Effective Presentations

Making Oral & Written Presentations Effective Presentations 1. tell’em 2. tell’em 3. tell’em

The Five S Approach to an Effective Presentation Supplement with Responses Formulate Strategy Develop Structure Support With Evidence Presentation Style

The 5 S Approach 1. Formulate A Strategy a. Identify purpose b. Tailor message c. Match the situation

a. Identify Your General Purpose Inform - providing general information, demonstrating a technique, or delivering a report (transmission & retention of facts) Persuade - use of motivational language, convincing argument, and audience adaptation

a. Identify Your General Purpose Inform Persuade Demonstrate Teach Goodwill

b. Tailor Your Message Understand: their knowledge of the topic attitude toward your message expectations of your presentation Start with what they know and build on it

c. Match the Situation Formal presentation vs “off-the-cuff” Match the language - slang colloquialisms contractions less-rigid grammar

The 5 S Approach 2. Develop A Clear Structure a. Forecast main ideas b. Choose organizational pattern c. Use transitions d. Conclude on a high note

a. Forecast Main Ideas 1.Catch the listeners’ attention and sets the tone for the message

1. Catch Attention by: H Personal greeting H Importance of subject or occasion H Stunning fact or opinion H Humor H Quote H Testimony H Suspenseful question H Audience dialog H Visual aid or prop H Emotional story, anecdote, or case study

a. Forecast Main Ideas 1.Catch the listeners’ attention and sets the tone for the message 2. Provides your listeners (readers) with reason for listening (reading) 3. Gives a road map or quick sketch of the message

b. Choose An Organizational Pattern 1. Chronological 2. Spatial - physical distance N,S 3. Causal 4. Topical 5. Familiarity-acceptance Order 6. Inquiry Order

UCF’s Presidents Dr. John Hitt became UCF’s 5th president Dr. Charles Millican was appointed FTU’s first president Dr. Bob Bryan was appointed interim president Dr. Trevor Colbourn became the 2nd president Dr. Steve Altman became UCF’s third president

c. Use Transitions Signal when you are moving from one idea to another by summarizing the first idea, then forecasting the next one

d. Conclude on A High Note 1. Primacy and recency 2. Reach closure by summarizing one last time 3. Plan the order of your speakers

Presentation Effectiveness Form (Speaker Effectiveness Index) Understanding Say Introduction Major points Closing Questions and answers Attention LookSound Eye contact Gestures Dress Posture Fluency Vocal energy Timing

Speaker Effectiveness Index H Understanding –Say u Introduction u Major Points u Closing u Questions and Answers

What You Say H Effective Introduction –attention getter –how information relates –strong sense of purpose –credibility –overview of major points

What You Say H Major points –logical organization –support with variety of evidence –familiar terms/definitions –nonoffensive words –transitions and summaries

What You Say H Effective Closing –acknowledged ending –referred to objectives –summarized benefits –called for action –final message

The 5 S Approach 3. Support Your Points a. Choose a variety of support b. Consider your audience c. Use visual aids

a. Choose A Variety of Support Examples Statistics Testimony

b. Consider Your Audience H Background H Interests H Level of knowledge about the subject

c. Use Visual Aids 1. Makes your presentation up to 50% more memorable 2. Significantly clarifies complex or detailed information 3. Speeds up group decision making 4. Shortens meeting time up to 28% 5. Makes your message 43% more persuasive

The 5 S Approach 4. Presentation Style - Oral a. Prepare your notes b. Practice c. Convey controlled enthusiasm d. Engage your audience e. Effective dress f. Effective sound

a. Prepare Your Notes H Outline key points H Use of quotations or statistics H Avoid full manuscript

b. Practice H Similar setting H Timing - distributed practice H Visual aids H Overcoming anxiety

c. Controlled Enthusiasm H Posture H Tone of voice H Facial expressions

d. Engage Your Audience H Eye contact H Physical space and body movements H Gestures

Speaker Effectiveness Index H Attention –Look u Eye contact u Gestures u Dress u Posture

How You Look H Effective Eye Contact –looked at one person at a time –completed thought with one person –brief glance at visual/eye contact –brief glance at notes/eye contact

How You Look H Effective Gestures –animated gestures –descriptive gestures –natural and spontaneous gestures –effectively timed –neutral position when not gesturing

How You Look H Effective Dress –free from distracting objects –wrinkle-free appearance –appropriate clothing –dress augmented credibility –well groomed hair/no distractions

How You Look H Effective Posture –facial expression - interest and emotion –head movements and erect –squarely faced audience

The 5 S Approach 5. Supplement with Questions & Challenges a. Anticipate questions and answers b. Orderly responses c. Maintain control

What You Say H Effective Question and Answer –actively solicited/openness –created interest in your answers –rephrased questions for understanding –bridged to reduce risk/common bond –tiebacks to objectives

Speaker Effectiveness Index H Attention –Sound u Fluency u Vocal Energy u Timing

How You Sound H Effective Fluency –no halting or hesitating –free from filler-type words –free from repetitions –complete sentences –clear pronunciation

How You Sound H Effective Vocal Energy –loudly enough to convey meaning and enthusiasm –emphasized important words by vocal inflections –raised and lowered volume and pitch –authoritative voice when appropriate

How You Sound H Effective Timing –faster or slower rate to capture attention –varied rate within phrases and sentences –strategically placed pauses –varied the length of phrases

The 5 S Approach Presentation Style - Written a. Develop mechanical precision b. Practice factual precision c. Construct with verbal precision d. Set a tone e. Consider the format (see: Research Report Grading Guide)

a. Mechanical Precision H Cross outs, erasures, jagged margins, general sloppiness H Grammatical precision

b. Factual Precision H Get the facts right H Avoid ambiguity H Be concise

c. Verbal Precision H Use the right words H Take care over denotative vs. connotative meanings H Emphasize clarity

d. Set A Tone H Formality - appropriateness H Sincerity H Attitude

e. Format H Know the appropriate physical layout of: –letters –memos –reports –resumes