breaking • some participants masked by audio visual equipment • front participants constantly at 60-90° (neck ache) OH V V = video/OH = overhead Caritas Europa Capacity Building

29. “V“ Shape  • best pattern for visibility/neck ache • optimum presenter/speaker/participant contact • less formal and intimidating then “U”  • space requirements (only small groups) V OH V = video/OH = overhead Caritas Europa Capacity Building

30. Bistro  • ideal for “teambuilding” sessions and small group workshops • informal: encourages maximum participants participation/identification • original: encourages open-mindedness • presenter/speaker can “circulate”  • some participants have poor visibility or may be constantly at an angle to screen/flip chart, etc. • may foster lack of attention and encourage side conversations V OH Caritas Europa Capacity Building V = video/OH = overhead

31. Circle  • ideal for sensitivity training sessions • encourages maximum participant involvement • excellent presenter/speaker/participant contact • minimum side conversations; no informal group formation  • difficult to find tables which can be set up in a circle • some participants have poor visibility/neck ache • without suitable tables participants may feel unnecessarily “exposed” • overtones of “touchy/feely” style encounter groups V OH V = video/OH = overhead Caritas Europa Capacity Building

32. Amphitheatre  • if room is well designed, excellent visibility and acoustics • very space-effective • good for lecture-type presentations  • very poor presenter/speaker/participants contact • difficult to set up unless room is designed with permanent seating • back rows must be elevated • very university-like V OH Caritas Europa Capacity Building V = video/OH = overhead

33. Visual Hearing Feeling Flip chart, pinboard, whiteboard, OHP, laptop and projector, video clips, word pictures, imaging Music, sound effects, audio appliances Music (emotion/mood setting), handouts, verbal descriptions, anecdotes, metaphors, parables VHF Communication Caritas Europa Capacity Building

34. A Picture is Worth A Thousand Words! Caritas Europa Capacity Building

35. Overhead projector (OHP) • folia: not to be more than 7 lines, max. 6 words each line, sharpness, right order of the follies • beginning:pause, display transparency, switching on the OHP, pause (cover if more info are available) • look at your audience, point on the OHP • ending: stop talking, switch off OHP, remove the transparency, look at your audience, continue your presentation… Caritas Europa Capacity Building

36. Flip chart • notes with pencil • size of the letters 3-6 cm • not to use more than 3 colors (use dark colors), check the pens • do not talk and write at the same time! • remove the used paper! • do not play with the pen in your hands! Caritas Europa Capacity Building

37. Video • watch the tape before using it, get familiar with the video player, set the tape to the part you want to present • introduce the video film, switch off the lights • stop it if you have any comment to it (avoid too much stopping and restarting) Caritas Europa Capacity Building

38. Projector • choosing the proper background, size and type of the letter (title: 70-120, text 30-50) • using pictures on every slide, 2-3 different colors • maximum 6 lines, 6 words/line • one page, one idea Caritas Europa Capacity Building

39. Slides • number them and put them in order • do not drop the box! • switch off the light if necessary • pause, explain what is on the picture, look at the audience except you show something on the slide-projector’s screen • use (laser) pointer! Caritas Europa Capacity Building

40. White board • using for brainstorming • use different colors, and proper pens • stick on it „post-it” • summarize, drawing bubbles, etc. Caritas Europa Capacity Building

41. Music • to create a friendly atmosphere at the beginning of the training (participants arrive) • as background music (coffee breaks) • relaxed learning environment: test, exercise • special messages (film music, sound effect) Caritas Europa Capacity Building

42. Evaluation of Presentation Def: Evaluation is a process of analyzing a presentation and arriving at a reasoned judgment about its success. Through evaluation, presenter: • Recognize the need for improvement in his presentation skills • Are given suggestions from participants for improving future presentation • Can determine if the presentation matches participants needs Caritas Europa Capacity Building

43. Types of Evaluation • Facial expressions/Body language • Oral feed-back on the spot • Questionnaire • Dotting method Caritas Europa Capacity Building

44. Summary • You are the most important „visual aid”! • avoid too much projection/screening! • before presentation check and learn how to use the equipment • do not talk, use the facilities and write at the same time! • do not talk to the screen! • use only 2-3 colors! • pause – put on the transparency– pause – talk – pause – stop talking – switch off the OHP – put the next transparency! Caritas Europa Capacity Building

45. Consulted materials: • Chris Roebuck: Perfect Presentations (Scolar, 2000) • John Townsend: Trainer’s Pocketbook, Training Course! (Management Pocketsbook Ltd., 2003) • Consulted websites: http://www.peterussell.com/MindMaps • Pictures: http://pics.tech4learning.com http://www.art-library.com http://www.photos.com Caritas Europa Capacity Building