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A Project Report

On

PRESENTATION SKILLS (SOFT SKILLS I)

Submitted in partial fulfillment for award

of the degree of MBA 2018-2020

Submitted by:

Aakash Saini

University PRN: 1828101099

BHARATI VIDYAPEETH DEEMED UNVIERSITY SCHOOL OF DISTANCE EDUCATION


Academic Study Center – BVIMR, New Delhi An ISO 9001:2008 Certified Institute
NAAC Accredited Grade “A” University

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UNDERTAKING

I, Aakash Saini, Student of MBA (2018) Semester-1 having University PRN No.
1828101099 would like to sincerely declare that the project report titled “Presentation
Skills” submitted to Bharati Vidyapeeth University Pune, School of Distance Education
Pune, Academic Study Centre BVIMR New Delhi is in Partial fulfillment of the requirement
for the award of the degree.

It is an original work carried out by me under the proper guidance.

All respected guides, faculty member and other sources have been properly acknowledged
and the report contains no plagiarism.

To the best of my knowledge and belief the matter embodied in this project is a genuine work
done by me and it has been neither submitted for assessment to the University nor to any
other University of the fulfillment of the requirement of the course of study.

Aakash Saini

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Acknowledgement

I have taken the efforts in this project. However, it would not have been possible without the
kind support and help of many individuals and organizations. I would like to extend my
sincere thanks to all of them.

I am highly indebted to Bharati Vidyapeeth School of Distance Education, Academic Center.


Bharati Vidyapeeth Institute of Management and Research for their guidance and constant
supervision as well as for providing necessary information regarding the project & also for
their support in completing the project.

I would like to express my gratitude towards my parents for their kind co-operation and
encouragement which help me in completion of this project.

My thanks and appreciations also go to my colleague in developing the project and people
who have willingly helped me out with their abilities.

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Table of Contents

1. Write the Function


2. Data Analysis
3. Process of Data Analysis
4. Barriers to Effective Analysis
5. Major Data Analysis Software Tools
6. Introduction to MS-Excel
6. Inserting Formulas in MS-Excel
6.1 Typing a Formula in a Cell
6.2 Using Insert Function Option
6.3 Selecting Formula from Groups
6.4 Using AutoSum
7. Basic Formulas Used in MS-Excel
7.1 Sum
7.2 Average
7.3 Count
7.4 CountA
7.5 If
7.6 Max &Min

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. Introduction

Q1.(1) Write the function of MATHS ?


(A) FACT

STEPS 1 : GO TO THE <FORMULAS><MATHS & TRIG><FACT>

STEPS 2: TYPE OR CHOOSE THE CELL FROM DATA AND SEE THE RESULT.

OUTPUT

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(B) POWER

STEPS 1: GO TO THE <FORMULAS><MATHS & TRIG><POWER>

STEPS 2: TYPE OR CHOOSE THE CELL FROM DATA

STEPS 3: TYPE THE NUMBER IN POWER COLUMN TO SEE THE POWER OF CELL OF THAT
NUMBER

OUTPUT

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©SQRT

STEPS: <FORMULAS><MATHS & TRIG><SQRT>

OUTPUT

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(C) SUM

STEPS: <FORMULAS><MATHS & TRIG><SUM>

OUTPUT

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Q-1.(2) Write the functions of LOGICAL?
(A) OR

STEPS: <FORMULAS>LOG

CAL><OR>

OUTPUT

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(B) AND

STEPS: <FORMULAS><LOGICAL><AND>

OUTPUT

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(C) NOT

STEPS: <FORMULAS><LOGICAL><NOT>

OUTPUT

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(D) IF

STEPS:<FORMULAS><LOGICAL><IF>

OUTPUT

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(D) IFERROR

STEPS: <FORMULAS><LOGICAL><IFERROR>

OUTPUT

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Q-1.(3) Write the function of DATE?
(A) NOW

STEPS: <FORMULAS><DATE & TIME><NOW>

OUTPUT

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(B) TODAY

STEPS: <FORMULAS><DATE & TIME><TODAY>

OUTPUT

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(C) EDATE

STEPS: <FORMULAS><DATE & TIME><EDATE>

OUTPUT

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(D) EMONTH

STEPS: <FORMULAS><DATE & TIME><EMONTH>

OUTPUT

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Q-1.(4) Write the functions of TEXT?
(A) LENGTH

STEPS: <FORMULAS><TEXT><LEN>

OUTPUT

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(B) LEFT

STEPS: <FORMULAS><TEXT><LEFT>

OUTPUT

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(C) PROPER

STEPS: <FORMULAS><TEXT>PROPER>

OUTPUT

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(D) CONCATENATE

STEPS: <FORMULAS><TEXT><CONCATENATE>

OUTPUT

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(E) SEARCH

STEPS: <FORMULAS><TEXT><SEARCH>

OUTPUT

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Q-2 How to create a CONDITIONAL FORMATTING ?
ANS: STEPS: <HOME><CONDITIONAL FORMATTING><HIGHLIGHT CELL RULES><LESS
THAN>

OUTPUT

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Q-3 How to create the COLUMN CHART ?
ANS:STEPS: <INSERT><COLUMN><3DCOLUMN>

OUTPUT

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Q-4 How to create a GOAL SEEK ?
ANS: STEPS: <DATA><WHAT-IF ANALYSIS><GOAL SEEK>

OUTPUT

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Q5. How to create a ADVANCE FILTER?

ANS:- STEPS:<DATA><WHAT –IF-ANALYSIS><ADVANCE FILTER>

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1.1 Presentation Skills

Being able to deliver successful presentations is an essential skill you’ll need throughout your
career in the design industry, whether you’re a creative or you work in account management.
You may dread it at first, but presenting gets much easier and less daunting if you prepare
yourself well and learn the basics.

If you’re starting to present to clients, suppliers or colleagues, or want to brush up on your


skills and boost your confidence, then this half-day introductory workshop is for you. At this
session Preddy&Co Partner and DBA Expert Shan Preddy will cover all the basics you need
to know in order to have the impact that you want with your presentations.

Types of Presentations
There are four different types of presentations you can give and their purpose is to invoke
different reactions.

1. Informative Speeches

These are the most common types of presentations and are used to present research. A student
who is defending a thesis or a non-profit group that did a research study will use informative
speeches to present their findings.

2. Demonstrative Speeches

These will show you how to do something. In introduction to communication classes, these
speeches are usually How to Make Cakes kinds of speeches and include different pictures and
steps to the process.

3. Persuasive Speeches

This kind of speech is trying to change the way you think about a subject or issue. If you’ve
come to a health conference you may find yourself listening to why you should change your
eating habits or stop drinking.

4. Inspirational Speeches

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These speeches are designed to make your audience move. Also considered a “motivational”
speech, this is designed to encourage participants to go after their goals, whatever they may
be. Inspirational speeches will tell stories and the hope is that the audience will feel an
emotional connection to the topic. These are also a great way to get the audience’s attention.

Think about Apple CEO Steve Jobs and the presentations he gave when he introduced a new
product. He gives you information, he shows you how to use a new product, tells you how
you can use the product to solve a problem, makes you understand why you need it, and
closes by letting you touch and feel the product. He lets the entirety of his speech stand for
decision making and then by letting you get your hands on the new Something, you see why
the new product will help you.

In truth, the best presentations will embody a little bit of each one of these kinds, but you can
take a specific type to help move you along the right path.

1.2 Presentation Skills Important

Most people will agree that presentation skills are important. But ask them to explain "Why?"
and they are stumped. These folks might mumble something unintelligible and proudly
declare "Because - everybody knows that it is".

I've been studying and teaching presentation skills for over a decade so I've had the
opportunity to think about this question.

First, let's clarify the statement "Presentation skills are important". What we really mean is,
"Effective presentation skills are important". "Presentation skills" is not a black and white
off/on switch. It is a rainbow of colors. Everybody has presentation skills. Some are better
than others. The primary goal is for your presentation skills to be better than your
competition, whoever and whatever that is. The secondary goal is for your presentations to
get better with every presentation that you deliver.

So whenever you read "presentation skills are important" think "better presentations are
critically important".

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1. Presentation Skills are Important to Individual Success

For many individuals the first important presentation they deliver might be to the selection
committee. It might be labeled as a "job interview" but it's really a presentation. Success rides
on their presentation outshining the competition. The results are black and white but the skills
are a rainbow of colors.

In most organizations day-to-day business entails teamwork. That means presenting to your
team or on behalf of your team. Career growth necessitates presenting your ideas to others.
And if you want to be promoted you need to train others to handle your old job. If you want
to fast track your career - volunteer to work on projects and deliver more presentations.

2. Presentation Skills are Important to Business Success

Having the superior product is never enough to guarantee business success. Apple is
acknowledged as offering leading edge technology and Steve Jobbs is often modeled as a
superior presenter. If you are not the Apple of your industry just imagine how much better
your presentations need to be.

Business leaders are often expected to present their message with confidence and clarity to
staff, clients, partners, investors and sometimes the public. Millions of dollars can ride on
these presentations.

3. Presentation Skills are Important to Stress Reduction

The financial cost of stress to organizations is huge. Work related stress can be demoralizing
to staff, management and executives. Effective presentation skills reduce miscommunication,
which is likely the biggest cause of work related stress. Better presentation skills also reduces
the stress on presenters which means they will be more willing to present and more effective
with their communication. The principles and techniques of presentations apply to other
methods of communication. Become a better presenter and you will become a better
communicator.
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4. Presentation Skills are Important to Time Management

Many presentations take too long and thus waste time because the presenter was trying to fill
the time period. Better presenters get their message across in less time because they respect
time, focus on the message and use the most effective techniques to communicate. Better
presenters can deliver their 30 minute presentation in 5 minutes or 90 seconds when needed.
Better presenters also save time while preparing because they prepare their presentation more
efficiently. They know where they are going and how to get there faster.

5. Presentation Skills are Important to Leadership

Winston Churchill was praised for his inspiring presentations that helped England fight back
against Nazi Germany. Leadership in your community, association or organization demands
effective presentation skills.

Every cause needs a leader. Every leader needs to be able to stand up and deliver a clear and
inspiring message. The team and followers will often judge the leader and the cause on the
presentation skills of that spokesperson.

6. Presentation skills are Important to Public Image & Opinion

It might seem unfair, but we will often judge you, your organization and your product on how
you, your staff or executive delivered a presentation. We will tend to remember the extremes
- really bad or really good. Remember that our perception is relative to how everyone else
presented.

Better presentations don't guarantee you success but they give you a better fighting chance of
success. Almost everything you want to accomplish is a fight. Why not gain a powerful edge
in your favor? Improve the presentation skills of you and your team.

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2. Analysis

Analysis

Producing a presentation with no analysis, a presenter lets it go with the flow. The analysis is
an essential part of presentations, as it helps speaker to

 measure the effectiveness of presentation,


 make useful conclusions, and
 Systematically improve various aspects of the presentation.

The cliche is the analysis starts after a presentation. In fact, an experienced presenter can
receive feedback explicitly during his speech. Mastering feedback activation helps to build an
effective interplay with the audience and get valuable insights even before the speech ends.

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Engagement Analysis (during a presentation)

Engagement analysis takes place during a presentation. A speaker should make it a habit to
keep a track of the following signals:

 Relevant questions. Even when asked dozens of questions, a speaker shouldn’t


consider it a signal of high engagement. Three situations might appear:
1. Lack of questions is a signal of low engagement. 90% of presentations ends up
with no questions, which means the audience did not understand the topic or
didn’t feel comfortable to ask questions. One way or another, it’s a presenter’s
fault, and a further analysis can help to find flaws.
2. 80% of irrelevant questions signals about the fact listeners don’t understand
the topic. In this case, a presenter should work on his presentation logic,
structure, or language. Irrelevant or provocative questions might also signal
about the listeners’ hostility. Audience analysis can help to predict this
situation, and these techniques will help to deal with questionsults.

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3. Numerous relevant questions are a good sign as they mean the audience has
got the presenter’s ideas right. If they ask the same question several times, it’s
a signal for a speaker to extend the material and improve the overall
impression next time.
 Visual contact is a signal of attentive listening. Hence, a presenter can evaluate the
engagement, using visual contact criteria. The more people look into his eyes, the
higher engagement is. The number of attentive listeners may change during a
presentation: their growth is a good signal, while the decrease is a bad one.
 Other signals of active listening:
o active responses to a presenter’s questions and jokes;
o nodding;
o moderate quietness (silent relevant dialogues can be acceptable as suited the
situation);
o pricking down main points.

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Video Recording Analysis
The analysis doesn’t take place during presentations. Speakers can maintain it with the help
of video records.

How to make a proper video recording

The goal is recording an informative video that helps to answer essential questions and get
insights. These tips will help you record a video that will be useful for analysis.

1. Framing. Ideally, both presenter and his audience should fit into a frame. It helps to
analyze listeners’ reaction. Slides aren’t necessary for analysis.
2. Lighting. Usually, rooms for presentations don’t have enough illumination, so try to
make an auditorium as light as possible.
3. The depth of field. It should be high. The best case scenario is when everyone looks
sharp, so avoid unnecessary artistic effects that could blur them.
4. Sound. It’s advisable to record the voice with two devices: one mic is for a presenter,
and another one is for the audience. The presenter can use a clip microphone, as it’s
compact and it doesn’t limit a body language. The second microphone is for an
assistant who will give it to a person by request. It’s a perfect scenario because it
guarantees a good audibility of a presenter’s and listeners’ phrases.

Video recording will help to evaluate

 presenter (appearance, voice, body language, firmness, artistry, etc.);


 audience (engagement, demographics, etc.);
 communication (quality of answers, questions and reactions from both sides).

It will help to find out strengths and weaknesses, as well as show the direction of further
improvements.

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Nett Result Analysis

As a rule, end up with calls to action. By analyzing the number of people who had made the
required action, a speaker measures the effectiveness of his presentation. The results depend
on the goal of presentation and can be

 contacts,
 sales, or
 Subscriptions.

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3. Basic Outline for presentation

To develop the outline, group the tasks that fit together logically, and create heading that
reflect the goat of the subtasks.

 Handling a Call
o Listen to the customer’s problem
o Express empathy for the trouble
o Open a new support ticket
o Resolve the complaint per the list of allowable resolutions
 Documenting Call Resolution
o Document the resolution in the call notes
o Close support ticket

Add heading for an introduction and workshop objective at the beginning and a wrap-up and
evaluation at the end, and your basic outline is complete.

Presentation outline

A presentation outline is a roadmap to a more successful business pitch — a general plan that
summarizes what you want to say to prospective customers, clients or investors. It lets you
organize your thoughts, group ideas into main points and present your material logically.

1. Decide on a Goal

Before you brainstorm, and before you scribble down any notes, come up with a goal for your
presentation. What do you want your pitch deck to say to your audience? What message do
you want to convey? What do you want it to achieve?

Perhaps you want your pitch to raise seed funds. Maybe you want to introduce a new product
or service to customers. Whatever the reason for creating your pitch, decide on a specific,
measurable goal. This will guide the rest of your preparation.

2. Create a Structure for Your Presentation

Every good presentation includes an introduction, main body, and conclusion. These three
components form the "skeleton" of your presentation — the bare bones of your pitch. You

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don't need to think about all the small details at this stage — you can flesh out your
presentation slides at a later date.

Your introduction is probably the most important part of your pitch. After all, you only have
seven seconds to make a good first impression, according to research. Use your intro to
introduce your brand, greet your audience and give a taster of what's to come.

The body of your presentation includes your main ideas and any supporting ideas. Use it to
feature testimonials, financials and fundraising info, traction and milestones, and, of course,
your marketing plan.

Finally, your conclusion summarizes all your points in a few slides. This should leave your
audience wanting more.

3. Think About Visual Content

Visual content is an essential ingredient. The human brain processes visuals 60,000 times
faster than regular text, so including images in your pitch is a great idea. Don't forget about
videos, either. Consumers are 64 percent more likely to purchase a product after watching an
online video, making visual content a good choice if you want to generate leads and boost
sign-ups.

The most successful pitch decks incorporate striking visuals. Others have fancy fonts and
graphics. All of this visual content demands attention from your audience and creates a cool
aesthetic that will help you outrank your rivals.

At this early stage of pitch deck preparation, you don't have to finalize the images you are
going to include in your pitch. However, we think it's a good idea to point out where you are
going to use images in your presentation. This way, you can organize your ideas and make
sure everything flows properly.

4. Understand What Makes a Good Presentation — and a Bad One

No two presentations are the same. The most successful pitch decks, however, certainly have
a lot in common. When creating your outline, discover what makes a brilliant pitch. The
University of Hawaii says great presentations rarely cover more than five points. The

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University of Cambridge in England says there should be four key points in every 45-minute
presentation.

Here at Slidebean, we think one idea per slide, good design, lots of images, and quotes all
make presentations so much more interesting. We're not fans of the 'thank you' slide, though
— the one that recognizes your audience for sitting through your presentation. It's completely
unnecessary.

5. Include a Call-to-Action

A call-to-action is much better than a 'thank you' slide. This encourages your audience to take
action after your presentation. When creating your outline, think of a short, snappy call-to-
action that prompts a response. A call-to-action is your final chance to engage with your
audience during your presentation. You might want to encourage people to sign up to your
mailing list, for example. Alternatively, you can include a link to your website so people can
download a trial version of your product.

"No matter what form your CTA takes, the most important aspect is the copy," says growth
marketing expert Sujan Patel and Voila Norbert co-founder, writing for Forbes magazine.
"You’re telling the visitor what you want them to do, so it needs to be persuasive. Remember,
your audience is looking for an answer or a solution to a problem. Connect with them by
telling them exactly what they’re going to get if they take action."

6. Identify a Solution to a Problem

Every day, more than 30 million presentations are created on PowerPoint alone. Then there
are the hundreds of thousands of pitches designed in Keynote, Prezi, and Slidebean. With so
many presentations out there, how do you inspire people to invest in your services? One way
to create a successful pitch is to identify a solution to a problem that your audience might
have.

Slidebean recently reviewed some of the best presentation examples from successful startups.
Most of them provide solutions to common problems early on in their respective pitches.
Customer messaging platform Intercom, for example, says analytics, customer base
browsing, and customer research is the answer for businesses who find it hard to engage with
customers. They include these solutions near the beginning of their pitch deck.

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If you want to have a more successful presentation, think about solving problems in your
niche when creating your outline.

7. Use Quotes, Testimonials and Statistics

Quotes from senior management help you convey abstract ideas and make your presentation
more engaging. You should obtain any quotes you want to use in your presentation during the
planning stage. Testimonials from customers and clients also prove popular. Research shows
that positive reviews influence purchasing decisions and increase trust.

Finally, statistics add some depth to your presentation. Industry facts and figures back up any
claims you make and increase engagement. Discover relevant statistics when creating your
outline. You don't need to include any actual quotes, testimonials or statistics yet. Just jot
down where you want to place them in your presentation.

8. Think About Color and Design

The way you present information in your pitch is just as important as the information itself.
Now is the time to start thinking about the font/s you want to use or the color of your slides.
Research shows that red conveys passion and excitement and catches the attention of your
audience. White, on the other hand, conveys simplicity and purity.

Slidebean has a range of color palettes that transform the look of your slides. You can choose
up to three color sets and play around with different text, backgrounds, and highlights.

9. Plan the Order of Your Slides

Think of your presentation outline template as a very rough first draft. Decide on what types
of slides you want to use, and decide on a final running order. You might feature quotes early
on in your presentation, for example, and leave testimonials until the end. Don't forget to
include a slide with your contact details — website, phone number, address, etc. — and your
brand values.

Your presentation outline should be a group effort, too. Ask your colleagues for input.

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10. Identify Key Takeaways From Your Presentation

Your outline should include enough information so you can visualize what your final
presentation will look like. Once you have finished your outline, read it back and identify the
key takeaways from the document. Is the structure of your presentation clear, for example?
Does it convey your brand message? Will it engage your audience?

Every slide in your presentation should achieve the goal you created at the beginning of your
outline. If something isn't working, make changes. You might want to switch slides around or
remove unnecessary information, for example.

11. Use a Template

Once you have completed your outline, it's time to start putting everything together. Yes, you
could create a PowerPoint pitch deck from scratch, but this is often time-consuming and
complicated. Instead, use a template, which provides you with all the presentation slides you
need.

Here at Slidebean, we have templates for companies of all sizes, including startups and
scaleups. You can create a professional pitch deck in just a few minutes by following the on-
screen prompts. Everything's included — bullet points, graphics, headers, footers, and more.
Take the time to plan your pitch to produce a powerful sales document that helps you
communicate with your audience.

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3.1 Researching, Writing, and Editing

Researching

The needs analysis has likely produced much of the supporting content required to build the
program. However if information gaps exist, return to your expert performers (also termed
subject matter experts) and ask questions.

Writing

If you are using a word processor, create a template so your material is consistent from the
beginning. Assign a preliminary time length to each module based on the total time available
for the Presentation. (you all validate it later). When writing, aim for brevity. The more you
say, the less the audience remembers.

Make sure to validate your finalized content before you move on to editing

Editing

As you edit, write for the ear, not for the eyes. Make sure sentences are twenty words or less
and only convey one thought. Use simple, familiar words. Make sure that you have provided
the definitions of any terms important to the learning experience. Try to spice up your module
titles.

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4. Delivery Methods of presentation

Delivering presentations is an everyday art form that anyone can master. To capture your
audience's attention, present your information with ease and confidence. Act as if you are in a
conversation with your audience, and they will pay attention to you. To get this level of
fluency, write an engaging narrative, use more visuals than text in your slides, and practice

What Helps you to Decide your Presentation Method?

In making a decision about your presentation method, you have to take into account several
key aspects. These include:

 The facilities available to you by way of visual aids, sound systems, and lights.
Obviously you cannot use facilities that are not available. If you are told that you will
need to present without a projector, you’re going to need to decide on a method that
works without slides.
 The occasion.
A formal conference of 200 people will require a very different approach from a
presentation to your six-person team. And a speech at a wedding is totally different
again. Consider the norms of the occasion. For example, at a wedding, you are not
expected to use slides or other visual aids.
 The audience, in terms of both size and familiarity with you, and the topic.
If it’s a small, informal event, you will be able to use a less formal method. You
might, for example, choose to give your audience a one-page handout, perhaps an info
graphic that summarises your key points, and talk them through it. A more formal
event is likely to need slides.
 Your experience in giving presentations.
More experienced presenters will be more familiar with their own weak points, and
able to tailor their preparation and style to suit. However, few people are able to give
a presentation without notes. Even the most experienced speakers will usually have at
least some form of notes to jog their memory and aid their presentation.
 Your familiarity with the topic.
As a general rule, the more you know about it, the less you will need to prepare in

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detail, and the more you can simply have an outline of what you want to say, with
some brief reminders.
 Your personal preferences.
Some people prefer to ‘busk it’ (or ‘wing it’) and make up their presentation on the
day, while others prefer detailed notes and outlines. You will need to know your own
abilities and decide how best to make the presentation. When you first start giving
presentations you may feel more confident with more detailed notes. As you become
more experienced you may find that you can deliver effectively with less.

Some Different Methods of Presentation

Presentation methods vary from the very formal to the very informal.

Very formal Formal Informal Very informal

Smaller Small team


Smallish group,
conference or meeting where
Suitable probably internal,
Large conference group where you you know the
occasion but not all known
don’t know the other
to you
audience participants

Provide Provide Provide


Provide
information to a information, hear information, or
Purpose information, but
large number of reaction, respond; generate
also get reaction
people possibly discuss discussion

Stand or sit? Stand Stand Stand or sit Probably sit

Either within the Your place at a


Present from The front of the
A lectern group or from the table, or within
where? room.
front the group

Yes, slides Perhaps a one-


controlled from Yes, slides, but Yes, but keep them
Visual aids page summary of
the lectern. Can kept fairly simple. to a minimum.
your key points.
also use video or

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Very formal Formal Informal Very informal

other multimedia.

Sound
systems/ Yes Yes Probably not No
microphone

Large conference Conference room Meeting room or Meeting room or


Type of room
hall or meeting room office office

What will you


have to Copy of your Copy of your Handout of some Nothing
provide in slides slides sort expected
advance?

Formal questions, Fairly interactive;


A formal question but you may get up to you to handle Likely to be very
Audience
session afterwards interruptions questions or interactive if you
interaction
is usual during your discussion during allow.
presentation the session

What method you choose is largely dictated by the occasion and its formality: very formal
tends to go with a larger audience, whose members you do not know well. Your role is likely
to be much more providing information, and much less about having a discussion about the
information.

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5. Communication Skills For Presentation

Deliver a persuasive presentation that is effective, engaging and powerful. Prepare and
structure their ideas in a way that is persuasive to different audiences. ... Define and refine the
purpose of their presentations. Look at how they control their verbal and non verbal
communication.

Effective Communication – Improving Your Presentation Skills

Effective communication is one of your most powerful tools. Your voice is your strongest
asset! The art of effectively delivering your message in a confident and convincing manner
involves skills which need to be practiced and refined throughout your career. Each person
has their own individual style and discovering what works best for you is an exciting journey!
Women have the strengths of intuition and creativity which contribute greatly to developing
and delivering effective presentations and enable you to be effective communicators.

Selling yourself is the first step and it’s all about perception. Your brand communicates
YOU. First impressions DO matter so dressing appropriately for the setting and your
audience is the first consideration. Then focus on the four C’s – consistency, clarity,
credibility, and confidence.

Preparation is one of the most important aspects of effective communication. Whether


you’re speaking to one person, a small group, or a room full of hundreds of people, your
preparation should be the same – thorough and detailed.

Analyze your audience. What is their background? What is their education? What are their
expectations regarding your presentation? What are their biases? What obstacles exist
regarding what you are proposing? What objections will they have? These are just a few
things to consider. Doing thorough research on who you’re presenting to allows you to
become familiar with your audience in advance and gives you an understanding of how best
to develop your message.

Effective organization of your presentation is critical to delivering a convincing message.


Determine how much time you have and how much your audience knows/needs to know
about the topic. When putting your presentation together, start at the end. What do you want
the take away to be? Whether you’re trying to sell a product, program, theory or philosophy –

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what do you want your audience to walk away with? What’s in it for them? Next, develop 3
key points to support that take away. One point should reference evidence, research or
science. One should demonstrate facts, with statistics and/or value through analytics. One
should illustrate a case study, real life example or personal experience. Using more than 3
points is overload and detracts from the focus of the take away. State a brief objective, focus
and/or mission. And lastly develop an introduction. Be creative and connect with your
audience. Grab their attention! Reverse the order for your actual presentation and you’re
ready to go!

Don’t overuse presentation tools. PowerPoint, videos, etc. are designed to enhance your
presentation, NOT replace YOU! Use them to support and/or emphasize the points you want
to make. Keep the content to three points per slide. And, don’t read the slides. Your audience
can do that for themselves!

Question and answer sessions can be intimidating. Anticipate what questions may be asked
and prepare accordingly. Don’t be afraid to say “I don’t know, but will find the answer for
you”. That’s a lot better than trying to make up an answer! Take questions from all attendees.
Listen to the entire question. Be ready to pose questions if none are asked. Restate your
objective. Control the audience. And once again, prepare and know your material so you’re
comfortable in that Q&A setting.

Edit yourself! You can’t tell your audience everything and as we all know, people stop
listening to a rambling speaker. It’s also common to talk faster when you’re presenting. Pay
attention to pace and slow down. Stick to your points and keep your presentation focused.

Your presentation style is all about YOU! Body language can be an effective form of
communication but it can also be a distraction. Too many extraneous movements or shifting
weight back and forth may indicate nervousness. Practice in front of a mirror to evaluate and
refine your style. Establish eye contact with your audience, always! And move your eye
contact from one person to the next. Never focus on just one person. Use your voice to
engage people, for emphasis, and for effect. Tone changes, pace and volume are important
tools. Nervousness is common no matter how seasoned a presenter you may be. Preparation
is the best defense. Knowing your exact goals and messaging allows you to maintain control
and direction of the presentation and conversation. And practice!!

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Post presentation analysis is an important step in continuous improvement. Spend time
reviewing the pluses and minuses of your presentation and identify ways to make it stronger
and more effective. If you have trusted colleagues with you, ask for their constructive
criticism also.

Learning from others is an extremely useful tool. I find myself analyzing the presentation
styles and skills of everyone I listen to, and borrowing lots of pearls. There is always so much
that we can learn from others!

Thanks, Marjorie, for your insights and for being our blogger this month! Next month we will
highlight another female leader in O&P.

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5.1 Verbal Communication Skills

Verbal communication means communication through spoken and written words. ... Oral
communication implies communication through mouth. It includes individuals conversing
with each other, be it direct conversation or telephonic conversation. Speeches,
presentations, discussions are all forms of oral communication.

Adding to your well-planned presentation the enhancement of verbal dexterity, is like icing
on the cake you baked with so much love. When preparing for a presentation, remember to
follow certain norms and be on the trail with care.

Communication Skills need to be improvised on for every presentation, because the topics
are different every time and so will vary the mindset of the audience. Moreover, your
communication talent should complement the flow of your presentation.

Lingual or phrasal expressions have been the most effective method for ideas to travel
since ages. Therefore, it is still considered, what you can express with with your saying,
cannot be brought out equally effectively through written words. For instance, songs that you
hear are remembered by you better than the poetries you read, written by known poets.

You recognize a certain character through the dialogues that he spoke like, ‘Friends, Romans
and Countrymen, lend me your ears….’ by Marc Antony from the famous play Julius Caesar
by Shakespeare is a line most of us are acquainted to.

There are certain steps you can follow prior to your presentation and during the course to
make it an effective one:

Rehearse to Enhance Your Verbal Expertise:

You can practice it in front of the mirror, check on your pronunciation of words and also do
have the presentable expressions on your face, while delivering the dialogue.

Be Audible and Clear:

This is highly important. Your voice should reach till the end of the room, but it should not
sound like you are yelling. Your voice should be clear and firm. It should not be shaky at all,
that actually displays a lack of confidence and the listeners lose their interest immediately.

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Do Not Read from A Script:

You can prepare one but do not mug-up a written script. It never helps rather looks like a
plastic recitation, unnatural and dull. The best solution is to take down some pointers, so that
you can look at them for reference.

Organize and Prepare A Discussion Structure:

Plan a well-thought out and structured elocution; it should correspond with the flow of your
presentation. Manage a co-ordination such that your slides move according to the topic you
are speaking on.

Presentable and Presence of Mind:

If you are competently equipped for the occasion, then the audience will never take their eyes
off you. At the same time your proficiency and presence of mind plays the decisive factor to
keep the listeners engrossed in your words.

Its a Two-way Communication:

Always leave some time for clarification of doubts and discussion, it certainly assures the
audience that you are confident about the topic and have prepared yourself thoroughly.

Verbal Communication Talent is enhanced with practice and you can improve it with
experience, but as a fresher practicing is crucial and should be done with care. Work on your
weaknesses and perfect your plus points, so that you can become a proficient presenter.

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5.2 Non Verbal Communication Skills

It also includes implicit messages, whether intentional or not, which are expressed through
non-verbal behaviors. Non-verbal communication includes facial expressions, the tone and
pitch of the voice, gestures displayed through body language (kinesics) and the physical
distance between the communicators (proxemics).

How to Communicate Non-Verbally During Presentations

Contents

 1 Face
 2 Posture
 3 Gestures
 4 Paralinguistic
 5 Personal Space

Whether you realize it or not, much of our communication is nonverbal. In just a single day,
we both express and react to thousands of non verbal cues—from facial expressions to
posture to gestures to tone of voice.

Between verbal and non-verbal communication, it’s actually the latter who speaks louder.
Think about it. If you’re faced with a presenter sending mixed signals—that is, how he’s
acting appears different from what he’s saying—which would you likely believe? As with
most people, you’re more inclined to know how to communicate non-verbally during
presentations, right? Because it’s a more natural, unconscious language that reveals our
genuine feelings and intentions.

Hence, to become a more effective presenter, you need to be sensitive not just to nonverbal
cues of others but also to your own.

Below are different ways you can communicate non-verbally and positive indicators for each.
By non-verbally expressing an open and positive attitude during presentations, you encourage
a supportive and collaborative atmosphere between you and your audience:

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Face

Even without you speaking a word, consider how much impact a smile or frown can make to
your audience. Facial expressions not only comprise a huge aspect of nonverbal
communication; they are also the only nonverbal behavior where their meanings do NOT
significantly vary across cultures.

Positive indicators:

 Establish eye contact with your audience but don’t stare or make them uncomfortable
 Smile often as this indicates openness, warmth and friendliness

Posture

Aside from your face, be aware of your posture and what it silently communicates.

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Positive Indicators:

 Avoid turning your back from the audience while presenting


 Stand up straight but keep your body relaxed
 Keep your arms and hands open with palms up to show trustworthiness and honesty
 When directly speaking to someone in the audience, lean slightly forward towards
him/her or tilt your head slightly towards their direction to convey interest
 When having to move, move slowly. It’s one way to portray you’re relaxed, focused
and calm

Gestures

Although a highly important way of communicating, gestures are one of the most neglected
aspects during presentations as more often than not, we do a lot of these movements and
signals unconsciously. But to your audience, these subtle gestures you unknowingly make
may appear deliberate.

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Positive Indicators:

 Limit repetitive movements. These can be distracting to your presentation


 Rather than allowing gestures to unconsciously take over you while presenting, be
intentional with your gestures so you can deliberately take advantage of them to
communicate meaning without words

Paralinguistic

This simply refers to vocal communication that’s apart from what you’re actually saying. It
includes nonverbal cues like your tone of voice, loudness, pitch and speed.

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Positive Indicators:

 There’s not one correct positive indicator for how you should say things as it will
depend on your presentation. If you’re trying to make a point, you may want to
express yourself in a stronger tone of voice. However, note that paralinguistic is
highly dependent on your audience’s background. Whereas one group of audience
might interpret a soft voice as lack of enthusiasm, it might be interpreted as respectful
or confident by another group of audience belonging to a different culture.

Personal Space

The amount of distance we allot between ourselves and the audience while presenting is also
an important type of nonverbal communication. But like most nonverbal aspects, the
“appropriate” personal space will depend on factors like social norms, situational factors,
familiarity level and personality attributes.

Positive Indicators:

 When presenting, the standard personal space is about 10-12 feet. But this may
slightly vary depending on your audience size and the level of intimacy you want to
establish. Just ensure you have adequate space to project confidence, credibility and
to display appropriate body language.

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Other nonverbal communication includes your appearance like the color of the shirt you wear
or hairstyle. And as with all other nonverbal communication, they can influence audience
interpretation, judgment and response. But again, what’s positive and not will mainly depend
on your presentation and your listeners so it’s imperative to know your audience.

Mastering the art of nonverbal communication doesn’t happen overnight and will demand an
increasing self-awareness. Be conscious of what your body is capable of. Notice patterns in
the way you present. Do mock conversations in front of a mirror. And once you’ve gotten
hold of your nonverbal communication during presentations, it’ll be an indispensable skill
that can definitely take your presentations to the next level.

Do you have other tips on nonverbal communication to share during presentations? Let us
know through your comments below.

Eye Contact

Eye contact helps indicates your interest in the people in the audience. It increases your
credibility. When you make eye contact with people in the audience, you increase your
chances of getting your message across. Eye contact helps you establish a connection with
the audience. When you make eye contact with people as you are speaking, you build one to
one bonds with them.

Smiles are powerful

Smiles are powerful. I always try to keep a smile on my face when I am speaking. Smiling
makes a speaker more warm, likable and friendly. When you smile, people see you as happy
– and this makes them more receptive to you. People react positively to smiles. When you
smile, the audience smiles. And a smiling audience is a receptive audience. Smiling will
help you get your points across and accepted.

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6. How to Say in Presentation

6.1 Tone of Voice in Presentation

Tone of voice is how the character of your business comes through in your words, both
written and spoken. It's not about what you say, but rather the way that you say it, and the
impression it makes on everyone who reads or hears you. Think about it.

If your speech is normal when you are sitting but your voice suddenly suffers when you get
up to present, it is highly likely you have a “Public Speaking Monkey” causing voice chaos.

Often, nervousness and anxiety about a speech can be reflected in the tone of your voice or in
the speed of your speech. When you become aware of these shifts in your speaking, you can
begin to make some vital changes.

In order to take on these speaking tips fully you need to first “Tame Your Public Speaking
Monkeys“, once that’s done you can follow these tips:

 Slow down – many people when they give a presentation compensate for their
nervousness by speaking as quickly as possible. But this can be difficult to follow and
to understand. Tame Your Monkeys and then practice speaking more slowly.
 Breathe – naturally when you’re speaking, use your diaphragm and focus on
speaking deliberately. When you speak more slowly, it allows the audience to stay
engaged and to feel confident in what you’re saying.
 Before starting your presentation take a few moments to relax and focus on being
grounded, in the room and adopt your presenter stance.
 Take purposeful pauses – this gives you a chance to think and the audience a chance
to process your points.
 Articulation – If you are someone who mumbles a little then begin to practice
exaggerating how you move your lips when you speak. You want the audience to
understand every word you are saying, and that means being deliberate in saying each
word sound.
 Volume – While you might have a microphone when you’re speaking in front of an
audience, you still want to be aware of your volume. Speak too softly and you might
come across as meek, but speak too loudly and that may come across as abrasive.

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 Practice – with a buddy in the actual room in advance. Ask them to give you
feedback on your volume, tone and pace.
 Record yourself -To gain an idea of what you sound like, it can help to use a digital
recorder to help you see where you can improve.

While scoping out the content of your speech is essential, how you deliver it is the most
important element when influencing others. When you get unbiased and honest feedback
from a public speaking coach or buddy you can begin to improve your voice and other
presentation skills too.

Simply Amazing Training offers professional presentation skills training courses for
companies and individuals. Have a look at our Guide to our most popular training courses
and presentation skills workshops or call me today for a chat to discuss; we recognise that all
of our clients are different and have different needs when it comes to their in house company
training courses.

1. Team training with personality profiles. Simply Amazing Training also


offers Insights Discovery (colors) personality profiles; this uses a simple, effective
and usable model to understand an individual’s unique preferences, and those of the
team. If you want to give your team even more tools to be successful, or fancy a
change of pace for your conference or team meeting then get in touch. I deliver
“colorful” interactive workshops on Insights Discovery which are tailored to your
needs and leave participants feeling inspired.

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6.2 Overcoming Nervousness

Nervousness Definition

Public speaking anxiety (PSA) is the fear experienced by a person when delivering (or
preparing to deliver) a speech to an audience. Public speaking anxiety is sometimes referred
to as stage fright or communication apprehension.

In The Challenge of Effective Speaking (2012), R.F. Verderber et al. report that "as many as
76% of experienced public speakers feel fearful before presenting a speech."

Ways to Calm Your Nerves Before a Big Presentation

We can't all deliver the next Gettysburg Address, but there are several small things you can
do prior to your next big presentation that will help calm your nerves and set you up for
optimal oration.

1. Practice. Naturally, you'll want to rehearse your presentation multiple times. While it can
be difficult for those with packed schedules to spare time to practice, it's essential if you want
to deliver a rousing presentation. If you really want to sound great, write out your speech
rather than taking chances winging it.

Try to practice where you'll be delivering your talk. Some acting strategists suggest
rehearsing lines in various positions-standing up, sitting down, with arms open wide, on one
leg, while sitting on the toilet, etc. (OK, that last one may be optional.) The more you mix up
your position and setting, the more comfortable you'll feel with your speech. Also try
recording your presentation and playing it back to evaluate which areas need work. Listening
to recordings of your past talks can clue you in to bad habits you may be unaware of, as well
as inspiring the age-old question: "Is that what I really sound like?"

2. Transform Nervous Energy Into Enthusiasm. It may sound strange, but I'll often down
an energy drink and blast hip-hop music in my earphones before presenting. Why? It pumps
me up and helps me turn jitters into focused enthusiasm. Studies have shown that an
enthusiastic speech can win out over an eloquent one, and since I'm not exactly the Winston
Churchill of presenters, I make sure that I'm as enthusiastic and energetic as possible before

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going on stage. Of course, individuals respond differently to caffeine overload, so know your
own body before guzzling those monster energy drinks.

3. Attend Other Speeches. If you're giving a talk as part of a larger series, try to attend some
of the earlier talks by other presenters. This shows respect for your fellow presenters while
also giving you a chance to feel out the audience. What's the mood of the crowd? Are folks in
the mood to laugh or are they a bit more stiff? Are the presentations more strategic or tactical
in nature? Another speaker may also say something that you can play off of later in your own
presentation.

4. Arrive Early. It's always best to allow yourself plenty of time to settle in before your talk.
Extra time ensures you won't be late (even if Google Maps shuts down) and gives you plenty
of time to get adapted to your presentation space.

5. Adjust to Your Surroundings. The more adjusted to your environment you are, the more
comfortable you'll feel. Make sure to spend some in the room where you will be delivering
your presentation. If possible, practice with the microphone and lighting, make sure you
understand the seating, and be aware of any distractions potentially posed by the venue (e.g.,
a noisy road outside).

6. Meet and Greet. Do your best to chat with people before your presentation. Talking with
audiences makes you seem more likeable and approachable. Ask event attendees questions
and take in their responses. They may even give you some inspiration to weave into your talk.

7. Use Positive Visualization. Whether or not you consider yourself a master of Zen, know
that plenty of studies have proven the effectiveness of positive visualization. When we
imagine a positive outcome to a scenario in our mind, it's more likely to play out the way we
envision.

Instead of thinking "I'm going to be terrible out there" and visualizing yourself throwing up
mid-presentation, imagine yourself getting tons of laughs while presenting with the
enthusiasm of Jimmy Fallon and the poise of Audrey Hepburn (the charm of George Clooney
wouldn't hurt either). Positive thoughts can be incredibly effective-give them a shot.

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8. Take Deep Breaths. The go-to advice for jitters has truth to it. When we're nervous, our
muscles tighten-you may even catch yourself holding your breath. Instead, go ahead and take
those deep breaths to get oxygen to your brain and relax your body.

9. Smile. Smiling increases endorphins, replacing anxiety with calm and making you feel
good about your presentation. Smiling also exhibits confidence and enthusiasm to the crowd.
Just don't overdue it-no one enjoys the maniacal clown look.

10. Exercise. Exercise earlier in the day prior to your presentation to boost endorphins, which
will help alleviate anxiety. Better pre-register for that Zumba class!

11. Work on Your Pauses. When you're nervous, it's easy to speed up your speech and end
up talking too fast, which in turn causes you to run out of breath, get more nervous, and
panic! Ahh!

Don't be afraid to slow down and use pauses in your speech. Pausing can be used to
emphasize certain points and to help your talk feel more conversational. If you feel yourself
losing control of your pacing, just take a nice pause and keep cool.

12. Use a Power Stance. Practicing confident body language is another way to boost your
pre-presentation jitters. When your body is physically demonstrating confidence, your mind
will follow suit. While you don't want to be jutting out your chest in an alpha gorilla pose all
afternoon (somebody enjoyed Dawn of the Planet of the Apes a bit too much), studies have
shown that using power stances a few minutes before giving a talk (or heading to a nerve-
racking interview) creates a lasting sense of confidence and assurance. Whatever you do,
don't sit-sitting is passive. Standing or walking a bit will help you harness those stomach bats
(isn't that more appropriate than butterflies?). Before you go on stage, strike your best Power
Ranger stance and hold your head high!

13. Drink Water. Dry mouth is a common result of anxiety. Prevent cottonmouth blues by
staying hydrated and drinking plenty of water before your talk (just don't forget to hit the
bathroom before starting). Keep a bottle of water at arm's reach while presenting in case you
get dry mouth while chatting up a storm. It also provides a solid object to hurl at potential
hecklers. (That'll show 'em.)

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14. Join Toastmasters. Toastmaster clubs are groups across the country (and the world)
dedicated to helping members improve their public speaking skills. Groups get together
during lunch or after work to take turns delivering short talks on a chosen topic. The more
you present, the better you'll be, so consider joining a Toastmaster club to become a top-
notch orator. Just don't forget, it's BYOB (Bring Your Own Bread).

15. Don't Fight the Fear. Accept your fear rather than trying to fight it. Getting yourself
worked up by wondering if people will notice your nervousness will only intensify your
anxiety. Remember, those jitters aren't all bad-harness that nervous energy and transform it
into positive enthusiasm and you'll be golden.

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6.3 Preparing Mentally

Visualization is the formation of mental visual images. It is an excellent way to prepare your
mind before a presentation. These are several types of visualization:

1. Receptive Visualization:

Visualization is basically using your imagination to improve your actual performance. Right
before you speak, close your eyes and imagine every detail about a successful speech. That
includes the audience having a receptive attitude, your confident posture, the charisma you
want flowing from you, and the brilliant rhetoric you’re going to use.

It’s important that you imagine the tiny details of the scene. Make the visualization as
specific as possible. Think about the techniques that you will use to speak well.

2. Programmed Visualization:

Create an Image, giving it sight, taste, sound, and smell, Imagine a goal you want to reach, or
a healing you wish to accelerate. Jane used visualization when she took up running feeling
the push of running the hills, the sweat, and the press to finish line.

3. Guided Visualization:

Make yourself comfortable. Lie down or sit up, spine straight, legs uncrossed…Take a slow,
deep breath…Continue to take slow, deep breaths…Soon you will begin to feel very
relaxed…
This is how most guided visualizations begin — with a calm, soothing voice giving you
directions on how to relax both mind and body.

Sometimes, soft music is playing in the background. A candle may be lit. The light aroma of
incense may fill the air. Your senses are engaged to heighten your experience of deep
relaxation.

After a while, with eyes closed, you may be asked to visualize a peaceful scene in nature or a
healing white light or to see yourself accomplishing a goal, to name a few possibilities. You
may also be asked to repeat affirmations to help you to feel good about yourself and to
reinforce those good feelings.

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6.4 Physical Relaxation Techniques

People who are nervous tend to breathe many short, shallow breathe in their upper chest.
Breathing exercise can alleviate this. You can do most breathing exercise anywhere. Below
are some exercise the will assist you in relaxing.

1. Deep breathing

With its focus on full, cleansing breaths, deep breathing is a simple yet powerful relaxation
technique. It’s easy to learn, can be practiced almost anywhere, and provides a quick way to
get your stress levels in check. Deep breathing is the cornerstone of many other relaxation
practices, too, and can be combined with other relaxing elements such as aromatherapy and
music. While apps and audio downloads can guide you through the process, all you really
need is a few minutes and a place to stretch out.

How to practice deep breathing

 Sit comfortably with your back straight. Put one hand on your chest and the other on
your stomach.
 Breathe in through your nose. The hand on your stomach should rise. The hand on
your chest should move very little.
 Exhale through your mouth, pushing out as much air as you can while contracting
your abdominal muscles. The hand on your stomach should move in as you exhale,
but your other hand should move very little.
 Continue to breathe in through your nose and out through your mouth. Try to inhale
enough so that your lower abdomen rises and falls. Count slowly as you exhale.

2. Progressive muscle relaxation

Progressive muscle relaxation is a two-step process in which you systematically tense and
relax different muscle groups in the body. With regular practice, it gives you an intimate
familiarity with what tension—as well as complete relaxation—feels like in different parts of
the body. This can help you to you react to the first signs of the muscular tension that
accompanies stress. And as your body relaxes, so will your mind.

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Progressive muscle relaxation can be combined with deep breathing for additional stress
relief.

Practicing progressive muscle relaxation

Loosen clothing, take off your shoes, and get comfortable.


Take a few minutes to breathe in and out in slow, deep breaths.
When you’re ready, shift your attention to your right foot. Take a moment to focus on the
way it feels.
Slowly tense the muscles in your right foot, squeezing as tightly as you can. Hold for a
count of 10.
Relax your foot. Focus on the tension flowing away and how your foot feels as it becomes
limp and loose.
Stay in this relaxed state for a moment, breathing deeply and slowly.
Shift your attention to your left foot. Follow the same sequence of muscle tension and
release.

Move slowly up through your body, contracting and relaxing the different muscle groups.

3.Body scan meditation


This is a type of meditation that that focuses your attention on various parts of your body.
Like progressive muscle relaxation, you start with your feet and work your way up. But
instead of tensing and relaxing muscles, you simply focus on the way each part of your body
feels, without labeling the sensations as either “good” or “bad”.

4. Mindfulness meditation
Rather than worrying about the future or dwelling on the past, mindfulness meditation
switches the focus to what’s happening right now, enabling you to be fully engaged in the
present moment.

Meditations that cultivate mindfulness have long been used to reduce stress, anxiety,
depression, and other negative emotions. Some of these meditations bring you into the
present by focusing your attention on a single repetitive action, such as your breathing or a
few repeated words. Other forms of mindfulness meditation encourage you to follow and then
release internal thoughts or sensations. Mindfulness can also be applied to activities such as
walking, exercising, or eating.

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5. Visualization

Visualization, or guided imagery, is a variation on traditional meditation that involves


imagining a scene in which you feel at peace, free to let go of all tension and anxiety. Choose
whatever setting is most calming to you, whether it’s a tropical beach, a favorite childhood
spot, or a quiet wooded glen.

You can practice visualization on your own or with a therapist (or an app or audio download
of a therapist) guiding you through the imagery. You can also choose to do your visualization
in silence or use listening aids, such as soothing music or a sound machine or recording that
matches your chosen setting—the sound of ocean waves if you’ve chosen a beach.

Practicing visualization

Close your eyes and imagine your restful place. Picture it as vividly as you can—everything
you can see, hear, smell, taste, and feel. Just “looking” at it like you would a photograph is
not enough. Visualization works best if you incorporate as many sensory details as possible.

For example, if you are thinking about a dock on a quiet lake:

 See the sun setting over the water


 Hear the birds singing
 Smell the pine trees
 Feel the cool water on your bare feet
 Taste the fresh, clean air

Enjoy the feeling of your worries drifting away as you slowly explore your restful place.
When you are ready, gently open your eyes and come back to the present.

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7. Presentation Tools

The prevalence of PowerPoint has made company presentations all too routine. It can be hard
to get and hold your audience's attention with mundane slides full of bullet points. It may be
an effective tool in some scenarios, but there are tons of other presentation solutions out there
that can help you engage with your audience and communicate key ideas.

While traditional tools such as PowerPoint, Google Slides and Keynote can all be used to
create presentations, you can break the conventional method – basic points on simple slides –
by including images, creating movement, and limiting each slide or section to only a couple
key points.

If you're looking to shake things up and connect with your audience in a fun and engaging
way, it may be time to try one of these solutions.

1. Visme

Visme is a cloud-based presentation tool that allows you to create highly visual presentations
to engage viewers and communicate your ideas. It features an intuitive, drag-and-drop design
method for creating presentations. The business version also prioritizes brand consistency and
company-wide image storage. When you or your employees create a presentation, it will
feature colors, logos and images that are on brand for your organization. This promotes
consistency across presentations among your employees. Visme also offers a built-in
analytics system, so you can see who has viewed your presentation and who finished it.

Visme offers multiple plans ranging from $20 per user per month to $60 per three users per
month. It's also possible to get a free live demo to see how the technology works before you
try it out.

2. Haiku Deck

Haiku Deck is a platform that prioritizes simplicity. Business owners can create elegant, basic
presentations with high-quality images. The spartan approach allows for connecting with
audiences instead of losing them in information overload due to text-heavy slides. What
separates Haiku Deck from traditional presentation tools is its library of images and array of

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fonts. It makes it easy to craft simple, powerful presentations that are accessible on any
device.

Haiku Deck offers three plans, ranging from $7.99 to $29.99 per month.

3. Pitcherific

Pitcherific is not only a presentation solution, but also a platform for building and practicing
your presentation. It's a template-based program that guides you through the presentation
creation process. Instead of drafting a few slides, Pitcherific prompts you to write out the
areas of each part of your speech. The outline for an elevator pitch, for example, includes a
hook, problem, solution and closing. There are various templates for different kinds of
pitches and presentations, so you'll have guidance on many kinds of speeches and
presentations. Pitcherific also recommends a character count for each section and
a timeclock, allowing you to track how long your speech or presentation is and stay within a
desired range.

Pitcherific's pricing depends largely on your business and its needs, so you'll have to reach
out to its sales team to get a direct quote. Pitcherific does offer a free trial in case you're
curious to see how the platform works.

4. Canva

Canva is an online platform that provides templates for a wide range of business-related
publications, like resumes, newsletters, business cards, media kits, brochures and
infographics. You can also use it to construct presentations. There are hundreds of design
layouts and templates to start with, and you can upload your own images or choose from
more than 1 million of Canva's stock images. As you build your presentation, you can adjust
text and fonts, add filters to images, and drag and drop different elements for design. You can
also upload and save your company logo.

Canva offers a free version equipped with all its features. If you're a startup or very small
business owner, this is a good option. For larger businesses, Canva for Work offers team
management features for $12.95 per month (or $9.95 per month when you pay annually).
You can try this version free for 30 days.

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5. SlideCamp

SlideCamp provide slide templates for creating company presentations. You can adjust color
schemes, add company logos, import charts and data, build infographics, and organize
presentations into sections with SlideCamp. This is a great solution for maintaining
presentation consistency across multiple presentations from your organization. After you set
up branding details, employees will be able to work with predesigned slides to easily craft
professional presentations. It's geared for larger businesses, so if you're a startup or one-
person company, this may not be an ideal solution for you.

There are a few plans available, which range from $49 to $499 per month depending on the
number of users who will access SlideCamp. There is a demo version as well, so you can try
out the service to see if it's right for your business.

6. Microsoft Events

While PowerPoint may be a tired way to handle a business presentation at times, Microsoft
has other tools that can introduce a new level of practicality to the standard presentation. It
recently introduced the ability to create live and on-demand events in Microsoft 365. These
events can be viewed in real time or on demand by remote co-workers or even workers who
were present in the meeting but want to reference what was said. It combines HD video with
machine learning to create a speaker timeline, speech-to-text transcriptions and time coding,
and closed captioning.

Live events are part of the Office 365 subscription plans. If you're already a subscriber, you
can use this tool for no additional cost.

7. Powtoon

Powtoon is an animated presentation and video platform for creating short informational
videos and presentations about your brand or product. Explainer videos are an important part
of a brand's message, and Powtoon is an affordable tool for creating animated videos and
presentations to educate consumers and clients about your business. You can easily edit
presentations and videos, add voiceover, and build a professional experience for your
customers.

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Powtoon offers a free version, but there are more robust offerings at $19 and $59 per month.

8. VideoScribe

VideoScribe is a whiteboard video presentation platform that allows small businesses to


customize their presentations to fit their needs. These videos, which feature a whiteboard and
hand that "draws" different objects and slides in the presentation, are ideal for quick
explainers and marketing videos on your business or product. You can easily place objects,
insert text, and even draw your own objects or text with VideoScribe's platform.

VideoScribe is available for either $29 per user per month or, if paid annually, $12 per user
per month. If you want to extend VideoScribe to a larger team, you'll have to pay $110
to $130 per user, depending on the number of users. You can also make a one-time payment
of $665 for a single user.

9. Prezi

Prezi is another template-based presentation solution that you can use to create persuasive
and engaging presentations with unique movement between "slides" and key points. Prezi
maps out your whole presentation on an overall track that you decide. When you switch
slides, it doesn't simply advance to the next one; it takes the viewer through the track to the
point that needs to be made. This allows your audience to visualize the progression of your
presentation. You can arrange content under different sections and create an overview so your
audience can see your entire presentation plan. This method keeps the presenation organized
and your audience engaged. You can also navigate freely through your presentation – your
track is not locked in and you can adjust when you address which points as you're presenting.

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7.1 Tools of Powerpoint Presentation

Even though more recent versions of PowerPoint look quite different than earlier versions,
the commands and functions that you're used to are still here. They’re all now in the ribbon,
which is a kind of menu that organizes them in a visual way.

Let’s first look at how the ribbon works, and then how to find where the features you want
might be.

How do you work with the ribbon?

When you open a PowerPoint document, the ribbon appears as a row of labels, or what we
call tabs.

When you go to a tab, the ribbon for that tab opens and you can see the tools and functions
that were formerly in menus and toolbars in earlier versions of PowerPoint.

When you see a feature with an arrow, you can click it to get more information or options.

You might also notice launchers, at the corner of some of the ribbon’s groups – like in the
Clipboard and Font groups. Click those to open the dialog box related to that function – the
launcher on the Font group, for example, opens the Font box, where you set effects such as
strikethrough, superscript, or character spacing.

What’s on the ribbon tabs?

The ribbon tabs group tools and features together based on their purpose. For example, to
make your slides look better, look for options on the Design tab. The tools that you use to
animate things on your slide would be on the Animations tab.

Here’s a look at what you’ll find in each of the PowerPoint ribbon tabs.

1. Home

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The Home tab holds the Cut and Paste features, Font and Paragraph options, and what you
need to add and organize slides.

2. Insert

Click Insert to add something to a slide. This includes pictures, shapes, charts, links, text
boxes, video and more.

3. Design

On the Design tab, you can add a theme or color scheme, or format the slide background.

4. Transitions

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Set up how your slides change from one to the next on the Transitions tab. Find a gallery of

the possible transitions in the Transition to This Slide group – click More at the side of
the gallery to see all of them.

5. Animations

Use the Animations tab to choreograph the movement of things on your slides. Note that you
can see many possible animations in the gallery in the Animation group, and see more of

them by clicking More .

6. Slide Show

On the Slide Show tab, set up the way that you want to show your presentation to others.

7. Review

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The Review tab lets you add comments, run spell-check, or compare one presentation with
another (such as an earlier version).

8. View

Views allow you to look at your presentation in different ways, depending on where you are
in the creation or delivery process.

9. File

At one end of the ribbon is the File tab, which you use for the behind-the-scenes stuff you do
with a file, such as opening, saving, sharing, exporting, printing and managing your
presentation. Click the File tab to open a new view called the Backstage.

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Click from the list on the side to do what you want to do; for example, click Print to find the

options and settings for printing your presentation. Click Back to return to the
presentation that you were working on.

10. Tools tabs

When you click some parts of your slides, such as pictures, shapes, SmartArt or text boxes,
you might see a colorful new tab appear.

In the example above, the Drawing Tools tab appears when you click a shape or text box.
When you click a picture, the Picture Tools tab appears. Other such tabs include SmartArt

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Tools, Chart Tools, Table Tools and Video Tools. These tabs disappear or change when you
click something else in your presentation.

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8. Presentation Skills: Conclusion

Last time, we finished up your presentation body, explaining how to piece together
supporting information in a way that really speaks to your audience. Now that you’ve
finished the bulk of your presentation, it’s time to address the conclusion. It is just as
important as the rest of your presentation, and should be considered carefully. Remember, the

Conclusion is the last thought you share with your audience, and what they are most likely to
remember.

Unfortunately, many presentations do not conclude—they just stop, sputter and die, or worse,
ramble on and on. Many excellent presentations have been ruined by a weak conclusion. The
purpose of the conclusion is to summarize and ensure that you’ve met your objective. A good
strong conclusion adds the finishing touch to an excellent presentation. There are four
important steps to an effective conclusion:

 Summarize key points


 Restate action steps
 Ask for questions
 Give a final conclusion

Summarizing Key Points

This is the first step when concluding. In a clear, concise manner, you must tell the audience
what you just told them. When you restate the key points, you should be as brief as you were
in the agenda. Do not bring in any new points! You don’t want to introduce anything new at
this point in time.

Restating the Action Step

Reiterate the action request you made in the introduction. Be sure your action step is assertive
and positive, such as, “I’m sure you’ll agree…” or, “As I have explained…” Restating your
action step at the conclusion ensures a strong, active finish. It encourages your audience to
move ahead on your request.

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Asking for Questions

When you reach your conclusion, it’s important that you open up your presentation to
questions from the audience. They may need clarification or more information, and it’s a
great way to make them feel included. We will go into more detail on question/answer
sessions in our next Presentation Skills blog post.

Final Conclusion

Yes, this whole article is about your presentation conclusion, but your final conclusion is the
“end of the end.” You should restate your action request once more, and be sure to thank your
audience.

Remember to have your conclusion clearly in your mind before you begin your presentation.
You want to be sure you conclude as strongly as you began.

Delivery Tips for the Conclusion

Use a flip chart to summarize your key points. It will keep you and your audience well
organized.

Use assertive, positive language when stating the action you want them to take, i.e., “I
believe,” “I know,” “I’m confident,” “I’m sure,” not “I think,” or “I hope.”

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Executive Summary

1. Introduction
1.1 Presentation Skills 1-2
1.2 Presentation Skills Important 2-4
2. Analysis 5-9
3. Basic Outline for Presentation 10-14
3.1 Researching, Writing and Editing 15
4. Delivery Method of Presentation 16-18
5. Communication Skills for Presentation 19-21
5.1 Verbal Communication Skills 22-23
5.2 Non Verbal Communication Skills 24-29
6. How to Say in Presentation
6.1 Tone of Voice in Presentation 30-31
6.2 Overcoming Nervousness 32-35
6.3 Preparing Mentally 36
6.4 Physical Relaxation Techniques 37-39
7 Presentation Tools 40-43
7.1 Tools of Powerpoint Presentation 44-49
8 Presentation Skills : Conclusion 50-51

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