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THE KEY TO A SUCCESSFUL PRESENTAT ION –

1. PREPARING THE PRESENTATION. 2.

ORGANIZE YOURSELF.

3.

CONVEY THE PRESENTATION.

4.

MANAGING THE AUDIENCE

The Human brain is a wonderful thing. It starts working the moment you are born….. …..and stops when you are called upon to make a presentation!!! By - George Jessel (American Actor)

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PREPARING THE PRESENTATION

Preparing the presentation means starting the presentation. There are two secret tools for making a good presentation i.e. Preparation and Practice . Always give suitable time and make presentation successful. To start with first topic -

Purpose – The basic purpose of any presentation is to interpret the concept or idea for delivering the presentation where you win the situation through yours skill.

Skills X Idea = Success In other words before you start to prepare the presentation what do you want to communicate to the audience, decide what you want to achieve. Two things has to been consider before starting to prepare the presentation -

• •

YOU’RE AIMS. ABILIT I ES.

YOUR AIMS : - It’s mean what you wanted to tell or present before the audiencesand how best we

can communicate with them. It’s always said that – First impression is last impression; so we have to be clear with thoughts, word & way to reach to our audiences. Points to Remember :   

Your Positive attitude, energy and enthusiasm for the subject will speak volume. Impressed your audience to your knowledge. Your Presentation should be simple and to the point.

ABILI T I ES : - It means concentrating, defining and utilizing your best assets and use techniques

that you are comfortable with in your presentation. This will help you control your nerves once you are standing in front of the audience. Example - – If you have good voice use it to your advantage.

I mportance of Audience : - Its means finding out as much as about who are going to attend your presentation? Example – o o o o o o o o

Expected size of the audience? Average Age of the audience? Ratio of Males/Females in the audience? Whether they are well informed about your subject or not? Whether they were chosen or been asked to attend? What they have in common? Their Cultural make-up? Whether all/one of them know(s) you?

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Your audience will come armed with the internal question represented by “ WIIFM ?”, or “What’s in it for me?” Why should they be interested in listening to you? A presentation isn’t as much about the presenter as it is about the audience . You want them to walk away with something of value – a new idea, an enhanced perspective – some sort of inspiration that causesthem to act. A small amount of research into the makeup of your audience will reap large benefits on presentation day.

EVALUATI NG AUDIENCE : - In other word need to take into account cultural values and opinions held by audience. Be adaptable and adjust your presentation to audience size and understanding. Always consider the sensitive issue before taking in any presentation. Example – In any presentation, conference or meeting topic related to political issue, cultural, caste etc should not be raised; hence it would hurt sentiment of people.

If a small amount of research will help you, imagine what a moderate amount will do!

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HANDL I NG LOGISTICS : - It’s mean –

Who is or ganizing event? H ow w ill you tr avel?

the

What size and shaped of r oom T he equipment w ill be available. Who is speak ing befor e you? Who w ill intr oduce you? Knowing Your Venue : - In other word knowing In and Out regarding venue or place were the presentations will be held. It’s always good to review all detail of the venue, before any presentation. Crosscheck the venue audio & video facilities beforehand also plan the seating of arrangement according to event -

I llustrative : - A wise man asks himself seven times `Why’? Before acting.  Why am I going to give this presentation? o To provide information? o To represent my function? o To entertain? o To fill up the agenda? o To sell my ideas? o To defend a position? o To be provocative? Why? Whatever the answer, keep asking `Why’? In other ways… smmart Training & Consultancy Service Pvt Ltd


oWhat is the objective I wish to achieve? oWhat is happening now that I wish to change or clarify? oWhat will I accept as evidence that my speech has succeeded? oWhat must audience do or think at the end? …. oUntil it becomesobvious what your essential messagesmust be. Answering the question `why?’ properly will tell you what your main messagesshould be but, however intelligent your audience, they will neither want nor be able to absorb more than: 4 or 5 Key points Once you know exactly why you are going to make the presentation and what your key points will be, you must ask, `who will be in the audience ?’ so as to customize your messageand make it stick. o o o o o o o

Who are the participants? Level? Background? What do they already know about the subject? Are they really interested (If not, I’ll have to create the interest) What are their WIIFM’s?(What’s In it For Me?) How fast can they absorb what I’m saying? What do they expect me to say? What is their mind-set (prejudices, attitudes, beliefs etc.

In other word yours objective must be

Educate

Learn Something

-

Enter tain

Explain

Enjoy

Summariz ing : - Means keeping and selecting main point in one sentence. smmart Training & Consultancy Service Pvt Ltd

Clear


Example -

Key point like -

a. Why the training course is necessary? b. What the training will involve? c. What the end result of the training are hoped to be, and what the benefit are?

Way of Research : - A successful presentation always beings with careful background research. Example – • • •

Management reports, government papers, and prodfessional journal; Friends, family and other personal contacts. Video, CD-ROMsand the Internet.

FORMAT ION MATERIAL :- There are several ways in which you can present your three to four main points. Its means deciding how many points you make in your presentation and make sure that your presentation end on a strong positive point. Dividing Points – 1

2

3

4

The idea is that do not neccessarily flow into each other can be presented separtely and given equally weight. Remember, an audience my assume that the first point has greater significance. Example – Serious Educational talk, lecture on managemnet theory.

Stress Point 1

2

3

4

If one point is of greater significant than the other, put it first and allow it the most time so that you can discussit fully. Back it up or complement it with your secondary or supporting points. Example – Talk to staff on improving customer service. Overlie Points 1

2 3 4 smmart Training & Consultancy Service Pvt Ltd


In practice, the most frequently occurring structure is the one in which each point overlaps and depends to some extent upon the other. The second point has to be partially unveiled in order to explain the first, and so on. Each subsequent point can be referred to in relation to then earlier points, looking all the main points together. Example – Informal talk given in front of small audience, also used in meetings attended by close colleagues.

RESHUFFL ING MATERIAL : How You Deliver?

How much you know?

USING AUDIO- VISUAL AIDS : - Audio- visual aids can be central to a presentation, since they are often able to illustrate difficult concepts more easily then word. Types of Audio- visual Aids • • • • •

Writing Board Overhead Projector Audio System Multimedia Computer Graphics

REHEARSING : - It is a vital part of preparing for a suceessful presentation. Its helps you to: o o o o o o

Become familiar with your material Conquer the blank-mind syndrome Feel more confident. Control your nerves Develop an effective speaking voice Use positive and appropriate body language

Organize Yourself smmart Training & Consultancy Service Pvt Ltd


It’s as important to prepare yourself as it is to prepare your speech. The overall impact of your presentation will be determined as much by how you appear as by what you say.

Believe In Yourself :-

A positive self-image is all-important for delivering a successful

presentation. Identify your strengths, and make the most of them.

MIND

+

Positive Thoughts

BODY +

+

SPIRIT

Positive

+

Action

Positive Feeling

Analyzing Outer shell :-

Its means understanding yourself. In other word study your self in front of mirror to see what impression you make. Make sure your body language reflects what you are saying. Stand correctly & learn to relax your facial muscles. Avoid bad habits(e.g.:Blocking the view, being unbalanced). Always wear comfortable shoeswhen presenting. Make sure your hair doesn’t fall acrossyour face. The tone and volume of your voice have a critical effect on the presentation – o o o o

Breathing Correctly. Consider doing exercisesto improve the depth of your breathing. Controlling your voice. Be right

Convey The Presentation smmart Training & Consultancy Service Pvt Ltd


Delivery is an art to present your expression which fulfills your purpose. In other word key to good delivery is to be yourself, to be natural.

Controlling Nerves: Before the presentation :o o o o o

List the factors that make you nervous about presenting. Get a good night’s sleep the night before, so that you feel alert. Be prepared. Think positive.(Remember that you know more about this subject than most people in your audience) Arrive early.

During the presentation: o o o o o

Take a moment to look at the audience and collect your thoughts. Take a deep breath, relax, smile, and start your speech slowly. Keep your first sentencesshort.(“Good Morning?”) Move. Talk to individuals.

Body Language:- Its is a form of non-verbal communication, which consists of body posture, gestures, facial expressions, and eye movements.

Face Arms Body Angle Hands Legs

(95%) (90%) (80%) (70%) (50%)

CLOSING EFFECT IVELY: It required to have a strong conclusion to your presentation, since this helps form the imperssion that audience members take away with them – o o o

Don’t rush off as if you are in a hurry to leave. Always close with a good, strong summary. Pausebetween your summary and the Q & A session.

Managing The Audience

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It means presentation is made for the benefit of an audience, not for that of the presenter. So, you must know how to read an audience’s response and how to handle his reaction.

JUDGING THE MOOD: Try to arrive at the venue early enough to assessthe mood of the audience. Let audience member know that you are aware of their feeling.

INVOLV I NG THE AUDIENCE: Inolve members of the audience by asking question at regular interval. Example - Make eye contact, using humour and Listen to the audience etc.

LOOKING FOR SIGNALS: You have to learn to read the body language of the members of the audience.

SPOTTING NEGATIV I TY : Example – Posture – leaning back with arms folded and legs crossed – suggested resistance towards the presenter.

SEEING SIGNS OF INTEREST: Example – Leaning forward, with elbows on knew and chin resting on clasped hands, suggests that this person is considering a point that the speaker is making.

READING FACIAL SIGNS: In body language, the face is most expressive. As with general body language, always remember to read the face as a whole.

READING HAND AND ARMS GESTURES: Hand and Arms movements are helpful in adding to the impact of speech and can tell you a lot about the person using them.

USING YOUR EARS: Example – Be aware of tapping feet – a strong indication of impatience.

Handling Questions:-

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Point to kept in mind while handling any question – o o o o o o o o

Appear confident. Remain calm whatever the tone or intention of the questioner. Divert hostile questions back to the questioner or the audience. Say “Good Point!” to encourage a questioner who is shy or nervous. Address answers to the whole audience, not just the questioner. Prepare 1 or 2 lengthy answers in advance for questions you are sure will be raised. Gaining time (taking a sip of water, or coughing) Win over your audience with your knowledge.(Don’t give all the information that you have while presenting).

Reply To Unanswerable Questions:Example o “I don’t know the answer, but I can find out for you. If you leave me your e-mail address,I will o

o o

get back to you” “I need to think about that one. Could we come back to it later? Next question , please.” “I’m not sure I know the answer to that one. Perhaps we could discuss it after the session.” “There really is no right or wrong answer to that. However, my personal belief is…..”

Coping With Enmity :A presentation may occasionally give rise to strong feelings or violently opposed viewpoint among members of the audience.

Points to Remember –   

Remember that hostility is aimed at your opinions, not at you. Avoid prolonged eye contact. To deal with hecklers you must be polite yet firm,your goal should be to get the rest of the audience on your side.

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Presenting Sucessfully  

How to be good presenter