Presentation Skills

By CA Ravindra Manek
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Our 3 Day Journey

Understand how to make a good
presentation and each one of us does
an “EXCELLENT” presentation
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What is in it for me?

Being able to present in front of others
can be a huge confidence booster. In
order to be successful, we need to
share, discuss and promote our ideas.
In the modern world business,
just about EVERY WELL-PAID
position requires some form
of presentation skills
 Why…
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DIRECTLY Linked with Career Growth

Sets YOU apart from your COMPETITIORS

Establishes your credibility

Paves way for you to be a Leader - Positions you

as an authority
 Why…
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Present technical or business information

effectively

Etc…
 Why…
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Government Sub
Clients Media Colleagues Seniors
officials ordinates
Presentation Skills – Helps you
sell your self and your ideas
The ability to express oneself is perhaps
the most important of skills a person can
possess. Your effectiveness depends
on your ability to reach others through
the spoken or written word…
-Peter Drucker
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Where do you fit in???

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.
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Established vs. Novice Presenter

Established Novice
Confident and Articulate Uses the presentation to refer
Uses the script to refer to and read
enhance delivery
Does not READ out from the
script
 The Anatomy of a
Successful Presentation
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Building Blocks: Presentation Skills

Know your Structure your Flawless

Design
Audience Content Delivery
1.
Know your Audience
To be an effective public speaker you need to plan your
content keeping in mind the needs of your audience
19 Audience: What is in it for me?
Audience Perspective

► Why should I care about this issue?

► Why should I pay attention to you?

► How are you justifying your ideas?

► What do you want from me?

Understanding the Audience

Aspects to Analyse & Know about your

audience
► Who are they?
► What are their thoughts about the presentation?
► How much do they already know?
► What is the level of their understanding?
► Are they open to the subject of your presentation, or
resisting the same?
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A U D I E N C E
Analysis Understand Demographics Interest Environment Needs Customized Expectations

Who are the What is their What is their Why are Where will I What are What What do
participants knowledge age, gender they there? stand? Can their needs? specific they expect
and how of the and they see & What are needs do to learn from
many? subject? educational hear me? your needs you need to you?
background? as a address?
speaker?
Wrong Assumptions about the Audience

► My audience is just like me

► They know the same things I know
► They know my industry jargon…
Don’t be Afraid of Audience

► Audience does not Prepare – Wow that’s

great news… ;)
► Audience does not have courage to be
a speaker so it is Audience
► Most of the time, Audience lacks to be
even an Active Audience
► If there is really good audience, they
have passed through the path you are
passing through
Don’t be Afraid of Audience
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Building Blocks: Presentation Skills

Know your Structure your Flawless

Design
Audience Content Delivery
2.
Structure Your Content
A well-structured content will keep your audience glued
to what you are saying
According to a study, we are
likely to process 40% more
information when content is
structured.
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The NOT TO BE MISSED POINT -
OBJECTIVE

General Purpose

Inform

Persuade

Entertain

Inspire
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The NOT TO BE MISSED POINT -
OBJECTIVE

Specific Purpose

Worded from Audience’s Viewpoint

Specific

Attainable

Once you are clear about your objective, DEVELOP

YOUR MAIN POINTS
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Building Blocks: Structuring Presentation

Maintain Emphasis Make it Resonates

Set
Logical on Ambiguity with
Context
Structure Essentials Free Audience
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Structuring Presentation: An Overview

Set Context Maintain Logical Lay Emphasis on

Always set context. Tell the
audience why the topic you
Structure Essentials
are going to talk about is A logical flow makes the As a speaker, you may have
important for them before entire experience engaging. lots to share. But limit the
delving into further details. A basic presentation structure number of things you share.
includes a clear introduction, Only share things which are
body and conclusion. essential.

Make it Resonates with

Ambiguity Free Audience
Avoid the use of jargons. Your audience needs to be
Avoid jumping from one idea able to connect with what
to another and confusing the you are saying. Make it
audience. personal for them.
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A “Structured” Presentation

I See
Something In
You
Adding Structure to your Speech:
Back to Basics

# Introduce using a captivating ► What – objective

► Generate interest
opening ► Need
► Range

# Launch into your idea in the ► Tell them

► Answer questions
body section

► Summarize
# Conclude to clinch the deal ► Answer questions
► Link forward – next action plan
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Strategies for Opening…

Quote Question Demonstration

A quote by someone famous This helps in breaking the Show and tell. Your audience
can lend credibility to your ice and engaging with the does not expect
speech. It also helps the audience. demonstrations. So weave a
audience gauge what the demonstration into your
speech will be about. presentation

Short Story Humour Theme Statement

Stories have the ability to Everybody likes humour. A A one sentence statement
trigger emotional responses presenter who can laugh at which could summarize your
and inspire action. This is oneself is better liked. speech serves as a theme
especially useful when you Humour, when used statement. This helps the
are interacting with a captive effectively can make the audience know what you will
audience. experience engaging for the be talking about.
audience.
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…Strategies for Opening

Relevance to Preview of Main Puzzle

Listeners Points Start with a puzzle and tell
your audience that they will
This helps the audience know You can also start with a be able to figure out
what you will be talking quick glance of the main the solution to the puzzle all
about. points that you will be by themselves towards the
covering during your end of the presentation.
presentation.
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Strategies for Body

Key Elements of the Body

Main Point Start the body with your main points and
ideas
Supporting ideas – What ideas will you tell the audience to
Sub point support your main points?
Details & Examples What details or examples do you have?
– Supporting Any statistics?
Material
Visuals Will you have any visuals to help explain
your points?
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Strategies for Body

Research Expert Opinions

Share research results and The opinion of an expert can
quote sources of your add value to your
research as well. This lends presentation because we
credibility to your idea. An are wired to follow leaders.
idea which has been
researched and studied
begets more respect.

Anecdotes Survey Results

Stories stick. So use Your audience would like to
compelling narratives which know some statistics. Share
are descriptive in nature and dependable statistics with
devoid of clichés. them and quote sources for
these statistics as well.
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Pay attention to Transitions

Audience Transitions
need help in provide these
moving valuable
smoothly from bridge
one point to
another
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HOW TO SAY IT

WRITE FOR THE Be Specific Vivid Words

EAR  Avoid General Words The Words in your speech
 Short Words should appeal to the
senses and stir the
 May lead to multiple
 Short Sentences audience’s imagination.
meanings
Words should enable
 Short Paragraph
audience to see, touch,
hear, smell and taste
 Use Words whatever you describe
Economically

 Avoid Jargons
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Strategies for Conclusion

Restate the Summarize the Call for Action

Theme Main Ideas Inspire your audience to take
action, to initiate change.
Repetition works. We tend to A quick summary of main Focus on these three aspects
agree a lot more with points serves to drive the point towards the end of your
information which is through. presentation:
repeated and therefore Inspire them to take action
fosters better recall. This way Ask them what is their take-
your audience knows what away
they need to take away. How do they plan to
implement what they
learned today?
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The Bottom line is to do

something UNEXPECTED
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Technique for Structuring Content

Why? How? What?

When you successfully The ‘how’ governs our When you focus on
communicate your emotions and the ‘what’, you focus
‘why’, you successfully behaviour. How can I on what you will talk
communicate your differentiate myself? about and what will
value proposition. You How can I solve this be needed.
can be influential and problem? These are
persuasive. strategies that can be
shared.
Strategies for Structuring Content

Problem- Solution- Benefit

Strategies for Structuring Content

What- So What- Now What

What are What

Why should
you going should they
it matter to
to talk do with this
them
about knowledge
Strategies for Structuring Content

Rule of Three
Some Notable Examples

“Government of the people, by the people, for the people“ - Abraham Lincoln’s
Gettysburg Address

“we must pick ourselves up, dust ourselves off, and begin again the work of
remaking America“ - Barack Obama, Inaugural Speech

“Hard Work, Hard Work, Hard Work”

“Entertainment, Entertainment, Entertainment”

 Strategies for Structuring Content

AAB Rule
Example
Singapore is very
beautiful,
Singapore is very
dynamic but it’s
very costly

Then Say
Say
Say It Again something
Something
contrasting
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Heart of Communication

1 Ethos

2 Logos

3 Pathos
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ETHOS – ABC Factor

A - Accountability

B – Believability

C- Credibility
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Logos - Message Development – 3 P’s

P – Planning

P-Preparation

P - Practice
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Pathos Factor

V – Visual

V – Vocal

V – Verbal
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Technique for Presenting to Senior Executives

Boardroom Start Strong Use your Time

Situations and not Senior Executives are slightly
less forgiving. Effectively
the key note Give them their Why Get to the point
Gain their confidence by Have some time for discussion
presentation establishing CLEAR DIRECTION and Q &A.
AND DESIRED OUTCOME

Be Flexible Know your Tell them What

Be Flexible and Cover what
Audience you want
they want to focus on and Summary Slides
necessarily what to you want Pet peeves or preferences
Clear Conclusion

KEEP IT SIMPLE AND BE PREPARED

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Building Blocks: Presentation Skills

Know your Structure your Flawless

Design
Audience Content Delivery
3.
Flawless Delivery
It is important to deliver content effectively
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Three Essentials of Delivery

Material Audience You

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Pointers with respect to Material

Know and
GIVES YOU
Prepare FAR
RESERVE
more than you
POWER
Need
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Pointers with respect to Material

Diagrammatic
Practice, Practice, Representation of
Use Cue Cards
Practice! Material as
Memory cue
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Pointers with respect to Audience…

A Three-Part Story
Structure

1. A Likeable Hero
2. Encounters Roadblock
3. Transformation Happens
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…Pointers with respect to Audience

Use the KISS Principle!

(Keep It Short and Simple)
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Pointers with respect to Yourself…

Visualize your
Presentation
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Your Body Speaks
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Your Body Speaks

In todays’ hard world you don’t just have to be able to

“TALK THE TALK”

you’ve got to “WALK THE TALK”

The Rule of 7-38-55

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Body Language

Facial
Stance - Posture Gestures
Expression

Space
Eye Contact Relationship -
Movement
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Stance

The Stance you assume while standing still is importance

It indicates your confidence and comfort level

Slouch your Repeatedly Shift

Stand Straight
Shoulders your weight
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Stance

Arms Folded Across The Chest : Unsympathetic

Arms Held Loose : Open Positive Attitude

Upright Posture : High Status, I Am The Boss

Bowing Head : Lower Status

Sideway Lean : Relaxation, Friendliness

Self Wrapping : Withdrawal, Self Protection

Slouching With Forward Lean : Lowliness

Moderately Upright : Enthusiasm, Friendliness
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Gestures

Consists of Movements

Head Shoulders Arms Hands, etc.

Gestures

The Gesture
Uncle
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Facial Expression

If you are talking about an accident,

yet you are smiling and nodding,
your audience will be confused, not
sad
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Facial Expression

Must be Your Eyes Sadness

consistent with Eye Fear
the feeling or Movements Happiness
information Eyebrows Anger
you are Mouth Frustration
conveying Nervousness,
etc.
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Facial Expression
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Facial Expression
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Facial Expression

You can always SMILE

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Facial Expression
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Eye Contact

Interest Bond Too much eye

Honesty contact: dominance,
Confidence lack of respect, threat,
wish to insult

Too little eye contact:

not paying attention,
impolite, insincere, shy

Withdrawing eyes:
signal of submission
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Eye Contact
Eye Contact

Eye Contact
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Space Relationship - Movements

Movement Attract Listener’s Avoid Nervous

provides variety for attentions as they Habits such as
the audience move their heads Pacing, Fidgeting,
and eyes to follow Swaying, Bouncing
you
Step toward
audience to make
important point

Movement slightly
before verbal
point
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…Pointers with respect to Yourself…

Use High Power

Poses to Boost
Confidence
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…Pointers with respect to Yourself – Body Language

Make it Natural
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…Pointers with respect to Yourself

Don't read what's on the slide

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…Pointers with respect to Yourself

Vocal Variety
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…Pointers with respect to Yourself
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Vocal Variety

Volume Posture and

Tone Breathing
Rate
Pitch Is your voice
Pleasant
Natural
Forceful
Expressive
Easily Heard
Vocal Variety

The Vocals
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…Pointers with respect to Yourself

Pauses
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The right word may be

effective, but no word was ever
as effective as a rightly timed
pause.
Mark Twain
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Pauses…point

It gives the audience time to digest information.

Emphasize a point.

Reduce Nerves. These small blocks of silence give you

an opportunity to breathe during your speech. You can
check your notes and calm yourself which helps you
stay in control.

Allow time for questions.

A substitute for ums/ahs and other filler words.

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It’s proof that you’re

“The pause” signals
something critical to It says both confident enough
and comfortable
an audience when
you’re giving a you’re in enough in what you’re
presenting, that
speech or engaged in silence itself
public speaking. control. underscores the
points you make.
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…Pointers with respect to Yourself

Humour
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The Audience which laughs

with you GETS ALONG WITH
YOU…
Humor

The Humor
Uncle
Humor

My Favorite
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…Pointers with respect to Yourself

Engage the Audience

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…Pointers with respect to Yourself

Don't block the audience's view

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…Pointers with respect to Yourself – Delivery Tips

Arrive Early and

Get into the Keep it
be Familiar with
right Mind set Conversational
Environment

Speak with
Speech Aids /
Dress Code Passion - Be
Visual Aids
Natural
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…Pointers with respect to Yourself – Delivery Tips

Do not
Do not fill your Do not be
commence your Do not be over
speech with sarcastic or
speech with sentimental
statistics unfair
Apology

Do not steal the

Do not murder Do not wander
Do not be dull time of the
the English from the subject
audience

Do not Rush to
Do not Eat Do not look And Never ever
complete your
words serious Go on and on.
speech
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Building Blocks: Presentation Skills

Know your Structure your Flawless

Design
Audience Content Delivery
4.
Good Design
Your presentation needs to be awe-inspiring
and not yawn-inducing.
 DEATH
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BY POWERPOINT

Right now, someone out there is actually dying

from a boring presentation,
hopefully it’s not yours.
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Two Essentials of Good Design

Good
Visual Aids
PowerPoint
The 10-20-30 Rule

PowerPoint Presentations
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Use Visual Aids: Some Examples

Graphs/ Pictures/ Video Flipcharts

Charts Sketches
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Interesting Ways to Present Data
Some Tips To Create
Good Slides
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Start with a blank slide and turn

off all master prompts. You will
be able to incorporate more
elements in a blank slide.
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Remove
Unnecessary
Animations
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Use appropriate
images

Really Bad Bad Good Really Good

Distractions Decorations Potent Big Bang

Poor quality, Lacking in either Images Images
overused / uniqueness or Interesting and Extremely unique
generic and low relevance relevant or relevant
relevance
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Present Data Using Shapes & Icons

 Bad
Presentation
Master class
The Ted Secret
Let’s Summarize
Any questions?
"I am the most spontaneous
speaker in the world because every
word, every gesture, and every
retort has been
Any questions? carefully
rehearsed."
George Bernard Shaw
Thanks