King Abdul Aziz University Faculty Of Computing Information
King Abdul. Aziz University Faculty Of Computing & Information Technology Business English How to do effective presentation 2009 (Semester 1 ) CPIT 221
How to do effective presentation Outlines n n n Initial Planning Preparation Outlining n n n n How much materials. Designing effective power point presentation Practice makes perfect Presentation The Moment of Truth Important Elements Handling Questions CPIT 221 – 1 st Semester 2009 2
Getting Started While hard work and good ideas are essential to success, It is important to express those ideas and get others to join you. If this thought makes you nervous there are some tips to help you do a effective oral presentation. CPIT 221 – 1 st Semester 2009 3
Initial Planning The more lead time you allow yourself, the more time you will have to think to the topic and the more interesting your presentation will be. Before preparing the presentation, you'll need to determine: A. The type of talk you will be expected to give - will this be an informal chat, a seminar discussion, or a more formal presentation? B. The composition of the audience - general audience or specialists? - how many people are expected to attend? CPIT 221 – 1 st Semester 2009 4
Initial Planning ( cont. ) C. The time selected for the talk - The longer the talk, the more freedom you will have to explore the topic. - a short talk needs to be very clear and to address the topic directly. - is question time included? D. Expectations for information content (goals) - is there a specific purpose for having you give a talk? CPIT 221 – 1 st Semester 2009 5
Preparation Once you have a general idea of what you want to say, you'll have to decide how to say it. It is essential that your talk : be well-constructed, and points : be presented to the audience logically sequence and clearly. This all takes a fair amount of preparation. Start early! CPIT 221 – 1 st Semester 2009 6
Preparation (cont. ) Here a few pointers to get you started: 1. Start preparing in advance by thinking through what needs to be said. Collect material 2. Write a clear statement of the problem and its importance. 3. Develop this sentence that will catch the attention of the audience. Outlining 4. Arrange these issues in a logical sequence. 5. Using Computer-based presentation programs (Power. Point) can be wonderful time-savers. CPIT 221 – 1 st Semester 2009 7
Preparation (cont. ) 6. Organize the series of points from the most to the least important. That way, the audience will remember the important points later. 7. Determine transition elements which will help your audience to follow the link from one issue to the next 8. Use short sentences with simple constructions 9. Outline basic concepts briefly and clearly in the talk to avoid confusion. Don't assume the audience will be familiar with basic concepts of your talk. CPIT 221 – 1 st Semester 2009 8
Preparation (cont. ) 11. When using medium (slides, videos, multimedia, etc. ), choose the least complex format. Keep in mind that the more technology you use, the more things mite go wrong. 12. If you start preparing early, you'll have plenty of time to refine the presentation based on your colleagues' feedback ( ) ﺗﻌﻠﻴﻘﺎﺕ ﺍﻟﺰﻣﻼﺀ 13. The shorter the talk, the more difficult it will be to cover the material clearly and completely. Be strict about including only what is essential information for the presentation. CPIT 221 – 1 st Semester 2009 9
Outlining The primary purpose of a presentation is to provide information which the audience will then remember Later. Detailed referencing of material won't be remembered. It is important to develop a realistic view of how much material is appropriate, and the ability to eliminate non-essential material. CPIT 221 – 1 st Semester 2009 10
Outlining (How much material? ) Pre-determining the length of the content is always a problem Two wrong ways people try to reduce the length of a presentation are to : speak more quickly reduce the number of words used. One good strategy is to be very selective about what you need to say, and say it clearly with slightly longer pauses between words. The practice talk will be about 20% faster than the real presentation ( if there are interrupted questions) CPIT 221 – 1 st Semester 2009 11
How much material? ( cont. ) Try the following suggestions to get into a good approximate range: ü Estimate a rate of about 100 words per minute ü Each statement you make will require an average of 12 words ü Each concept will need to be supported by 3 - 4 statements CPIT 221 – 1 st Semester 2009 12
Outlining (Designing effective “power point” presentation) The following Tips provide on maximizing the design and delivery effectiveness of your “Power. Point” slide presentation for your audience. By studying these Power. Point presentation tips, you will be able to give a presentation that is both focused and visually appealing. CPIT 221 – 1 st Semester 2009 13
The Content of the slide n n n n The Title and the researcher information. The Main topics : What you will cover in your presentation. The Introduction The body of your topic. The result. The conclusion. Thankful slide. CPIT 221 – 1 st Semester 2009 14
First Slide The Topic By Your Name Your ID if student Your Section if student Your job title Instructor Your teacher’s name if student university name if student Sponsor The Sponsor, if any for the event Date CPIT 221 – 1 st Semester 2009 15
Make it Big (Text) n This is Arial 12 n This is Arial 18 n This is Arial 24 n This is Arial 32 n This is Arial 36 n This is Arial 44 CPIT 221 – 1 st Semester 2009 Too Small 16
Make It Big (How to Estimate) Look at it from 2 metres away 2 m CPIT 221 – 1 st Semester 2009 17
Keep It Simple (Text) n n n Too many colours Too Many Fonts and The 6 x 7 rule n n Styles No more than 6 lines per slide No more than 7 words per line CPIT 221 – 1 st Semester 2009 18
Keep It Simple (Text) Instructional Technology: A complex integrated process involving people, procedures, ideas, devices, and organization, for analyzing problems and devising, implementing, evaluating, and managing solutions to those problems in situations in which learning is purposive and controlled (HMRS 5 th ed. ) Too detailed ! CPIT 221 – 1 st Semester 2009 19
Keep It Simple (Text) Instructional Technology: A process involving people, procedures & tools for solutions to problems in learning (HMRS 5 th ed. ) Much Simpler CPIT 221 – 1 st Semester 2009 20
Keep It Simple (Table) Delhi Mumbai Goa 11, 532, 234 14, 123, 654 3, 034, 564 1, 078, 456 12, 345, 567 16, 128, 234 March 17, 234, 778 6, 567, 123 16, 034, 786 April 16, 098, 897 10, 870, 954 7, 940, 096 May 8, 036, 897 10, 345, 394 14, 856, 456 16, 184, 345 678, 095 4, 123, 656 8, 890, 345 15, 347, 934 18, 885, 786 8, 674, 234 18, 107, 110 17, 230, 095 September 4, 032, 045 18, 923, 239 9, 950, 498 October 2, 608, 096 9, 945, 890 5, 596, 096 November 5, 864, 034 478, 023 6, 678, 125 December 12, 234, 123 9, 532, 111 3, 045, 654 January February June July August Too detailed ! CPIT 221 – 1 st Semester 2009 21
Keep It Simple (Table) In 106 Delhi Mumbai Goa 11 14 3 1 12 16 March 17 6 16 April 16 10 7 May 8 10 14 16 0 4 8 15 18 August 8 18 17 September 4 18 9 October 2 9 5 November 5 0 6 December 12 9 3 January February June July Much Simpler CPIT 221 – 1 st Semester 2009 22
Keep It Simple (Figure) Too detailed ! CPIT 221 – 1 st Semester 2009 23
Keep It Simple (Figure) Much Simpler CPIT 221 – 1 st Semester 2009 24
Keep It Simple (Picture) § Art work may distract your audience § Artistry does not substitute for content CPIT 221 – 1 st Semester 2009 25
Keep It Simple (Sound & Transition) n n Sound effects may distract too, Use sound only when necessary The transition is annoying, not enhancing, "Appear" and "Disappear" are better CPIT 221 – 1 st Semester 2009 26
Make It Clear (Capitalisation) n ALL CAPITAL LETTERS ARE DIFFICULT TO READ n Upper and lower case letters are easier Sanserif Z clear CPIT 221 – 1 st Semester 2009 Serif Z busy 27
Make It Clear (Fonts) n n n Serif fonts are difficult to read on screen Sanserif fonts are clearer Italics are difficult to read on screen Normal or bold fonts are clearer Underlines may signify hyperlinks Instead, use colours to emphasise CPIT 221 – 1 st Semester 2009 28
Make It Clear (Numbers) Use numbers for lists with sequence Use bullets to show a list without n Priority n Sequence n Hierarchy, …. . CPIT 221 – 1 st Semester 2009 29
Make It Clear (Contrast) n n n Use contrasting colours Light on dark vs dark on light Use complementary colours high contrast low contrast CPIT 221 – 1 st Semester 2009 30
Make It Clear (Complement) n Use contrasting colours • Light on dark vs dark on light • Use complementary colours These colours do not complement CPIT 221 – 1 st Semester 2009 31
Make It Clear (Complement) n Use contrasting colours • Light on dark vs dark on light • Use complementary colours These colours complement CPIT 221 – 1 st Semester 2009 32
Be Consistent üDifferences draw attention n n Differences may imply importance Use surprises to attract not distract This tick draws attention CPIT 221 – 1 st Semester 2009 33
Be Consistent üDifferences draw attention § Differences may imply importance o Use surprises to attract not distract These differences distract! CPIT 221 – 1 st Semester 2009 34
Be Consistent n § n Differences draw attention Differences may imply importance Use surprises to attract not distract � This implies importance CPIT 221 – 1 st Semester 2009 35
Be Consistent n • n Differences draw attention Differences may imply importance Use surprises to attract not distract Confusing differences! CPIT 221 – 1 st Semester 2009 36
Be Consistent n n n Differences draw attention Differences may imply importance Use surprises to attract not distract This surprise attracts CPIT 221 – 1 st Semester 2009 37
Be Consistent n n n Differences draw attention Differences may imply importance Use surprises to attract not distract These distract! CPIT 221 – 1 st Semester 2009 38
When Creating n n n Text to support the communication Pictures to simplify complex concepts Animations for complex relationships Visuals to support, not to distract Sounds only when absolutely necessary Think about the people in the back of the room when creating slides CPIT 221 – 1 st Semester 2009 39
Practice makes perfect n n Practice is the most important factor contributing to a good presentation. Make time for at least a few practice runs. Do so in private at first. Then videotape yourself and watch the results. Try the presentation out in front of a few colleagues. Ask for feedback, Select those who know a little about your topic. a poorly presented talk reflects upon both you and your attitude towards the material and audience. CPIT 221 – 1 st Semester 2009 40
Presentation a few things you can do at the last minute which will help ensure a successful presentation: 1. Before the day begins, or last thing the night before, run through your talk once more. Use a mirror or visualize standing in front of an audience as you practice. 2. If possible, take a tour the room you'll use for the presentation early in the day. If the room is large, or your voice small, use a microphone. 3. If you need specialized equipment, make sure it is available. 4. Determine who will be controlling equipment for you. 5. Check again to see that your slides are oriented properly. CPIT 221 – 1 st Semester 2009 41
Presentation (cont. ) When using host Software for your presentation, many things must be considered : Ø Is the host software compatible with your presentation? Are the fonts, bullets, colors, etc. the same? Ø Is there a sound card in the host computer. Ø Did you include all the required files and resources for your presentation? Ø Back-up your presentation , or e-mail it to yourself as an attachment. CPIT 221 – 1 st Semester 2009 42
The Moment of Truth So you are sitting there, about to be introduced. Now what? n n Avoid standing behind a lectern or desk during the presentation. Stand to one side of the projection screen or blackboard, and closer to the audience if possible. Take several deep breaths as you are being introduced. State your objectives at start of your talk, then restate them again at the end of the talk. In between, discuss how your material relates to these objectives. avoid making jokes. The results can be disappointing, and may suggest an unprofessional attitude. CPIT 221 – 1 st Semester 2009 43
The Moment of Truth (cont. ) n n n Choose a natural, moderate of speech and use automatic, moderate movement. Monitor your behavior, and avoid habitual behaviors (pacing, fumbling change in pocket, twirling hair). Laser pointers are wonderful pointing devices, but remember not to point them at the audience , Don't swirl the laser around one place on the projection screen. avoid using the cursor as in pointer in your computer presentations. Speak with your audience. Involve them in the process of the presentation by posing questions and making eye contact. CPIT 221 – 1 st Semester 2009 44
The Moment of Truth (cont. ) n n n Keep an eye on your time, and don't run over your limit. Ever Be prepared for interruptions (late arrivals, cell phones or pagers, burned out projector bulbs, etc. ). Don't apologize for any aspect of your presentation. This should be your very best effort; if you have to apologize, you haven't done your job properly. Don't be afraid to give yourself credit for your own work. Don't forget to acknowledge the people's efforts how help you in your research, even if you have to skip a statement or two to remain within your time frame. CPIT 221 – 1 st Semester 2009 45
Important Elements 1. Rate: a scientific talk is about 100 words/Min. 2. Opening: should catch the interest and attention of the audience, Remember that there is no point in giving a presentation if the audience isn't listening 3. Transitions: The link between successive elements of the talk should be planned carefully, smooth, and logical. 4. Length: Don't run over! Shorten your talk by removing details, concepts, and information, not by eliminating words. CPIT 221 – 1 st Semester 2009 46
Important Elements (cont. ) 5. Conclusion: Summarize the main concepts you've discussed, and how your work relates to issues you've raised. Aim to help your audience achieve high retention of this final information. Signal that the summary ("In summary, . . . "), but don't begin the summary too soon or else the audience will start to leave before you finish! CPIT 221 – 1 st Semester 2009 47
Handling Questions Your presentation doesn't end once you've finished. The question period often is the part of the talk and your ability to interact with the audience. Here a few guidelines: 1. Always repeat each question so the entire audience knows what you've been asked. 2. Before you answer, take a moment to reflect on the question. By not rushing to give an answer, you show a respect for the questioner, and you give yourself time to be sure you are answering the question that actually was asked. 3. When you have only a limited time to make your presentation. It is essential, however, that you break the questioner tactfully. Say something like "So, are you asking. . ? " This will focus the question and give you a place to begin an answer. CPIT 221 – 1 st Semester 2009 48
Handling Questions (cont. ) 4. Avoid prolonged discussions or arguments with one person. 5. If you can't answer a question, just say so. Don't apologize. You then may: • • • Offer to research an answer, then get back to the questioner later. Suggest resources which would help the questioner to address the question themselves. Ask for suggestions from the audience. 6. Finish your answer by asking the person who asked that question whether or not you answered the question sufficiently. This acknowledges and thanks the questioner, it lets the rest of the audience feel comfortable asking questions CPIT 221 – 1 st Semester 2009 49
The End Thank the audience for their listening And I ask them if you introduce your knowledge sufficiently CPIT 221 – 1 st Semester 2009 50
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