Effective Presentation Skills PDF

EFFECTIVE PRESENTATION SKILLS Presenter - Bob Dolan [email protected] Asst Director Career Services MIT Postdoctoral Scholars E25-143G GECD Office E17-294, 617-715-5329 http://web.mit.edu/career Apr 17, 2018 ...

EFFECTIVE PRESENTATION SKILLS Presenter - Bob Dolan [email protected] Asst Director Career Services MIT Postdoctoral Scholars E25-143G GECD Office E17-294, 617-715-5329 http://web.mit.edu/career Apr 17, 2018 EFFECTIVE PRESENTATION SKILLS Intended Outcomes from today’s workshop: We Will Cover Self Evaluation…What type of speaker are you? Facts and Fears of Public Speaking Presentation Blueprint Structure, Body Language, Verbal Delivery Tips and Other Considerations Myths and Facts Personal Appearance How to Reduce Anxiety Common Mistakes  EVALUATE YOURSELF What Category Best Describes You As A Speaker? CATEGORY CHARACTERISTICS Avoider You do everything possible to escape from having to get in front of an audience. Resister You have fear when asked to speak. May not be able to avoid speaking, but you never encourage it. When you do speak, it’s with great reluctance and pain. Accepter You’ll give presentations but don’t seek those opportunities. Sometimes you feel good about a presentation you gave. Seeker Looks for opportunities to speak. Finds the anxiety a stimulant which fuels enthusiasm during a presentation. Self-confident.  FACTS Why Are Presentation Skills Important? Almost every organization lists communication skills as one of their most critical issues…and presentation skills are a large component of communications Presentation skills are crucial to almost every aspect of academic/business life, from meetings, interviews, conferences, to trade shows/job fairs Often times leadership and presentation skills go hand in hand Ability to communicate verbally (internally and externally) 4.43/5.0 Employer Rated Competencies – NACE Survey 2017  FACTS…cont Why Are Presentation Skills Important? Information by itself is boring, unless it’s startling. Conveying it through stories, gestures and analogies makes it interesting A large portion of the impact of communications rests on how you look and sound, not only on what you say Having good presentation skills allows you to make the most out of your first impression Especially at conferences and job interviews  FEARS Why Are Presentation Skills Important? Public speaking is considered the number one fear of most people People are caught in the crossfire between their fear and the fact that many employers expect them to demonstrate good verbal communication skills Most interviews by PhD’s have a presentation component Academic interviews always have a presentation/chalk talk If your job doesn’t demand presentation skills, odds are good that you’ll need them in your next job  PLAN YOUR PRESENTATION Put yourself in the shoes of the people who will be listening to your presentation Analyze The Audience Values…What is important to them? Needs…What information do they want? Constraints…Understand their level of knowledge on the subject and target them appropriately Demographics…Size of audience and location may influence the presentation 3 Key Components of a Good Presentation Structure Body Language and Movement Verbal Delivery  Good Presentations Consist of Three Key Components Clear components Comfort Introduction Body Deliberate gestures Body Structure Language & Eye Contact Conclusion Movement Use of visual aids Smooth flow from one topic to next Topic Content Verbal Delivery Pace Volume Use of full vocal range  Structure Introduction Build Rapport with Audience State preference for questions - during or after? Set stage: provide agenda and objective – grab their attention State the bottom line and your key supporting points Body Deliver your message logically and structured Use appropriate anecdotes, examples illustrate key points establish credibility connect with audience Conclusion Restate bottom line and key supporting points For Q&A: “Who wants more details?” (not, “any questions?”) Prompting for questions: “A question I often hear is…” INTRODUCTION: Start With The Objective Who am I? Provide your name, role, function Why am I here? Declare objective, set expectations Why is this important - Give audience a reason to listen; WII-FM: What’s In It For Me (for make an explicit benefit statement the audience)? Lay a road map; set the agenda; How will I accomplish my provide an outline of what will be objective? covered and when BODY: Structure the Presentation to Maximize Delivery Tell audience what you’re going to tell Deliver the Main Idea them…and tell them again Move through presentation by using phrases such as; “now we will review…” Transition Well or “if there are no more questions, we will now move onto…” If needed, use examples not in presentation to emphasize a point, but Be Flexible and On Course don’t get side-tracked. Stay On Course by using phrases such as “let’s get back to…” Make sure you have delivered your Review Benefits and Main Idea message and emphasized the main idea or benefit to the audience  Provide Context When Introducing Each Topic Set the stage: This project was very collaborative and was a cross lab initiative, this is what we did… The project was multi-disciplinary and we worked with several engineers and scientist, the work focused on… I led this project and had three Engineers working with me on my team. We…. I led this project team which created a model to calculate the diffusion coefficients and Brownian dynamics of DNA origami structures in collaboration with researchers from MIT and Harvard. We determined… Very Effective for Interview Presentations CONCLUSION: Revisit the Objective and…Provide Structured Closing Summarize main elements of Review presentation as they relate to the original objective If applicable, highlight a key point or “Especially” statement crucial element for audience to take away Signal the end is near…”to wrap up” or Next steps/call to action “to sum up”. Clearly articulate the next step, action, or practical recommendation Thank the audience; solicit questions…ask open ended questions… Questions/closure “who would like more details?” or “a question I often hear is…”  Key Elements of Non-Verbal Communication Open Body Posture Eye Contact Facial Expressions Gestures Posture Space  Body Language and Movement Feet/Body Stand firmly and move deliberately. Do not sway or shift Move at appropriate times during presentation (e.g. move during transitions or to emphasize a point) Stand where you can see everyone Do not block the visuals/screen Hands Decide on a resting position for hands (should feel and look comfortable) Gestures should be natural and follow what you are saying Hand movement can emphasize your point Make gestures strong and crisp…ok to use both arms/hands Keep hands away from face When pointing to the screen, do so deliberately. Do not wave Use 3-T’s Method… Touch-Turn-Talk  Body Language and Movement Eyes Look at audience’s faces, not above their heads If an interview or business meeting…look at the decision makers as well as everyone else Vary where and who you look at Look at faces for 3-5 seconds and then move on to the next person Do not look away from audience for more than 10 seconds Looking at a person keeps them engaged Looking at their faces tells you how your delivery and topic is being received by the audience  Read Your Audience Keep Them Interested Openness Hostility Boredom Disapproval Interest Audience Neutrality Body Language Shows  Read Your Audience Keep Them Interested Reading the audience’s body language can help you modify the pace of your delivery to keep as many people engaged as possible It can also help you to gauge who is in agreement with you, who is opposing your point of view, and who has yet to decide Depending upon the nature of the presentation  Verbal Delivery Common Faults of Five Critical Tips for Speaking to an Audience Elements of Verbal Presentations 1. Volume Use spoken rather than written English Speaking too quietly Use active rather than passive verbs 2. Speed Avoid technical terms, unless you know the Speaking too quickly hinders the audience is familiar with them audience comprehension Always use your own words and phrases 3. Variety Cut out jargon Monotone, lack of expression can create Look at your audience “dull” delivery with little animation Use vocal techniques to catch their attention 4. Fillers - change pace or volume Hesitation, excessive pauses, using - use a longer than normal pause between distracting fillers (“um”, “ah”) key points 5. Emphasis - change pitch or inflection Stress on unimportant words clouds - sip water to force yourself to pause meaning Audience is a group of individual people Poor phrasing, putting pauses in the - address them as if they were a single wrong places person Practice, Practice, Practice  Myths about Giving Presentations Myth Fact Good speakers are born, not made Good speakers take more time preparing and practicing than ineffective speakers If I follow what someone else says and does, Other people’s styles are useful, but you I will be as effective as that person must present in the way that feels most comfortable for you People who speak and look confident are not Most speakers experience some type of nervous inside nervous energy I do not have enough chances to practice, so If you really want to practice, you can find the I will never feel confident time Before I get up to talk, I feel physiological These reactions signal that you are reactions - my heart beats faster and my energizing yourself (these are typical of breathing gets quicker. Those sensations Olympic athletes before they compete). They mean fear. are normal. You can draw on them to energize you, not immobilize you.  Tips for Reducing Anxiety Organize Knowing that your presentation and thoughts are well organized will give you confidence Visualize Imagine delivering your presentation with enthusiasm and leaving the room knowing that you did a good job Practice All successful speakers rehearse their presentations Either do it alone, with your team, or video tape yourself and review your performance after Practice standing up as if the audience was in front of you Then practice again  Tips for Reducing Anxiety Make Contact Before Your Talk If possible, speak with the audience before your presentation begins…(not always possible with a large audience) Walk up to them, shake their hand and introduce yourself Thank them in advance for inviting you to speak today Break the imaginary glass barrier between you and the audience …It relaxes both sides  Tips for Reducing Anxiety Make Contact Before Your Talk Break the imaginary glass barrier between you and the audience Comment by an MIT Postdoc who went on an academic interview: “One thing I did, which I think made a huge difference, was to follow your suggestion to break the glass barrier between me and them by interacting with them as much as possible before my presentation. I did so and it worked out great! All of a sudden, they became normal people to me and we simply had a nice conversation about my research.”  Tips for Reducing Anxiety Breathe Inhale deeply several times to stay loose. When your muscles tighten, you feel nervous and it’s more difficult to breathe Try to clear your mind. Breathe and tell yourself to “relax” Release Tension In a quiet area, do an isometric exercise Starting with your toes, and working up your body, tighten all of your muscles including making fists. Then release all tension while taking a deep breathe  Tips for Reducing Anxiety Move Speakers who stand in one spot experience tension. In order to relax, release tension and flex your muscles, move in a purposeful manner and use upper body gestures to make points Eye Contact Make your presentation a one-on-one conversation. Build rapport by making it personal and personable. Use words such as “we”, “our”, “us”. Eye contact helps you relax because you become less isolated from the audience  Tips for Personal Appearance Dress Appropriately Avoid distracting the audience / interviewer by: Overdressing / Underdressing Too Much Skin Perfumes / Aftershaves / Colognes Bad Grooming Displaying Tattoos or Body Piercings  Tips for Personal Appearance Women Clothes should fit well, not too tight. If wearing a skirt, hemline (length of skirt) should be appropriate for the audience. Generally longer sleeves present a more professional business-like appearance Find 2-3 colors that work well for you. Wear good fabrics and make sure they don’t make noise when you move. Conservative colors, such as black, blue, gray, and brown, seem to be the safest bet when meeting someone for the first time in a professional setting, whereas colors that signal more creativity may be too loud for an interview. Generally, try to avoid bright reds, oranges, and whites, since these tend to draw attention away from your face. Avoid jewelry that sparkles, dangles or makes noise. Use subtle accessories to compliment your outfit. Earrings, broaches and bracelets can distract the audience  Tips for Personal Appearance Women Makeup should be simple and compliment the wearer. Makeup that is well done can control oily areas of the face that might reflect light, and enhance natural features, presenting a more relaxed look Hair should add to a positive overall appearance and should not be a dominant feature of the face “Underscored Elegance”  Tips for Personal Appearance Men Suits should be well tailored. Generally, dark blues, grays and blacks in current styles are the safest bet. Depending upon the audience, a sport coat and well-matched dress slacks are fine Men’s suits are designed to be buttoned, whereas most women’s coats are not. Depending upon the level of formality, you may wish to button the jacket, unbutton it, or remove the coat all together Shirts should fit well and the color should not be too bright. Wear a cotton T-shirt and a white dress shirt if you’re worried about perspiration…ladies, consider the same  Tips for Personal Appearance Men If wearing a tie, it should compliment the color of your eyes and face. A “power tie” may not work in many settings. More low tones and subtle colors may work better Shoes should be appropriate, comfortable and well shined. Socks should match and cover the bare leg when you sit down Hair (if any) should frame your face. Beards and mustaches should be well trimmed and above the lip line  Tips for Personal Appearance Wearing Glasses If you need glasses to read the visual aides or to see the audience, wear them. If you don’t need them, or wear contact lenses, leave them off. Glasses sometimes reflect light and the audience won’t be able to see your eyes. Do not wear tinted glasses to avoid reflections. If need be, use an anti-reflective coating which eliminates reflection and glare.  Personal Appearance Reminders 55% of the message we send is based upon what people see People make snap decisions about us based on what we wear It is up to you to manage that impression What they see is what you get Content by The Mitchell Organization  Common Presenting Mistakes Talking too fast / lack of pauses Reading slides verbatim Hovering over the projector / facing the screen Standing between the projector and the screen Speaking during a transition Responding to a question by shuffling through a disorganized pile of slides/papers Failing to introduce or summarize the presentation Not reminding the audience why they should be listening Tips and Tricks – Visual Aids Ensure adequate preparation Be completely familiar with the aids, the equipment, and their use Be certain everyone can see/hear the aid If using transparencies make them readable, brief, simple Don’t overload your presentation Rough rule of thumb 2-3 visual aids per 10 minutes Match your performance to your preparation Explain your slides Use a pointer rather than your finger Never stand between any member of the audience and the screen Avoid turning towards the screen to explain a point Speak as much as possible to your audience rather than to the aid Turn off the projector when the visuals is no longer required  The Visuals…continued Do not talk during transitions Will end up talking into the projector Brief silence allows audience time to think Keep slides neat and in sequence Will need to refer back when someone asks a question The slides are useful way to focus the discussion and to support your key points Different audiences call for different slides Primary focus should be you and your message, not the slides The slides can be handouts so participants remember the presentation Do not be a slave to the slide presentation If instinct tells you to change the order of your presentation or add/delete some information - do it  Managing Your Q&A Preferences EXAMPLE: Allison dislikes/is uneasy with spontaneous questioning IDEA: She writes out and practices responses to potential questions. She asks listeners to write down their questions so she can answer them during Q&A time EXAMPLE: Kathy feels uneasy not knowing her listeners IDEA: She can greet people as they enter. If that is not possible, she can ask questions by a show of hands to assess people’s interests and expectations EXAMPLE: Chris is easily distracted from his central points IDEA: He can ask listeners to hold their questions and comments to the end of his talk. Or, he can answer questions between each of his major points Understand Your Preference  Handling Difficult Questions Sometimes you may face questions that are unanswerable. If you feel unable to answer a question it may be useful to have a reply in order to reduce it’s impact on your presentation Sample responses: “I need to check with my colleagues before I can answer your question so please see me after the session. I will take your details and get back to you” “Let me think about that for a minute. Can we come back to that later? Next question please” “I don’t think that the information necessarily supports either view definitively. However, my personal opinion is…”  Last Minute Checklist Is the room set up properly? Seating - can everyone see the screen? Equipment - do you know how to operate it? Have you checked the focus? Are your visuals and other supplies ready? Are your notes (if any) ready? Have you checked your clothing? Appearance, taken change out of your pockets, zippers in closed position, etc.? Do you know what to say in the opening? What are your key points of your presentation? Do you know how you will close? EFFECTIVE PRESENTATION SKILLS To wrap up, this is what we discussed today Self Evaluation…Know what type of speaker are you? Facts and Fears of Public Speaking Presentation Blueprint…The Main Takeaway Structure, Body Language, Verbal Delivery Tips and Other Considerations Myths and Facts Personal Appearance How to Reduce Anxiety Common Mistakes Have fun!!! Practice, Practice, Practice EFFECTIVE PRESENTATION SKILL Final Q&A “What lies behind us and what lies before us are tiny matters compared to what lies within us” Oliver Wendell Holmes