SYBCom Sem 4 ACSE Presentation Skills PPT

FORMAL PRESENTATIONS

A presentation is a talk giving information about a product, subject Or an idea. It is a means of communication which can be adapted to various speaking situations, such as talking to a group, addressing a meeting or briefing & team. Students, teachers, scientists, researchers, managers, sales and marketing executives and administrators all need this skill in the course of their work. There are different tools and techniques used in making presentations.

•      Overhead Projection (OHP)  • 35 mm slides .• Computer projection (PowerPoint, applications such as Excel, etc.) • Flipcharts or black or white boards, sometimes used as 'scratchpads’ to expand a point  • Video or film

•      Real objects (such as a product or plant specimen)

Of these, PowerPoint is probably one of the most frequently and widely used tools today.

Planning a Presentation

·      Think about the purpose of your presentation. Decide on a subject.

·       Identify clear aims and outcomes (What do you want to achieve? What do you want  the audience to take away with them?). Is your presentation meant to inform, to persuade or to report?

·      Keep the structure straightforward and logical.

·      List the main points. Do not pack too much content in the slides; put down only the key points.

·      Ensure that the content is relevant and focused on the subject. In general, a presentation of about 20 minutes should not have more than five main points.

·      Any visual aids (graphs, pie-charts, animations etc.) you use should support your presentation; they should not be overwhelming (with graphics and animation) and take over the content!

·      Practice! Practice! Practice! If it helps your confidence, you can prepare cue cards, which are numbered cards with key phrases or words related to what you want to say on each point in your presentation.

Structuring the Content of your Presentation

Make sure your presentation has a sensible structure (usually an introduction, main body, conclusion)

·      Greet the audience and introduce yourself, the subject and purpose of your presentation. State the issues/challenges in the subject area that you will be exploring. Expressions such as, “I will argue that..”, “ I will compare/analyse/evaluate/describe” may be used to state the subject. You may end your introduction with the statement like ‘I hope this presentation provides you with...’ The main idea of the introduction is to grab the audience's interest and connect with them.

·      The main points of the presentation should meet the promises you made in the introduction. Address the points one by one with supporting evidence and examples. Links between ideas/ points should be clearly stated. Indicate (signpost) when you're moving onto the next point. Do not stray from the main points and digress.

·      Conclusions are very important because they help you sum up and reinforce the point you wish to make. Signal when it's nearly the end of your presentation with a Phrase such as, ‘As we wrap up/as we wind down the talk..'. Summarise the main points, including their implications. Close with what is next or provide a call to action or a thought provoking takeaways.

·      Conclude your talk by thanking the audience for their time and invite them to ask any questions they may have.

·      Time management is a key element. Begin on time and allow a few minutes for questions.

Opening a Presentation

No matter how good, relevant, or well-researched your content is, if you do not deliver it with confidence, it will not have the desired effect. The key is to know how to start and end a presentation on a high note.

·      Make bold declaration: I am happy to be here to talk to on this burning issue….’

·      Contradict expectations: You may sometimes want to catch people's attention by saying something unexpected. Then take advantage of the attention you've gained to ease into your subject. For example: ‘Believe me, I tried to convince the organisers to have the presentation at the beach but they said there were no plug points there.' The entire audience will likely break into laughter, and will want to hear what other interesting things you have to say.

·      Captivate audience curiosity: Curiosity is one of the most effective ways to begin a presentation. Curiosity feeds the human brain. In fact, research has shown that curiosity prepares the brain for better learning. For example: 'At the outset, I'd like to make a confession. I did something I regret a little over 20 years ago. Something I am not particularly pleased with it. Something that no one knows about, but that I feel compelled to reveal here.’

·      Ask questions: Asking a question is a simple yet effective way to start a presentation that grabs the audience's attention. Few things are more surprising than a speaker who starts a presentation with a question. Isn't it the speaker's job to respond to questions rather than ask them? These are rhetorical questions. They are not intended to be responded to with a simple yes or no. Rather, the idea is to plant the seed of an idea in the audience's mind. The speaker can then use the rest of the presentation to focus their attention on that idea. For example: When things don't go as planned, how do you explain it? Or, to put it another way, how do you explain how others are able to accomplish things that appear to defy(against) all expectations?

Closing a Presentation : Conclude your presentation with a compelling statement that the audience will remember long after you have left the stage

•      Inspire the audience to take action: You must take the initiative with your closing and the end of the presentation if you want to compel your audience to action. Do not leave your audience unsure of what to do with all the knowledge you've provided. With a clear and direct call to action, tell them exactly what to do with it and how they will benefit from.it. Make it bold, clear, and concise.

•      Create a futuristic vision: What will happen if the audience follows your presentation's recommendations or plan? Whether you want to alter your entire town or help your customer's business, one method to end a presentation is to build a vision of the future with your concluding words. For example: As Albert Einstein once said ‘Logic will take you from Point A to Point B, imagination will take you everywhere’.

•      End with a famous/memorable quote: It is advisable that you end your talk with a relevant quote. It functions as emphasis. For example, a quote such as ‘If opportunity does not knock, then build a door', helps you close your presentation on a positive note.

•      Close with a story: If telling an engaging story works in the beginning there is a strong chance it will work in the end. While a tale at the start of your message was a successful lead-in, a story at the end might effectively summarise the information you've delivered.

•      Use suitable closing phrases: ‘I hope you enjoyed my presentation today. If anyone has questions, please feel free to ask’.

Use of Body Language: Creating a great presentation involves more than coming up with a topic or designing the perfect PowerPoint to go with it. While all of these things are crucial, there is one more aspect to consider: your body language.

The way your body communicates with or without using words is called body language. It is a combination of gestures, posture, facial expression and movements that communicate what is going on inside your head to others. Body language can be used consciously or unconsciously. For example, the way you are sitting and your facial expression might reveal a lot about you to others.

Smile: The most potent tool in your body language toolbox is a smile. While it is true that smiling can be difficult when you're nervous, keep in mind that a study discovered that smiling reduces stress. So, remember to smile every now and then the next time you are presenting a presentation. You will not only appear more friendly to your audience, but you will also reduce the stress you're experiencing.

Posture: Stand erect when you are making a presentation. Standing tall with your shoulders pushed back and your tummy tucked in will give you a boost of confidence and energy.

Space and visibility: While making the presentation, do not seem rooted to a spot. Move a little, forward and sideways so that your audience senses that you are relaxed and confident. Moving a little will also prevent you from fidgeting (uneasy). If you are behind a podium allow your audience to see you by stepping out from behind the podium.

Facial expressions: Facial expressions can help you connect with your audience and keep them engaged. Pleasant and genuine facial expressions build trust and interest. You can practice your facial expressions in front of the mirror while you practice your speech.

Speak clearly: It is not uncommon for people to get nervous during a presentation, causing them to stutter or mumble, especially when there are difficult terms to pronounce. Practicing your speech before the presentation is an excellent approach to ensure that you are confident in your delivery and that your audience understands you.

Eye contact: Maintain eye contact with your audience and face them as you deliver your presentation. This will make them feel as if you are speaking directly to them, which will help them stay engaged with your presentation. Avoiding eye contact or turning your back on them, on the other hand, comes off as impolite and breaks the audience's connection.

Use of Technology in Making a Presentation

Most educational and scientific presentations now extensively use technology and multimedia. When preparing slides, you could use the following guidelines:

a. The background should be subtle and the text should be clearly visible.

b. Do not fill the slide with text and read it out to the audience: put in only the key points and elaborate on these on your own.

c. Make sure the font is large enough to be read easily by the audience.

d. Use visuals judiciously. They should be relevant and interesting but not distracting.

e. Do not exceed the time allotted to you. Stop five minutes before the time allotted and take questions. This will allow you to conclude without being hurried.

•      Avoid the following: • Too many animations/transitions

•      Backgrounds in various colours

•      Text that does not stand out from the background

•      Excessively wordy text on the slides

•      Slides with ambiguous content

•      Complicated and ambiguous data/visuals

 

Summary of the chapter:

Advanced Oral Communication Skills: Formal Presentations

What is a Presentation?
A presentation is a talk to inform, persuade, or report on a topic. It’s used by people like students, teachers, managers, and marketers. Common tools for presentations include PowerPoint, slides, flipcharts, and videos.

Planning a Presentation:

• Choose a clear topic and aim.
• Keep the structure simple and logical.
• Focus on 3-5 main points for a 20-minute talk.
• Use visuals (graphs, charts) to support, not overwhelm, your message.
• Practice and consider using cue cards.

Structuring a Presentation:

• Introduction: Greet the audience, introduce yourself, and state the topic. Grab their interest.
• Main Body: Discuss the points with examples and evidence. Avoid going off-topic.
• Conclusion: Summarize the main points, give a call to action, and thank the audience. Allow time for questions.

Opening a Presentation:

• Start with a bold statement or something unexpected to grab attention.
• Ask a thought-provoking question to engage the audience.
• Use curiosity to hook the audience, like sharing an intriguing story.

Closing a Presentation:

• End with a call to action.
• Paint a vision of the future if the audience follows your advice.
• Close with a famous quote or story.
• Use simple closing phrases like, "Thank you, any questions?"

Using Body Language:

• Smile: It reduces stress and makes you appear friendly.
• Posture: Stand tall to look confident.
• Movement: Move slightly to engage with the audience.
• Facial Expressions: Show interest to connect.
• Clear Speech: Practice to avoid mumbling or stuttering.
• Eye Contact: Engage with the audience by maintaining eye contact.

Using Technology in Presentations:

• Keep the background subtle, with clear, large text.
• Use visuals that support your points, not distract.
• Don’t overload slides with too much text.
• Stick to the time limit and leave time for questions.

Avoid:

• Too many animations or busy backgrounds.
• Overloaded or unclear slides.
• Complicated visuals or hard-to-read text.