Effective Presentations UVIC Handouts

Power Presentation Skills
Power Presentation Skills The Road to Success
Creative Process Confidence
Preparation Prepare
Practice
Breathe & relax
Refinement
Visualize success
Incubation
Illumination
Communication Process How We Communicate
Message and Language

Vocal Tone
Body Language
1
Message Content Why People Don’t Listen
Words 7 – 10%
Speak at 150 words
Vocal Tone 30 – 45%
per minute
Listen at 300 words
per minute
Fill in the gaps
Body Language 30 – 55%
Nonverbal Communication The Natural Voice

Stand tall but relaxed Intelligible
Use gestures Assured
Maintain eye contact Expressive
Let your body reflect Well
Well--paced
your message
Adapt to your audience
The Power of Pause High--Impact Language

High
Woman / without her man / Use short, simple words
is nothing. Paint word pictures
Do not use jargon
Woman / without her / man is Speak to grade 6, age 12
nothing.
2
The Preparation Process Brainstorm
Pool ideas, uncritically,
as a first step in
addressing an issue,
topic or problem.
Develop Content Determine Your Objective

Objective Audience What do you want the audience
to:
know
do
Central Idea feel
Brainstorm Information
Analyze Your Audience Determine Audience Questions

Education
Group membership Most important
Gender audience
Age question. . . .
Ethnic/ cultural background
Knowledge
WIIFM?
3
Know Audience Predisposition Understand Your Power Balance
Hostile Neutral Favourable
State Your Central Idea What’s Your Hook?

To prepare a dynamite Relevant story
speech, focus the whole
Interesting
thing, as sharp as a laser
beam, on just one thought. statistic
Metaphor
Earle Gray, Editor
Canadian Speeches Analogy
Quote
Organization Determine Your Key Points
4
Organize to Inform Supporting Materials
Introduction
Central Idea & forecast
Main Points
Conclusion
Build Credibility Use Logical Support
Competence Use specific evidence

Expertise Explain evidence
Place data in a familiar setting
Sincerity
Make impact clear
Dynamism
Emotional Support And Remember Humour

Experience Relevant
relevant Tasteful
from memory Well
Well--told
sensory details Brief
Analogies
in keeping with intent
Succinct metaphors
5
Organize to Persuade Sales Presentation
Attention Customer need
Need Product and
Satisfaction features
Visualization Cost analysis
Action Strengths
Key benefits
Action
Recommending a Strategy Problem--Cause

Problem Cause--Solution
Vision, goals, Attention
objectives Problem
Current situation Cause
Relevant Solution
history/assumptions Action
Available options
Action
Problem--Option-
Problem Option-Pattern Comparative Advantages
Attention Attention
Problem Brief statement
Options of problem
Recommended Solution
option Advantages of
Action solution
Action
6
Visuals: Capture the Essence Design a Template
Style
Typography
Colour
Logo
Balance the Layout Design Readable Text

Divide page into
thirds or fifths
Flow A clean, legible, common font
Align off-
off-centre 48 pt font for titles
Flow left to right 28 pt font for bullets
& top to bottom
Serif or sans
sans--serif
High contrast with background
Bold or shadowed for
readability
No italics
1/3
Be Selective About Colour Use Colour for Emphasis

Use warm
colours for
Avoid warm shades for
emphasis
Simple background
Save bright
backgrounds Limit the number of
colours for
colours
work best graphics &
Avoid red & green photos
combinations
7
Use Titles to Make Your Point Boil Down Text Slides
Make titles Don’t Fake It. Be Prepared! One idea per

informative visual
Limited
number
6 lines x
4 words
Visuals to add
impact
Give Your Bullets Impact Use Symbols as Shortcuts

Toilette degli uomini e delle donne
Similar in form
Similar in Les salles de toilette des hommes et
content des femmes
Short
Servicios de los hombres y de las
mujeres
Men’s & women’s washrooms
Picture the Message Charts and Graphs
Use pictures Bend, Lift and Carry Safely

to tell your
story
8
Use Simple Graphics Data Graphical Design
Domestic &
Industrial
Waste
Disposal
Charles Joseph Minard, Tableaux Graphiques et Cartes Figuratives de M. Minard, 1845-1869
Avoid Presenting Raw Data Use Colour for Emphasis

Use warm
1997 colours for
Sales by Qtr 1st 2nd 3rd 4th
Quarter emphasis
Save bright
East 20.4 27.4 90.0 20.4
colours for
West 30.6 38.6 34.6 31.6 graphics &
North 45.9 46.9 45.0 43.9 photos
Use Pie Graphs to Show Parts Use Bar Graphs to Compare
Miscellaneous Alcohol Fruit Juices $80

1997 Beverages Year End
Worldwide
Beverage
3% 6% 7% Milk & Dairy Value of
“Cola”Stocks
Consumption 7% (in Billions) $55
2%
Cola
2% Other
Soft
Drinks
42%
$14
31%
Tea & $7
Coffee
Water 1982 1987 1992 1997
9
Beware 3-
3-D Graphs Computer Effects
Western 120
Sales
(in Millions) 100
80
60
B.C.
Alberta 40
Manitoba
20
0
1996 1997
Add Value by Using Builds Beware Distracting Effects
Transitions in a build distract:

Builds allow you to:
Like this
•Unroll ideas in sequence Interesting at first
Then ho-
ho-hum
•Reveal ideas one at a time Eventually annoying
•Show points when you’re
ready
Animation May Distract Final Preparation
10
Check Equipment Compatibility Control Room Set-
Set-up
Slides/video & projector Sight lines
Lighting
Computer & display device
Traffic lanes
Computer fonts Your orientation
Wires and cords
Extension cords
Plan Handouts Team Transitions
♦Are they necessary? Ask question

♦Timing – before or after? Summarize
“Now Susan will

discuss the
market research.”
The Question Period Anticipate Questions
Why aren’t you…?

What is the downside of…?
What will happen if…?
How much…?
How will you evaluate…?
11
Answer Authentically Manage the Question Period
Common ground Recognize questioners in
Acknowledge feelings order
Answer the question
Maintain eye contact
Make distinctions
Return to objective Repeat question, if necessary
Ask for clarification if not sure
But Don’t interrupt
However
Here’s to Success!
12

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Power Presentation Skills

Power Presentation Skills The Road to Success

Creative Process Confidence

Communication Process How We Communicate

Message and Language

Nonverbal Communication The Natural Voice

The Power of Pause High--Impact Language

Develop Content Determine Your Objective

Analyze Your Audience Determine Audience Questions

Hostile Neutral Favourable

State Your Central Idea What’s Your Hook?

Organization Determine Your Key Points

Build Credibility Use Logical Support

Competence Use specific evidence

Emotional Support And Remember Humour

Recommending a Strategy Problem--Cause

Balance the Layout Design Readable Text

Be Selective About Colour Use Colour for Emphasis

Make titles Don’t Fake It. Be Prepared! One idea per

Give Your Bullets Impact Use Symbols as Shortcuts

Men’s & women’s washrooms

Picture the Message Charts and Graphs

Use pictures Bend, Lift and Carry Safely

Charles Joseph Minard, Tableaux Graphiques et Cartes Figuratives de M. Minard, 1845-1869

Avoid Presenting Raw Data Use Colour for Emphasis

Use Pie Graphs to Show Parts Use Bar Graphs to Compare

Miscellaneous Alcohol Fruit Juices $80

Add Value by Using Builds Beware Distracting Effects

Transitions in a build distract:

Animation May Distract Final Preparation

Plan Handouts Team Transitions

♦Are they necessary? Ask question

“Now Susan will

The Question Period Anticipate Questions

Why aren’t you…?

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