Presentation skills and Time management.pptx

Time management course

1. Information Literacy for the Digital Age Musbau Dogo Abdulrahaman Department of Information and Communication Science, University of Ilorin, Ilorin, Nigeria

2. Presentation Skills and Time Management

3. Presentation Skills

4. Introduction We are in the information and digital age where every digital native is expected to posses some fundamental skills and knowledge. One of such numerous skills is the ability to present facts and ideas both in oral presentation and written materials. Examples of instances where such skills are needed are when: presenting an assignment report in class in one of your courses; defending your final year project work before a panel of examiners, presenting yourself and resume during a job interview, defending a business idea and plan before a bank loan officer, and so on.

5. Objective The objective of this lesson is to: Develop and improve your knowledge and skills in presenting facts and ideas in the above mentioned settings and others. Introduce you to basic tasks in Microsoft PowerPoint for Presentation

6. What is presentation? Presentation is the practice of explaining the content of a topic to an audience, who may be experts on a topic or news learners of a topic. A presentation is a means of communication which can be adapted to various speaking situations, such as talking to a group, addressing a meeting, or briefing a team. It involves facts and idea explanation and supported by computer

7. Components of a Presentation A presentation must incorporate and consider the following seven elements or components: Objective Facts and Ideas Audience Presenter Venue Technology Media Note: each of the elements must be adequately considered and planned for in order to ensure a successful presentation:

8. Components of a Presentation Objective: This is the aim of a presentation. It consists of one or more envisaged impact or consequences of the presentation. Facts and Ideas to be presented: Facts are pieces of information that are true or proven true. Ideas are propositions that may or may not have been proven to be true. Facts concerning the topic of a presentation can be obtained from authentic reference sources such as academic articles, dictionaries, encyclopedias, manuals, maps, government gazettes etc. The rule here is that you must be sure about the truthfulness of a piece of information before it can be considered to be a fact instead of opinion

9. Components of a Presentation Audience: This is the group of people to which the presentation is to be made. The audience may be students, panel of assessors of students’ projects, a job interview panel, a bank loan application assessment officer, or a large number of people in an auditorium. It is very important to know the expected size and characteristics of the audience so that all the remaining five elements of the presentation can be prepared for to suit the audience. The nature and characteristics of the audience usually influence the types of objectives to be aimed for, and the facts and ideas that would be appropriate for the audience.

10. Components of a Presentation… Presenter: The person who is going to present the facts, ideas and materials to an audience. The presenter may be a student, a teacher or lecturer, or a company executive. A presenter must prepare very well for each and every presentation in terms knowledge of fats and ideas on the topic generally so that he can confidently answer questions that may be asked on the topic that he might not have covered in the presentation. The presenter must dress appropriately for the topic and audience, must be confident, and must be able to speak clearly and eloquently. All these skills demand continuous practice.

11. Components of a Presentation… Venue of the presentation: This is the location where the presentation will take place. This may be a classroom, an auditorium, an office or a company board room. Ensure that the venue is well prepared and conducive for the audience. Also ensure that the equipment and facilities for the presentations are in place and tested before the presentation takes place.

12. Components of a Presentation… Technology to be used: This comprises all equipment, software packages, and techniques to be used for editing, formatting and delivering the facts or ideas before and during the presentation. In the olden days, presenters used paper and handwriting techniques to complement their speaking abilities. Nowadays, various modern IT hardware and software are being used to facilitate the preparation of materials for and actual delivery of a presentation. Examples are PowerPoint presentation software, smart digital white boards, public address systems, overhead projection equipment, etc.

13. Components of a Presentation… Media to be used: These are the physical objects in which the facts and ideas will be written or recorded, formatted and embellished, or memorized. The media could be the presenter himself or herself, and/or paper, and/or computer media, and/or other media or multimedia data types such as audio, video, graphics and animation. Formatting and embellishing: involve using various means to improve how the objects are read, seen, heard or understood by the audience, such as using different appropriate font types, sizes and colour , fore and background colours , image types, clarity and sizes, audio and video types, clarity and length, etc. Memorizing: involves the presenter ensuring that he or she can readily speak about some of the facts and ideas from memory.

14. Key Presentation Activities A presentation involves the following five (5) main groups of activities, performed in sequence: Planning and preparation: regarded as the fundamental secret of a successful presentation Rehearsal: Write down your points, practice with friends, use CLAP (i.e. let your voice be Clear, Loud, Assertive, and Pause regularly as you would in the actual presentation), Time and record yourself with phone etc Anticipating and answering questions: read wide on your topic, plan for possible questions and think through reasonable answers, be confidence, stand over your data and explain as you can, and be truthful if you don’t know the answer. Actual presentation: Think positive and don’t be panic, dress well, eat light meal on that day, be on time and ensure everything is in order. Evaluating the presentation: Always evaluate your presentation in order to build upon your strength and eliminate weaknesses. Example, ask a friend to record or assess you

15. Using Microsoft PowerPoint PowerPoint is popular software for preparing slides for projection on a screen during a presentation. Basic tasks in Microsoft PowerPoint: Open and use Microsoft PowerPoint Understand the interface of PowerPoint Create a slide containing bullets and text Import text, tables and images from other software such as MS Word, MS Excel, MS Paint into a slide Display the slides during a presentation

16. Time Management

17. Introduction “W hen you invest your time, you make a goal and a decision of something that you want to accomplish. Whether it’s to make good grades in school, be a good athlete, be a good person, go down and do some community service and help somebody who's in need, whatever it is what you choose to do, you're investing your time in that.” - Nick Saban , an American football coach

18. Introduction… Another important skill required of any digital native person is “personal time management”. In today’s world, we are constantly bombarded or preoccupied by loads of information, emails, text messages, chats, videos, voice notes and phone calls, as a result of the digitally connected world. More so, digital interactions still need to be balanced with face to face interactions, alongside formal activities of schooling, working, running a business, taking care of one’s health, home, children, parents, or friends. The list is endless!

19. Introduction… The key question then is how to allocate one’s limited time to these various activities, such that important things get done but we are also able to do pleasurable nonsensical activities so that our day-to-day life does not become drudgery.

20. Objective The objective of this section is to: Introduce you to personal time management skills and time management tools. Highlight the impacts that a digitally-connected world has on personal time and how to manage this for personal effectiveness efficiency.

21. What is Time? The Longman dictionary (2012) defines Time as “the thing that is measured in minutes, hours, days, years, etc., using clocks”; and that this can be “an occasion when something happens or when someone does something” or “a period of time during which something happens or someone does something” or “an amount of time that is available for you to do something”.

22. What is Time? Several adages allude to time, among including: “Time is money” - Anonymous “Time waits for no one” - Anonymous “Better three hours too soon than a minute too late.” - William Shakespeare “If you love life, don't waste time, for time is what life is made up of.” – Bruce Lee “My favourite things in life don't cost any money. It's really clear that the most precious resource we all have is time.” - Steve Jobs It is a general agreement that we all have only 24 hours in a day. To achieve meaningful things within the same time than others, we must have the skills and knowledge of time management

23. What is Time Management? Time management is the process of organizing and planning how to divide your time between specific activities (Mind Tools, 2017). Good time management enables you to work with greater efficiency not necessarily with more effort, so that you can achieve more in less time, even when time is tight and there are many activities demanding for your time.

24. Hinderance of Effective Time Management Among the activities or non-activities that tend to prevent effective use of your time are: Time wasters Individual personal attributes Procrastination

25. (1) Typical Time Wasters Time waster is someone or something that causes you to spend a lot of time doing something that is unnecessary or does not produce benefit (Collins English Dictionary,1994). Different ways in which time-wasting occurs in today’s digital age are: Surfing the internet for fun Checking Facebook, Tweet, Instagram posts etc Instant messaging friends especially on Whatsapp Frequently checking email unnecessarily Setting the mobile phone to ring (instead of placing it on “silent”) all the time Downloading and watching movies online Chatting online especially on Whatsapp

26. (2)Personal attributes in the use of Time A person’s ability to make the best use of their time depends to a large extent on their personality and inclinations. For example: Some people work best early in the day, whilst others work best later in the day Some people like to pace out their work effort, whilst others prefer to concentrate their efforts into short, intensive periods Some people can only deal with one issue at a time, whereas others can juggle with several simultaneously Some people are task-oriented whereas some are people-oriented etc

27. (3)Procrastination Procrastination is defined as the act of delaying or postponing or putting off something that must be done (The Cambridge English Dictionary, 2008) It is the practice of doing more pleasurable things in place of less pleasurable ones, or carrying out less urgent tasks instead of more urgent ones, thus putting off impending tasks to a later time. Sometimes, procrastination takes place until the "last minute" before a deadline.

28. Time Management Strategies The following seven (7) are recommended for effective time management: Know your goal: The first thing is goal setting (A study reported that 84% of Harvard MBA graduates had no specific goal, 13% had but not committed, and 3% had clear, written and plan goals) Assess your time : i.e track what you do ( e.g by recording) Set your Priorities and Prioritize wisely: Using a tool like Urgent – Important matrix ( 4 boxes with components: urgent and important, Important but not urgent, Urgent but not important, Neither important nor urgen t)

29. Time Management Strategies… Figure 1: Urgent – Important matrix Create To-Do List of items in Urgent and Important box, prioritising them by the deadlines for when they need to be done.

30. Time Management Strategies… Plan ahead: make a schedule, use a calendar, plan activities logically Eliminate distractions Concentrate on results Learn to say “No”

31. To-Do List To-Do List is a time management tool for organizing or scheduling work to be done based on their order of priority (importance) and timelines (urgency). A wide variety of organizers, diaries, planners, electronic tools and time management systems are available online and on mobile devices for work scheduling.

32. To-Do List Steps Steps to prepare a To Do list manually include: Write down all of the tasks that you need to complete. If they're large tasks, break out the first action step, and write this down with the larger task. Run through these tasks allocating priorities from 1 (important, urgent) to 4 (unimportant, and not urgent). If too many tasks have a high priority, run through the list again and demote the less important ones. Once you have done this, rewrite the list in priority order.

33. To-Do List Steps To use your list, simply work your way through it in order, dealing with the priority 1 tasks first, then the 2s, then the 3s, and so on. As you complete the tasks, tick them off or strike them through. What you put on your list and how you use it will depend on your situation. Many people find it helpful to spend, at least 10 minutes at the end of the day, organizing tasks on their list for the next day.

34. Activity Logs Activity logs are an important tool for time management and especially for assessing your use of time, on what activities, for what purposes, and toward achieving which of your goals. Many people don’t realize that the few minutes they waste can turn into huge amount of time over the long term. Example surfing the net for fun: 10 (min) daily x 5 days a week = 50 mins (weekly), 200 mins (monthly) and 2400 mins yearly

35. Benefits of Activity logs An activity log allows you to get a detailed understanding of how you spend your time. It ensures that knowledge gained are reinvested in yourself in order to improve and put you on the path of better time management An activity log requires that you take note of the following for each activity: Start time, End time, Duration, Activity description, Activity category, Priority, (and possibly “Could delegate?). Recording in tabular form is the best.

36. Conclusion We have discussed the needs for having presentation skills and knowledge in the digital age. Similarly, various methods and techniques required in order to achieve a successful presentation have also been presented. It has been established that time management is very important for you to achieve your goals at the expected time. By assessing how you use your time, you can make changes in order to apply the time available more profitably. Finally, tools for achieving effective time management have been introduced. It is expected that the knowledge gained and the tools introduced and many others will be explored, adopted and put in to practice.

37. References “Activity Logs are an Important Tool for Time Management”. http://www.exforsys.com/career-center/time-management/activity-logs-are-an-important-tool-for-time-management.html on 16/04/2017. Bowen, R. (2010). Example of a Time Management Activity Log. Retrieved from http://www.brighthub.com/office/home/articles/71321.aspx on 20/04/2017. Cambridge English Dictionary. (2008). Cambridge advanced learner's dictionary (3rd ed.). Cambridge: Cambridge University Press. Cole, G.A. (1996). Time Management and Personal Effectiveness. In: Management: Theory and Practice (5th ed.). London: Continuum, pp. 215-224. Collins English dictionary. (1994). Glasgow: HarperCollins Publishers. Covey, S. (2005). The 7 habits of highly effective people. London: Simon & Schuster. Dictionary.com. Retrieved from https://www.dictionary.com/ on 20/04/2017.

38. References… Longman dictionary. (2012). Longman dictionary of contemporary English (6th ed.). Harlow: Pearson. Mind Tools (2017). Time Management. Retrieved from https://www.mindtools.com/pages/main/newMN_HTE.htm on 20/04/2017. Polevoi , L. (2017). 7 Tips for Effective Time Management. Retrieved from https://quickbooks.intuit.com/r/employees/8-tips-for-effective-time-management/ on 19/04/2017. Tips for Effective Time Management. (2017). Retrieved from http://quickbooks.intuit.com/r/employees/7-tips-for-effective-time-management/ on 19/04/2017. To-Do Lists ( nd ). Retrieved from https://www.mindtools.com/pages/article/newHTE_05.htm on 21/04/2017. Well Being Portal (2011). Prioritising Tools and Techniques. http://www.aintreeworkandwell-being.nhs.uk/Well-being/Pages/Prioritising-Tools-and-Techniques.aspx Wikipedia (2017). Procrastination. Retrieved from https://en.wikipedia.org/wiki/Procrastination on 20/04/2017.