DEVELOPING & DELIVERING AN EFFECTIVE PRESENTATION

Nerves....
The main enemy of a presenter is tension, which ruins the voice, posture & spontaneity. Voice becomes higher as the throat tenses. Shoulders tighten up & limit flexibility while the legs start to shake & cause unsteadiness. The presentation becomes "canned" as the speaker locks in on notes & starts to read directly from them. If I had a way to remove all fear of speaking for you, I wouldnt do it. The day you become casual about speaking is the day you risk falling on your face.

Tips to Eliminate Speech Anxiety

Realize that your audience will probably not recognize your fear. Recognize that audiences are approving & accepting. They want you to succeed. Humanize your delivery. Dont try to be someone you are not.

Before the Presentation Reduce Tension by Doing: Stand with you feet about 6 inches apart, arms hanging by your sides, & fingers unclenched. Gently shake each part of your body, starting with hands, arms, shoulders, torso & legs. Concentrate on shaking out the tension. Then slowly rotate your shoulders forwards & then backwards. Move on to your head. Rotate it slowly clockwise, and then counter-clockwise.

 Mental visualization: - Visualize the room, audience, & giving the presentation. - Take a moment - a sip of water - a deep breath concentrate on relaxing - say to your self, "I can do it!" - Imagine the audience in compromising positions

Distract yourself for 10 minutes before you begin. Neck exercises Breathe deeply Prepare answers to anticipated questions

SYMPTOM

CURE

Nervous energy
Trembling legs Shaking hands

Talk a walk
Gently or imperceptibly lean on the lectern or table Use a handheld microphone. Avoid holding anything flexible until you are calm. Avoid caffeine. Take small drinks of warm water to loosen your vocal cords. Make eye contact with the friendliest faces in the audience

Dry mouth; tight throat Feeling isolated

Communication
Verbal Non Verbal

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Verbal Vs non-verbal communication

Words (7%) Tone of Voice (38 %) Body Language (55%)

I need this job done right now.

Voice.
Volume & Emphasis Pace

Tone
Rhythm

Our school is the best in town. The teachers are friendly, and very knowledgeable about English. I've studied at the school for two years and my English is becoming very good. I hope you will visit our school and try an English class. Maybe we can become friends, too! Our school is the BEST in town. The teachers are friendly, and VERY KNOWLEDGEABLE about English. I've studied at the school for two years and my English is becoming VERY GOOD. I hope you will visit our school and try an English class. MAYBE we can become FRIENDS!

conduct (N) contrast (N) desert (N) escort (N) export (N) import (N) insult (N) object (N) perfect (A) permit (N) present (N,A) produce (N) protest (N) rebel (N) record (N) subject (N)

conduct (V) contrast (V) desert (V) escort (V) export (V) import (V) insult (V) object (V) perfect (V) permit (V) present (V) produce (V) protest (V) rebel (V) record (V) subject (V)

 Enunciationmanner in which you sound parts of words

.. Saying all the sounds in a word clearly.

Do not drop off the ends of words, esp "ing," "ed," "d," "p," or "t." Talking talkin Studying studyin Going to gonna
Do not muddle the middle of words by replacing sharper sounds (like "t'") with softer sounds (like "d") Butter budder Do not run words together. Whadjagit What did you get

Wuzzat Whats that

 Slow you rate of speak to avoid enunciation errors

Enunciate in front of the mirror (clearly form words with your lips) Pay special attention to /p/ /b/ /t/ /d/ /k/ /g/ when they come at the end of a word open your mouth for vowel sounds so that they are formed properly Breathe regularly

Voice Training Exercises:

Red leather, yellow leather She is a thistle sifter, and she has a sieve of sifted thistles and a sieve of unsifted thistles, because she is a thistle sifter. Enemy, enemy, many men enemy. Many men have many minds He generally reads regularly in a government library particularly rich in Coptic manuscripts, except during the month of February. (sound every syllable) The man from Hong Kong was beating the gong, and it boomed and it thundered round Pal-en-jen-bang.

Nonverbal Communication
Body Language It could be called a language which conveys affirmative , ambiguous or negative signals depending on individual perception. The point is do we understand them in detail? If Yes then do we act upon them ? If No then we need practice.
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.Gripping the lectern .Chewing on objects, fingernails .Constant throat clearing .Playing with hair, beard, jewelry .Rocking back & forth .Rubbing or picking at clothes .Clenched fists .Jingling coins or keys in pockets or hands .Slouching .Standing extremely rigidly

.Crossed arms .Pounding fists .Hands on hips .Pointing index finger .Hands behind back .Hands on lapel or hem of jacket .Preening gestures

.Open hands .Expansive gestures .Stepping out from behind the lectern .Walking towards & into the audience .Animated facial expressions .Dramatic pauses .Confident & consistent eye contact
Open & Confident

People not only listen to you, they also watch you!!!

Personal Appearance Confidence

This is 'good' to Westerners, 'one to Italians, 'five' to Japanese And 'up yours' to the Greeks!!!

Cultural Considerations

'OK' to a Westerner, 'money to a Japanese, 'zero' to the French insulting to the Turks & Brazilians

 Proximity - Cultural norms dictate a comfortable distance for interaction - If there is too much distance - move around the room to increase interaction with your audience.

Eye Contact - Helps to regulate the flow of communication. - Signals interest in others & increases the speaker's credibility. - M or W

 Posture & Body Orientation Standing erect & leaning forward = approachable, receptive & friendly. Looking at the floor or ceiling = disinterest. Avoid creating barriers

 Gestures

- If you fail to gesture while speaking, you may be perceived as boring and stiff. -Beware of distracting mannerisms

Movement

-Avoid standing still, but do not move constantly -Avoid rocking movements

 Facial Expressions
- Smile

Mannerisms that Distract & Signal that you are Nervous

Pacing up and down the room Crossing your arms in front of your body Turning your back to your audience Bad posture Tapping your feet Swaying Resting on / tightly grasping the lectern/podium Bracing against the lectern/podium Sitting on the desk Tugging at or playing with clothing or jewelry Touching your hair constantly Tapping the lectern or projector with a pen, or pointer Picking at your fingernails Tapping your feet

Body Language In Black n White

Dear John I want a man who knows what love is all about you are generous kind thoughtful people who are not like you admit to being useless and inferior you have ruined me for other men I yearn for you I have no feelings whatsoever when were apart Will you let me be yours Gloria

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Body Language In Black n White

Dear John, I want a man who knows what love is all about. You are generous, kind thoughtful. People who are not like you admit to being useless and inferior. You have ruined me for other men. I yearn for you. I have no feelings whatsoever when were apart .Will you let me be yours?
Gloria
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4 Delivery Styles....
Manuscript Memorized Impromptu Extemporaneous

Preparing an Effective Presentation

Determine your purpose Analyze your audience Gather supporting information Organize your presentation Select appropriate presentation aids Prepare your presentation Rehearse your presentation

Why Get Organized????

enhances a speakers credibility by demonstrating clear thinking increases comprehension & retention

Organizing the Presentation..

Tell them what youre going to tell them Tell them

Tell them what youve told them

Outline Format
Purpose: ______________________________ I. Main Point A. Subpoint 1. More detailed information 2. More detailed material B. Subpoint 1. More detailed information a. Even more specific material II. Main Point A . Subpoint 1. More detailed information a. Even more specific material B. Subpoint .................

Beginning a Speech.... Speech: persuade audience to eat less fat....

This morning Id like to persuade you to eat less fat in your diet.....

BORINGGGGGG

Fifty percent of the population of the US is killing itself. On this room, over half of us are eating ourselves to an early death brought on by too much fat in our diets. Countless studies indicate that there is a very real relationship between our diet & the development of life-threatening diseases such as cancer, stroke & diabetes. The Surgeon Generals Report on Nutrition and Health concurs with this correlation by stating that the single most influential dietary change one can make to lower the risks of diseases such as cancer, stroke & diabetes is to reduce intake of foods high in fat. Today I am going to stand before you to convince you to reduce your daily intake of fat. I will give you three welldocumented reasons that its important to eat a low-fat diet and then we will look at what a healthy diet looks like. Please attend to my message, as what I say may save your life.

Introduction.
Who are you? What is your topic? What is your purpose? How will you tell it all?

Get people's attention Welcome them Introduce yourself State the purpose of your presentation

Get people's attention If I could have everybody's attention. If we can start. Perhaps we should begin? Let's get started.

OR USE ONE OF THE STRATEGIES

Welcome them Welcome to LUMS. Thank you for coming today. Good morning, ladies and gentlemen. On behalf of Intell, I'd like to welcome you.

Introduce yourself My name's Ali Ahmed and I . For those of you who don't know me, my name's Raza Khan.

Strategies for Attracting Attention

Twelve of our customers have cancelled orders in the past month. Startling Statement Are you going to have enough money to do the things you want to when you retire? Rhetorical Question Author and columnist Earl Wilson said, 'If you wouldn't write it and sign it, don't say it. This gives us a clue as to how you can gain believability from your audience. Quotation Anecdote

State the purpose of your presentation

talk about = to speak about a subject Today I'd like to talk about our plans for the new site. I'm going to be talking to you about the results of our survey. report on = to tell you about what has been done. I'm going to be reporting on our results last quarter. Today I will be reporting on the progress we have made since our last meeting. take a look at = to examine First, let's take a look at what we have achieved so far. Before we go on to the figures, I'd like to take a look at the changes we have made.

show = to explain something by doing it or by giving instructions. The object of this morning's talk is to show you how to put the theory into practice. Today I'm going to show you how to get the most out of the new software.

 tell you about = to speak to someone to give them information or instructions First, I will tell you about the present situation, then go onto what we are going to do. When I have finished, Jack will then tell you about what is happening in Europe.
outline = to give the main facts or information about something. I'd like to outline the new policy and give you some practical examples. I will only give you a brief outline and explain how it affects you. fill you in on = to give some extra or missing information I'd like to quickly fill you in on what has happened. When I have finished outlining the policy, Jerry will fill you in on what we want you to do.

 give an overview of = to give a short description with general information but no details. Firstly, I would like to give you a brief overview of the situation. I'll give you an overview of our objectives and then hand over to Peter for more details. highlight = draw attention to or emphasize the important facts. The results highlight our strengths and our weaknesses. I'd now like to go on to highlight some of the advantages that these changes will bring. discuss = to talk about ideas or opinions on a subject in more detail. I'm now going to go on to discuss our options in more detail. After a brief overview of the results, I'd like to discuss the implications in more detail.

Overview of the main points: First, Id like to talk about who the homeless in Columbus are. Second, Ill talk about the services The Open Shelter provides. Finally, Ill talk about what you either individually or as a group can do to help.

 Use short sentences. Avoid: Im so nervous I really dont know much about this. I apologize for taking up your time.

Body.
Organize logically Keep the number of main points down to an appropriate level Smooth transitions between your main points Clear support for each main point

Patterns for Organizing your Speech.

Topical (Climactic) Order Purpose: To inform my audience about the 3 major areas of my life

The most important area of my life is my relationship with my mother The second most important area in my life is my quest for spiritual truth Another instrumental area in my life is my work to acquire a doctorate of philosophy.

Chronological Order Purpose: To inform my audience about the 3 important areas of my life

A spiritual quest became very important to me in high school. After I left the service, I became determined to earn a doctorate of philosophy After college, I developed a strong relationship with my mother

Spatial Order
Purpose: To inform my audience about the 4 flours of XYZ

The first floor will house the gymnasium, auditorium, cafeteria & offices The second story will contain Math & Science classes. The third floor will house the humanities classes. The fourth floor will contain the art classes.

Problem-Solution Order (for persuasion) Purpose: To persuade my audience that we need to take legislative action to solve the growing problem of the homeless.

There is a large and growing homeless problem in the United States We can solve this problem through a combination of increased federal social welfare programs and decreased deinstitutionalizing the mentally ill.

Offer a clear signpost as you come to each new point:

Now we come to the third point: what you can do as a group or as individuals to help homeless people in Columbus. So much for what we are doing. Now lets talk about what you can do to help. You may be wondering, what can I do to help?

As you can see, the Shelter is trying to do many things. We could do more things with your help.

 Hold the listeners attention Short, active sentences Examples & specific details Emphasize your main points This is my most important point This then, is the critical issue Involve your listeners Help them form images Tasks & demonstrations

Closing.
To signal that the end is near To summarize To leave your audience with something memorable & worthwhile

3 Techniques:
Quotations Narration Challenges or Appeals

 Restate your main point Refer to your opener to create a frame for your presentation End with a vivid positive picture Tell the audience exactly what to do next. Signal to the audience that you are finishing - Transitional devices - Pause & lower the pitch of your voice

Transitions
Tie all parts of your speech use transitions 3 strategies:

Signposts Internal Previews Internal Reviews

Signposts
Connect ideas & help to keep your audience on track. First, finally, further, moreover, whereas, however, consider this, specifically, third, next, thus,

Internal Preview
Prepare your audience for forthcoming information Lets examine the second impact of XYZ. In this portion of my speech I will discuss how this research study has influenced.......

Internal Review
Provides your audience with a summary of your information before you move on to new ideas. Assist audience in retaining important points Over the last half hour, we have examined............ We have also looked at .........

Survival Language.
If you get your facts wrong. I am terribly sorry. What I meant to say was this

If you have forgotten to make a point. Sorry, I should just mention one other thing If I can just go back to the previous point, there is something that Id like to add
If you realize that what you are saying makes no sense. Let me rephrase that to make it quite clear If you are short of time. So just to give you the main points As we are short of time, this is just a quick summary of the main points If you have been too complicated & want to simplify what you said. So, basically, the point I am trying to get across is this

Using Evidence..
Quotations Assertion: I think that people become stronger individuals as they work through their problems. Quotation: According to Dr M. Scott, psychologist and author of the best-selling book The Road Less Travelled, It is only because of problems that we grow mentally and spiritually.

 Statistics
Assertion: The size of the United States is pretty small compared to the rest of the world. Statistic: Although the United States is approximately 3,800,000 square miles, its share of the world land mass is only 6 percent.

Narration
Factual or hypothetical

Questions about your Evidence

Do I have enough evidence to defend my assertion, or do I need to gather more supporting material? Have I explained my evidence clearly? Is my evidence taken from an unbiased & credible source? Is my evidence current?

Notes.
Cue card brief key words Timings Messages to yourself with different colored pens Clip them together number them

Questions.
Questions do not mean you did not explain the topic good enough, but that the audiences interest is deeper than the average audience. Keep cool if a questioner disagrees with you. You are a professional! No matter how hard you try, not everyone in the world will agree with you!

 After inviting questions, do not rush ahead if no one asks a question. Pause for about 6 seconds to allow the audience to gather their thoughts. Start the ball rolling Your own remark: One question you might have is. When a question is asked, rephrase & repeat the question to ensure that everyone heard it Treat questions with respect Do not antagonize or embarrass even the most hostile questioner. I dont blame you for thinking the plan is far-fetched, Sara. We thought it was strange at first, too, but the more we examined it, the better it looked.

 If you do not know the answer, be honest, do not waffle. Tell them you will get back to them...and make sure you do! Address your answer to the entire audience Answers that last 10 to 40 seconds work best. Keep your answers focused on your goal If someone takes issue with something you said, try to find a way to agree with part of their argument. "Yes, I understand your position..." "I'm glad you raised that point, but..." . the idea is to praise their point & agree with them.

 Buy time when necessary

Rephrase the question It sounds like everything about the project looks good to you except the schedule, Ali. Turn the question around How would you deal with the situation and still go ahead with the project, Mary? Turn the question outward Raza, you are the best technical person here. What do you think is the best way to save energy costs?

 When you don't want to answer: To be honest, I'm not really the person to ask about that. When someone interrupts you: Sorry, could I just finish? When you finally understand what they want to know: Oh I see. So what you are asking is When you realize they don't understand what you said: Perhaps I didn't make myself clear. What I was trying to say was If you don't want to tell everyone: Perhaps we can talk about it when I have finished. To close off the presentation: If there are no more questions, we should stop there.

 Follow the last question with a summary

Im grateful for the chance to answer your questions. Now that weve gone over the cost projections, I think you can see why were convinced that this proposal can help boost productivity and cut overheads by almost 10% overnight. Were ready to make these changes immediately. The sooner we hear from you, the sooner we can get started.

How well we communicate is determined not only by how well we say things, but also by how well we are understood.