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Presentation SkillsPresentation Skills
for Managersfor Managers

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1. Developing Great CONTENTCONTENT
2. Preparing Great DESIGNDESIGN
3. Conducting Great DELIVERYDELIVERY
ContentsContents
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ContentContent
Three Elements of Great PresentationThree Elements of Great Presentation
DesignDesign
DeliveryDelivery
GreatGreat
Presentation !Presentation !

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Developing Great CONTENTDeveloping Great CONTENT

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Steps in Preparing ContentSteps in Preparing Content
AnalyzingAnalyzing
Your AudienceYour Audience
GatheringGathering
Relevant Data &Relevant Data &
InformationInformation
ConvertingConverting
Your Data intoYour Data into
an Outlinean Outline

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Analyzing Your AudienceAnalyzing Your Audience
• Needs
• Knowledge level
• Attitude – how do they feel about the topic?
• Demographic Information – this may include the
age, gender, culture, and language of the audience
members

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Gathering Relevant Data & InformationGathering Relevant Data & Information
• Before you start your research to gather relevant
information, there are three questions should be
considered :
• What do I want my audience to gain?
• What might they already know about my topic?
• What is the objective of the presentation?

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Converting Your Information into an OutlineConverting Your Information into an Outline
• There are three steps to creating an outline :
1. Determine the outline style
2. Group your raw data
3. Arrange into outline format

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Outline StyleOutline Style
Chronological Shows events in order as they occurred
Takes the audience on a journey through a
flowing presentation
States the problem, the why’s, your
solution, and a summary
States the cause and explains the effect(s)
Narrative
Problem/
Solution
Cause/ Effect

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Outline StyleOutline Style
Topical Divides the general topic into several
subtopics
Uses some or all of the what, who, where,
when, why, and how questions
Journalistic
Questions

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Outline FormatOutline Format
IntroductionIntroduction
BodyBody
ConclusionConclusion
OutlineOutline
FormatFormat

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Outline FormatOutline Format
• IntroductionsIntroductions
• Should include an agenda and clarify the goals and
objectives of your presentation.
• Can include an overview of a situation, a statement
of the current situation of the organization, or a recap
of history.
• Can use the strategies that help an introduction get
attention: a quote, a question, humor, a creativea quote, a question, humor, a creative
image, an anecdote, or a sharing of emotionsimage, an anecdote, or a sharing of emotions.

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Outline FormatOutline Format
• BodyBody
• Chronological
• Narrative
• Problem/Solution
• Cause/Effect
• Topical
• Journalistic Question

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Outline FormatOutline Format
• ConclusionConclusion
• Summarize the main points of your presentation
• Provide closure, and leave an impression
• Can consist of recommendations, future directions,
next steps to take, and so forth

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Building Great DESIGNBuilding Great DESIGN

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Presentation DesignPresentation Design
Key Rules when Creating Bulleted Text:Key Rules when Creating Bulleted Text:
• Use one concept per slide
• Use key words and phrases
• Make your bullet points consistent in structure
• Capitalize properly – capitalize the first letter of
the first word only

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Three Keys of Great DesignThree Keys of Great Design
1.1. LayoutLayout
2.2. ConsistencyConsistency
3.3. ColorColor
Great SlideGreat Slide
PresentationPresentation
DesignDesign

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LayoutLayout
1.1. LayoutLayout
• Consider your layout to be like the skeleton of your
presentation….Just as our skeleton support our
bodies, your layout should support your message and
provide structure.

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ConsistencyConsistency
2. Consistency2. Consistency
• You must be consistent in the following design elements:
• Your placement of text and images
• Your fonts style and sizesYour fonts style and sizes
• Your background
• The sytle and treatment of your imagery
• Your charts

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ColorColor
3. Color3. Color
• Use high contrast to increase legibility (e.g., black text
on clear and yellow on dark blue)
• Colors should not clash – they should have a high
degree of harmony
• Avoid clutter by using no more than four colors

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Consistent FontsConsistent Fonts
• The two main classifications of fonts are serif and sans serif
fonts
• Serif fonts have small flourishes extending from the main
strokes of each letter (examples : Times New Roman, Book
Antiqua, Bookman Olds Style, Garamond). Sans serif
don’t; they are straight and clean (examples : Arial,
Verdana, Helvetica)
• Sans serif fonts are best suited for electronicSans serif fonts are best suited for electronic
presentationspresentations

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Tips for Planning Great SlidesTips for Planning Great Slides
• Use slides sparingly. Avoid the overuse of slides or
unnecessary slides.
• Make slide pictorial. Graphs, flowcharts, etc., all give the
viewer an insight that would otherwise require many words.
• Make text and numbers legible. Minimum font size for most
room set-ups is 20 pt.
• Make pictures and diagrams easy to see.

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Design GuidelinesDesign Guidelines
Avoid thisAvoid this
This is better

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Effective Charts and GraphsEffective Charts and Graphs

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Avoid slide like this one……Avoid slide like this one……

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Conducting Great DELIVERYConducting Great DELIVERY

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Delivering Your PresentationDelivering Your Presentation
VoiceVoice
Language UsageLanguage Usage
MovementMovement
Body LanguageBody Language
Great
Delivery

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Managing Your VoiceManaging Your Voice
• Try to sound natural, so your rhythm and tone is
appropriate to the message you are delivering
• Develop three important qualities:
• Volume
• Intonation
• Pacing

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Managing Your VoiceManaging Your Voice
Volume
Avoid to speak in monotone. Put more
feeling into your voice and make it livelier by
changes in your intonation.
Speak loudly enough to reach all the
members audience without overpowering
those closest to you.
Intonation

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Managing Your VoiceManaging Your Voice
For most of us, this is natural – except when
we are nervous or excited. Practice, and you
can figure out what sounds natural and
appropriate for the points you are making.
Pacing

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Language UsageLanguage Usage
• When you speak, convey confidence and show interest in
what you’re presenting. Speak with feelingSpeak with feeling.
• Use short sentencesshort sentences and short, simple wordsshort, simple words.
• Speak slowly and clearly enoughslowly and clearly enough that everyone in your
audience can understand every word.

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MovementMovement
• If possible, “work the room and work the audiencework the room and work the audience”
• Move appropriately and with purposeappropriately and with purpose – don’t move
simply because you’re nervous
• Your movements should be natural and support yournatural and support your
wordswords and the rest of your presentation
• Don’t move constantly. Pause for effect. Stand still toStand still to
make an important pointmake an important point

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Body LanguageBody Language
• Stand straightStand straight, but not stiff. You should radiate energy
• Be relaxedBe relaxed, be casual, but don’t be lazy
• Use your hands, arms and gestures. Just let your bodyJust let your body
react to how you feelreact to how you feel
• Make good eye contactMake good eye contact – the rule of thumb for eye
contact is three to five seconds per person

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Body LanguageBody Language
• Do not keep hands in your pockets
• Do not keep hands “handcuffed” behind your back
• Do not keep your arms crossed
• Do not put hands in “fig leaf” position
• Do not wring your hands nervously

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In advance of your presentationIn advance of your presentation
• Practice – a lotPractice – a lot. Don’t just think your presentation through :
act it out, in front of friends, or family. Time each section of
your presentation and develop a schedule.
• Memorize the first two minutesMemorize the first two minutes of your presentation, so
you breeze on through the time when the butterflies are
most active.

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In the hours before presentationIn the hours before presentation
• Think positive thoughtThink positive thought : visualize yourself feeling at ease
with the audience
• Use affirmationUse affirmation (e.g., “I can do this. I am prepared. It will
go well”)
• Make sure all the equipment is working properlyworking properly
• Remember that the people in your audience are human too,
just like you. They want you to succeed !They want you to succeed !

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When you enter the room:When you enter the room:
• Focus on making your movements fluid and confidentFocus on making your movements fluid and confident,
neither too slow nor too fast
• Find a few friendly faces in the audience, for reassurancefor reassurance
• Smile.Smile. Show that you want to be there
• Be yourselfBe yourself

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How to Handle Tough SituationsHow to Handle Tough Situations
Problem :
• Know-it-all – A participant who feels like more of an expert than
you.
Solution :
• Don’t fight it. Involve know-it-alls in your presentation.
• They may have some great information to contribute. Allowing
them to participate and share their thoughts will not only show
how confident you are, but also help them get more out of your
presentation.

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Problem :
• Unprepared participants – Those who haven’t prepared for the
presentation as you requested.
Solution :
• Be flexible. Take something out of your agenda to allow the group
time to get up to speed.
• Keep in mind your overall objective of the presentations.
• Don’t force your agenda; modify it to meet your objective.
How to Handle Tough SituationsHow to Handle Tough Situations

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Problem :
• After-lunch nap time – One of the toughest times to keep people
engaged.
Solution :
• If you have anything to do with planning the lunch selections, go
light – and no heavy desserts.
• If you really need to get everyone going again, get out those
icebreakers.
How to Handle Tough SituationsHow to Handle Tough Situations

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Problem :
• Non-stop talker – A participant who carries on conversations
during the presentation.
Solution :
• Take a few moments to share what you talked about. This usually
makes the talker feel more involved and want to stay engaged and
participate with you instead of others.
How to Handle Tough SituationsHow to Handle Tough Situations

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Planning for the QuestionsPlanning for the Questions
• Anticipate the questions that might come up
• Listen carefully to the questioner
• Repeat or rephrase the question
• Answer clearly and concisely
• Go to the next question

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Dealing with DisastersDealing with Disasters
• You find out that the time allotted has been reduced.You find out that the time allotted has been reduced. At the
very worse, you can make your points, support the with the
essentials, ask and answer the most likely questions on your list.
• The slide equipment failsThe slide equipment fails. You know then saying, “The show
must go on”. Apologize to the audience and then add something
like “Now return with me to a distant past, before Powerpoint,
when all we had for presentations was our notes and perhaps a
blackboard or flipcharts.” Then, make the most of your primitive
tools.

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Dealing with DisastersDealing with Disasters
• You tell a joke that falls flat.You tell a joke that falls flat. Ouch! Just shrug your shoulders
and apologize: “I am sorry. I got that joke at a Henry Youngman
clearance sale.” (You can choose your own comedian).
• You get nervous and flustered and lose track of where youYou get nervous and flustered and lose track of where you
areare. Figure out where you are from your slides and notes. If you
can’t, just be honest : “My brain has derailed. Who can back me
up so I can the on the track again?”

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Recommended Further Readings:
1. Jennifer Rotondo and Mike Rotondo, Presentation Skills for Managers,
McGraw Hill
2. David A. Whetten and Kim S. Cameron, Developing Management Skills,
Harpers Collins Publisher.

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