1. Factors to Succeed in a Presentation 1.1 What is an Effective Presentation? 1.2 Major Factors for...

1. Factors to Succeed in a Presentation

1.1 What is an Effective Presentation?

1.2 Major Factors for an Effective Presentation

1.3 Designing and Developing Contents

1.4 Review Points for Presentation

1.5 Review Points for Presentation Delivery

1.6 Six Common Pitfalls in Presentation

1.7 Summary of Chapter 1

1.1 What is an Effective Presentation?

Goals of a presentation

Definition of an “Effective” presentation

A presentation strategically strengthened to

persuade audience

Audience understands the main message/idea

Audience takes further actions due to the proposal

1.2 Major Factors for an Effective Presentation

1.2.1 Audience-oriented Approach

1.2.2 Principle of Persuasion

1.2.3 Delivery of the Presentation

1.2.1 Audience-oriented Approach

A concept of reviewing the presenter and the content

Understand the audience

Tell audience the benefits of presentation

1.2.2 Principle of Persuasion

Methods of persuading

1. By using facts

2. By basic social, biological needs and wants

3. By the presenter’s credibility

1.2.3 Delivery of the Presentation

VerbalVerbal

Vocal Vocal

VisualVisual

Delivery Techniques

- Stand straight and open

- Move with purpose

-Controlled and Natural-Sign posting

-Pace, volume, tone-NO “Ahs, Ums”

Gestures

Voice

Posture

Eye Contact

-Talk to both

Individuals and

to everyone

1.3 Designing and Developing Contents

Steps for preparing an “effective” presentation

1.3.1 Define Objective

1.3.2 Analyze Audience

1.3.3 Organize Body of a Presentation

1.3.4 Design Visual Aids

1.3.5 Prepare Opening of a Presentation

1.3.6 Prepare Closing of a Presentation

1.3.1 Define Objective

Objective will be the goal where audience will goObjective will be the goal where audience will go

Benefits of clear objective enable to:

Develop presentation efficiently

Presenting presentation clearly

DestinationOrigin

1.3.2 Analyze Audience

Understanding the audience is useful for developing appropriate presentation

Type of questions for audience analysis:

Who are the audience?

What does the audience know?

What are their interests, attitudes, beliefs?

What’s in it for me?What’s in it for me?

1.3.3 Organize Body of a Presentation

Introduction Introduction

Body partBody part

Conclusion Conclusion

-Body I Main point 1Body I Main point 1 a. Reason or support for 1 a. Reason or support for 1 b. Reason or support for 1b. Reason or support for 1

- Body II Main point 2- Body II Main point 2 a. Reason or support for 2 a. Reason or support for 2 b. Reason or support for 2 b. Reason or support for 2

Message Structure

Style of the body

Supports

Design Content of the Body

1. Brainstorm Ideas

3. Design the Body Structure

2. Categorize Ideas into Group

Design Body Structure

A framework for designing and checking the logical structure

Layer 1Main Message/Purpose

Layer 2Main points/Sub message

Layer 3Supports(facts, idea, etc)

Logic Check

Body 1 Body 2 Body 3

Main message and Purpose

Supports Supports Supports

Add Supports to the Main Point

Supports

Message

Message

FactsQuotesExamplesTestimonyStoriesAnalogies

Good supports make the points persuasive

Develop Style of the Body

• Module

• Chronological

• Question & Answer

• Issue & Solution

• Ideal vs. Reality

Decide Type of Message Structure

Direct : Most popular method used in presentationEffective for busy audience.

Indirect :- Bring the audience into the argument. Effective for biased, hostile audience.

1. Message, recommendation (or conclusion)

2. Reason or support A

3. Reason or support B

4. Reason or support C

1. Reason or support A

2. Reason or support B

3. Reason or support C

4. Message, recommendation (or conclusion)

1.3.4 Design Visual Aids

The advantages of using visual aids:

1. Help audience to understand

2. Simplify complex ideas

3. Remain in memory longer

Oral

presentationPresentation with

Visual Aids

VoiceOHP, whiteboard,

PC, etcVoice +

Points for Visual Aids

1 concept, 1 slide

Keep it short and simple

DO NOT use too much colors

Use same format, fonts, etc.

Make it visible

Graphics and pictures tell more than words

Example of Visual Aids

0

20

40

60

2002 2003 2004

Tokyo area

<Bar chart> Increase of Sales

<Organization Chart>

Food 20%Medical 5%

Auto 70% Energy 20%

<Table chart> Example of data table

Personnel

A

B

C

Age

34

37

40

Dept

Sales

Finance

HRD

Tokyo Headquarters

Human Resource

Sales Department

Development

<Pie Chart>Breakdown of Sales

• The advantage of the new system compared to the others

– ABC offer customer a free memory upgrade

– The system futures high flexibility of employing open platform

– The system consists of numerous interfaces for expansion

– ABC offer longer warrantee period to the customer (3years)

– System consists of Large storage

The future of the new XYZ system offers various The future of the new XYZ system offers various benefitsbenefits

Bad Example of Itemization

Sample slide

Good Example of itemization

Future of the XYZ system

Basic future:

Plus

Sample slide

- High flexibility- Expandability - Large storage

-Free memory upgrade service-Longer warrantee service

Choosing XYZ system is the best choice

1.3.5 Prepare Opening of a Presentation

Audience will judge by what you say in the beginning.

Importance of an introduction

The objective of an introduction

a)Establish relationship between the audienceb)Gather attention as much as possiblec)Clarify the content

Opening Strategy

Get attention

State your purpose

Establish Credibility

Answer “What’s in it for me?”

Provide a preview

- Try memorize all the introduction -

1.3.6 Prepare Closing of a Presentation

Conclusion is the last chance to make an positive impression

Importance of a conclusion

The objective of a conclusion

a)Make the presentation memorableb)Make remember audience the main pointc)Clarify the next action

Closing Strategy

Provide closure

Summarize the presentation

Make a memorable final impression

Make the next step clear

End with positive words

- Try to memorize all the conclusion -

1.4 Review Points for a Presentation

Evaluate the presentation material from the

- objective of the presentation

- audience oriented point of view

Use powerful and active words

Rehearsals -Practice, practice, practice-

1.5 Review Points for Presentation Delivery

Delivery (Posture, Gesture, eye contact, voice)

Talk to the audience, not to screen

Do not read visual aids

Show enthusiasm and confidence

1.6 Six Common Pitfalls in Presentation

1. Unclear Objective and content

2. Fail to meet audience needs

3. Poor organization or logic

4. Excessive volume of information

5. Long presentation

6. Not enough supporting information

?

1.7 Summary of Chapter 1

You have learned:

• The factors that makes an effective

presentation

• The effective methods and strategies of

designing a presentation

• The role of Visual Aids