PRESENTATION TECHNIQUE

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PRESENTATION TECHNIQUE SOFTWARE Application
of Information and Communication Technology to
Production and Dissemination of Official
statistics10 May 11 July 2007

• M Q Hasan
• Lecturer/ Statistician
• UN Statistical Institute for Asia and the Pacific
• Chiba, Japan
• Email hasan_at_unsiap.or.jp

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Objectives

• Gain experience presentation Skills
• Gain experience with power point software
• Use above experiences for country report
  presentation

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What category describes you ?

• Avoider
• Accepter
• Resister
• Seeker

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Presentation Skills
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Presentation Challenges

• Content
• Organization
• Delivery
• Fear

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CONTENT

• Relevant material for audiences knowledge level
• Acknowledgement of audiences wants and needs
• Sufficient depth in support material
• Interesting examples for audience
• Appropriate visual aids

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ORGANIZATION

• Introduction
• Grabs audiences attention and keeps it
• States clear agenda
• Body
• Follows clear organizational plan
• Conclusion
• Summarizes main points
• Asks for clear action (if appropriate)
• Closes with strong final statement

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DELIVERY

• Moves comfortably and gestures naturally
• Looks at each member of the audience
• Speaks conversationally and enthusiastically
• Handles visual aids effectively

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Fear (Being afraid!

• Biggest problem when speaking to groups is fear
• Largely fear of the unknown
• Reduce fear by reducing the unknown

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Attaining Your Goals Some Answers

• First, do your homework
• Get the words in order
• Match the visuals to the words
• Deliver your presentation
• Evaluate feedback

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1) First, Do Your Homework

• What Situation
• Who Audience
• Why Objectives
• How Methodology

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Define the Situation Is it to

• Inform?
• Teach?
• Solicit input?
• Persuade or sell?
• Stimulate thought?

What is the most important message that you want
your audience to receive?
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Identify Your Audience

• How many of them are there?
• Why are they there?
• What is their present knowledge of the subject of
  the presentation?
• What are their possible attitudes about
• You?
• Your topic?
• Being your audience?

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The Answers Will

• Determine the material you will use
• Guide your approach to the presentation situation

Pitch your presentation to the right level of
the audience.
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Define Your Objectives

• Gives you a goal to hit, a goal to attain as a
  result of your presentation
• Do not include anything (data, visuals, examples,
  etc.) in your presentation that doesnt help you
  achieve the objectives

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Defining Specific Objectives

• What do I want my audience to say, think, and/or
  do after my presentation?
• What do I want to happen after delivering my
  message?
• What is the level of knowledge of my audience?

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Examples of Presentation Objectives

• At the end of my country report presentation,
  the audience will
• understand how we do our statistical work and
  the work I do.
• want to visit my country to experience her
  people, culture and traditions.

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More Examples

• At the end of my demonstration survey report
  presentation, the audience will
• Appreciate why the survey topic is important
• Understand the survey methodology and sample
  design applied in the conduct of the survey
• Agree that the conclusions and recommendations
  are consistent with the main findings of the
  survey

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2) Get the Words in Order

• Introduction
• Body
• Conclusion

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also means

• Tell them what you are going to say.
• Say it.
• Tell them what you said.

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Preparing Your Material

• Determine your objectives
• Plan a beginning, a middle, an end
• Select key ideas and results to be presented
• Organize the material
• Enhance with visuals, numbers, examples

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Introduction(Tell them what you are going to
say.)

• Grab their attention
• State your purpose
• Explain your agenda
• Establish personal benefit

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Remember to include

• Greetings
• Acknowledgements
• Agenda

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Project Work Agenda

• Introduction
• Background of study
• Objectives of study
• Research Hypotheses Conceptual Framework
• Methodology
• Data, Variables and Definitions
• Statistical Methods Used
• Main Results and Findings
• Conclusions and Recommendations

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Body (Say it.)

• Help the audience get the greatest amount of
  information with the least amount of mental
  effort.
• Main points (maximum of 7)

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Conclusion (Tell them what you said.)

• Summarize main points
• Ask for specific action
• Make last words memorable
• Not any questions? (Question and answer
  BEFORE the final statement)
• Not just thank you (Do this in the introduction)

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Some Answers

• First, do your homework
• Get the words in order
• Match the visuals to the words
• Deliver your presentation
• Evaluate feedback

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Visual Aids Are

• Visible (can be seen)
• Aid (assist help)

Visual Aids
Dont automatically improve presentations!
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Visual aids play supporting role.

• Who plays the major role?

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• You

are the expert

• You

are the one who was asked to speak
You!
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Do use visuals to

• Focus the audiences attention
• Reinforce your verbal message
• Stimulate interest and add impact
• Illustrate factors that are hard to visualize

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Dont use visuals to

• Impress your audience with detail and animation
• Avoid interaction with audience
• Make more than one point per slide
• Present simple ideas that are easily stated
  verbally

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Visuals

• Provide outline for audience
• Provide outline for you
• Support verbal message with visual images to
  increase retention
• Support words with numbers and graphics to
  increase understanding

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If yes,what visuals do I need?

• A visual must be necessary.

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Preparing Good Visual Aids

• Appropriate
• Clear
• Consistent
• Dynamic

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Appropriate (Who is your audience?)

• Type of visual aid
• Choice of overall design (template)
• Choice of graphics/pictures/charts

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Present one key point per slide

• because more than one idea in a slide
• Distracts the audience
• Lessens the focus and impact of the message

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Make visuals big enough to see

• Up to the last row of seats
• Should be easy to see
• including the labels on charts and tables
• Highlight areas of a complex diagram or flowchart
  or organizational chart

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• Large and simple works well!
• Prefer this size
• Not this size

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Make Text and Numbers Legible

• Use a minimum of 24 point size (This is 34 point)
• This is 24 point size
• This is 20 point size
• This is 14 point size

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Presenting Text

• Not this way
• Short bullets actually are much more effective
  from a visual standpoint, while still effectively
  making your point compared to long paragraphs of
  text (like this paragraph).

• This way
• Short bullets work better

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Presenting Text

• Short bullets work better
• Short bullets actually are much more effective
  from a visual standpoint, while still effectively
  making your point compared to long paragraphs of
  text (like this paragraph).
• Dont ferget to chack your spalling

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5 x 5 Guideline

• Maximum of 5 bullet points
• Maximum of 5 words per bullet

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When presenting numbers

• Maximum of 10 15 numbers in a slide
• Round to whole numbers
• Prefer graphs over tables of numbers

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Consistent

• Background
• Font
• Structure
• Capitalization
• Spacing
• Illustrations
• Colors

Start with Design Templates in PowerPoint
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Use Color Carefully

• Keep consistent theme or template
• No more than three or four colors per slide
• Contrasting colors provides maximum visibility
• Dark colors for background
• Light color for text

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Capital Letters

• Only for first letter of first word in bullet
  point
• ALL CAPS (LIKE THIS) ARE MORE DIFFICULT TO READ

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Use Sans Serif Fonts, such as

• Arial
• Berlin Sans FB
• Tahoma

• These are not sans serif fonts
• Times New Roman
• Century

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Images preferred over text

• Lists into tables
• Numbers into graphs
• Wordy descriptions into diagrams

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Transitions Animations

• Movement
• Multimedia
• Sight and sound
• Stages and steps
• Builds

• Create interest
• Guide eye
• Simplify
• Organize

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Using builds and animations

• Helps explain flow of complex process
• Keeps audience attention
• But, too much interferes with the message
• so use sparingly.
• Avoid mixing different slide transition effects

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Review Your Country Report

• Which slides can be improved?

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How to Use Visuals

• Some Dos and Donts

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Talk about whats on the slide.
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Give the audience time to see the slide.
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Enough time

• Dont put too much on a slide!

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How Many Slides?

• Give two-minutes for presenting a full slide
• Arithmetic
• 10-minute presentation not more than 5 slides
• 15-minute presentation not more than 7 slides
• 20-minute presentation not more than 10 slides

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Important Donts

• Do not read text on slides word for word
• Do not face the screen and turn your back to the
  audience when pointing to slides
• Do not rely on slides completely
• What do you do when there is no electrical power
  or when bulb of projector unexpectedly burns out?

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Uses of Handouts

• Reinforce important information
• Summarize action items for the audience to
  follow-up on
• Supply supporting data

Handouts are the place for detailed tables,
organizational charts, explanations.
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• You

are the expert

• You

are the one who was asked to speak
You!
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Some Answers

• First, do your homework
• Get the words in order
• Match the visuals to the words
• Deliver your presentation
• Evaluate feedback

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A Good Speaker

• Knows the presentation material
• Has verbal and nonverbal skills
• Expresses confidence

I am who I am.
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Show You Know Your Material

• Use written notes with discretion dont read
  word for word.
• Manage visual aids smoothly
• Use pointers
• Know how to move around in PowerPoint slides view
• Dont rush your delivery
• Handle questions well

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Effective Public Speaking 7 Words
Voice 38 Tone Inflection
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Verbal Skills Your Voice
Technical

• Speak clearly
• Pronunciation
• Volume
• Pitch

• Speak expressively
• Tone
• Pace and Speed
• Timing

Dramatic
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Volume

• Project your voice to be heard
• Aim for back of the room
• Gain maximum attention
• Say some words louder

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Tone

• Emphasis placed on a word to create meaning
• Variation prevents monotonous presentations

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Pace and Speed

• Speed at which speaker presents different topics
  or thoughts within a topic
• Speaker adjusts pace according to listeners and
  speakers interest
• Effective speakers change their rate of speed to
  fit their purpose, content, listeners personal
  style

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Timing

• Go s l o w e r to emphasize major points

• Pause often look at audience

• Give emphasis with voice body

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Nonverbal Skills Face Body
How you look

• Dress appropriately

How you move

• Exhibit physical control
• Face
• Hands
• Feet
• Space

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Body LanguageMessages You Send Thru--

• Facial expressions
• Posture
• Gesture

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Facial Expressions

• Eyes are the windows to the soul
• Face is the front of the house
• SMILE!
• Act out what youre saying.
• Frown
• Shake your head
• Raise your eyebrows

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Posture Do

• Stand up straight.

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Posture Donts

• Lean on the podium
• Stand with hands on hips
• Sway back and forth
• Stand with arms folded across chest
• Arms behind back
• Bury hands in pockets

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Gestures

• What to do with hands?

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Eye Contact

• Using your eyes

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Use Your Eyes to

• Look at individuals
• Not one but many
• Establish eye contact at the end of a thought

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Eye Contact Dont

• Look out the window, at ceiling, at wall, at
  floor
• Look at one spot
• Forget to look at the back row
• Let notes get in the way of eye contact
• Look over the heads of the audience

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Image

• Appropriate attire enhances credibility
• Your attire is part of your message
• Wear comfortable clothes

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Basics of QA

• Anticipate questions
• Listen to the question
• Repeat the question
• Make sure everyone heard the question
• Make sure you heard the question correctly
• Dont guess
• Keep your answer brief

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Express Confidence!

• Smile.
• Stand up straight.
• Look your listeners in the eyes.
• Be yourself.

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Practice, practice, practice.
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Some Answers

• First, do your homework
• Get the words in order
• Match the visuals to the words
• Deliver your presentation
• Evaluate feedback

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Evaluate Feedback

• Give
• Solicit
• Receive
• Evaluate

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Why Do You Need Feedback?

• Find out if you have met your communication
  objectives
• Realistically assess impact of your communication
  on your audience

Did the audience understand your material the way
you intended?
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Giving Feedback

• Specific
• Descriptive, not judgmental
• Receiver asks for it
• Well timed

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Asking for Feedback

• Identify people you trust
• Ask them in advance to evaluate you
• Tell them what points you would like to be
  observed

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Receiving Feedback

• Be receptive
• Listen actively
• Ask for specifics
• Accept responsibility
• Find the truth
• Say Thank you!

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When Silence Is Golden

• Wise men think without talking fools reverse the
  process.
• Half of wisdom is being silent when you have
  nothing to say.
• We were given two ears and one mouth, so we ought
  to listen twice as much as we speak.

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Feedback Form

• Rate yourself.
• Ask someone to rate you during the country report
  presentation.
• Compare (1) with (2).

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Acknowledgements

• Slides from previous SIAP lecture notes