PROJECT MANAGEMENT CERTIFICATE PROGRAM PRESENTATION SKILLS FOR PROJECT MANAGERS Why Presentation Skills? “You may have the best idea, the best product, or the best proposal. However, if you cannot present it in a professional manner, it may never be recognized as valuable.” Louis DeGeorge President International Training Corporation “Speaking on Total Quality Management” The “Top Ten” Worst Human Fears 10. Dogs 9. Loneliness 8. Flying 7. Death 6. Sickness 5. Deep water 4. Financial problems 3. Insects and bugs 2. Heights Speaking before a group 1. Source: David Wallechinsky, The Book of Lists Understanding Your Fear • • • • • Brain analyzes fear Sends alarm stimuli to brain Responds “fight or flight” Self-doubt and insecurity develop You feel naked animal fear (palms sweat and heart palpitates) Overcoming Fear • Teach your brain to distinguish between real and imagined threats • Redirect fear into energy • Use Visualization The Three Essentials of Effective Presentation Skills 1. Planning the Presentation 2. Preparing the Presentation 3. The Delivery Planning the Presentation 1. 2. 3. 4. Identifying the Purpose Analyzing the Audience Be prepared Make it unforgettable Identifying the Purpose of the Presentation • Why – What is the project purpose? • What – How have you planned to accomplish the project goal? • How – Each member of the team will share areas of the plan. Analyzing The Audience • Who are they? • What do they want? • What’s in it for me? Preparing the Presentation • • • • Key Elements: Attention Getter Introduction Body Closing Attention Grabber • What is the most compelling reason for doing this project? • Who will benefit? • Capture a visual image. • Wow your audience. • Draw them into wanting to know more about your project. Body - Plan your Strategy • • • • Introduce the Information Content Vivid examples Delivery – – – – Tell a story Be yourself Be prepared Use appropriate technology Delivery • Practice makes perfect. • Practice alone and with the team. • Remember 55% of communication is nonverbal. • Remember to smile. • Engage eye contact with the audience. • Practice, practice, practice Remember ABC’s • A – Accuracy – Check the facts • B – Brevity – tell us the top, most important information • C – Clarity – clear and to the point Power Presentation - it’s a Tool: • Keeping the mindset of a presenter is the first step in wowing your audience. Keep your visual aids: • Visible (30 pt. font) • Simple • Colorful, but don’t let them upstage you • Justified by the content — not too many or too few slides. Simple Is What Simple Does: • Simplicity is the heart of a good presentation. • PowerPoint presentation needs to evoke emotion with: – simple – powerful messages and images. • Less is really more Pictures Over Words: • “A picture is worth a thousand words”. • Build the Unexpected: • go beyond the expected • Stirring up controversy • or challenging the beliefs of your audience is a method to wake them up. For effective PowerPoint shows: • Don’t read the slides to your audience! • Make your text large. • Choose colors that make the text easier to read. • Use bullet points instead of full sentences. • Don’t let the text or graphics fly around too much. • Avoid charts and diagrams that are hard to see. Most Importantly • Remember, you control the presentation • Don’t let it control you. • PowerPoint should be a “visual aid” – not the entire show.” Keep It Simple • • • • • • Cut the clutter. Use only Two font families. One graphic image or chart per slide. Six words per bullet. Six bullets per image. Six word slides in a row. Be Consistent • Use the same colors and fonts. • Select graphic in the same style. • Templates help to maintain consistency. • PowerPoint templates available on the Web. • Make it readable. Quotable Quote “First you tell them what you are going to tell them. Then you tell them. Then you tell them what you told them.” Edward R. Morrow Closing • Remember why are you doing the project? • Who will benefit! • Make an impact! • Visuals do speak louder than words. • Make it memorable. Grading Guidelines & What to Expect? Case Presentation Guidelines • Content: – Project plan — What strategy to follow? Who are the stakeholders? How will you achieve quality? – Project scope — What is the objective? What are the boundaries, assumptions, and work breakdown? – Cost estimates — What/when are material & labor costs? – Schedule estimates — What happens when? What are the major milestones? 26 Case Presentation Guidelines (cont.) – Organization — Who’s the team? What are the roles, responsibilities, and ground rules? How to communicate? – Risks — What have you identified? How manage? – Performance measurement — How will you control it? 27 Team Presentation Guidelines • Format: – Starts at 6:00 p.m. – 30 minute time limit (followed by a 5 minute Q&A and evaluation by the Executives) – It is NOT a sales, but rather a plan presentation – Entire team must participate and present – Supporting details should be in associated docs – Brief, crisp, focused PowerPoint presentation – Should contain the information and project plan items covered during the course – Exact construction and layout is up to you* * Avoid lots of flashy graphics and sounds! 28 Example: What’s Wrong with This Slide? Quality – What Will be Tested? • Web Interface – Use and Feel – Functionality – Negative testing • Training materials – – – – Use and Feel Content Compatibility Time to Complete 29 Team Presentation Guidelines • Presentation Grading: – Each presentation and documentation set will be scored by • Mentor (50%) • All Instructors (40%) • Other Teams (10%) – You have a copy of the Presentation Evaluation Criteria and Team Peer Evaluation forms – All scores for a team are aggregated & weighted for team final presentation scoring/ranking – All team members receive the same team score 30 Program Evaluation Deadlines • Team Assessment due see syllabus • Final Course Evaluations due see syllabus 31 SAMPLE Team Assessment Form 32 Evening Outline • Presentation begins at 6:00 p.m. • Email PowerPoint presentation to [email protected] • Each team will have 30 minutes to present. • “5 minutes left” warning and a “2 minutes left” warning will be given. Evening Outline continued… • Presentation will be followed by a 5 minute Q & A by the senior executives. • Each non-presenting team will grade each presenting team using the same grading sheet as the instructors. • Students can leave their PMBOK and UPPM Guides at home. Good Luck!