Presentation Skills.Communication Skills

PRESENTATION SKILLS

5.1       Introduction

            As an engineer, you want to be described as technically competent, socially skilled, of strong character and integrity, and committed to your work, your team, and your company. Research shows that the most favorably regarded traits are trustworthiness, caring, humility, and capability. Your professional image affects your reputation, and your reputation affects your success. The image you project during business communication will directly influence your performance. Although your working style will always retain your personal touch, you can observe a few general guidelines and suggestions to help project a positive and respectable image to your customers, management, engineering associates, and suppliers. Projection is nine tenths of success. Studies indicate that communication skills impact engineers’ effectiveness and success more than any other skill, including technical knowledge. Furthermore, all the studies indicate that the impression you make as an engineering professional is far more important than the content of what you actually say. So, why do we spend so much time working on the content of our presentation with little attention to our delivery?

            Styles, techniques, and environment? Yes, the content must be sound, accurate, well prepared, and suitable to the level of the audience; delivery techniques are equally important. Superior delivery techniques can facilitate a challenging engineering presentation, communicating the technical contents smoothly. Projecting a professional and positive image is a product of good presentation etiquette, strong physical and vocal skills, and quality content. How you look also communicates a lot about you. Compliment your audience by what you wear. You have probably dressed appropriately if you overhear some saying, “That must be the speaker.” Personal grooming is even more important than what you wear. There is no right way to dress—only an appropriate way. With regard to presentation, it is imperative to pay attention to details and to always be enthusiastic about your topic.

5.2       Overcome Anxiety

            Speech anxiety can have a negative effect on careers and the ability to get things done. It may be a lifelong fear or current apprehension on specific situation. Either way, it can severely limit personal and organizational goals, including career advancement, company outreach efforts, and visibility for you and your organization. Anxiety is a natural state that exists any time we are placed under stress. If you are nervous, you are in good company. Among the most stressful situations people encounter, speaking before a group tops the list. When this type of stress occurs, fears take place that may cause symptoms such as a nervous stomach, sweating, tremors in the hands and legs, accelerated breathing, or increased heart rate.

5.2.1    Fear of Making Presentations

            The reason most people get anxious when required to speak to a group is that they are afraid of looking foolish or stupid in front of many of their peers and important people. They are afraid that their minds will go blank or that their lack of speaking skills will lower the opinion others have of them.

5.2.2    Steps you can take to Reduce the Fear

            Don’t worry! Anxiety is normal. Almost everyone experiences some stress before speaking. Coaches of sports teams want their players to be anxious before a game. Anxiety produces energy and excitement. In most cases, the fear or nervousness is just extra energy. This “extra energy” can be incorporated in the speech if it is controlled; however, you first must attempt to reduce the fear. Anxiety that produces adrenaline and enhances your presentation is desirable, and anxiety that hinders your performance must be managed. The trick is to make your excess energy work for you. The easiest way to do this is through preparation. As described next, you can use several steps and tricks to reduce the fear of making a mistake or looking foolish when you speak to a group.

5.2.3    Prepare, Prepare, and Prepare

            Of course, you are in for a long, uphill battle if you are unprepared, disorganized, or late. Lack of organization is one of the major causes of anxiety. These are all problems that can be eliminated with careful planning. Knowing that your thoughts are well organized will give you more confidence, which will allow you to focus energy into your presentation. One of the best ways to make sure you do not make foolish mistakes is to be well prepared before you speak to a group. This does not mean that you should memorize exactly what you plan to say. Instead, you should have a good outline of facts and information ready for your presentation. A professional in any field does not leave anything to chance before a big game, an important performance, or a critical presentation to corporate executives. Strategies are laid out, all material is ready, contingency plans are made, and every detail is considered. When we do not fare well prepared, chances of failure or mistakes are greatly reduced. You feel more relaxed and sure of yourself, because you have all the bases covered.

5.2.4    Have a Backup

            It is worthwhile to bring along a “security blanket” or “safety net” in case something goes wrong with your presentation. For example, having your speech outlined on some sort of cards or pages is a good backup in case you have a mental lapse. Referring to your notes is certainly acceptable to refresh your memory; however, you should be prepared enough that you do not have to completely depend on your notes for your material. Do not use your notes/speaking outline as a crutch, but to keep you on track.

5.2.5    Reduce Your Fear of the Audience

            Speaking to peers, employers, instructors, or dignitaries can create fear in a person. Try alleviating that fear by greeting your audience at the door. Getting to know them early will help you realize that they are also engineering professionals just like you. Think about your audience as being on “your team.” Become one with your audience. Do not build an artificial wall between you and your audience. Direct eye contact can create a oneness between you and your audience. Use the abundance of energy that your audience is capable of projecting to you. To paraphrase the recurring theme from the movie Star Wars: Let the audience be with you. Remember that they are on your team, and they are there to hear what you have to say. Speakers are often nervous or frightened of the unknown.

5.2.6    Practice, Practice, and Practice

            Even if you know your material very well, practice is extremely important. The more you give a talk, the more automatic it becomes, the more energy it can have, and the more confidence you have in your abilities to give the speech. Practice out loud, alone, to small groups, to friends, to relatives, to strangers, to pets, and to roommates. Treat your practice just like you treat the speech on speech day. For example, if you want to have energy and enthusiasm on speech day, then you will want to practice with energy and enthusiasm. Some other techniques for managing fear include stretching exercises, deep breathing, brisk walks, and avoiding coffee and alcohol. When your muscles tighten and you feel nervous, you may not be breathing deeply enough. The first thing to do is to sit up, erect but relaxed, and inhale deeply a number of times. Instead of thinking about the tension, focus on being confident. As you breathe, tell yourself on the inhale, “I am” and on the exhale, “confident.” Try to clear your mind of everything except the repetition of the “I am … confident” statement, and continue this for several minutes. With these, you will be on your way to eliminating the sensation \we call nervousness.

5.3       Types of Presentations

            Broadly speaking, there are four types of presentations. Each has advantages and disadvantages. The type you choose will depend on your context, purpose, message and audience.

5.3.1    Manuscript Presentation

            A manuscript presentation is the delivery of carefully prepared text that you refer to while presenting. The main advantage of this delivery type is that your presentation can be meticulously crafted. You can take pains to ensure that you always have the right word and visual in the right place at the right time. Also, you can deliver the presentation again accurately and with a minimum of effort.

5.3.2    Memorized Presentation

            A memorized Presentation is the delivery of material that you have composed and memorized. Like manuscript presentations, memorization allows you to craft your presentation carefully. At the same time, you can interact with the audience because the barrier of written text is removed. It’s not an easy task to make memorized text sound spontaneous and natural. Repeating the same presentation can exacerbate the problem. Like actors in a long running play, presenters may find their delivery becoming stale.

5.3.3    Impromptu Presentation

            The least formal of the delivery types is the Impromptu Presentation. You will use it when you are (more or less) unexpectedly called upon to speak. In class or in the workplace, you may be asked for your opinion or your analysis. Although you might have guessed that you would be called upon and your audience will expect you to have some familiarity with the topic, you will not have had the opportunity to thoroughly prepare what you are going to say.

            An obvious advantage of the impromptu presentation is that, because you are given little, if any, time to prepare, your audience’s expectations are relatively low. In addition, you are free to interact extensively with your audience.

            The main disadvantage is the flip side of the first advantage: because you have little time to prepare, your success is much more dependent on your ability to think on your feet. The more complex your arguments, the greater risk that you - and your audience - will become confused. Keep your comments simple! 

5.3.4    Extemporaneous Presentation

            The extemporaneous presentation is the most widely used of the four delivery types. It involves diligent preparation and the delivery of what appears to your audience to be a spontaneous presentation.

            The extemporaneous presentation allows you to prepare carefully, tailoring your presentation (including any visuals) to your context, audience, message, and purpose. Moreover, since you will use only speaking notes, you will be able to talk spontaneously and interact extensively with your audience. On the negative side, inadequate preparation will be painfully obvious to both you and your audience. As well, should you lose your focus during the presentation; you will have only the cryptic content of your speaking notes for support.  Never write out word for word any part of your intended presentation. Doing so will make your presentation as a whole sound uneven and make parts of it sound recited.

5.4       Elements of the Presentation

            Here is three part rule for perfect presentations:-

            (1)        Tell them what you’re going to tell them.

            (2)        Tell them.

            (3)        Tell them what you told them.

            In developing your presentation, you will use the same kind of three-part structure found in all technical communication: an introductory segment, a body, and a concluding segment.

5.4.1    Introductory Segment

                        The introductory segment should normally include all the following elements (except perhaps a self-introduction, which may be unnecessary):

(1)        Attention Getter

             

            You‘ll want to start things off by gaining your audience’s full attention. To get it, don’t explode firecrackers or do or say anything else that is totally unrelated to your presentation. You might begin with a story or question to pique your listeners interest.

   (2)         Self-Introduction      

           

            If someone introduces you to your audience, you need not reintroduce yourself. Otherwise, you should clearly state your full name and, if appropriate, your position or title as well.

   (3)         Initial Summary

           

            Use this summary as a road map to your presentation. You prepare your audience for what is to come by starting your purpose and your main points (typically the level on heads in your multilevel outline).

(4)        Speaker Credibility  

            Tell your audience why you are the right person to talk about the topic. You might mention your experience in the field, your credentials and/or qualifications, or your research on the topic.

(1)        Audience Relevance

           

Based on your initial analysis, indicate why the topic should be of interest to the     audience.

5.4.2    Body

            The body of your presentation is the bulk of your message. Its content will depend on your context, audience, purpose, and product (your delivery type). Here are some elements typically found in the body:

(1)       Rhetorical Question

            A rhetorical question is question intended to produce an effect rather than solicit an answer. Within your presentation body, use rhetorical questions to focus your audience’s attention on a particular point.

(2)       Signposts.    

            Use signposts to indicate where you intend to go and, thus, what listeners can expect. Signposts include such words and phrases as first, second, on the other hand, however, correspondingly, and conversely.

(3)       Transition     

            Related to signposts, transitions indicate a change from one points or idea to another. They include such phrases as Now that we have …, let’s turn to ….., and Having looked at …, I will now …….

(4)       Emphasis Makers    

            Use emphasis makers to focus an audience’s attention on a particular point I‘d like to stress that…..

(5)       Repetition Markers  

            Use repetition markers to introduce the reiteration of a point made earlier in the presentation. Include such phrases as Let me repeat that…… and As I’ve already mentioned…..

  (6)       Segment Summaries

             If you are giving a long presentation, provide your audience with brief summaries of the individual segments. A segment summary should include a transition into the next segment.

5.4.3    Concluding Segment

                        Your concluding segment should include the following four elements (in the           order    shown):

(1)        Closure

 Use closure to let your audience know that you are going to finish soon. However fascinating your presentation may have been, your audience’s attention will perk up when you make it clear that you have almost concluded.  You can signal closure by using a phrase such as in conclusion or an emphasis marker such as I’d like to make one final point before I finish. Never indicate closure prematurely. If your presentation continues for more than a few minutes, after your have signaled closure, your audience will likely tune out.

            (2)        Final Summary 

                                    At this point, you will sum up the main points of your presentation. A final               summary is essentially a paraphrase of the initial summary although it                does not include a statement of purpose.

            (3)        Call to Action

                                     Most technical communication products conclude with a purpose is                       persuasive, your call to action is likely to be very direct, and as in Cast               your ballot for the candidate you know will work hardest for you! If your                    purpose is informative, descriptive, or instructive, your call to action will                    be more subtle. It may be a    personal statement or an indication of your               hopes.

            (4)        Close 

                                    Sometimes your call to action will be sufficient to let your audience know               that you have finished. Most of the time, though, it is far better to use a                     close which indicates explicitly that your presentation is over. You might                   do so by saying something like, Thank you for your time today. I’ve                   appreciated the opportunity to speak with you.

            Also, be sure to let your audience know at the beginning of your presentation whether                   or not you will take their questions. Here are some suggestions for dealing with question                      form the audience:-

·         If you don’t get any questions, don’t allow a long and potentially embarrassing silence to develop. Rather, say something like, “Well, since there don’t seem to be any questions at this time, I’d just like to thank you again for your attention” and consider your presentation over.

·         When an audience member challenges you to clarify or justify a particular point, avoid becoming defensive. Rather, view your answer as an opportunity to reinforce your message.

·         When an audience member asks you a question that requires a lengthy response, try to organize your answer so that it reflects the three part rule (introductory segment, body, and concluding segment).

·         Avoid being drawn into an argument. Whatever the provocation, remain calm.

·         Don’t let any one questioner monopolize the floor. Politely but firmly suggest that someone else be given a chance to speak.

·         It is often a good idea to repeat or paraphrase a question before answering it. By doing so, you not only ensure that everyone hears the question (especially important if the questioner is soft-spoken), but you also by yourself time to gather your thoughts and mentally prepare your answer.

5.5        Visuals and Visual Aids

             Visuals are playing increasing important role in effective presentations. Visuals should:

·         IIIustrate, not overpower.

·         Explain, not confuse.

·         Enhance, not detract.

·         Simplify, not complicate.

·         Fulfill a purpose, not merely decorate.

·         Be visible to all.

·         Be intelligible to all.

5.6        Type of Visual Aids

            Compare the advantages and disadvantages of the following types of visual aids with the needs of your presentation to determine which type to use.

5.6.1    Compute Presentations Transparencies, and Slides     

            Generally, these types of visual aids have similar content and are created with software   such as Microsoft Power Point. The difference lies in how they are presented.

(1)     Computer Presentation     

          Computer is connected to projection equipment that displays the slides you have               prepared with presentation software. As the slides appear on your computer                       monitor, your audience sees the images project on a screen.

         (2)         Transparencies       

                     Presentation visuals are printed on clear acetate film and then projected on a                     screen with an overhead projector.

         (3)        Slides

                      Images are transferred to 35 mm slides, placed in a slide carousel, and                             projected on a screen with a slide projector.

Many computer presentation software programs allow you to create a multimedia             presentation, incorporating sound, animation (movement of text or images on a slide),    and video clips (brief video features that usually include sound). Than can be achieved          with transparencies and slides.

(4)         Handouts      

         Handouts are one of the most popular forms of presentation visuals. They allow your audience to take a more active part in the communication; they also give your audience information to take with them for future reference. You can distribute handouts before, during, or after your presentation. Here are some advantages and disadvantages of each strategy:

      (a)        Before          

                  Distribution will not interfere with your presentation, and you can refer to                any part of the handout at any time. Your audience can also use                             handouts as note-taking guides. But your audience will likely continue to               examine (and perhaps rifle through) the material until their curiosity has              been satisfied not just until your want to begin.

      (b)        During           

                        You can retain your audience’s attention until you distribute the material,                and you can refer to your handouts from the moment you distribute them.               But the distribution will be an interruption: people will search for their                      copies and will begin to examine what they have received.

             (c)       After  

                        You have your audience’s attention throughout your presentation. But                     you cannot effectively refer to material in your handout because your               audience does not yet have it. How you design your handout and time                        their distribution should be determined by the context, purpose, message                     and audience.

(5)         Props   

               Props, or three-dimensional objects, can be presented from the front of the                        room or passed among audience members. Be sure, however, that the object is                    large    enough and the crowd is small enough for your prop to be visible. Your                       props might include models, samples, or even people.

(6)         Posters and Flip Charts      

            Posters and flip charts are similar in size, and both   generally are displayed on                  an easel. For posters, prepare your visuals ahead of time.       For flip charts, you                  can either prepare your visuals ahead of time and fillip through them as        you                  speak or you can write your key points as you speak.

5.7       Choosing the Appropriate Visual Aid

                        As you consider which type of aids to use in your presentation, answer the             questions provided in the Checklist for Choosing Visual Aids below.

·         Which options are available in the location where you will be making your presentation?    Some of the options require access to specific electronic equipment.

·         Which option will be best in helping your audience understand and remember your message?

·         How large is your audience, and how large is the room? A poster or flip chart would be appropriate for a small group, but not appropriate for a large group.

·         How much detail do you have to give your audience? Slides or computer presentations may not work well when you have many numbers or detailed information present.

·         How much time do you have to prepare your visual aids? Preparing transparencies or a multimedia presentation will take more time than using a flip chart.

·         Should you use more than one type of visual aid? All of the visual aids can be used alone or in combination.

5.8       Presenting Your Visual Aids

As you present your visual aids, keep in mind some basic guidelines for using your visual aids in a professional manner.

·         Display your visual aids at the right time. Visual aids can become a distraction if you display them before you are ready to discuss their content.

·         Display the points on your visual aids at the right time. A visual aid can also become a distraction if you display all the points before you’re ready to talk about them. Reveal only the point you are talking about, and cover remaining points until you’re ready to discuss them. In computer presentations, you can use a feature called building that allows you to program a slide easily so that bulleted points come into view one at a time.

·         Practice using your presentation, particularly if you are using visual aids. Go to the presentation room, and practice with your visual aids. Make sure you rest the equipment ahead of time.

·         Face the audience when using your visual aids. Audience members prefer to see the front of you. When you speak, they can hear your better if you are facing them rather than the screen behind you.

 5.9      Body Language

Body language speaks volumes even before you say a word, so set the tone of the presentation by having a commanding presence from the beginning.

(1)          Walk into the room like you belong there

             A professional speaker, comedian says that exude confidence by making eye contact immediately and smiling. Make your introduction warm and welcoming, but maintain a professional air that says you have control of this situation.

(2)          Maintain eye contact 80 to 90 percent of the time 

            That comes down to being prepared, the better you know the information, the more you rehearse out loud, the easier it is to make eye contact. Make sure you look at everyone, though. Never hold eye contact for an uncomfortable amount of time or focus on one person in particular. Give each person equal time, but make your transitions from one to the next smooth and natural.

(3)          Maintain open posture 

            Open posture means you don't put anything between yourself and the listener. It gives a bad impression by creating distance and creating a barrier between you and your audience. Examples of closed posture are crossing your arms or legs in front of you, putting your hands in your pockets or, if you're speaking to somebody across the table, having a notebook computer or other object between you.

(4)          Use hand gestures

            Research shows that complex gestures, meaning two hands doing something different above the waist, reflect complex thinking and gives the audience confidence in the speaker. If you naturally use your hands, feel free to do so during your presentation. It will free up your thinking, and you'll become a little looser. Just be careful; you don't want to look unnatural and over-prepared. Tape yourself and look for gestures or body movements that are distracting. Don't use gestures that aren't natural to you.

5.10     Vocal Delivery

(1)        Deliver the punch right away

                         Remember "90 seconds to two minutes"--a tip recently given. In that amount of time, you should deliver your punch. In 90 seconds they can determine if they want to hear more or not."

(2)        Let your volume fluctuate

                         Vary the volume and inflection of your voice to keep their attention. Raise and lower your volume at different points in your presentation, but do so in your normal voice. The more you can be your real self, the more they'll trust what you have to say.

(3)        Change your Cadence

                         Varying the speed at which you talk will keep your presentation from sounding monotone. Speed up at certain points and then slow down. Pause for impact. Obviously, don't exaggerate any of this. You don't want to pause for 30 seconds, but don't be afraid to experiment a little bit and to add another dimension to your presentation by the way you use your voice.

5.11     Buying Time When You Forget

If you keep your presentation concise, you shouldn't have a problem remembering what to say. Most people are only going to remember two to three key points anyway, which should be easy to commit to memory. But don't try to memorize your points word for word. That's where people get stumped, and they don't know what to say. If you have everything scripted in your head, and you get to a point in the script where you forget your next line, you're stumped.

If you find yourself blank, with nothing to say, here are few tips for buying time:

(1)        Have anecdotes or brief stories ready to use, but pick stories that have something to do with what you're talking about.

(2)        Reiterate what you've said up to that point.

(3)        Learn your presentation in an outline form so that when you lose your place you can jump ahead to the next bullet point.

5.12     Responding to Questions

 Assemble the toughest questions that can be asked and create categories that those questions would fall into. There could be 100 tough questions or more, but there are really only about seven or eight answers to your story. Most questions will generate a particular answer. So if you have a stock response to a type of question, such as competition or marketing, it will trigger the same response. A question can be phrased many ways, but you should have only one response.

Here are the additional tips:

(1)        Never make something up. Honesty is always best. But you don't have to be so honest that you make yourself look bad.

(2)        Sidestep the question. Tell them that you've been looking into that and want to make sure you have your facts correct before speaking.

(3)        Always validate their question."Never brush it off or make them feel stupid for asking it.

5.13     What not to Bring

Sure, you want to prove that you're prepared, but don't get carried away.

(1)        Don't bring your business plan or summary.  One business executive says that I remember when I was an entrepreneur and I had set up my first meeting with venture capitalists, I would go in with my business plan of 30 to 40 pages, and my business summary that was eight or 10 pages. Now I know that wasn't necessary. He advises that business plans and business summaries be limited to two to three PowerPoint slides.

(2)        Don't bring a lot of paper or content-rich PowerPoint slides. Anyone can read a spreadsheet. You're the real expert on what your business is. Let them know what's coming from your heart and from your mind.

(3)        Don't bring food. Also, drinks and snacks will be provided at most meetings, but you should avoid eating if possible. Reach out for sacks only if you're really hungry, so as not to detract from the message you're delivering. Drinks such as water, coffee, coke, etc., are enough.

5.14     Mastering the Technology

            Once you've prepared your presentation, here are some tips for making it go smoothly:

(1)        Load your PowerPoint presentation in the hard drive, not on the flash drive; the presentation will run faster.

(2)        Spend time before the presentation making sure that the projector and laptop are synched up. Go through your presentation and make sure that everything--the colors, brightness, text and images--are displaying correctly.

(3)        Use a remote flipper or pointer so you don't have to physically stand next to your laptop or projector. You'll be able to move around the room more naturally and can avoid getting stuck in a cramped space where you risk knocking your coffee onto your laptop.

(4)        Be sure to load any software for your remote, wireless, hand-held flipper or pointer onto the laptop you're using.

(5)        Especially if you're presenting to a small group, consider eschewing the technology and using a few charts and a black marker and whiteboard instead.

Finally, whether you have your own equipment or use what's provided, practicing your presentation in your office or basement is going to be different than in the room you'll be presenting in. So if you can, go run through at least part of your presentation in the actual space to work out any bugs. And remember, your audience and potential investors are there to see you--not the technology.