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making an effective presentation


									                    Making an effective presentation
The presentation process

    1.   Set aims and objectives
    2.   Research your audience
    3.   Choose the structure of your presentation
    4.   Prepare your scripts
    5.   Prepare visual aids
    6.   Rehearse the presentation
    7.   Prepare the presentation area
    8.   Deliver the presentation

Setting your aims and objectives

        What is the purpose of your presentation?
        What are you hoping to achieve with your presentation?
        Is the presentation to inform, train, persuade, entertain or demonstrate?


What body of knowledge:
    Must I cover
    Should I cover
    Could I cover

Researching your audience

        What do the members of the audience do?
        Who do they work for?
        What do they already know about the subject you are going to talk about?
        What will be new to them?
        What is the history of your relationship with the audience – what do they know about
        What interests your audience – do they have any subjects they care passionately
        Will anything that you are going to say alarm them?
        What is the benefit to the audience of listening to your presentation?

The presentation structure

Tell them who you are
Tell them why you are giving the presentation
Tell them what the background to the presentation is
Tell them what the presentation is about
Tell them what your objectives are
Tell them what’s in it for them
Set the scene for the presentation
Grab their attention
Set their expectations

Tell them about your subject in detail
Tell them logically
Tell them in a language they understand
Tell them vividly
Use anecdotes and real examples to highlight your points
Tell them how this information applies to them
Link everything you say with reality
Ask for questions
Briefly tell them what the most important points of the presentation were
Tell them the benefits that your solution, options, conclusions etc. will bring them

Handling questions

       Answer the question being asked
       Repeat the question so that the entire audience can hear
       Rephrase any complicated, hostile, or confusing questions
       If you don’t know any answer, don’t fake it
       Look directly at the questioner as you begin your answer
       If you are limited by time or if the questioner is dominating your time, avoid asking:
        “Did I answer your question?”
       Rephrase your answer if asked a question you have previously answered.
       If asked a question you will cover soon, give a brief answer and promise a more
        thorough explanation in a few moments.
       Answer as concisely as possibly
       Think about what to do if audience is hesitant to ask questions, use time to re-iterate
        a major point.
       When the Q&A period has ended, give a brief wrap up and restate your conclusion.


       Wear tidy and appropriate dress
       Practise in advance
       Stance – solid but as relaxed as possible
       Expression – your voice, your eyes
       Eye contact
       Speed
       Space
       Gestures – natural but not distracting

Mannerisms to avoid

       Lack of eye contact
       Stabbing finger or pointer at the audience
       Hiding behind flip chart or screen
       Turning back on audience
       Fidgeting
       Standing rigid
       Reading only off script or prompt cards
       Stand to the left of the flip chart or screen because the words flow left to right


       Look at the audience, not your notes
       Don’t memorise
       Don’t rearrange notes during the presentation

Visual aids eg PowerPoint slides

       Can link complex points, help reinforce what you are saying
       Avoid too many slides
       Write in point form – key words and phrases only
       Four to five points only per slide
       Large font, neutral background and design, no annoying animation or sound effects

Taken from a two-day MPS training course, delivered by John Percival Associates

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