Presentation skills: Structure and Clarity

• Aim for a clear, well-structured delivery whether the occasion is formal or informal.
• Planning a good structure helps reduce nervousness.
• Clarity and good organization result in a lively, logical, and compelling message, delivered confidently and professionally.

Blue Sky Thinking and Main Points

• Write down all points you want to make, irrespective of order, keeping your objectives in mind.
• Divide the talk/presentation into three sections: Introduction, Main Content, and Conclusion.
• The introduction should state the subject and how the presentation is organized.
• Expand on the key elements in the main content with supporting evidence.
• Summarize the key points and conclude with the main subject again in the conclusion.
• Work on the main content first, selecting the most important points.
• For a 10-15 minute presentation, 3 key points are sufficient.
• For a 30-minute presentation, 6 key points are sufficient.
• For a 45-minute presentation, 8 key points are sufficient.
• Arrange key points logically with supporting material like discussion, argument, analysis, and appeal.
• Address potential objections for a reasoned, well-balanced view, especially when trying to persuade.

Illustrations

• Most talks benefit from personal anecdotes, real-life situations, or hypothetical examples.
• Visual aids are probably unnecessary for short, informal presentations.
• Use visual aids if anything requires expanding, clarifying, or simplifying.
• Illustrations should be relevant and fully explained; visual aids will lengthen the talk.
• PowerPoint can aid a presentation if used effectively and not as a distraction.
• Avoid using visual aids or PowerPoint just for the sake of it or to show off technological prowess.

Introduction and Conclusion

• The introduction should preview the content and gain attention with a statement of purpose.
• Clarify whether questions are accepted during the presentation or at the end.
• The conclusion should repeat main points in different words and summarize the main argument.
• End decisively, leaving no doubt that the presentation is finished, and then invite questions.

Harnessing the Power of Three

• Three is a magic number in communication, as the brain grasps three points more easily.
• Structure your presentation around three main elements: introduction, middle, and conclusion.
• Divide the key message into three elements and expand each into three sub-points.
• Limit visual aids to three bullet points per slide, expanding on each point.

What, Why, How?

• Structure presentations by addressing "What?", "Why?", and "How?"
• "What?" identifies the key message and its benefits to the audience.
• "Why?" addresses the audience's natural questions about the reasons behind the message.
• "How?" offers suggestions for acting on the message without being too prescriptive.
• Conclude by providing evidence, such as case studies, personal examples, or statistics, to prove the message.

Editing

• Review and edit the presentation draft after taking a break.
• Ensure the language is appropriate for the audience, explaining unfamiliar terms.
• Use accessible, conversational language rather than technical or obscure words.
• Eliminate long sentences, keeping the structure simple for listening comprehension.
• Use metaphors to aid understanding and retention.
• Identify ways to grab the audience's attention, such as visual materials.
• Check for spelling mistakes in all presentation materials.

Working with Visual Aids

• Visual aids require advance preparation and efficient operation.
• Use visual aids only to maintain interest and assist comprehension, not to show off technology.
• Well-managed visual aids enhance presentations, while poorly managed ones can ruin them.

PowerPoint Slides

• PowerPoint slides can effectively convey messages using text, images, audio, video, infographics, and documents.
• Overusing PowerPoint can lead to "Death by PowerPoint" and bore the audience.

Tips for Effective PowerPoint Slides

• Apply the KISS rule: Keep it Simple, Stupid.
• Use the 1-5-5 rule: 1 idea, 5 bullet points, 5 words per line.
• Consider eliminating text altogether, using images instead.
• Use transitions and animations sparingly.
• Use high-quality graphics as images will be greatly magnified.
• Utilize charts and graphs to effectively communicate numbers.
• Use large text for visibility at the back of the room.
• Use colors carefully to ensure readability.

Whiteboards and Interactive Whiteboards

• Whiteboards are useful for explanations, diagrams, headings, and brainstorming.
• Writing on a whiteboard takes time and requires turning your back to the audience.
• Ensure handwriting is legible, horizontal, and large enough for the entire audience.
• Use non-permanent pens for easy erasing.
• The white background of a whiteboard can cause contrast issues for those with vision impairment.
• Practice using interactive whiteboards before the presentation.

Flip Charts

• Flip charts are a low-cost solution for recording interactive meetings and brainstorming sessions.
• They can be prepared in advance, are portable, and require no power or expertise.
• Flip charts are ideal for collecting ideas and spontaneous summaries.
• Flip charts may be too small for large audiences

Video

• Videos are excellent for training but can be challenging to fit into a presentation structure.
• Videos can be played from files, DVDs, or online sources if a computer and projector are available.
• Videos can be integrated into presentations using PowerPoint or other software.

Delivering Your Presentation

• Body language significantly impacts the engagement of a presentation.
• Six categories of body language are facial expressions, eye contact, posture, gestures, position and movement, and voice.
• Effective body language complements content and visuals, winning over the audience.

Facial Expressions

• Facial expressions communicate thoughts and feelings, making stories engaging and believable.
• Matching facial expressions to the story's emotions enhances audience connection.

Eye Contact

• Establishing eye contact builds rapport and trust with the audience.
• Avoid staring at one person; distribute eye contact across the audience.

Posture

• Posture communicates confidence.
  • Don’t slouch
  • Don’t be tense
  • Keep your shoulders relaxed
  • Breathe through your stomach, not your chest.

Gestures

• Use appropriate gestures to engage the audience.

Position and movement

• Walking strategically can capture attention; avoid pacing nervously.
• Use movement to your advantage, but don't overdo it.

Voice

• Your voice is a personal and powerful tool.
• Use appropriate tones and inflections, avoiding a monotonous drone.
• Vary voice to emphasize points.

Coping with Presentation Nerves

• Feeling nervous is natural, even for experienced presenters.
• Channel nervous energy wisely, as over-confidence can be a weakness.
• Symptoms include "butterflies," sweaty palms, dry throat, and a blank mind. Techniques manage nerves, using adrenaline for enthusiasm and conviction. Decrease nervousness to focus energy on positive communication.

Managing Nerves

• Preparation and rehearsal build confidence.
• Focus on preparation rather than fixating on delivery. Good preparation, including knowing your topic inside and out, will boost confidence.
• Presentation is the tip of the iceberg, the bulk is in planning and preparation

Practical Techniques

• Practice deep breathing to oxygenate the brain and calm the body.
• Drink water to combat dry mouth caused by adrenaline.
• Chewing gum before the presentation may reduce anxiety.
• Smiling relaxes the body and builds rapport with the audience.
• Use visualization techniques to imagine a positive, engaged audience.
• Self-massage the forehead to energize the brain.
• Pause, make eye contact, and smile before starting to relax.
• Slow down your speech and leave pauses between sentences to calm down and improve clarity.
• Move around to expend nervous energy, but avoid distracting pacing or rocking.
• Focus on communicating the message effectively rather than on your nerves.

Relaxation Exercises

• Relaxation exercises can help, but stop if they cause pain or discomfort.

Quick Relaxation Exercises

• Stand in an easy position with your feet one pace apart, knees 'unlocked' and not rigidly pushed back, spine straight, shoulders not tense and head balanced then stretch SLOWLY upwards, aim to touch the ceiling but keep your feet flat on the floor and then flop forward from the waist bending your knees slightly as you go.
• Straighten up SLOWLY - almost vertebrae by vertebrae, as if you were puppet and a giant puppet master was pulling you up by the strings keeping your head until last, when you are standing in your original easy position.
• Repeat this exercise three times.

Chair Relaxation Exercises

• Sit comfortably with your lower spine pressed into the back of the chair.
• Raise your arms above your head and stretch as high as possible.
• Release your arms to your sides and bend forwards with your legs stretched out and reach as far as possible.
• Return to your starting position.
• Repeat this exercise three times.

Handling Questions

• Clarify when you prefer to handle questions at the start of the presentation.
• Addressing misunderstandings immediately is an advantage of answering questions as they arise, but it can disrupt the flow.
• Answering questions at the end allows for a structured presentation, setting aside about 10 minutes for questions.
• End the session with a strong reiteration of your core message(s).

Answering

• Treat your audience with respect.
• Listen carefully and repeat the question for the entire audience.
• Answer briefly and directly.
• Admit if you don't know an answer, and offer to find out.
• If you feel you should know the answer, offer to get back to them later.
• Answer provocative questions directly without rudeness or loss of temper, maintaining your point of view assertively.

Quick Presentation Tips

• Prepare and structure the presentation with an introduction, explanation of points, and a summary.
• Rehearse repeatedly, even to pets or objects if no one is available.
• Check timings, aiming to finish on time with room for questions.
• Talk naturally, avoiding reading from a script for the majority of the presentation.
• Stand and move around a little, avoiding pacing.
• Vary the tone, pitch, and volume of your voice to add emphasis and maintain interest.
• Speak loudly and clearly while facing the audience and avoid speaking in a monotone voice or turning your back to the audience.
• Use eye contact.
• Use visual aids appropriately.
• Stay focused, avoiding irrelevance and unnecessary detail.
• Channel nervous energy and stay alert.
• Answer questions honestly and concisely.
• Offer to provide further information later if needed.