John P.

Tigno
Facilitator
1. Enhance trainees’ understanding of the nature of
presentations;

2. Enhance trainees’ skills in the following areas:

 Preparing presentations; and
 Delivery

3. Improve trainees’ effectiveness and efficiency

in delivery presentations
Topics Overview

1. Nature of Presentations
2. The AIM Strategy
3. Structure of an Effective
Presentations
4. Delivering Presentations
 Before the Presentation
 During the Presentation
 After the Presentation
5. Speech Dynamics
6. Skills Practice
To speak and to speak well are two
things. A fool may talk, but a wise
man speaks. ~ Ben Jonson
Characteristics of Presentations
Use both verbal and visual communications

Convey a meaning

Specific purpose

Specific audience

Specific timeframes
5 Purposes of Presentations
1. Informational
To provide updates (Evaluative)
To provide explanations (Descriptive)

2. Promotional
To stimulate action (ex. Sales demonstrations,
fundraising)
3. Transformational
To stimulate favorable behavior (ex. Training,
advocacy)

4. Relational
To enhance image (ex. Company profile)

5. Consultative
To negotiate or confer with (ex. plans, budgets) Multipurpose
Professional Benefits
of a Good Presentation

• You gain status and earn respect

• You find managing others easier
• You become promotable to increasingly higher levels
Elements of a good presentation
Content
Relevant, interesting, useful

Structure
Logical beginning, middle, end

Packaging
Well prepared

Personality
Competent presenter
The Presenter

You are the vital function that brings

your audience and your topic together
Qualities of a good presenter
Persuasiveness
+ Positive attitude
+ Confident manner
+ Knowledge
+ Enthusiasm/passion
+ Audience awareness
+ Impeccable appearance
= Trust and credibility
Presentations are 3-in-1

1.The one you want to give

2.The one you give

3.The one you wished you’d given

The defining factor?

PREPARATION!
AIM Strategy

Intention

AIM
Audience Message
AIM Strategy
•Analyze your
A audience

•Identify your
I intent

•Make your
message
M meaningful and
memorable
AIM Strategy
•Analyze your
A audience

M
Q: Who will judge your presentation?
A: The AUDIENCE

Audience

Analysi s
Audience Analysis: helpful questions
• Who are they?
• How many are they?
• What’s in it for them (WIIFT?)
Why is the topic important to them?
• Why are they here?
• Also consider: Age, Gender,
Occupation, Education, Attitudes,
Needs, and Interests
With audience analysis, you can…
•Customize your presentation

•Dress appropriately

•Make them react favorably to you and

your message

•Establish a bond: rapport

•Anticipate their questions and prepare

how to handle their questions immediately
AIM Strategy
A

•Identify your
I intent

M
Identify your purpose

What do you want to accomplish?

By identifying your objectives, you can…

•Construct effective key messages

•Stay focused on the message

•Anticipate questions and prepare

how to handle them
AIM Strategy
A

I
•Make your
message
M meaningful and
memorable
Make your message
meaningful and memorable

Meaning is NOT easy to make

People listen between

25% -50% of the time

20 minutes – maximum time

people concentrate on what is
being said
Make your message
meaningful and memorable

Meaning is NOT easy to make

Short-term memory holds 5 -7 points

After 2 days, people will retain:

• 20% of what they hear
• 50% of what they read
• 80% of what they hear, see and do
People recognize
meaning easily
when…

• The context is familiar (meaning is related to

their situation)
• It’s relevant – answers WIIFM?
• They see something concrete
• They’re engaged in a story
• Analogies are used and examples are given
Prepare the message
• Brainstorm for ideas

• Develop your key messages

• Arrange key messages logically

• Use evidence to support claims

• Use sound bytes

• Observer clarity, conciseness and

consistency
What is that 1 message you want your
audience to remember long after your
presentation?
KEY MESSAGE
Crafting key messages
• Can be expressed in 1 clear and
brief sentence

• Everything else in the

presentation are used to support
the key message

• A presentation can have a

maximum of 3 key messages
Crafting key messages
Ask yourself this:

“If I have only 60 seconds, what would I say?”

With effective messages, you can…

•Convey your meaning easily

•Establish your reputation as an

effective communicator

•Accomplish you presentation

objectives
SMCRE principle of communication

Source – are you credible as a presenter?

Message – what is being said and unsaid?
Channel – what form of presentation? Venue? Time?
Receiver – who is the target audience?
Effect – what is the desired effect?
3 parts of a presentation
Introduction
• Tell them what you’re going to tell them
• Introduction (also pseudo-intro)
• Objectives and outline of presentation

Body
• Tell them
• Give the key messages and elaborate on them
• Handle questions masterfully

Close
• Tell them what you just told them
• Conclude with a memorable closing
Intro Body Close
Intro Effective introduction

• Captures attention
• Establishes credibility of speaker
• Establishes rapport
 Attention
Intro grabbers

• Shocking statistics
• Popular quotation
• Joke or humor
• Demonstration
• Anecdote
• Intriguing question (Yes/No)
 Examples – topic: Family Planning
Shocking statistics

Intro “In the Philippines, 3 babies are born every minute.”

Quotation

“Go forth and multiply.”

Joke

Thelma: Sabi mo dok, safe ang calendar method. Eh, bakit

ako nabuntis?

Dok: Paano nyo ba ginawa ang calendar method?

Thelma: Ginawa naming banig ang kalendaryo!

 Examples – topic: Family Planning
Demonstration or Presentation

Intro “This is how a condom is used.”

(Proceed with demo. Props: condom & scale model of the
male reproductive organ)
Anecdote

“Last week, I visited my friend Ana in the province. Poverty

forced her to give up three of her nine children for
adoption.”

Intriguing Question

“Do oral contraceptive pills induce abortion?”

Intro Body Close
 Focus! Prioritize!
A 30-minute to 1-hour presentation
should only contain 3-5 major points

• Time constraint, and

• Diminishing attention span
Body
 Use these techniques:
• Simple vocabulary
• Short sentences
• Conversational dialogue
• Word pictures – appeal to the senses
Body and emotions
• Analogies and examples
 Use these techniques:
• Provide relevant statistics – to make
claims believable
• Only essential statistics – data overload!
• Translate statistics into word pictures:
Body
“McDonald’s has sold enough burgers to
feed every person on Earth.”
 Use these techniques:
• Use quotes from prominent people,
authorities and credible sources
• Make sure they are relevant to the
topic
Body
 Use these techniques:
• Use jokes and humor – appropriately
• Benefits of an effective joke:
– Icebreaker
– Eases approach to a sensitive topic
Body – Disarms a non-receptive audience
– Message is easier to understand
and remember
 • Plan your joke carefully
• Get to the point quickly
• Be conversational, use interesting
inflections and effective body
movement; and
Body • Deliver the punch effectively
• Use sparingly
 Use these techniques:
• Interesting anecdotes
• First hand experiences or those of
other people (someone you know
personally or a prominent person that
the audience can recognize)
Body
• Anecdote should be relevant to the
topics
 Highlighting and signpost
• Emphasize
• Repeat
• Flag
Body • Surprise
• Use mnemonics
• Involve the audience
• Reinforce with visuals
 Use these techniques:
Use presentation visuals
- Handouts
- Whiteboards
- Flipcharts
Body - Demonstration materials
- Props, samples, etc.
- PowerPoint slides
Intro Body Close
 Develop a memorable close
• Last heard, most remembered
• Not “That’s all,” or “Thank you”
• Your close should be your:
– Best line
– Most dramatic point
– Most profound thought
– Most memorable bit of information
– Your best anecdote

Close
 Develop a memorable close
Use transition words that clearly
indicate you are moving from the
body to the close

• “In closing…”
• “In conclusion…”

Close
 Develop a memorable close
• Relate the close to the intro to
strengthen the unity of the
presentation
• Answer the rhetorical question you
asked at the beginning
• Revisit your objectives and wrap up

Close
 Develop a memorable close
• Practice your close for flawless delivery
• Use your voice and gestures to
communicate this important idea
clearly, emphatically, and sincerely

Close
 Develop a memorable close
• Smile and stand back to accept
audience’s applause
• The audience’s spontaneous and
sincere applause is a powerful
affirmation

Close
Tick tock tick tock

1 month to go…
 1 week to go…
3 hours to go…
1 hour to go…
Tick tock tick tock

1 month to go…
Prepare and practice
• Effective speaking = art and a skill
• Essentials = careful planning and practice
Prepare the presentation

Collect data
• Know the topic
• Determine what you already know
• Conduct research
• Consult people
Prepare the presentation

Do a data dump
Apply 3 data filters:
1. Audience analysis,
2. Presentation objectives, and
3. Presentation timeframe
Prepare the presentation

• Develop your main claims

• Select the best evidence to support
the claims
• Arrange materials for the best effect
Prepare presentation visuals

Visual aids…
• Clarify and emphasize important points
• Increase rate of understanding (visual + auditory)
• Save time
• Provide change in pace, keep audience interested
• Help the speaker better achieve presentation goals
• In meetings, increase group consensus by 21%
Prepare presentation visuals
Choose right medium or media
(basis: objectives, audience, venue, time)

a. Chalkboard f. Whiteboards
b. Flash cards g. Flipchart
c. Posters h. Videos
d. Handouts i. Audiotapes
e. Models j. PowerPoint slides

Limit the number of visual aids – overwhelming, boring, tiring

Types of visuals and their uses
Visual Uses and Advantages
Chalkboard Impromptu writing that can be erased as discussion progresses
Flash cards Presentation of a series of ideas in quick succession
Posters Compress a singular thought, stimulate emotions in one sheet
Handouts Serves as discussion tracker on which the audience can write; or as
future reference. Decide ahead the timing of distribution.
Models Provide tactile experience, can be passed among the audience
Whiteboards Same as chalkboard
Flipchart Good memory banks, colors can be used
Videos Helpful as audiovisual tools
Auidotapes Good for auditory learning
PowerPoint Multimedia tools allow users to customize presentation for any purpose,
for any audience
Compose the talk

• Outline on paper
• Base talkies on slides
• Practice orally to see how it works
• Make notes as you go along
Prepare slides with talk

• Plan slides while developing talk

• Choose words that work visually and orally
• Practice and revise slides and talk together
The Power of PowerPoint
PowerPoint slides…
• Boost credibility and confidence
• Enhance professional image
• Help audience understand and recall the message
• Trigger presenter’s memory
Elements of design
Develop effective slides
• Slides and talk should be in sync
• Slides should convey messages instantly –
through text, image and overall feel
• Audience should be able to grasp the slide
within a 30-second glance
Unity, consistency and continuity
• Develop a standard design (use master layout)
• Be conscious about branding and in-house style –
company logo, address, color scheme, font size
• Create sense of continuity
Unity, consistency and continuity
• Begin with cover slide identifying you, topic, and
appropriate graphic
• Show structure in overview slide
• End with overview slide
Show transitions
• Repeat the overview slide when shifting to
a new section to flag transitions
• Highlight relevant sections (box, color,
underline, etc.)
• Indicate location with “trackers”
Use titles that communicate
• Enable audience to make sense without
too much explanation
• State your message in the slide title

OK: Cost for printing

With Impact: Printing costs rising
Observe neatness and ease
• Condense title to 5 words maximum
• 1 main idea per slide
• Distill critical points in key words, phrases
• Delete extra words
• 7 x 7 Rule (7 lines with 7 words per line)
• 25% white space for visual convenience
• Texts should be aligned left
Fire good bullets
• Bullets aid effective skimming
• They distill information
• Good for enumeration and blow-by-blow narrative
• Group related bullets together
• Use key words, phrases, short sentences
Use graphic devices
• Borders, boxes, shadows, underlines, borders
and shading, italics
• They emphasize points, direct attention and
manage slide space
Use graphic devices
• Clip art, photos, cartoons, drawings
• Provide visual relief
• Visuals support learning through image association
Use fonts effectively
• Choose fonts to convey the desired mood
• Make sure the audience can read them easily

Helvetica, Univers, Optima For a modern tone

Times New Roman, New Century Schoolbook For a traditional tone
Brush script Avoid this, difficult to read
Levenim, Trebuchet MS, and Candara Good alternatives
Comic Sans When you want to be playful
Use fonts effectively

• Use font sizes large enough for people

at the back to see
• Titles: 32-44 points
• Subtitles and text: 24-30 points
Use fonts effectively
PEOPLE THINK THAT SOLID CAPITALS ADD EMPHASIS
AND IMPACT, MAKING TEXT STAND OUT; IN FACT,
THEY ARE TIRING TO READ. SOLID CAPS SANS SERIF IS
THE WORST. ALSO, BEWARE OF CENTERING.

People think that solid capitals add

emphasis and impact, making text
stand out; In fact, they are tiring to
read. Solid caps sans serif is the worst.
Also, beware of centering.
Use fonts effectively
Avoid overwhelming LeTtErJuNk and fancy effects
Non conventional fonts can be an impediment to
easy reading, unless they’re part of your
strategy.

Italics are also tiring and require mental

adjustment, and may cause sore necks.
Design for impact and clarity

• Apply readability guides (no solid CAPS, limited

italics, conventional)
• Simplify graphics and fonts (variety, size) to
avoid distracting audience.
• Avoid distracting effects and animations
Say it with colors
Used well, colors can:
• Create favorable aesthetic effects
• Increase speed of comprehension
• Improve recall
Colors trigger emotions
60-80% of a customer’s decision to buy
is based on the product's color
Color Meaning /Emotions Evoked
Black Heavy, mournful, highly technical, formal, death
Brown Earth, simplicity, outdoors
Blue Peace, tranquility, trust, confidence, security
Purple Royalty, wisdom, spirituality, mystery
Green Nature, reptiles, insects
Gray Conservative, practical, reliable, secure, solid
Red Passion, excitement, love, intensity, heat, aggression
Orange Warmth, expansive, flamboyant
Yellow Optimism, happiness, idealism, imagination
Pink Beauty, freshness, innocence, health
White Purity, reverence, cleanliness, simplicity
Say it with colors
• Too many colors will overwhelm the audience
• Use color to indicate relationships between
information, to convey a particular message, or to
emphasize the information
• Colors have different cultural meanings; be careful
with a multicultural audience
Say it with colors
• Choose colors carefully for contrast
• Check color if it registers well when using a projector
Use charts properly
4 common types of charts
Column – shows differences in
individual values vertically

Bar – shows differences in

individual values horizontally

Pie – shows proportions of each

segment of a whole

Line – a series of data points

connected by a straight lines
Use charts properly
Key chart elements

•Colors – apply color contrast

•Depth –2-D or 3-D

•Data labels – to indicate values and description

• Title – Focus on data interpretation,

not on the data itself
Ex:
Boring: "Sales 1996-2001”
Better: "Sales Up 42% ’96-’01”

• Legend – Include a legend for quick reference

Reminders!
• Proofread each slide carefully
• Misspellings are embarrassing and will
diminish presenter’s credibility
• Ensure that data are accurate
• Avoid abbreviations that might confuse the
audience
Run the show!
• Your PowerPoint presentation is a
supplementary tool
• Don’t rely on it totally, technology
can mess up
Tick tock tick tock

1 week to go…
Practice, practice, practice
Main Goal: To improve confidence & credibility

• Familiarize, not memorize

– Command of the material (Believe in it!)
– Control of the nerves
• Polish delivery
• Address weak points in a timely manner
• Seek feedback from a practice audience
• Rehearse with slides as memory triggers
Prepare for Q&A
• Decide when to take questions
• Develop a FAQs
• List any scary questions and develop strategies for
handling them (not necessarily answering them)
• Plan a concluding statement to end Q&A
What else?
• Prepare useful notes – index cards
• Practice your introduction
• Practice a 30-second “gist” (key message)
• Prepare a good profile – introduction
– Establishes speaker’s authority on the subject
– Familiarizes the audience with speaker
• Consult the mirror – salon treatment? New clothes?
Tick tock tick tock

3 hours to go…
Dress appropriately

• Perception management
• Create a professional image and bolster
your self confidence
• Do not overdress or underdress
• Eat well
• Check materials for completeness
Tick tock tick tock

1 hour to go…
Arrive early
• An hour before schedule
• Set up your presentation (adjustments)
• Arrange materials
• Check the equipment, lighting, seating arrangement
• Acclimatize to the temperature
• Last minute grooming
• Relaxation exercises
Before we proceed…

A confidence-
building exercise
10. Putting on weight
9. Being alone
8. Getting caught
7. Mold
6. Speaking to the opposite sex
5. Rejection
4. Bees/snakes
3. Public speaking
2. Death
1. Getting old
• Fear of public speaking = Glossophobia or
speech anxiety
• 95% of all speakers experience this
TONUS

• Nervousness – natural response to exposure/threat

• Good news! It focuses concentration
• Elevates energy level
• Enhances performance – if managed well
Control your nerves

• Thorough preparation
• Rest, proper sleep
• Venue and audience acclimation
• Positive attitude
• Physical movement
• Relaxation exercises
Control your nerves
Relaxation exercises
– Diaphragmatic abdominal breathing
– Hahaha hehehe hohoho
– Wall pushups
– Body part tension-release
Make your message
meaningful and memorable

Delivery!!!
 WORDS
7%
BODY
TONE
LANGUAGE
OF VOICE
55% 38%

 
Congruence!
Poor delivery

• Fear and anxiety

• Lack of skill
• Don’t know the topic
• Disorganized
• Inadequate time
• Not motivated
Effective projection
• Establish image, credibility, trustworthiness
• Develop rapport, mutual respect and trust
• Connect emotionally with audience – find
common ground
• Introduction – deliver with oomph!
• Tell them what you will tell them
Effective projection
• Do not block the view
• Glance at monitor to introduce slide
• Talk from bullet points
• Refer to monitor, not the laptop screen
Effective projection
Convey confidence, warmth and enthusiasm
– Alert posture, stand tall
– Natural breathing
– Genuine smile
– Steady eye contact with the audience
– Relaxed gestures
Effective gestures
• Keep arms between waist and shoulders
• Match gestures to points being discussed
• Make hand gestures to create images
• Open up arms to audience
• Avoid constant, jerky, random motions
Effective gestures
Avoid these negative body language:
– Napoleon – stiff body with hand in the pocket
– Fig leaf – hands together in front of the body
– Jingling keys or coins inside the pocket
– Clicking pen repeatedly

Very distracting!!!
Effective projection
Exercise good vocal qualities
– Pitch
– Volume
– Rate
– Articulation
– Pronunciation
Take the audience’s pulse

Watch the audience – are they still with you?

Keep within time limit

No matter how much you’re enjoying

your show, know when to stop
Synthesize
• Tell them what you told them
• Summarize the key messages
• Show the preview slide again
Handle questions masterfully
• Remember, Q&A = dialogue
• Listen, and show that you’re listening
• Relate the question to your topic
• Repeat, paraphrase, clarify
• Involve all the audience in the question
• Give your best answer
Handle questions masterfully
• Questions provide feedback, clarify points
• Indicator of audience interest
• Be courteous in providing answers, be helpful
End with impact
• Deliver a solid closing message – not “Thank you”
• Smile and accept the audience’s applause
• Spontaneous and sincere applause is a powerful
affirmation
Speech Dynamics
Outstanding delivery – speech dynamics

In this segment
• Communication components
• Elements of vocal quality
• 5 principles of speech
• Speech exercises
Make your message
meaningful and memorable

Delivery!!!
 WORDS
7%
BODY
TONE
LANGUAGE
OF VOICE
55% 38%

 
Congruence!
Elements of vocal quality

1. Pitch
2. Volume
3. Rate
4. Articulation
5. Pronunciation
Elements of vocal quality

Pitch
• Highness or lowness of the voice
• Low-pitched people are
perceived to be more credible
than high-pitched people
• Pitch variation makes delivery
interesting
Elements of vocal quality
Volume
• Level of loudness
• Should be easily heard by (not too loud,
not inaudible)
• Use volume variation to emphasize
words or ideas, or to create a desired
atmosphere
Elements of vocal quality
Pace
• Speed of speech
• Never speak quickly
• Vary the rate as the situation demands
• Avoid verbal fillers – uhhh, ahhh, ummm
Elements of vocal quality
Articulation
• The way in which a speaker produces and
joins sounds
• Faulty articulation is caused by:
– Dropping word endings – workin’ (working)
– Fusing words – ‘u-kay?’ (Are you okay?), kinda
(kind of), gonna (going to)
Elements of vocal quality
Pronunciation
• Dictionary is the best reference for proper
pronunciation
• Schedule (schedule), dis (this), wit (with),
dem (them), Pilippines (Philippines)
1. Blending
2. Stress
3. Rhythm
4. Intonation
5. Phrasing and Pausing
1. BLENDING
Combining your words together to avoid
sounding choppy.

• Write it well.
• That’s a joke.
• Sleep in peace.
• Have a drink.
• In spite of it all.
2. STRESS
Stressing or giving emphasis to words that
carry the meaning of your sentences like
nouns, adjectives and verbs.

• I’m happy.
• How are you?
• Good morning.
• Certainly.
• Excuse me.
I
didn’t
steal
your
cow
yesterday.
3. RHYTHM
The regular movement or beat given to words.

• Half an hour
• Sell a car
• A cup of coffee
• Eyes and ears
• Take it off
4. INTONATION
The rising or falling in pitch of the voice to give
emphasis in what you are saying.

• Did you go to the movies last night? (rising)

• Won’t you sit down? (rising)
• What is your name? (falling)
• Why did you leave? (falling)
• It’s a big city. (rising-falling)
5. PHRASING AND PAUSING
Pausing and taking in air at the appropriate
points.

• Think back/ to when you had time/ for

creative expression.//
• Millions of liters of bottled water/ are
consumed each year.//
• If the tap water in your home is safe to
drink// buy your own water bottle.//
1. Mumbling
speaking indistinctly

2. Fading
speaking in volume that fades in and out

3. Monotoning
speaking continuously in one flat tone

4. High-pitching
speaking continuously in high pitch

5. Whispering
speaking continuously in a low, inaudible tone.
• Pitch
• Volume
• Speed
• Tone

“I don’t give a damn.”

Topics Overview

1. Nature of Presentations
2. The AIM Strategy
3. Structure of an Effective
Presentations
4. Delivering Presentations
 Before the Presentation
 During the Presentation
 After the Presentation
5. Speech Dynamics
6. Skills Practice
1. Enhance trainees’ understanding of the nature of
presentations;

2. Enhance trainees’ skills in the following areas:

 Preparing presentations; and
 Delivery

3. Improve trainees’ effectiveness and efficiency

in delivery presentations