EGYPTAIR Module 4: Presentation Skills PDF

MODULE 4 PRESENTATION SKILLS Emergency Training Department The Fear of Speaking Many people, while talking to a group, experience the following: o Their adrenaline pumps o Mouth gets dry o Heart rate increases o Perspiration flows o Increased muscle tension o...

MODULE 4 PRESENTATION SKILLS Emergency Training Department The Fear of Speaking Many people, while talking to a group, experience the following: o Their adrenaline pumps o Mouth gets dry o Heart rate increases o Perspiration flows o Increased muscle tension o In short it is the "fight or flight" syndrome of stress o When controlled, the above feelings can actually assist us, How could we minimize these feelings and make use of them. Why Do We Fear Speaking To Groups? o You feel naked and exposed o You know mistakes are likely o You lack good experience o You are untrained o You have no systematic approach o You face the ghosts of speeches past Four Levels of Competence LEVEL ASSUMED COMPETENCE REACTION HIGH ENTHUSIASM MEDIUM-plus WILLINGNESS MEDIUM-minus ANXIETY LOW FEAR Principles of Effective Speaking 1. FOCUS 2. SIMPLIFY 3. ORGANIZE 4. DRAMATIZE 5. HUMANIZE Principles of Effective Speaking Principle 1 - FOCUS Their best speeches are built around a single, central, important THEME. ✓ It can be crystallized in one important phrase or statement to symbolize the entire speech. ✓ Get right to the point ✓ What looks like the best solution ✓ What is the bottom line ✓ Your summary key point may also be your beginning Principles of Effective Speaking Principle 2 - SIMPLIFY ✓ The most powerful speakers know how to SIMPLIFY. ✓ A truly memorable speech has clarity and simplicity, so that its main ideas, no matter how" complex, can be understood quickly and easily. ✓ Generally, less often means more, but BE CAREFUL, don't overdo it. ✓ Support your main idea with a few examples ✓ Highlight three (no more) main points. ✓ Skip past history (unless asked), the audience knows how we got there. ✓ Be narrowly deep, not widely shallow. Principles of Effective Speaking Principle 3 – ORGANIZE Structure your talk with a crisp five (5) part design: ✓ State the main issue. ✓ Develop your viewpoint with specifics. ✓ End with a clear summary. ✓ Handle any questions ✓ Make a last statement or request. Principles of Effective Speaking Principle 4 – DRAMATIZE ✓ Don't just tell it, show it! Find a vivid memorable way to get across your point. ✓ Can you tell this story in a visual - a chart, photo, site visit, even a real demonstration? ✓ Use your imagination to add dramatic support. Principles of Effective Speaking Principle 5 – HUMANIZE Always remember, ✓ People are more important than things. So, don't get lost in numbers; tell the story in human terms. ✓ Cut down on the jargon. Use everyday language, with down-to-earth examples. ✓ Keep in mind - what does this mean to real people, on-the-job, in their own world. Communications and Interpersonal Skills Communication Process Contents Sender Receiver Feedback The Key Elements 1. The sender is the communicator. 2. The content is the message. 3. The process is the media used. 4. The receiver is the recipient. 5. Feedback is the response. How Do We Communicates Tone Words Body language Research has shown that the following is true. Words 7% Tone 38% Body language 55% Territories and Zones intimate For those emotionally close 15cm-45cm Personal Culturally determined, the distance we stand away from 45cm-1.2m people at social gatherings, parties etc. Social Distance away from strangers, repairmen who visit the 1.2m-3.6m house, or shopkeepers Public The distance required when addressing a large group Over 3.6m Barriers to Communication o Physical barriers are environmental factors that prevent or reduce the sending and receiving of information. o Personal barriers arise from judgments, emotions, and social values of people. o Semantic barriers arise from the limitations of the symbolic system itself. Symbols usually have a variety of meanings, and we have to choose one meaning from among many. Active Listening Skills Listening Techniques ✓ ECHO TECHNIQUE A process whereby the listener repeats the last words that the speaker says. ✓ REFORMULATION This technique is particularly valuable when the speaker is giving a great deal of information - the idea is to put it into your own words. ✓ REINFORCEMENT "I see", "I understand", "yes, you must have been concerned", etc. ✓ EYE CONTACT One of the most important and critical areas of effective listening skills -'should be level and non-intrusive (don't stare) Instructor Tool Box Do not interrupt Do not judge Think before answering Be close enough to hear Watch nonverbal behavior Be aware of Biases Look for underlying feelings Concentrate Avoid rehearsing answers while listening Do not insist on the last word Coaching What is coaching? ✓ Coaching is the continuous assessment and guidance that helps the students to develop to a required standard. ✓ Coaching is an activity, which instructors can plan and Programme as they do any other training activity, or they can seize opportunities that arise when they are supervising their students' work. ✓ The most likely time for coaching arises when students have received instruction and are practicing what they have been taught. The Four Steps Coaching Model Step 1:Explain and show – Demonstrate Step 2:Do it again, this time the trainee tells you how to do it. Step 3:Trainee tries for the first time, Encourage them, remain positive and prompt to remind them of the next steps Step 4:The trainee does it on their own and gets it right. It is important that they are able to carry out the procedure from start to finish. Feedback o What is Feedback? o Why is Feedback Important? o How Should Feedback be given? Guidelines for giving feedback ✓ Begin with a positive (or two) ✓ Mention areas to improve ✓ Suggest how to improve ✓ Avoid non-specifics ✓ End on a positive Questioning Use of questions by the trainer Questions can be used by the Trainer to: ✓Check knowledge and understanding ✓Develop reasoning skills ✓Develop problem solving and decision making skills ✓Develop diagnostic skills ✓Stimulate interest ✓Ensure full learner participation in the session ✓Identify training needs Types of Question o Open Questions o Leading Questions o Closed Questions o Limited  Instructors Success Formula (PREPARATION + KNOWLEDGE) X ATTITUDE = SUCCESS) The Right Stuff Three Cornerstones Cornerstone No.1: KNOWLEDGE Knowledge as a cornerstone demands ✓ That you master the topic well enough to deliver a coherent talk. ✓ That you handle reasonable but unexpected questions from your audience. The Right Stuff Three Cornerstones Cornerstone No.2: PREPARATION Doing proper PREPARATION, you run the risk of the following: ✓ Jumping right in with overwhelming details without first putting the details into a meaningful context; ✓ Talk on the wrong level (over the heads of the audience or too simple for the experts"; ✓ Project the wrong attitude (apathy, fear, nervousness, hostility); ✓ Stop talking at the end without emphasizing the main points; ✓ Try to sell ideas or products without understanding their needs, without stressing the benefits or consequences to them. The Right Stuff Three Cornerstones Cornerstone No. 3: ATTITUDE You will not guarantee a successful talk without the right Attitude: ✓ Are you fearful or confident? ✓ Angry or calm? ✓ Uptight or something else? What it Takes to Be An…. Integrate your personality. Need to believe in what you do. Stay motivated. Tolerate differences. Read very often. Use humors. Coach positively. Trust your mission. Open up for others. Reach for your objectives.