1. Chapter 5
Presentation skills
Mohammad R. Rawashdeh

2. Outline Why presentation is important? Presentation elements
Presentation tools

3. Why presentation is important?
Interpersonal communication: one- to- one and one- to –group interaction:
* Hiring employee (oral communication)
* After hiring employees their workplace communication can take the shape of resolving customers complaint, working within a team, asking for a raise…..
Sometimes workers are expected to speak more formally by delivering presentations:
* Introducing a new product to a group of potential customers.

4. Why presentation is important?
* Making a proposal for on-site child care to a group of upper managers.
* Making presentation about your thesis to get your PHD degree.
In today’s workplace, the ability to communicate effectively is one of the most important skills employees can possess.
Presentations are more likely to intimidate workers than other forms of communication.

5. Why presentation is important?
Fear of speaking in public is the NUMBER ONE fear of all fears, fear of dying is number seven!
41% of people have some kind of speaking fear in front of group.
There is no greater skill that can help
you build your career or business
better than effective public speaking.

6. Presentation elements
Identify workplace presentation
Preview preparation steps
Select delivery styles

7. Presentation elements
Identify workplace presentation:
You may have to speak before a group of people at work.
Voice your opinion at a meeting addressing recent contract negotiations.
Maybe you have been asked to say a few words at retirement dinner for a co-worker.
Workplace presentation should not take the form of “lecture” to a full auditorium of listeners.

8. Presentation elements
Identify workplace presentation:
In general workplace presentation fall into two types:
1-Informative presentations (teaching, understanding, explaining,..):
Are intended to increase the level of knowledge and understanding among listeners, one purpose of informative presentation may be to instruct the audience. They are also used to describe something. Used to provide explanation that clarify how something works.

9. Presentation elements
Identify workplace presentation:
1-Informative presentations :
Example: When a speaker takes the listener through a step- by – step process in order to teach them how to use new company voic system.

10. Presentation elements
Identify workplace presentation:
1-Informative presentations :
Example: Employee who make presentations to new customers will frequently need to explain their product in terms of its function, construction and performance.

11. Presentation elements
Identify workplace presentation:
2-Persuasive presentations :
Are designed to influence audience beliefs, opinions, or behaviors. they generally take the form of convincing, reinforcing, or actuating.

12. Presentation elements
Identify workplace presentation:
2-Persuasive presentations :
Example: members of workplace team may try to convince management that the existing performance evaluation system is not work effectively as it should by: (presenting plenty of sound evidences along with logical reasoning)

13. Presentation elements
Identify workplace presentation:
2-Persuasive presentations :
Reinforcing presentations involves strengthen an existing belief an audience is already is assumed to have.
Ex. A union president may reinforce the belief among members that they deserve a wage(الأجر) increase for the quality of work they produce

14. Presentation elements
Identify workplace presentation:
2-Persuasive presentations :
Actuating presentation seeks to move the audience to take action, ( to do something).
Ex. A manager may encourage his or her subordinate (المرؤوس التابع أو)to improve their quality of customer services.

15. Presentation elements
Preview preparation steps
To reduce your fear you need to make sure you properly and thoroughly (تماما و بشكل صحيح) prepare your self before you speak (reduced by 75%)

16. Preview preparation steps:
1.Determine the General Purpose (informative or persuasive). These purposes can be subdivided to identify your goal more precisely.
2.Analyze the Audience: taking a closer look at the composition of your audience.
demographic: age , gender, education, occupation….
Non-demographic: why the audience there?, how much do they know about your subject?….
3.Determine the Specific purpose.
What's my message? response at the end of the presentation. For most audience members, the greatest concern they have when listening to presentation is” what is in this message for me?” “how will this information be of value to me”.

17. Presentation elements
Preview preparation steps:
4.Identify the Central Idea: (core of presentation), it should be clear, concise (موجز)and focused for the audience. The presentation largely depends upon on it. Ex: The online monthly inventory (الجرد) can be completed in half the time by following four steps.

18. Presentation elements
Preview preparation steps:
5.Identify the Main Points: Once the central idea has been written, you can determine the main points for the body of the presentation. Most speakers use (3- 5 main points). These points should be: direct, contains only one idea per point, establish a direct connection with the central point….Ex: point1 we do.., point 2, we do..,….

19. Presentation elements
Preview preparation steps:
6.Gather Supporting Material: (After you have determined the main points, you are now ready to develop those points with factual information and evidence such as graphs, models or charts). Also, manual reports and catalogs. In addition of Internet and library can be a good resources for these supporting materials.

20. Presentation elements
Preview preparation steps:
7.Organize the Outline: put all of your information together in a logical sequence, outlines can take a variety of forms, depending upon the nature of your subject and purpose. Generally, 3 parts: 1-introduction which captures your audience's attention and identifies the nature and the purpose of the presentation. 2- the body which provides the verbal & visual supporting information and evidence to make the presentation clear and convincing. 3- the conclusion which bring closure to the presentation by providing a summary & appropriate closing comments.

21. Presentation elements
Preview preparation steps:
Rehearse (التدرب) the Presentation: be more dependent on yourself, more trust, …

22. Presentation elements
Select delivery style:
There are four styles you should be familiar with:
a. Manuscript:
Provide all information in a printed papers.
Should read word for word,
Reading an entire speech should be avoided.
It can be bored to the audience (no eye contact).
It can be used to avoid mistakes in the presentation.
No problem in reading a quote for example.

23. Presentation elements
Select delivery style:
b. Memorized:
Do not commit the whole speech to a memory (risky)
Speakers tend to sound stilted (stiff: متصلب) and artificial (unnatural: غير طبيعي).
Worry of forgetting some words.
You can memorize a quote or two.

24. Presentation elements
Select delivery style:
c. Extemporaneous:
It’s the most versatile (متنوع) and most effective of all the styles
Requires to be properly, thoroughly prepared and well rehearsed
Delivers the speech in a conversational style with little reliance on notes.
The audience feel as you are talking to them personally.
It is the most effective style

25. Presentation elements
Select delivery style:
d. Impromptu:
Involves Speaking unexpectedly
Not good idea to use this type for a presentation that demands preparation
If you face an impromptu situation: state your point concisely (in brief), offer any information to clarify the point, make a brief statement to indicate closure.
In a meeting, your boss may ask you about your opinion,…!

26. Presentation tools State Central Ideas Select Supporting Materials
Construct Outlines
Rehearse Delivery

27. State Central Ideas 1- Must expressed as a sentence.
The central idea called thesis of presentation, it is the controlling idea that identifies the essence of your speech.
It prepares the audience for what is to come body of the speech.
To be clear, concise (أوجز) ,and focused for the audience
1- Must expressed as a sentence.
It cannot be stated as phrases or titles of a speech.
Ex: “How to Handle Customer Complaints”. It does not represent a sentences, not central idea.
Ex:” Handling Customer Complaints requires strong communication skills”. This is a central idea (clear for the audience).
Central ideas should not be expressed as questions.

28. State Central Ideas 2- It must contain only one key idea.
Ex: “Laptops are convenience for business travelers, and they are also quit affordable”. This is not a single key idea. We can say a better central idea as: “ Laptops offer several advantages for business travelers”.
3- Must be stated in the introduction & the conclusion: In the introduction :to capture listener interest and then states the central idea, so audience knows what to expect in the body of the presentation) and in the conclusion (for: i. restatement reinforces the importance of the information the speaker has just shared with the audience. ii. Listeners will remember most what they hear last)

29. State Central Ideas Subject: States who or what the speech is about.
4-Consist of two part: subject and focus
Subject: States who or what the speech is about.
Focus: States the key idea of the speech. In other words what does the speaker wish to emphasize about the subject. It is the key idea of the speech.
The focus allows both speaker & audience to determine the main points in the body of the speech. Subject & Focus should not be too general or too specific.

30. Examples:
Ex: “Technological advances in workplace have changed the way workers work”
Subject: (Technological advances)
Focus: (changed the way workers work)
Both are general & lack direction for both the speaker & the direction.
Ex: “ systems have revolutionized the way workers communicate with each other”.
Both of Subject & Focus have been sharpened.
Ex: “The view function on allow workers to look at a document without actually opening it”….
Too specific, there is little more the speaker
can add.

31. Select Supporting Materials
Used to make the presentation more easily understood, more interesting & more believable
A- Verbal:
Examples: (Typical instances used to clarify a point)
Explanation: (defines, supports, describes,..)
Statistics: (Numerical facts that show relationships)
Illustration: (Short stories; factual or hypothetical but believable)
Testimony: (Quotes from experiences)
Comparisons: (Show similarities & differences)

32. Select Supporting Materials
B- Visual:
Objects and models, Graphs, Chart, Slides, Handouts, Video, Photographs, Tables…..
-Support what you say with what you see.
How to decide the suitable type of visual and media of the presentation (flip charts, transparencies,…):
1. What is the nature of the subject?
2. What is the audience level of sophistication?
3. Where will the presentation take place?
4. What purpose is the visual intended to serve?

33. Select Supporting Materials
To maximize visual effectiveness:
Keep simple ( only one visual with one information at a time).
Keep large enough for the entire audience to see.
Create “eye appeal” by fonts, graphics and colors in imaginative way.
Have a definite purpose in mind for using visual.
Introduce the visual, explain it then put it away.
Be certain you have the necessary equipments available and in working order before the presentation.
Practice the speech using the visuals.

34. Construct outline
After you have selected the most appropriate verbal and visual supports for a presentation, your next step to organize your information in outline form.
The outline consists of three major parts:
The introduction.
The body.
The conclusion.

35. Construct outline The introduction:
- It acts as a preview for the reminder of speech.
- The speaker should begin by capturing the audience attention to encourage audience to listen, (startling with: facts, brief story, ask a theoretical question, quotation or include appropriate humor...etc)
- Listeners need to know how the information that follows will be of value of them. (tangible gain:المكسب الملموس): such as saving time or money, enhancing health or safety or making more informed decisions.
- The speaker must state the central idea or thesis.
- The speaker needs to preview the main points that will be developed in the body of the speech.

36. Construct outline The body:
The body of the outline contains the speakers choice of main points, along with the necessary verbal supports.
These main points should be expressed as parallel sentences, and each main point should be developed by at least three different verbal supports.
In other words, resist the temptation to use three testimonials for a main point. In stead, consider using one explanation, some examples & perhaps a testimonial or a comparison. Varying the choice or verbal supports not only makes the information more interesting but more easily understood as well.

37. Construct outline The body:
Make connections between main points: Include transition words or phrases.
Examples:
“First, then , next”: used to single movement from one thought to another.
Also you can use: “in addition, consequently, therefore, however, finally…”.
Also you can use: “now that you understand the…”.
Speaker must make sure that the main points in the body of their presentation are logically organized.

38. Construct outline The body:
Common patterns (الأنماط) that used to give a coherent structure of the presentation:
- Chronological (ترتيب زمني ): organize information in a time sequence. E.g.: delivering a set of instructions, explaining a historical event,…
Topical (ترتيب موضوعي ): divide information into logical group, categories and topics. E.g.: Discussing a various types of health insures to a company employee,…
Spatial (ترتيب مكاني ): organize information in the bases of physical location or how to link things together. E.g.: A speaker introducing a piece of machinery to a group of workers might describe the machinery in terms of its components parts & their relations to each other.
Cause/effect: (causes and results) What might happen as a result of a specific cause.
Problem/solution: discussion of a problems, ,effects, causes and solution

39. Construct outline
The conclusion:
This section contains three major part :
A summery of the main points.
A restatement of central idea.
Appropriate closing remarks.
You can end your speech in the conclusion (after reviewing the main points & central idea ) with a quotation, a brief illustration a humorous anecdote, or refer back to an attention getter used in the introduction.
Speakers should be direct and brief in the final portion of the speech, and no new information should be added.

40. Rehears delivery:
Develop a speaking outline.( avoid speaking directly from the detailed outline. A speaker outline is brief, it may be a small paper contains the main points or central idea, it may be a map. Try to use cards after numbering them. In cards you can use underlining or colored fonts. Try to use maps or block diagram.
Practice out loud. (do not rehearse or read your notes silently).. It develop a conversational style of eye contacts, gestures, postures and expressions.
Practice in front of an audience. (friends, family, co-workers).

41. Rehears delivery:
4) Pay attention to your voice, speak loudly and clearly enough to be heard , do not speak too fast or too slow, avoid monotone delivery.
5) Pay attention to your body, (stand tall, weight distributed on both feet, posture that conveys confidence), be careful in your moving. Give an eye contact to each listener for 4-5 seconds,...
6) Cope with nervousness. Some advices: Be well prepared, accept that some tension before a presentation is natural, consider a practicing visualization, have a strong introductory and practice positive self talk several days before the presentation.

42. SKELTAL OULTINE II. Body Introduction. III. Conclusion 1st main point.
Verbal support.
Transition
B nd main point.
C rd main point.
Introduction.
Attention getter.
Need for information.
Central Idea.
Preview of main points.
III. Conclusion
Review main points.
Restart central idea.
Close memorably

43. Communication Skills ELE205 Creating an Effective PowerPoint Presentation
Mohammad R. Rawashdeh

44. Design and way of providing information. Subject to be presented
introduction
presentation
Design and way of providing information.
Subject to be presented

45. Design and way of providing information.
Outline:
Hints for a successful presentation
Effective PowerPoint Slides
Text guidelines.
Clip Art and Graphics
Examples

46. Hints for a successful presentation
Plan carefully.
Do your research.
Know your audience.
Time your presentation .
Practice your presentation. 
Speak comfortably and clearly. 

47. Effective PowerPoint Slides
Use design templates
Standardize position, colors and styles 
Include only necessary information 
Limit the information to essentials

48. Effective PowerPoint Slides
Content should be self-evident
Use colors that contrast 
Be consistent (متسق) with effects, transitions and animation 
Too many slides can lose your audience

49. Text guidelines Generally no more than 6 words a line (6 by 6 rule)
Generally no more than 6 lines a slide
Avoid long sentences
Larger font indicates more important information 

50. Text guidelines Font size generally ranges from 18 to 48 point
Font size generally ranges from 18 to 48 point
Be sure text contrasts with background
Fancy fonts can be hard to read
Words in all capital letters are hard to read
Avoid abbreviations and acronyms (المختصرات )
Limit punctuation marks (علامات الترقيم)

51. Clip Art and Graphics Should balance the slide
Should balance the slide 
Should enhance and complement the text, not overwhelm 
No more than two graphics per slide

52. Examples:

53. This is Arial 44 This is Arial 36 Font size This is Arial 32

54. Too detailed ! Slide details:
Instructional Technology: A complex integrated process involving people, procedures, ideas, devices, and organization, for analyzing problems and devising, implementing, evaluating, and managing solutions to those problems in situations in which learning is purposive and controlled (HMRS 5th ed.)
Too detailed !

55. Much Simpler Slide details: Instructional Technology: A process
involving people, procedures & tools
for solutions
to problems in learning
(HMRS 5th ed.)
Much Simpler

56. Too detailed ! Tables and graphs: Delhi Mumbai Goa January 11,532,234
14,123,654
3,034,564
February
1,078,456
12,345,567
16,128,234
March
17,234,778
6,567,123
16,034,786
April
16,098,897
10,870,954
7,940,096
May
8,036,897
10,345,394
14,856,456
June
16,184,345
678,095
4,123,656
July
8,890,345
15,347,934
18,885,786
August
8,674,234
18,107,110
17,230,095
September
4,032,045
18,923,239
9,950,498
October
2,608,096
9,945,890
5,596,096
November
5,864,034
478,023
6,678,125
December
12,234,123
9,532,111
3,045,654

57. Much Simpler Tables and graphs: In 106 Delhi Mumbai Goa January 11 143
February 1 12 16
March 17 6
April 10 7
May 8
June 4
July 15 18
August
September 9
October 2 5
November
December
Much Simpler

58. Tables and graphs:
Too detailed !

59. Tables and graphs:
Much Simpler

60. Clip Art and Sounds:
Art work may distract your audience

61. Numbering:
How to put a giraffe (الزرافة) into a fridge?
1. Open the door of the fridge
2. Take out the elephant
3. Put the giraffe in
4. Close the door

62. Numbering:
Use bullets to show a list without
Priority
Sequence
Hierarchy, …..

63. Colors:
Use contrasting colours
Light on dark vs dark on light
Use complementary colours

64. Make It Clear (Contrast)
Use contrasting colours
Light on dark vs dark on light
Use complementary colours
high contrast
low contrast

65. Make It Clear (Contrast)
Use contrasting colours
Light on dark vs dark on light
Use complementary colours
This is light on dark

66. Make It Clear (Contrast)
Use contrasting colours
Light on dark vs dark on light
Use complementary colours
This is dark on light

67. Make It Clear (Complement)
Use contrasting colours
Light on dark vs dark on light
Use complementary colours
These colours do not complement

68. Make It Clear (Complement)
Use contrasting colours
Light on dark vs dark on light
Use complementary colours
These colours complement

69. End of Chapter 5