Mastering Presentation Skills for Technical Communication
- 1. PRESENTATION A presentation is the process of presenting a topic to an audience. It is typically a demonstration, lecture, or speech meant to inform, persuade, or build good will
- 3. Contd… Be Prepared - Being prepared is by far the most important element. How many times do you practice your speech? As a general rule, you should spend about 30 hours of preparation and rehearsal time for every hour you will be speaking. Use a tape recorder or videotape yourself. This will help you to get an accurate picture of how you speak. Give of Yourself - Use personal examples and stories in your speech whenever possible. Make sure your stories help to emphasize or support your point. The stories must match your message. Use examples from your personal and professional life to make your point. In either case be willing to give of yourself by sharing some of yourself with the audience. Stay Relaxed - To stay relaxed you should be prepared. Also, focus on your message and not the audience. Use gestures, including walking patterns. Practice the opening of your speech and plan exactly how you will say it. The audience will judge you in the first 30 seconds they see you. Use Natural Humor - Don't try to be a stand up comedian. Use natural humor by poking fun at yourself and something you said or did. Be sure NOT to make fun of anyone in the audience. People will laugh with you when you poke fun at yourself but don't over do it. Plan Your Body & Hand Positions - During the practice of your speech look for occasions where you can use a gesture. Establish three positions where you will stand and practice not only how to move to them but where in your speech do you move. Pick three positions, one on center stage, one to your right, and one to your left. Do not hide behind the lectern. When you do move maintain eye contact with the audience. Pay attention to all details - Make sure you have the right location (school, hotel, room & time). Make sure you know how to get to where you are speaking. Ask how large an audience you will be speaking to. Make sure you bring all your visual aids and plenty of handouts. Arrive early so you can check out where you will be speaking and make any last
- 4. Preparation Understand the purpose of your presentation. Background of the seminar/training. Importance of your topic. Believe and be interested. Don’t accept a speaking assignment you don’t have adequate time to prepare Know your subject. Seek information effectively. Have an outline. Use supporting materials. Research your topic well.
- 5. Reducing fear of public speaking:- 1. Focus on communicating your message. 2. Look at the audience. 3. Don’t be defensive. Speak up! 4. Be comfortable with yourself. 5. Gesture naturally. 6. Arrive early! 7. Have your presentation ready.
- 6. Delivering your presentation 1. Eye contact binds you and your audience - don’t hide behind a podium. 2. Stay calm, confidence, speak up - not too fast and not too slow. 3. Do not read to your audience - save details for handouts. 4. Use current and credible sources. 5. Be enthusiastic. 6. Use Visual aids to generate interest / enhance message. 7. Do not loose track of the time. 8. Let yourself be heard. 9. Pay attention to your audience
- 7. The use of Visual in a Presentation 1. Dress for the occasion. 2. Be Aware of your non-verbal communication. 3. Audience loose interest if they cannot see you or your presentation. 4. Acknowledge your audience. 5. Establish and maintain eye contact throughout the presentation.
- 8. The use of Verbal in a Presentation 1. Uniqueness in using language. - Try to be simplistic. - Do not use too much jargons. - Do not use slang/street language. 2. Be energetic. - use words in a conversational manner. - use strong, high impact words.
- 9. The use of Vocal in a Presentation 1. Speak in a calm, slow pace rate. 2. Watch the tone of your voice. 3. Be comfortable. 4. Do not over do it. 5. Let your audience hear you. 6. Deliver with confidence and credibility.
- 10. Conclusion in a Presentation As important as your opening An indication of the end of your talk Summarize all your points Use key words, brief and simple sentence. Reinforce your central ideas, make an impact!
- 11. Question and Answer 1. Pay attention to the question. 2. Answer briefly. 3. Answer as much question. 4. Be fair. 5. Be honest. 6. Maintain credibility.
- 12. Qualities of a Skillful Presenter 1. Self control. 2. Know the subject. 3. Awareness of people, time and place. 4. Decisiveness. 5. Enthusiasm. 6. Flexibility. 7. Directness.
- 13. Types of Visual Aid 1. Posters 2. Videos / Audios 3. People (shown in pictures) 4. Photographs 5. White board/ Black Board 6. Paper Hand outs 7. Flip Chart 8. Models/ Dummies 9. Drawings 10. Graphs/ Table 11. OHP (Over Head Projector) 12. Electronic Slides 13. Use of Internet for Hyperlinking 14. Web Camera
- 14. Practicing Your Delivery Can you present your material naturally, without reading your slides word for word. Is the equipment working – and do you know how to work it. Is your timing on track Can you easily pronounce all the words you plan to use. Have you decided how you are going to introduce your slides Have you anticipated likely questions and objections? Does your message come through clearly?
- 15. Essential Features of a Good Presentation 1. There is a clear structure with an introduction, discussion and conclusion. 2. The presenter recognizes and matches the audience’s needs , interests & level of understanding while discussing his or her needs. 3. Facts & figures are visually represented in Tables, graphs & charts and different colours are used to make the presentation vivid & interesting 4. Presence of humour to create a good relationship with the audience 5. The presenter speaks clearly & logically and uses body language effectively. 6. Questions are given attention and are regarded as an essential part of the presentation
- 16. Posture & Appearance Dress Your clothing makes a statement. A business suit is not necessary, but think of what statement you want to make. Consider the venue, the content of your presentation, and the impact your attire will have on the audience. Eye Contact to keep audiences' attention (Asian audience might feel aggressed.) facial expressions should be natural and friendly: raise eyebrows to show surprise - open eyes wide - squint your eyes - curl your eyebrows
- 17. Contd.. The Hands Be conscious of what you do with your hands If you are unhappy, hold notes or cards to occupy them arm - movements back and forth to suggest flow. Open arms to include or welcome ideas
- 18. Contd.. Body movement to indicate a change of focus keep audience's attention move forward to emphasize move to side to indicate a transition gesture up and down head motions are movements to indicate importance or acknowledgement pen or pointer to indicate part, place (on a transparency) shrug shoulder to indicate I don't know or care Posture stand straight but relaxed (do not slouch or lean sideways) Lean forward to emphasize however No hands in pockets