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Lecturer: Gareth Jones Class 9: Presentations 3.  How to be a better presenter ◦ Body language ◦ Stances ◦ Speech ◦ Practising the presentation ◦ Conquering.

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Presentation on theme: "Lecturer: Gareth Jones Class 9: Presentations 3.  How to be a better presenter ◦ Body language ◦ Stances ◦ Speech ◦ Practising the presentation ◦ Conquering."— Presentation transcript:

1 Lecturer: Gareth Jones Class 9: Presentations 3

2  How to be a better presenter ◦ Body language ◦ Stances ◦ Speech ◦ Practising the presentation ◦ Conquering Nerves ◦ Presentations summary 21/10/2015Business Communication (BUS-101)2

3  Feet close together and your weight evenly distributed between them  Do not grow roots - don't stand in one position!  Inject movement as you speak  Why? 21/10/2015Business Communication (BUS-101)3

4  Don’t walk around too much or the audience will find it distracting and annoying 21/10/2015Business Communication (BUS-101)4

5  How do you look to your audience?  How do you come across to your audience?  Why is this important? 21/10/2015Business Communication (BUS-101)5

6  Usually you don’t notice what you do with your arms…  BUT in a formal presentation you are constantly aware of them.  The key point about arms is to ignore them.  Moving your arms away from your body and showing open palms to your audience can also be a good tactic.. 21/10/2015Business Communication (BUS-101)6

7  Negative passive stance  Negative aggressive stance 21/10/2015Business Communication (BUS-101)7

8  This stance involves an unbalanced position ◦ Leaning on one leg ◦ Arms may be crossed low in front of the body in a protective way.  Often be accompanied by inappropriate eye contact and a nervous vocal style.  Portrays a lack of confidence  Audience may see this as a sign that you don’t believe in your words. 21/10/2015Business Communication (BUS-101)8

9  Standing with hands on hips  Constantly intruding into the public zone  Fixing on one or two members of the audience: ◦ Dominant gaze ◦ Unsmiling face.  Arrogant, closed-minded and domineering attitude.  May be used by someone in authority in order to intimidate their audience. 21/10/2015Business Communication (BUS-101)9

10  There are further aspects of posture that you should be aware of - as they can easily communicate subconscious messages; some of which you will want to avoid: ◦ Forward sloping ◦ Backward sloping ◦ Bent stance ◦ Upright stance 21/10/2015Business Communication (BUS-101)10

11  Indicates a wish to dominate others, often it is accompanied by an over-stressed point.  Impose a concept or point of view on their audience.  Made worse by aggressive or intrusive behaviour – ◦ Entering the public zone or the use of hostile gestures. 21/10/2015Business Communication (BUS-101)11

12  A Indicates a presenter who is not happy with their situation.  This defensive or submissive stance tends to indicate that they: ◦ Lack confidence in what they are saying ◦ Would rather not be there. 21/10/2015Business Communication (BUS-101)12

13  Indicative of a person who is saying something without conviction.  Saying one thing whilst meaning another: ◦ salesperson giving an exaggerated sales pitch ◦ customer who wants to say no but has been placed in an awkward position. 21/10/2015Business Communication (BUS-101)13

14  Demonstrates adult, assertive behaviour with no hidden meaning or manipulations in the communication.  Indicates that the person has conviction and confidence in what they are saying.  This is the posture you should practice and use when presenting. 21/10/2015Business Communication (BUS-101)14

15  One of the most obvious forms of conscious body language communication is the hand gesture.  Be careful with your hand gestures  Why? 21/10/2015Business Communication (BUS-101)15

16  Be aware of the standard interpretations associated with them ◦ Avoid any with a strong negative meaning - such as a threatening gesture.  When you rehearse you may want to: ◦ Include some pre-planned hand movements ◦ but let others occur in a natural and spontaneous way. 21/10/2015Business Communication (BUS-101)16

17  Where should your eyes by looking?  Why? 21/10/2015Business Communication (BUS-101)17

18  Try to address the whole audience throughout the presentation  Avoid looking at the floor  Avoid looking to the back  Avoid looking at one person 21/10/2015Business Communication (BUS-101)18

19  What do we mean by vocal quality? ◦ Vocal variety ◦ Rate ◦ Articulation ◦ Volume. 21/10/2015Business Communication (BUS-101)19

20  Effectively uses pauses throughout the speech to signal that a new point is about to be made.  Pauses can also be used to create tension, or  Emphasise key points  Create emotion 21/10/2015Business Communication (BUS-101)20

21  Don’t read from a script.  Don’t recite the whole presentation  Use a few note cards if you need to but using the visual cues from your PPT’s is better. 21/10/2015Business Communication (BUS-101)21

22  You need to ask your self some questions…  Such as? 21/10/2015Business Communication (BUS-101)22

23  Can I present my material naturally? ◦ Your audience wants you to talk not read to them!  Is the equipment working and can I work it? ◦ Do you know how to set everything up?  Is my timing good? ◦ Practise your entire presentation in front of your friends.  Can I pronounce all the words I intend to use? 21/10/2015Business Communication (BUS-101)23

24  Can you effectively introduce slides? ◦ Can you introduce the slide before you show it?  Do you know what questions the audience might have? ◦ Put yourself in the audiences shoes  Cultural adaptations ◦ Appearance, mannerisms and language 21/10/2015Business Communication (BUS-101)24

25  Prepare more material than you need ◦ Combined with a genuine interest in your topic  Practise ◦ The more familiar you are with your material, the better  Visualise your success ◦ Imagine yourself in front of your audience before you start feeling confident and prepared 21/10/2015Business Communication (BUS-101)25

26  Take a few deep breaths ◦ The audience want you to succeed too!  Be ready ◦ You don’t need to and shouldn’t memorise the presentation BUT ◦ Have the first sentence ready! 21/10/2015Business Communication (BUS-101)26

27  Think positively ◦ If you think you are professional, the audience will too  Be comfortable ◦ Dress appropriately ◦ Drink water before hand ◦ Bring some water with you if necessary 21/10/2015Business Communication (BUS-101)27

28  Don’t PANIC!!! ◦ If you feel you are losing your audience pull them back by involving them with some questions ◦ Ask for their opinions ◦ Take some deep breaths  Concentrate on your message and your audience, not on yourself ◦ You forget your fears when thinking about the audience and your topic 21/10/2015Business Communication (BUS-101)28

29  Maintain eye contact ◦ Be careful to ensure you maintain eye contact with the audience ◦ Shift your gaze periodically around the room ◦ Looking at your listeners will make you appear sincere and trustworthy ◦ Also provides a great non-verbal cue 21/10/2015Business Communication (BUS-101)29

30  Second language problems ◦ If English isn’t your first language don’t worry about small mistakes you make ◦ Brush any mistakes aside and move on ◦ Let your confidence carry you  Keep going! ◦ Things get better as you move along, each successful minute giving you more confidence 21/10/2015Business Communication (BUS-101)30

31  Communication Strategies ◦ What type of presentation am I giving? ◦ Who are my audience? ◦ What is my message? ◦ What communication channel choices do I have? 21/10/2015Business Communication (BUS-101)31

32  Research ◦ Do I know my topic?  If no, what more do I need to know? ◦ How do I interpret responses? ◦ Why are responses important? 21/10/2015Business Communication (BUS-101)32

33  Organisation ◦ Introduction ◦ Body ◦ Conclusion 21/10/2015Business Communication (BUS-101)33

34  Introduction ◦ Attention/opener ◦ Preview 21/10/2015Business Communication (BUS-101)34

35  Attention ◦ Start by getting the audiences attention ◦ Choose the best method by analysing your audience before hand 21/10/2015Business Communication (BUS-101)35

36  Attention  Get them interested ◦ Tell a story – “ 四川 earthquake, how people were rescued…” ◦ Show a picture ◦ Show an impressive statistic- “7.9 on the Richter scale” 21/10/2015Business Communication (BUS-101)36

37  Attention  Benefits ◦ Open by telling your audience how you and your presentation can help them  Benefits to both the heart and the mind 21/10/2015Business Communication (BUS-101)37

38  Attention  Credibility ◦ Make your audiences interested by making your audience trust you  Are you going to cheat them?  Will you deliver your promises? 21/10/2015Business Communication (BUS-101)38

39  Attention  Humour (be careful) ◦ Some presentations work by opening with a joke ◦ Be careful as some topics or audiences will be angry at the use of humour! 21/10/2015Business Communication (BUS-101)39

40  Preview ◦ Before discussing your main points, give a preview of your presentation 21/10/2015Business Communication (BUS-101)40

41  Preview  Types: ◦ Outline ◦ Agenda ◦ List of main points 21/10/2015Business Communication (BUS-101)41

42  “In the next 5 minutes, I will discuss construction projects in three cities: Shanghai, Beijing and Shenzhen.”  “In the course of this presentation I will discuss the importance of idols in today’s society.”  “During this press conference I will appeal to the audience to help the people of SiChuan” 21/10/2015Business Communication (BUS-101)42

43  Body  State Main points clearly ◦ Should be organised and easy to follow 21/10/2015Business Communication (BUS-101)43

44  Body  Limit your main points ◦ Don’t try to say too much. ◦ Better to talk for longer on just a few key points  Why? 21/10/2015Business Communication (BUS-101)44

45  Body  Use explicit and long transitions ◦ “Let’s move on to the next region” ◦ “The second thing I’m going to discuss is..”  Why? 21/10/2015Business Communication (BUS-101)45

46  Body  Use internal summaries at the end of each section ◦ “Now that we have looked at the parts of the introduction: attention/opener and preview, let’s discuss the body.” 21/10/2015Business Communication (BUS-101)46

47  Body  Keep audience interest high ◦ Use stories and situations your audience can relate to  Why does this work? 21/10/2015Business Communication (BUS-101)47

48  Body (summary)  State main points clearly  Limit main points  Use long transitions  Use internal summaries  Keep audience interest high 21/10/2015Business Communication (BUS-101)48

49  Conclusion ◦ Make sure to have a strong conclusion as your audience will remember the last things you say 21/10/2015Business Communication (BUS-101)49

50  Conclusion ◦ Begin with a strong transition such as “in conclusion” or “to summarise” ◦ The use one or more of the following techniques… 21/10/2015Business Communication (BUS-101)50

51  Conclusion  Give a summary ◦ Good for explaining or instructing 21/10/2015Business Communication (BUS-101)51

52  Conclusion  Refer to your opening ◦ If you began with a story, go back to the story you used in the introduction  Why? 21/10/2015Business Communication (BUS-101)52

53  Conclusion  End with action steps ◦ For a persuasive report, make sure to tell your audience what to do at the end 21/10/2015Business Communication (BUS-101)53

54  Final aspect of the presentation 21/10/2015Business Communication (BUS-101)54

55  Agenda Slide: ◦ Begin your presentation with a list of your main points ◦ All other slides should relate to one of these main points 21/10/2015Business Communication (BUS-101)55

56  Titles: ◦ Use effective and large titles so that the audience knows what you are talking about 21/10/2015Business Communication (BUS-101)56

57  Transitions ◦ Have effective transitions between sections in your presentation. ◦ Example: return to agenda slide 21/10/2015Business Communication (BUS-101)57

58  Number of slides ◦ In general, one slide should be at least one minute of talking. ◦ There may be exceptions to this rule (short presentations and lectures) 21/10/2015Business Communication (BUS-101)58

59  Graphics are used to: ◦ Wake the audience ◦ Emphasise a point ◦ Show impressive data 21/10/2015Business Communication (BUS-101)59

60  They should not be used too often.  They must also: ◦ Be large ◦ Be clear ◦ Contain only relevant information 21/10/2015Business Communication (BUS-101)60

61  Rule of 6  Try not to put more than 6 words on 6 lines on each slide  Not always possible 21/10/2015Business Communication (BUS-101)61

62  Avoid centering text  Remember indentation!  Check for errors 21/10/2015Business Communication (BUS-101)62

63  When to take questions  How to take questions  What to say if you don`t know the answer  How to answer difficult questions 21/10/2015Business Communication (BUS-101)63

64  Inform your audience at the beginning of the presentation, when you will take questions: ◦ “Please hold your questions until the end” ◦ “Please ask questions as they come up” 21/10/2015Business Communication (BUS-101)64

65  At the end  Good because you: ◦ Control the schedule ◦ Maintain flow in your presentation 21/10/2015Business Communication (BUS-101)65

66  At the end  Bad because: ◦ You may lose audience attention and comprehension if they can’t ask questions ◦ It may be uncomfortable if important audience members ask questions after you told them not to 21/10/2015Business Communication (BUS-101)66

67  If you do questions at the end, finalise the presentation with a very brief summary after questions have been answered  Why? 21/10/2015Business Communication (BUS-101)67

68  During the presentation  Good because: ◦ Provides quick feedback ◦ Encourages active listening ◦ Questions will be more meaningful 21/10/2015Business Communication (BUS-101)68

69  During the presentation  Bad because: ◦ Change your schedule/agenda ◦ Waste your time 21/10/2015Business Communication (BUS-101)69

70  If you do questions during the presentation: ◦ Allow enough time ◦ Don’t get off topic (don’t digress) 21/10/2015Business Communication (BUS-101)70

71  Prepare in advance  Show your understanding  Stick to your objective  Keep everyone involved 21/10/2015Business Communication (BUS-101)71

72  Prepare ◦ Guess what questions may be asked ◦ Bring extra information ◦ Get a friend to ask possible questions while practicing 21/10/2015Business Communication (BUS-101)72

73  Show understanding ◦ Ask audience to repeat questions ◦ Repeat or paraphrase questions if you are dealing with large audiences 21/10/2015Business Communication (BUS-101)73

74  “Someone just asked how much this plan will cost, so I will now tell you.” 21/10/2015Business Communication (BUS-101)74

75  Stick to your objective ◦ When answering the question, stick to main ideas ◦ If they ask a question you plan on discussing later, tell them you will discuss it later 21/10/2015Business Communication (BUS-101)75

76  Keep everyone involved ◦ When answering one person’s question, keep eye contact with entire audience ◦ Don’t turn the presentation into a conversation 21/10/2015Business Communication (BUS-101)76

77  If you don’t know the answer...  Say “I’m afraid I don’t know the answer to that question”  Even better, say “I can look it up and let you know after the presentation” 21/10/2015Business Communication (BUS-101)77

78  Only guess if you make it clear its a guess.  “I believe the company started in 1983, but I might be wrong.” 21/10/2015Business Communication (BUS-101)78

79  If you need time to think...  Do something to buy yourself some time.  Such as… 21/10/2015Business Communication (BUS-101)79

80  Repeat ◦ “You’re wondering how to fix that?”  Turn it around ◦ “How would you fix that?”  Ask the audience ◦ “How would the rest of you fix that?”  Reflect ◦ “Good question. Let’s think for a second” 21/10/2015Business Communication (BUS-101)80

81  Confusing questions ◦ Ask the person to repeat or rephrase their question ◦ Paraphrase the question to make it more relevant 21/10/2015Business Communication (BUS-101)81

82  Controlling Questions ◦ Do not feel like you have to answer ◦ Thank them and continue with the presentation 21/10/2015Business Communication (BUS-101)82

83  Angry Questions ◦ Look for common ground ◦ Identify their anger and answer in a non-personal way 21/10/2015Business Communication (BUS-101)83

84  Get your structure right  Know your topic  Use effective visuals and text  Use good body language  Speak with confidence  Conquer your nerves! 21/10/2015Business Communication (BUS-101)84

85  We will be covering referencing, report writing and business messages  Have a good weekend! 21/10/2015Business Communication (BUS-101)85


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