To The Training On Presentation Skills: Revision No. NNCPL/PPT/PS/001 Version No. 1.0 Date: 01/07/08

PRESENTATION
to the
Training
on
PRESENTATION SKILLS
Revision No. NNCPL/PPT/PS/001 Version No. 1.0 Date: 01/07/08 1

Contents
• Need for Presentation

• Elements of a Presentation
• Preparing the presentation
PRESENTATION
• Preparing the presenter

• The Presenter Traits
• The Nerve Factor
• Results of Nervousness
• To overcome nervousness…
• How to handle the rain of question?
• Habits & Tips for Great Presentation
• Exercise and analysis
The Need
• Improve Communication
• The content is common to all
PRESENTATION
• Guide the content with the intent

• Participative decision making
• Save time
• The magic of tone
• Immediate interaction & decision
• Attract the audience

The Elements
t
PRESENTATION
en St
nt
ru
Co
Presentation c tu
re
Delivery

Preparing the Presentation
• Selection of Appropriate Tool

PRESENTATION
• Introduction to Various Tools
• Usage of Visuals & Pictures
• Special points to note

• Selection of Appropriate Tool
How Much
PRESENTATION
How Long
To Whom
Why
What

Word
Excel
PRESENTATION
Flash Movies
MS Project
Powerpoint

Word Presentations
••Avoid
Avoidlengthy
lengthywritings
writings
••Use
UseTable
Table
PRESENTATION
••Use
UsePictures
Pictures//graphs
graphs
Where the technical contents does not allow other tools

When presentation and the reference has to match
When data cannot be graphically presented
Where too many references is required
Follow a specific format

Excel Presentations
PRESENTATION
Use for Plan and Projections presentation

Avoid when scrolling to more than one sheet
Use when Multiple presentations are done with status
Plan font size an color according to the group & hall size
Use for tabulated presentation, filtering options, live
discussion

Excel Presentations
PRESENTATION
Use for Graphs and Trend display

When certain data need to be hidden
When the presentation involves data from other software
Use Excel for mini programs with Visual Basic and Visual C
When the presentation involves calculations and formulas

Power Point Presentations

PRESENTATION
Suits for all types of presentations

For Presenting the summary or gist of the subject
Can be made self explanatory by recording narration
Usage of pictures, graphics, movies, sounds are made easy
Slide Design Templates and Animation Techniques add value

Power Point Presentations

PRESENTATION
Pre-formatted Hierarchy Structure can be developed

Foot notes for each slide eases presenters work
Can be linked to other forms of presentations
When Time factor plays a major role
Background can be pre-defined

Visuals & Pictures
PRESENTATION

Visuals & Pictures
PRESENTATION
A study conducted by Wharton Research Centre on message

retention

Visuals & Pictures
PRESENTATION
A study conducted by Decker Communications

Points to Note
• Use same font throughout the presentation
• Color & size can be pre-fixed

PRESENTATION
• Use not more than 5 Colors
• Avoid lengthy presentations
• Use bulleted points and tabular formats

Points to Note
• Flowcharts make difference
• Not more than 5 points per slide

PRESENTATION
• Use Hyperlink to link other presentation/reference
• Consistency / uniformity among slides
• Do not complicate the presentations

Preparing the Presenter
• All rules of communication skills
• Practice makes man perfect

PRESENTATION
• Know your audience
• Talk in a simple language
• Explain background and prepare examples

• Ask questions to confirm the flow
• Calculate and rehearse your time

PRESENTATION
• Walk across. Do not stand in one position
• Do not show your back, whilst presentation
• Mix your talk with humor. (Look at the situation).

The Voice
PRESENTATION
Can be easily judged and criticized by the audience

The Voice carries most of the intents of the content
Modulation of voice differentiates the meaning
The magic of attraction is voice
Pronunciation is the critical

The Voice
Volume Tone
PRESENTATION
Pace Pitch

Volume
Not to Shout Lower Voice

but
PRESENTATION
to draw attention
To be heard
Raise to
Make a Point

Volume – Color Practice
Practice saying the following line with different color

of your voice
PRESENTATION
“We Got the New Order”
1. Exciting
2. Surprising
3. Grief
4. Anger
5. Without Interest
Improving the Voice
Two Good Ways to Improve Voice

PRESENTATION
Listen to Your
Moderating
Own Voice
Voice

Active Listening
It is to gain information & judge the understanding

PRESENTATION
Do not interrupt
Manage Biases
Do not answer on extremes
Provide Feedback
Give response at the end
Do not dominate

Active Listening
Five Main Categories of Feedback

PRESENTATION
Evaluative
Interpretive
Supportive
Probing
Understanding

The Nerve
Nerve is the Main Enemy of the Presenter

PRESENTATION
Ruins Voice
Changes Posture
Shoulder Tightens
Throat Quivers
Legs Shake
Presenter starts to read from the notes

The Nerve
Do
Not
PRESENTATION
Fight
Nerves
Welcome Them

The Nerve
If you Welcome Nerves, the presentation becomes

a challenge
PRESENTATION
If you allow your nerves to take over you, the

focus shifts from the audience and subject
Recognise your nerves and tackle them to your

advantage

The Nerve
Reduce Tension by Relaxation Exercises
• Lie on the floor

PRESENTATION
• Pull your legs closer so that the knees are up in the

air
• Close your eyes
• Put your entire body weight at the lower spine.
• Slowly raise your neck and lengthen it
• Continue to do relax each part of the body like foot,
torso, shoulder, hands, legs.

The Nerve
• Stand on equal surface floor with foot around 6

inches apart
PRESENTATION
• Arms by the side, fingers open.

• Gently shake your body. Start from fingers, hands,
elbows, shoulder, torso, head, hips, legs, foot
• Rotate your head clock wise and anti-clockwise
keeping your body still.
• Move your shoulders front and backwards
• Concentrate on shaking the tension out.

The Nerve
• Stand in front of a full length mirror and watch

yourself.
PRESENTATION
• Watch your eyes, hands, neck, mouth.

• Smile a few times on the mirror, take a part of your
presentation and practice your words
• Do mental visualisation of the room, people,
material etc.
• Visualize the entire sequence of your presentation

The Nerve
• Go to the presentation hall well in advance.

PRESENTATION
• Look at the seating arrangements.

• Watch at each of the participant. If possible, have a
chat with them
• Drink a glass of water (Do not gulp).
• Take deep breath for 2-3 times.
• Identify the most tense part of the body and
concentrate on it.
• Say to yourself “I CAN DO IT”
The Nerve

PRESENTATION
• Remember that tension and anxiety is known to

you and not to your audience
• The best presenters also make mistakes. The

learning is to proceed further. Do not justify your
mistake. The audience also will continue.
• Give a pause before proceeding after your mistake.

The Questions
Handling the question hour
• Not everyone in this world will agree with you.

PRESENTATION
• Disagreement does not mean that you made a

mistake.
• Somebody may try to corner you with a complex
question and prove their ability among the crowd.
• Break the questions, judge the questioner and
answer.
• Do not rush to the answers.

The Questions
• Somebody questions with pure interest.

PRESENTATION
• This does not mean that you did not explain the
subject.
• This means that the questioner has deeper interest
than others.
• Give more time for people to recollect their thoughts
and ask for questions.
• Lot of questioners keep a note and ask when time
is provided.

The Questions
• Keep 5-10% of your time of the Presentation for the

Question and Answer and Summary Session.
PRESENTATION
• Repeat the question to understand correctly and is

reached to all in the group.
• If you do not understand the question, ask the
questioner to repeat it.
• When you reply, reply to everyone in the group and
not only to the questioner.
• Explain the answer with an example or co-relate
with your presentation points
The Questions
• An answer can vary between 20 Seconds to 1

Minute.
PRESENTATION
• Less than 20 seconds, answer is too short and

more than a minute, it is too elaborate.
• If you are not able to answer the question, accept it
and assure to get back.
• Meet your commitment as per the assurance given.
• Do not deviate beyond a point from your
presentation.
• Praise the questioner for raising the point
The Habits
Remove Habits
• List down the habits and erase each one by

practise
PRESENTATION
• Identify the worst two or three habits
• Habits come un-noticed to the presenter
• Identify it by self than being notified by anyone

else.
TIPS
• Avoid reading from Handouts and the presentation
• Do not put both hands into pockets. One hand is

PRESENTATION
OK but avoid touching anything in the pocket.
• Do not wave pointer, marker pen, stick or any other

presentation materials when it is not in use.
• Do not lean over the desk, podium, wall etc.

TIPS
• Do not show your back to the audience while

looking at the visuals, flipcharts, board etc.
PRESENTATION
• Never stand between the visuals and the audience
• Enact your words and modulate voice
• Pause at Punctuation marks.
• Use colour backgrounds (bright) than dark colours

TIPS
• Learn Names quickly and get closer for effective

communication.
PRESENTATION
• Tell them, by what name you want them to call

you.
• Listen and accept worth while ideas, comments as

they may add value to the presentations.
• Mover around the area of the presentation to bring

closeness with the members
TIPS
• Be the first one to arrive and the last one to leave
• Change your techniques and approaches from one

PRESENTATION
to another presentations.
• Know the expectations of the audience and the

time limit.
• Keep alternate technique if the chosen one is not

attracting the audience

TIPS
• It is better to finish little bit earlier than over-run.
• Do not write more than 7 lines per slide or sheet.

PRESENTATION
• Share more from experience, background and allow

to interact.
• Decide on the time at which we are to present.

(Morning, Afternoon, Late evening etc.)

Thank you!!
PRESENTATION

To The Training On Presentation Skills: Revision No. NNCPL/PPT/PS/001 Version No. 1.0 Date: 01/07/08

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PRESENTATION

Revision No. NNCPL/PPT/PS/001 Version No. 1.0 Date: 01/07/08 1

• Need for Presentation

• Preparing the presenter

• Guide the content with the intent

Revision No. NNCPL/PPT/PS/001 Version No. 1.0 Date: 01/07/08 3

Revision No. NNCPL/PPT/PS/001 Version No. 1.0 Date: 01/07/08 4

• Selection of Appropriate Tool

• Introduction to Various Tools

• Usage of Visuals & Pictures

• Special points to note

Revision No. NNCPL/PPT/PS/001 Version No. 1.0 Date: 01/07/08 5

• Selection of Appropriate Tool

Revision No. NNCPL/PPT/PS/001 Version No. 1.0 Date: 01/07/08 6

Revision No. NNCPL/PPT/PS/001 Version No. 1.0 Date: 01/07/08 7

Where the technical contents does not allow other tools

Revision No. NNCPL/PPT/PS/001 Version No. 1.0 Date: 01/07/08 8

Use for Plan and Projections presentation

Revision No. NNCPL/PPT/PS/001 Version No. 1.0 Date: 01/07/08 9

Use for Graphs and Trend display

Revision No. NNCPL/PPT/PS/001 Version No. 1.0 Date: 01/07/08 10

Power Point Presentations

Suits for all types of presentations

Revision No. NNCPL/PPT/PS/001 Version No. 1.0 Date: 01/07/08 11

Power Point Presentations

Pre-formatted Hierarchy Structure can be developed

Revision No. NNCPL/PPT/PS/001 Version No. 1.0 Date: 01/07/08 12

Revision No. NNCPL/PPT/PS/001 Version No. 1.0 Date: 01/07/08 13

A study conducted by Wharton Research Centre on message

Revision No. NNCPL/PPT/PS/001 Version No. 1.0 Date: 01/07/08 14

A study conducted by Decker Communications

Revision No. NNCPL/PPT/PS/001 Version No. 1.0 Date: 01/07/08 15

• Color & size can be pre-fixed

• Use not more than 5 Colors

• Avoid lengthy presentations

• Use bulleted points and tabular formats

Revision No. NNCPL/PPT/PS/001 Version No. 1.0 Date: 01/07/08 16

• Not more than 5 points per slide

• Use Hyperlink to link other presentation/reference

• Consistency / uniformity among slides

• Do not complicate the presentations

Revision No. NNCPL/PPT/PS/001 Version No. 1.0 Date: 01/07/08 17

• All rules of communication skills

• Practice makes man perfect

• Know your audience

• Talk in a simple language

• Explain background and prepare examples

Revision No. NNCPL/PPT/PS/001 Version No. 1.0 Date: 01/07/08 18

• Ask questions to confirm the flow

• Calculate and rehearse your time

• Walk across. Do not stand in one position

• Do not show your back, whilst presentation

• Mix your talk with humor. (Look at the situation).

Revision No. NNCPL/PPT/PS/001 Version No. 1.0 Date: 01/07/08 19

Can be easily judged and criticized by the audience

Revision No. NNCPL/PPT/PS/001 Version No. 1.0 Date: 01/07/08 20

Revision No. NNCPL/PPT/PS/001 Version No. 1.0 Date: 01/07/08 21

Not to Shout Lower Voice

Revision No. NNCPL/PPT/PS/001 Version No. 1.0 Date: 01/07/08 22

Practice saying the following line with different color

“We Got the New Order”

Two Good Ways to Improve Voice