417 WS 5

1. Professional Attitudes and
Behaviours
Workshop 5 Presentation
skills and Report Writing

2. Review of Module Overview
Workshop 3
Communicati
on Skills and
Interpersonal
Behaviour
Workshop 2
Time and
Project
Management
Workshop 4
Team
Working
Workshop 1
The
Commission
Module
overview
Business
Analysis
Workshop 5
Report
Writing
Presentation
Skills
Workshop 6 (10% of final mark)
Team Presentations on Workshops
1 – 5
Communications
Project Management
Business Analysis
Workshop 9
Customer
Relationship
Management
Preparation
for Board
Paper
Workshop 7
Preparation
for
Charitable
Activity
PAVE
fundraising
activity
Workshop 8
(20% of final
mark)
Observed
Charitable
Activity
Video Blog
(30% of final
mark)
10 minutes –
reflections on
module and
learning
Workshop 10
(40% of final mark –
30% group 10%
individual)
Team Presentations to
Client Board
Based on Board Paper
Board Paper
to be
submitted
750 words
Readings to be advised
Assessable content

3. Objectives
- Describe the processes and structure of effective presentations
- Create impact when presenting
- Develop self confidence
- Deliver a confident and persuasive presentation
- Review the format for a typical written report
- Practice both presenting and writing a report

4. Presentation structure
Introduction
Main body
Conclusion
What’s in it for the audience?
Tailor to the audience
Call to action !

5. Before designing your presentation
• Be clear about the aims and objectives of the presentation
• Know who your audience is
• What are they expecting to hear?
• What reaction do you want from them?
• You need to bring this out in the presentation/report – if you don’t, you
won’t get the reaction you want!

6. Practice session
In your teams
Each person has two minutes to present to the group
- Your name
- Where you were born
- Something that happened to you while you were a teenager
Share thoughts on how easy/difficult that was
How does the group feel about the more substantive presentation in
workshop 6?

7. Gathering your thoughts
Get your ideas down and then rearrange them into a logical order
Use mind maps or post it notes
Trim out anything that doesn’t actually add value to the presentation
The shorter and simpler to understand, the more your audience will like it

8. What’s in it for the audience ?
• Opportunity / enhanced opportunity
• Need / Greed
• Fear / Threat
• Decision / Mystery
• Key questions
• Bombshell
Make them want to listen

9. Great presenters … and not so great presenters!
https://www.youtube.com/watch?v=dYAr4lhPb_s
https://www.youtube.com/watch?feature=player_e
mbedded&v=jiN7z25iqpg

10. Contact with your
audience
Non Verbal communication
Mannerisms / Arms & Gestures
Positioning / Posture
Facial expressions / Eye Contact
Voice - Volume / Pace / Pause
No “theatricals” / exotic accessories (jewellery etc.)
Hands empty, on display, above belt
No repetitive habits Reduce distractions

11. Body language
Head position generally straight indicates greater confidence
and authority
Good posture - back is straight and shoulders square
appears balanced and confident.
A slight lifting of the chin can indicate interest
Tilting the head up and back (literally ‘looking down your
nose’!) is a superior or distant head position
Hands relaxed and open indicate a more open mental
attitude
Closed hands indicate the opposite.
Folding your arms in front creates a barrier and says
‘unapproachable’

12. Visual contact
Do’s and Don’t’s
Facial expressions and scanning
See everyone without turning
Never stand back to window
Scan regularly all delegates

13. Easy Listening
Voice
Clear, audible - not too fast
Pace, pitch, tone
Relevant pauses

14. Looking after your voice
• Regular breaks
• Vary the pitch and tone
• Don’t abuse your voice (shouting, speaking unnaturally)
• Rest it if you are unwell
• Take a steam inhalation
• Avoid clearing your throat often (swallow or drink water instead)
• Drink plenty of water (rather than dehydrants – tea coffee coke)
• Avoid unpleasant atmospheres (noisy, dusty, smoky, dry, traffic)
• Warm your voice up

15. Voice clarity
Actors warm up exercises:
The six sick sheikh’s sixth sheep’s sick
Red leather yellow leather
Peter Piper Picked a Peck of Pickled Pepper. If Peter Piper Picked a Peck
of Pickled Pepper, where’s the Peck of Pickled Pepper Peter Piper Picked?
Here is one actor’s way of warming up, and he made it into a real
Scene!
http://www.youtube.com/watch?v=2YCHmOAbJBs

16. Emphasis
The vicar didn’t kill his wife with a piece of
lead piping
How does the meaning of the sentence change when you put emphasis on
different words?

17. Preparing Visuals
Use a title to give identity
Use bullet points or separate lines
Use colours sparingly
Don’t overload the slide
Use strap lines to deliver messages (audience listens to you
more)
Don’t read off the slide. Your audience can read, you just
embellish
Any other ideas for making visuals interesting?

18. Dealing with Questions
If you know the answer:
Give a brief response, long responses may shut off a large audience.
If confidential; acknowledge, listen and politely respond based on the
confidential nature of the question.
If applicable have a 1:1 after the presentation especially if only one person
is involved.
If you don’t know the answer:
Admit you don’t know.
Promise you will find out within 48 hours i.e. ask “can you give me the
opportunity to find out a full response”.
Do find the answer and respond, it is a credibility issue or pass it back to
the originator or the audience.

19. Preparing for the day
Where is it? Room size?
Who is the audience? Internal / external?
What time of the day is the presentation?
Finish the content early, a few days in advance
Practice several times, know the material inside out!
What equipment do you require? (Internet / Wi-Fi / USB?)
Prepare your appearance
Arrive ready, and early!

20. Preparation is the key…
The only time that SUCCESS comes before WORK is in
the dictionary
Remember the five Ps
Proper Preparation Prevents Poor Performance!

21. Overcoming Nerves
• Be Prepared
• Breathe deeply
• Think positively
• Have good visuals
• Know what you are doing
• Prepare the environment to be comfortable
• Stand firmly

22. Final Top Tips
• Smile early in the presentation (and a few more times)
• Hook the audience – a strong purpose
• Gesture connected to the material
• Varied facial expressions
• Listen for your verbal viruses – be natural
• Make a strong first impression
• Speak clearly - Pause to let audience take in key points
• Emphasis key words
• Prepare & practice for confidence

23. Further practice
In groups again
Two things that you have learnt from this workshop that you will practice
before the Workshop 6 presentations

24. Your presentations during workshop 6
Your presentations should contain:
- The outputs of your competitive analysis
- The critical path of your project
- Details regarding what you have achieved so far regarding your
commission
- Something from each team member on one thing they have learnt from
the module so far

25. Order of play
Team A: 15 minutes presentation, 10 minutes questions
Team B: 15 minutes presentation, 10 minutes questions
Team C: 15 minutes presentation, 10 minutes questions
Team D: 15 minutes presentation, 10 minutes questions
Team E: 15 minutes presentation, 10 minutes questions
Feedback from panel, general and team specific

26. Professional writing is
Concrete
Commercial in tone
Closes down topics
Meets an identified need
Suggests ways forward
Delivers value to the business

27. Writing a report
Why is the report necessary?
Who is the report for?
What do I want to say?
When does it need to be circulated/presented?
Where do I look to get the information I need?
How does it need to be delivered?

28. The process of writing
Gather raw data
Assemble the key
facts
Analyse the
information
Interpret the
analysis
Present
conclusions

29. The format of a report
Executive Summary
One of two short paragraphs that summarise succinctly what is contained in the report. It
is not an introduction it is an overview
Background
How did we get to the stage we are currently at – provides context within which the report
is written
Main body of the report
The meat of the report, including any analysis undertaken, tables of figures
Conclusions
Based on the analysis, what key findings do you think arise
Recommendations
What actions do you think should be taken, who should take them, and by when
Appendices
Things which are valuable to know but don’t need to be in the main body of the report

30. Over to you
For the rest of the workshop, work on your presentation.
You don’t need to do your report until before workshop 10 and you will be
given a recap on the process before that.
Your tutor is available to help you out with any questions you have