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Introduction to Effective Presentations
Transcript of Introduction to Effective Presentations
You heard but did you listen?!
Participating In and Conducting a Meeting
How to Take Good Notes
Develop a standard shorthand method of taking notes
Leave a space to summarize and condense your notes.
Avoid writing complete sentences
Take down the main points of a presentation.
Write down all the major points written on a blackboard or presented in slides.
In reviewing your notes, organize your material by an outline
by/ Lydia Yousry
Introduction to Effective Presentations
Listening and Taking Notes
Participating In and Conducting a Meeting
How to Listen Effectively
Change distracting features of the environment .
Focus on the content of the message, not its delivery.
try not to be distracted by a speaker's non-verbal gestures.
Maintain eye contact and give feedback non-verbally
Listen for the main points of a presentation
Evaluate evidence for a speaker's claims.
Anticipate what the next step will be in the presentation.
Avoid emotional involvement
Engage in active listening when appropriate.
Recognize that meaning may be distorted by your own perspective.
Look for a speaker's between lines assumption
Assimilate new information into what you already know.
Examine a speaker’s sources.
Note possible ideas that need to be clarified and jot down questions.
Presentation Vs. Conversation
Organize your thoughts
Tailor your message to the audience
Telling a story for maximum impact
Adapting to listener feedback
Usually time limited
Questions at end
Requires more formal language
No slang, jargon or bad grammar
Requires more formal delivery
No vocalized pauses – “uh”, “ah”, “um”
What is the problem...?
Common Complaints About Meetings:
Key people are no-shows.
Discussion gets off track.
Participants either dominate, argue, or don’t contribute.
No follow-up on decisions or assignments.
The Process of Meetings
Evaluating & Closing
Preparing for a meeting
Determine need for meeting
establish meeting goal
distribute an agenda
facilitate a meeting
How to Prepare for a Meeting
Make sure that the group know the purpose.
Rate each agenda item.
Construct a relevant and coherent agenda.
Consider scheduling proactive meetings designed to offer innovative ideas rather than meetings reacting to current problems.
Schedule the meeting.
Delegate meeting tasks and clearly specify members' roles.
Send meeting documents to participants with enough time for adequate review.
Ensure that meeting documents are polished and complete
Guidelines for Managing Meetings
Start and end on time.
Take responsibility for the progress and outcome.
Maintain order and focus.
Keep the discussion on track.
Allow disagreements but don’t let them get out of control.
Keep track of assignments so you can follow up.
Settle to task
Three R’s for Meeting Participants
Be ready, respectful, and receptive!
Guidelines for Participating in Meetings
Deal with conflict.
Arrive on time.
Be clear and concise.
How to Run an effective Meeting
Review the agenda at the beginning of the meeting.
Be aware of personality types and adjust your interactions accordingly.
Respect participants' ideas.
Enrich and deepen discussions to avoid rushing to a decision.
Seek the root causes of a problem instead of focusing on symptoms.
Discuss and evaluate all options.
Challenge critical participants to offer solutions
Allow participants to question agenda items.
closing a meeting
Look for an opportunity to summarize the proceedings.
Avoid forcing a decision on issues that are still “undecided.”
Repeat the list of tasks assigned and the people who are responsible for completing them.
Keep the atmosphere positive.
Be open to adopting new ideas.
Credit individuals who present new ideas.
Summarize your notes and action items.
How to Conduct an Online Meeting
Determine the best possible medium for your meeting.
Ensure that you have the best possible equipment.
Understand how to use the technology.
Ensure that participants have hard copies of presentation materials, including handouts, in case the technology fails.
At the beginning of participatory online sessions, ask participants to introduce themselves.
Ask for clarification if you do not understand what someone has said.
Clarify the meeting's progress .
Summarize points more often to ensure that you have correctly interpreted an online message.
Consider having a host or facilitator at each site.
What are your most fear in life?
The Top 10 most Fearsome thing in the world
9. Aliens from Outer Space
8. Dentist Drill
6. High Places
3. Public Speaking
Deciding to Speak
Step 1: Audience Information Sources
Step 2: Speech Purposes
Deciding to Speak
Preparing Your Speech
Delivering Your Speech
Publicizing Your Speech
Activity: Make a Wish
A large part of life and career success involves knowing how to speak in front of groups.
Why? Because speaking makes you visible. Speaking makes you memorable.
Person who invited you
Step 3: The Proactive Approach
Personal Paybacks and Company Paybacks
Think Before You Speak
Who is the audience?
What is the purpose of the speech?
What’s in it for me?
What’s in it for my company?
What’s the bottom line?
The Context of Your Speech
The Principal Objective
The single, overriding objective of a speech; what the speaker wants the audience to think or do differently as a result of his or her speech.
Preparing Your Presentation
Choosing a Topic
The Wading-In Research Method
1. Discover what you know.
2. Discover what experts know.
3. Discover what information systems can provide.
A three-step research method:
The central focal point of a speech, the “bottom line”; the essence.
State directly as the central point of your speech
One sentence in length
Techniques for Developing the Thesis
Deliver your presentation
Respond to Questions
What do you think?
Why presentation is so important skill in business?
Why an Outline?
1. Audience expects order
2. Can make your speechwriting much easier
a. Attention getter
b. Need to know
a. A summary of your main points
b. A memorable closer
Come in different sizes and shapes, such as:
Appear at the beginning of a speech
- Short stories.
— Hypothetical situations.
— Startling statistics.
Establishing the Need to Know
Refer to the audience analysis you did earlier.
— How does the topic affect their lives?
— What do they think about the topic?
Internal Structuring Techniques
Strong starts and ends
— Introduction: 15%
— Body: 75%
— Conclusion: 10%
How to Organize Material
Gather as much information as possible in a brainstorming session.
Clarify whether you are providing information, analyzing data, or proposing a solution.
If you offer solutions, then at least one paragraph should be a problem-solution
Determine recounting the history of something the material naturally falls into a time-sequence paragraph.
Determine the scope of your material. .
Ensure that you have the right information.
Determine which of the models best organizes the material to suit your purpose.
Create a dynamic opening suited to your particular audience.
How to Write a Presentation
Review your content outline.
Create a dynamic introduction that fits your type of presentation.
Follow your dynamic introduction with a paragraph designed to build your credibility.
Create a preview of your talk, outlining the major points to be covered.
Develop the ideas found in your content outline and shape them for oral presentation.
Write out the body of your presentation to include on handouts. This text should be more complex and detailed than an outline, but simpler than a version of the same content written only to be read and not heard.
Determine the appropriate style. What degree of formality is required for your audience and for your subject matter?
Write out a strong concluding paragraph. You should avoid merely ending when your material runs out; instead, use the closing paragraph to emphasize your main points.
Coordinate your slides and your text, but avoid reading directly off the slides. Instead, use your performance outline.
Solicit and incorporate feedback.
How to Prepare Visuals
Maintain consistency from slide to slide.
Choose a color that is pleasing to the eye and that allows text to be clearly seen.
Be consistent in your use of font style and size.
Avoid italicized type and lines in all capital letters, as they are difficult to read.
Eliminate all unnecessary material.
Use clip art or animation sparingly.
Ensure that the background image and text on a bullet slide do not compete for the viewer's attention.
Show only key numbers on graphs.
Don't overpopulate your charts. Limit charts to five sets of bars or lines.
How to Respond to Questions
Establish ground rules for the length and type of questions
Encourage participation from many audience members
When a questioner begins to dominate the question-and-answer session, politely interrupt and seek opinions from other participants.
Agree to disagree with an audience member when you need to move on.
Admit when a question goes beyond the scope of the presentation
Admit when you don't know the answer to a question. Promise to provide any information
keep calm. Do not respond aggressively to aggressive questioners
If the audience does not immediately ask questions, try to motivate them by asking and answering questions of your own
How to Deliver a Presentation
Make sure you have the necessary equipment
Practice your presentation
Create a clear performance outline on notecards
Maintain consistent eye contact with your audience.
Preserve good posture.
Avoid nervous habits
Use your hands to emphasize key points
If possible, move during your presentation
Control your voice
Never turn your back on the audience when speaking
Never read your slides
Give your audience a few seconds to read your slides and assimilate new information