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Lecturer: Gareth Jones Class 9: Presentations 3
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How to be a better presenter ◦ Body language ◦ Stances ◦ Speech ◦ Practising the presentation ◦ Conquering Nerves ◦ Presentations summary 21/10/2015Business Communication (BUS-101)2
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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
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Don’t walk around too much or the audience will find it distracting and annoying 21/10/2015Business Communication (BUS-101)4
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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
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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
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Negative passive stance Negative aggressive stance 21/10/2015Business Communication (BUS-101)7
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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
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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
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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
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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
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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
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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
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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
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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
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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
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Where should your eyes by looking? Why? 21/10/2015Business Communication (BUS-101)17
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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
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What do we mean by vocal quality? ◦ Vocal variety ◦ Rate ◦ Articulation ◦ Volume. 21/10/2015Business Communication (BUS-101)19
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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
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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
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You need to ask your self some questions… Such as? 21/10/2015Business Communication (BUS-101)22
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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Organisation ◦ Introduction ◦ Body ◦ Conclusion 21/10/2015Business Communication (BUS-101)33
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Introduction ◦ Attention/opener ◦ Preview 21/10/2015Business Communication (BUS-101)34
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Attention ◦ Start by getting the audiences attention ◦ Choose the best method by analysing your audience before hand 21/10/2015Business Communication (BUS-101)35
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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
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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
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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
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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
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Preview ◦ Before discussing your main points, give a preview of your presentation 21/10/2015Business Communication (BUS-101)40
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Preview Types: ◦ Outline ◦ Agenda ◦ List of main points 21/10/2015Business Communication (BUS-101)41
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“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
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Body State Main points clearly ◦ Should be organised and easy to follow 21/10/2015Business Communication (BUS-101)43
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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
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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
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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
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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
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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
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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
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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
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Conclusion Give a summary ◦ Good for explaining or instructing 21/10/2015Business Communication (BUS-101)51
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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
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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
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Final aspect of the presentation 21/10/2015Business Communication (BUS-101)54
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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
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Titles: ◦ Use effective and large titles so that the audience knows what you are talking about 21/10/2015Business Communication (BUS-101)56
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Transitions ◦ Have effective transitions between sections in your presentation. ◦ Example: return to agenda slide 21/10/2015Business Communication (BUS-101)57
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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
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Graphics are used to: ◦ Wake the audience ◦ Emphasise a point ◦ Show impressive data 21/10/2015Business Communication (BUS-101)59
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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
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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
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Avoid centering text Remember indentation! Check for errors 21/10/2015Business Communication (BUS-101)62
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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
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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
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At the end Good because you: ◦ Control the schedule ◦ Maintain flow in your presentation 21/10/2015Business Communication (BUS-101)65
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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
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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
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During the presentation Good because: ◦ Provides quick feedback ◦ Encourages active listening ◦ Questions will be more meaningful 21/10/2015Business Communication (BUS-101)68
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During the presentation Bad because: ◦ Change your schedule/agenda ◦ Waste your time 21/10/2015Business Communication (BUS-101)69
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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
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Prepare in advance Show your understanding Stick to your objective Keep everyone involved 21/10/2015Business Communication (BUS-101)71
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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
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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
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“Someone just asked how much this plan will cost, so I will now tell you.” 21/10/2015Business Communication (BUS-101)74
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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
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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
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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
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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
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If you need time to think... Do something to buy yourself some time. Such as… 21/10/2015Business Communication (BUS-101)79
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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
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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
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Controlling Questions ◦ Do not feel like you have to answer ◦ Thank them and continue with the presentation 21/10/2015Business Communication (BUS-101)82
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Angry Questions ◦ Look for common ground ◦ Identify their anger and answer in a non-personal way 21/10/2015Business Communication (BUS-101)83
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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
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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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