Transcript Tell them what you are going to tell them Tell

Importance of Presentation &
Communication skills
Tess Field
HR Director, Microsoft
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Overview
• The value of great presentation and
communication
• Presentation
• Communication skills
• Presenting power
• Questions
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Think
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Last person to impress you
Someone who has impacted your thinking
Great speakers or personalities
Someone who you aspire to be like
Your own prejudices
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Presentation
• Professional success is related to the ability
to present ideas
• Public speaking is a cornerstone of
business communication
• You are the most important visual
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The ABCs of Effectively
Presenting Yourself
• A relates to Authenticity:
– The truth of who I am flows through me as I speak
• B relates to Believability:
– What is coming out of my mouth matches what is
going on in my head
• C relates to Clarity:
– I know where I’m going, where I want to go, and how
to go there
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Communication skills
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Verbal
Listening
Feedback
Written
Presentation
Appearance
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Presentation Power
Public speaking is a cornerstone of business
communication
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Perfecting a Presentation
• Not about making great speeches but about achieving
desired results
• Answering the questions:
– What do I want to happen?
– How do I want the audience to feel?
– What will “success” be?
– What do I communicate in an authentic manner?
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Steps for Preparing a Presentation
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Step 1:
Step 2:
Step 3:
Step 4:
Establish objectives
Get organized
Draft and revise
Format and layout
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Step 1: Establish Objectives
• What story do you have to tell?
• Ask WHY something happened, not WHAT happened
• Objectives
– Clarify expectations
– Provides focus
– Evaluate success
– Inspire to action
• Match your message to the audiences needs
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Step 2: Get Organized
Mental preparation:
– What do you want and need to say?
– Mapping
– Affinity charting
How to express your message:
– Structure: opening/ body/ closing
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Step 2: Get Organized Mentally:
Mapping
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Identify your subject (or target)
Dump all your ideas quickly
Separate ideas into groups
Add/remove as necessary
Choose sequence
Identify “path”
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Mind Mapping Example
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Outlines
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2a
Mapping
Drafting
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Use of
Voice
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Presentation
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Organization
Techniques
Techniques
1a
Audience
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4a
Tips
Anxiety
3a
Graphic
Design
Color
Choice
Presentation
Skills
3b
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Establish
Objectives
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PowerPoint
Slides
Facilitation
Audio
Visuals
Questions
3c
Handling
Problem
6a
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Step 2: Get Organized: Structure
Tell them what you
are going to tell them
Tell them
Tell them what you
Have told them
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Step 2: Get Organized :Opening
Effectively
• Breaks pre-occupation
• Sets the tone
• Sets expectations
• Creates rapport
• Provides reason for listening
• Describes why they are here
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Step 2: Get Organized : Opening
• Grab their attention
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• Introduction
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Your name
News
A story
Visual or picture
A request
Tell them what you
are going to tell them
Tell them
Warm greeting
Ask a question
Make a promise
Say your name
Give your credentials
Tell them what you
Have told them
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Prepare your opening last & write it out!
Step 2: Get Organized : Body
• Explain = how and why
• Streamline material: must know, should know, nice to
know
• Writing to sound natural
Tell them what you
are going to tell them
Tell them
Tell them what you
Have told them
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Step 2: Get Organized : Closing
• Summarize key points & main idea
• Match your conclusion to your mission
• Ties everything together
• A strong ending
Tell them what you
are going to tell them
Tell them
Tell them what you
Have told them
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Step 3: Draft and Revise
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Read it out loud
Keep the language simple
Avoid long sentences
Use an active voice
Vary the pace
People centered not media centered
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Step 4: Format and Layout
• Put your title to work so it’s memorable!
• 6 X 6 rule: Six bullets of six words each
per slide
• Use simple font / one key point per slide
• Use color sparingly – 3 or 4 is enough,
ensure they work when projected
• Use templates if possible
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International Presenting
• Learn as much as you can about the relevant culture
– Pay particular attention to their business and
presentation protocols and norms
– Pay attention to arrangement details – power
requirements, equipment, etc. may be different
• Make sure all parties understand goals and agenda
• Stress clarity and simplicity in all aspects
• Remember the importance of non-verbal communication
• Be respectful and on your best behavior at all times
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How to Present Successfully
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Visualizing success
Awareness of your personal style
Self awareness of reaction to the audience
Understanding and applying the “A, B, Cs” of presenting
Effective presenting skills:
– Voice
– Confidence
– Credibility
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– Interaction
Not what you say but how you say it
– Short crisp phrases with pauses
– Pitch down on endings
– Energy: show you care
• A learned skill: practice
• Communication and credibility
– 38% vocal qualities
– 55% facial expressions, gestures, and movements
– 7% spoken word
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And how you present yourself
• You are the most important visual
– Dress right, feel right
– Free your hands
• Video tape yourself if possible, it is the best
practice
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Voice
• Key elements
– Articulation
– Pace
– Pitch/Volume
– Tone
• Vocal variety
• Don’t be afraid to pause
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Confidence
• Eye Contact
– Speak into their eyes
– Look at a variety of people
– Maintain contact for a min. of 3 to 5 seconds
• Stand steady, use pauses
• Drop pitch
• Use “You, we, us, our”
• Authentic
• Avoid passive voice
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Gestures
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Stress, demonstrate or compliment
Create a picture
Practice in advance
Gesture fit the space – elbow or shoulder
Often described as “holding a globe”
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Credibility
• Answering questions adds credibility to
your topic
• Anticipate most difficult questions
• Prepare answers
• Listen and repeat the question
• Don’t guess: don’t lie
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Professional success is related to the ability
to present ideas
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Questions
Thank you
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