University of Bahrain

College of Engineering
Department of Electrical & Electronics Engineering

_______________________________________________________________________________________

Presenting with Impact

EENG 491: Electrical Engineering Seminar

Prepared by:
Dr. Ghassan Murad
Assistant Professor (part-time)
 The Approach to Effective Communication

Effective spoken communication is a strategic issue which has a real influence on

how individuals perform. It must be integral to any process of development and
change within an individual if that change is to be successful.

It is fundamental to successfully persuading others to your viewpoint. In today's

very competitive environment, it is not enough to have the best project, or the best
idea. It is equally important to be able to persuade and convince others. This
requires a depth of understanding of spoken communication, and then the ability to
project your idea, work and yourself in the most effective way.

When hearts and minds are harder to win, people are harder to please and
recognition is tough, it is critical that you take full advantage of the opportunity to
stand out when presenting yourself and your information to others.

Powerful communication is about being genuine - nothing works better than being
yourself. A distinctive and radical approach is based on the belief that you
communicate best in a relaxed, conversational style. Under the pressure of a
presentation, when the focus of the meeting or session is on you, your personality
can easily become locked in, your enthusiasm and commitment stifled. And yet,
most often it is personality that wins the day - the ability to establish rapport, to
engage the listener, to win confidence.

The definition of a presentation is “any spoken communication of importance”·

This could be an informal one-to-one briefing, an interview, contributing to or
chairing a committee meeting, pitching for new projects. an after-lunch (or dinner)
speech, a negotiation, or a scripted conference speech to an audience (small or
large). The skills to be taught will enable you to approach every presentation in the
knowledge that your message will be understood and remembered, and that your
personality will come across strongly and naturally.

You will not be taught to act. The focus will be on working with and building on your
own natural style and personal strengths, believing that being natural is the key to
communicating well. The aim is to give you the skills that enable you to be yourself
at your best under pressure. so that your audience will gain a sense of your
competence. integrity, enthusiasm, and credibility.

The skills are developed from a logical understanding of the principles which
underpin effective spoken communication - why and how relaxed conversation
works so well, why it is so important to be a good listener, and what an audience
needs from a presenter to assist them to listen, understand and remember. The
emphasis is on skill. A list of tips, of “do's” and “don’ts”, could equip you to meet
the varied communication challenges and opportunities you will encounter.

You need to learn the physical skills which work so well to enable you to deliver your
presentation in a natural, conversational way. You will learn tips on how to apply
these skills when speaking from notes, or talking “off the cuff”, or even when
reading a prepared speech (where your audience will not realise that you are reading
verbatim).

The skills needed will be looked at for the creative process of developing a
presentation. Why are you making the presentation - to inform, persuade, motivate,
or entertain? Who is your audience? How can you help them listen and remember
your message and your personality. How can you meet their needs and
expectations? You’ll be given tips on how to prepare for presentations in a way that
will reduce preparation time and turn a speaking engagement from a task to be
dreaded into a pleasure to be enjoyed.

Question time can make or break a presentation - too often the latter is the case.
Preparing for questions should be an integral part of developing your presentation,
not an afterthought. You’ll be given tips on how to use questions to strengthen your
presentation and how to handle difficult or hostile audiences.

Visual aids can be a powerful tool in a presentation. However, they are often used
badly - as a crutch for the presenter, rather than as an aid for the audience. They
can easily distract, compete, and confuse. Visuals should be used to enhance and
reinforce your message, while ensuring that you remain the focus of the
presentation.

The tips presented are simple and common sense. But you need a coach who
understands the fundamental principles; a coach who can see where you are going
wrong and who has the experience to give the appropriate technical and personal
advice and encouragement; a coach who has a genuine desire to help you master
the skills.

“In the final analysis the spoken word is king”.

1. Delivery Skills

1.1 There are two goals in every presentation:

• To communicate a memorable message in a memorable way. A message
that is understood.
• To convey your personality, adding credibility to the message-the
audience remembers you.

1.2 These goals are best achieved in a relaxed conversational style. Audiences are
used to hearing conversation. Broken grammar and pauses are normal to
them. Variety of pitch and tone and everyday language are attractive to the
ear.

1.3 Your own style is your best style - like fingerprints, we are unique. Forget body
language; be yourself; but try to lift your game, be enthusiastic. Avoid
distracting mannerisms.

1.4 Relaxed conversation is two way - but the pace of relaxed conversation is
controlled by the listener e.g., nods, smiles, frowns etc.

1.5 Pace has two elements:

• Rate of Word Delivery - this should be your normal pace to bring out
your personality.
o stressing a word animates your voice and your face. Get energy,
enthusiasm into your voice.
• Rate of Ideas - give the audience an idea and then let them think about
it.
o Ideas must be delivered at a digestible pace.

1.6 Eye contact - focused not random, shows you care and flatters the listener.
• It personalises the message.
• Provides feedback for the presenter.
• Adds emphasis and credibility.
• Compels attention.
1.7 Adrenalin is vital for good performance but needs to be controlled. It distorts
your perception of how time is going by; can only be controlled by discipline.
Take your time.

1.8 Remember the importance of the pauses.

• The First Pause - you are seen to be thinking about what you're going to
say (not slick or glib) in control, knowledgeable and capable; you command
respect. Creates anticipation. Demonstrates authority and presence.
• The Second Pause - (the “GOT THAT?” pause) - allows the audience to
think about what you have just said; with eye contact it adds emphasis and
authority to your point.

1.9 The audience remembers what they thought about what you said: you must
give them the chance to think - in silence. Only if you involve your audience
(by encouraging them to participate by thinking) will they stay with you.

1.10 Remember PEEP!

• P: The First Pause
• E: Energy, Enthusiasm
• E: (Focused) Eye Contact
• P: The Second Pause (Got that?)

N.B. You cannot ask more of yourself than to “be yourself at your best”.
2. Bullets or Notes

2.1 Good notes should be detailed and well laid out - not just paragraph headings.
The fact that you have notes is reassuring to an audience; it shows you have
taken time to prepare and that you are using their time well.

2.2 Each note represents one thought - not a paragraph of related facts. Stick to
the structure and sequence and they become a reliable check list. They will
help you keep to the allotted time.

2.3 Each point/note should be short, but sufficient to provide the detail of what
you want to say.

2.4 You don't have to worry about what to say; you can focus on how to say it.

2.5 A good note tells you what to say and what not to say; beware of ad lib
comments that you may regret later - stick to your plan; don't waffle, ramble.

2.6 Use the first pause to think what to say - you will be seen to be knowledgeable,
thoughtful - an air of authority and of consideration to your audience.

Use the first pause to avoid the “talking while thinking” problem.

2.7 Don't forget the second pause – “GOT THAT?” - it gives the audience the
chance to think. Only by thinking will they remember!

2.8 Use conversational language - avoid literary vocabulary that distracts and
irritates.

2.9 Remember the importance of active listening:

• concentrate on the speaker.
• body language e.g., eye contact, nodding.
• don't interrupt.
• only listen.
• comment and question to show interest.
2.10 Controlling nerves. Visualise the presentation going well. Get on the front foot.
Think about what you are doing, not about what you are feeling; be task
oriented not self-oriented.
 Example of a Short “Notes” Presentation
Country A’s budget deficit - blown out – BHD 150 million ➔ BHD 250 million
• Out of control.
• Treasury doesn't know what to do.

KEY MESSAGE: Time to cut costs and increase revenues before it's too late.

OUTLINE: Will propose:

• two ways to cut costs – defence budget and government expenditure;
• two ways to increase revenues - surtax on imported substance uses and
increase in VAT; and
• this will deliver BHD 100 million.

CUT COSTS:
1. Total defence spending= BHD 1.5 billion. Cut by 2% = BHD 30 million saving.
• Won't put Country A in danger.
• A small portion of defence budget.
• Solid contribution from the government - demonstrate commitment to
deficit reduction.

2. Total government expenditure = BHD 3.5 billion. Cut by 1% = BHD 35 million

saving.
• Upper House match the Lower House representatives’ proposal.
• A bipartisan approach is required.

INCREASE REVENUES:
3. Surtax on imported substance uses = BHD 10 million.
• Not popular amongst the general populous.
• But very minimal impact on social life - fair.

4. Increase in VAT = BHD 25 million.

• Not popular everywhere (no one likes increases in taxes).
• But everyone must sacrifice - fair.

CONCLUSION:
• Cut costs - defence budget and government expenditure.
• Increase revenues - surtax on imported substance uses; increase in VAT.
Four steps produce BHD 100 million and cut the deficit dramatically! Must
implement these steps now - cut costs and increase revenues - before it's too late.
3. Speech Preparation

"Fail to prepare and you prepare to fail”.

3.1 Preliminary thoughts:

• It's your speech - length, try not to be a slave to the programmer.
• Who will be in the audience? What is their level of knowledge?
• What are they looking for? What is their attitude to the topic? - Find out!
• After 20 minutes the audience will be waterlogged. Avoid an information
dump.
• Don't “over egg the cake!”
• Consider likely questions and your answers.

3.2 Before putting pen to paper – “THINK!” Try to avoid distractions.

• What is the goal of my presentation?
• What am I trying to achieve?
• What are my key points?

3.3 Speech preparation structure:

• Start with the end in mind.

o What are the key messages you want the audience to take away?
These become the focus of your speech - a summary of key points.
Never introduce new points in your summary.
o End with appeal to emotion - hope, fear, or pride - perhaps with an
inspirational anecdote. Try to end on an upbeat note.

• Set the scene.

o Consider a strong start, an edge of chair start - like a newspaper
headline. Your first words will tell the audience whether they want to
listen to you; this is your maximum point of impact.
o Begin with a quote, illustrative anecdote, or description of danger. Tell
them your key message in such a way that they will want to hear
more? Alert the audience to potential benefits for them.
o Beware of jokes - they often set the wrong tone and can be distracting.
 • Your key messages
o Give a clear and concise introduction to what you are about to say -
your key messages. Then explain how you will get there - the structure
of the presentation - think of a theatre programme or marked map.
o Make any necessary housekeeping announcements - length,
arrangement of presentation, questions, and answers. If there is to be
a handout, say so - preferably hand it out at the end.

• Detailed points and examples

o Keep the flow of your presentation simple and logical. Follow your
theatre programme.
o Have an example, analogy, anecdote or Visual Aid, to illustrate each
important point. Use examples familiar to the audience to illustrate
complex concepts.

N.B. The most memorable presentations start with clear messages and are well
illustrated with day-to-day examples.
4. Guidance on How to Use Visual Aids

"The best visual aid is the one the listeners create in their minds".

4.1 There is no doubt that visual aids play an enormously important role in
explaining some complex issues and making a point more memorable, but
most people rely too much on visual aids. It can be deeply ingrained into
people's (or even organization’s) culture. We cannot lay down too many hard
rules over when to use visual aids and often a compromise is needed between
correct theory and the sheer practicalities of your task. But do remember that
the roles of your notes, the visual reinforcement and the take-away record of
the event are all different. Generally speaking, the better the speaker the
fewer visuals.

Ensure that you are familiar with your equipment in plenty of time before the
presentation:
• Projector focused. Spare bulb.
• Slides in order. Is the print large enough? Colour contrast?
• Can all the audience see the screen?

4.2 A visual aid must enhance, reinforce, and strengthen your message:
• too often they distract the audience; and
• too often they compete with the presenter.

4.3 No one can read and listen at the same time.

4.4 Be suspicious of word slides. Ask yourself: do the audience need these
headings - or are the headings my notes?

4.5 If word slides are used, keep the words simple and as few as possible.

4.6 Make your point first - then produce the visual aid which should be viewed in
silence. Only speak while the visual is on display if you are adding something
of value.

4.7 Ensure that the visual aid is specific to the point you are making. Keep it
simple - use your imagination e.g., colour, graphs, bar charts, pie charts,
cartoons.
4.8 Design Visual Aids to fit into your planned talk (not vice versa). Always apply
the acid test for using visuals by asking "will this visual really help - or am
I better off without it?"

4.9 Blank the screen (B) between Power Point slides.

4.10 Use visuals naturally. If you look at the Visual, you are showing the audience
that you wish them to look at it too.

4.11 Don't forget you are the most important ingredient. Be the star; take
responsibility for your message. Don't let your presentation become a slide
show.
5. Questions and Answers

"I only asked you the time and you told me how to make a watch!".

5.1 Remember to cover how you will handle questions, in your introduction e.g.
"I have set time aside at the end of my presentation for questions" or "I'm
looking forward to your questions and comments; but please hold them until
the end of my presentation.

5.2 Seek questions in an encouraging way e.g. "Any questions?" is less likely to
get questions flowing, than "I'm sure my presentation will have raised
questions in your minds, and I will be very pleased to take those
questions now - would anyone like to kick off?".

5.3 Be prepared for silence when you ask for questions; this is often due to the
audience waiting for someone to break the ice. If so, ask questions through
the audience: e.g., "Someone asked me as I was walking into this
meeting ... " or "A question many people ask is … “.

5.4 The questioner only wants the answer - not another speech! If you want lots
of questions - keep your answers to the point. Avoid over answering. Listen
carefully to the question. Don't jump in too quickly with your answer. Always
be courteous.

5.5 The pause before answering is really needed - by you. It is not seen as you
not knowing the answer. It looks as though you are preparing the best possible
answer - and that you are really listening to and valuing the question. Being
a good listener, an active listener, is an important communication skill.

5.6 The pause before answering has these advantages:

a) You can prepare a good short answer - tight, concise.
b) You make time to check the question in all its aspects.
c) You look learned, confident and in control, not flustered.
d) You establish a pattern for all questions so that difficult questions do not
stand out.
e) You appear to value the question - "That was a good question." Each
question is equally good. This will encourage more questions. The audience
has time to think about the question.
5.7 Don't forget to hold a "GOT THAT?" pause after each answer, looking at the
questioner. Include all the audience in your answer.

5.8 Watch out for loaded questions. Tackle the loaded statement before answering
the question. Be ready to "bridge" from a negative to a positive or to steer a
meeting to your preferred topic.

5.9 It is more important to appear honest than clever. Don't be afraid to admit
that you do not know the answer. "I'll look into that and get back to you".

5.10 The shorter the answer the more questions you provoke. The session becomes
audience driven.

5.11 Repeating the question in bad acoustics is polite. It also gives you time to
think. Try to end the session with a quick conclusion from you. It's important
that you have the last word.