Making Effective Technical Presentations Rob Kremer Adapted from
Making Effective Technical Presentations Rob Kremer Adapted from original slides by David Maulsby /67
Why Presentations? Ø Incite decisions Ø Achieve closure Ø Motivate, educate Ø Build relationships /67
Why Be a Presenter? Ø Make contacts Ø Promote yourself Ø Promote your organization Ø Master your subject /67
Planning a Presentation /67
The Presentation Process /67 Preparation Presentation Research Audience Introduce Speaker Select Material Introduce Topic Prepare Visuals Develop Ideas Write Text Answer Questions Rehearse Draw Conclusions
Understanding the Audience /67 Research Audience Introduce Speaker Select Material Introduce Topic Prepare Visuals Develop Ideas Write Text Answer Questions Rehearse Draw Conclusions
Audience Composition Ø The Chair Ø The Head Honcho Ø The Critic Ø Your Champion Ø The Masses Research Audience Select Material Prepare Visuals Write Text /67 Rehearse
The Chair Their Role ØKeeps the meeting on track ØProtects the speaker & You ØEstablish your relationship ØRefer problems to the chair Research Audience Select Material Prepare Visuals Write Text /67 Rehearse
The Head Honcho Role ØDecision-maker & You ØMake sure s/he understands ØMarshall the audience to help you Research Audience Select Material Prepare Visuals Write Text /67 Rehearse
The Critic Their Role ØTo debunk your story & You ØAnticipate objections in your talk ØHave extra slides ready ØRehearse questions and answers ØCounteract with your champion Research Audience Select Material Prepare Visuals Write Text /67 Rehearse
Your Champion Their Role ØAdvocate for you & You ØIdentify your champion ØAttentive, nodding, interested questions ØGet his/her endorsement ØThird-party more believable Research Audience Select Material Prepare Visuals Write Text /67 Rehearse
The Masses Their Role ØA. Keen to learn, validate ØB. There on orders, bored & You ØAcknowledge them ØEarn their trust ØAppeal to their experience Research Audience Select Material Prepare Visuals Write Text /67 Rehearse
Understanding the Audience Ø What do they know about the topic? Ø What do they know about you? Ø Why are they in this meeting? Research Audience Select Material Prepare Visuals Write Text /67 Rehearse
Understanding the Audience Ø Aim to discover your champion Ø Teach the audience something new Ø Reflect their intelligence ØKeep it simple ØChallenge but don’t overwhelm Research Audience Select Material Prepare Visuals Write Text /67 Rehearse
Respecting the Audience Research Audience Select Material Prepare Visuals Write Text /67 Rehearse
Dress Code Dress to flatter your audience ØFor peers, dress up a little ØFor management, business casual ØFor customers, dress for success ØJacket and tie ØYou’re judged by your shoes Research Audience Select Material Prepare Visuals Write Text /67 Rehearse
Dress Code “But I’m a poor student, I only have T-shirts!” So what would you wear to a wedding? Research Audience Or a funeral? Select Material Prepare Visuals Write Text /67 Rehearse
Clothing Communiqué Clothing sends messages ØWhat you wear ØHow you wear it ØManners and gestures Research Audience Select Material Prepare Visuals Write Text /67 Rehearse
Professional Deportment Ø Watch your language ØNo slang ØAvoid grandiloquent sesquipedalian circumlocutions Ø Watch your body language ØRelaxed, not sloppy Research Audience Select Material Prepare Visuals Write Text /67 Rehearse
The Best Proof of Respect Be prepared ! ØYou studied your topic ØYou researched the audience ØYou rehearsed your presentation Research Audience Select Material Prepare Visuals Write Text /67 Rehearse
Selecting Material /67 Research Audience Introduce Speaker Select Material Introduce Topic Prepare Visuals Develop Ideas Write Text Answer Questions Rehearse Draw Conclusions
Selecting the Content Ø Help your audience reach their objectives ØUnderstand an issue ØAnswer a question ØMake a decision Ø Focus on what they need to learn Research Audience Select Material Prepare Visuals Write Text /67 Rehearse
Organizing the Talk Ø Acknowledge the objectives Ø Yours and theirs Ø Establish common ground Ø From You and Them to We Ø Provide a roadmap Ø Outline / graphic Ø “Say what you’re going to say…” Research Audience Select Material Prepare Visuals Write Text /67 Rehearse
Organizing the Talk Ø The storyline ØHistory, process, relationship Ø The argument ØThesis / antithethis / synthesis Ø The contribution ØProblem / solution Research Audience Select Material Prepare Visuals Write Text /67 Rehearse
Visual Aids /67 Research Audience Introduce Speaker Select Material Introduce Topic Prepare Visuals Develop Ideas Write Text Answer Questions Rehearse Draw Conclusions
Visual Aids Ø Graphics reveal relationships Introduce Speaker Introduce Topic Develop Ideas Answer Questions Research Audience Select Material Draw Conclusions /67 Prepare Visuals Write Text Rehearse
Visual Aids Ø Introduce speaker Ø Introduce topic Ø Develop ideas Ø Answer questions Ø Draw conclusions Research Audience Select Material Prepare Visuals Write Text /67 Rehearse
Visual Aids Introduce Speaker Introduce Topic Develop Ideas Answer Questions Draw Conclusions Research Audience Select Material Prepare Visuals Write Text /67 Rehearse
Color Schemes Bad Good Too Little Contrast Good Contrast Complementary Colors OK for Accent; Tiring Too Many Colors Best for Colorful Diags Ø Use very dark or very light background Ø High contrast Ø Avoid red, green /67 Research Audience Select Material Prepare Visuals Write Text Rehearse
Color Connotations Formal and methodical Cool and rational Mysterious and intriguing Exciting marketing message Another exciting message Research Audience The plain old facts Select Material Prepare Visuals Write Text /67 Rehearse
Special Effects Research Audience Select Material Prepare Visuals Write Text /67 Rehearse
Uses of Special Effects Ø Wake up the audience Ø Turn on imagination Ø Illustrate an idea Ø Drive home your point Ø Demonstrate your prowess Research Audience Select Material Prepare Visuals Write Text /67 Rehearse
Special Effects Ø Decoration Ø Animation Ø Sound Ø Video Ø Demo / scenario Research Audience Select Material Prepare Visuals Write Text /67 Rehearse
Effects Ø Illustrate relationships, processes Ø Favorite of s a l e s m e n ØDemos make effects unnecessary Research Audience Select Material Prepare Visuals Write Text /67 Rehearse
Effects Bob Alice ack(Alice, Bob, x) inform ack(Bob, Alice, x) request ack reply(Bob, Alice, x) inform ack reply agree ack(Alice, Bob, x) act(Bob, Alice, x) inform ack reply-propose-discharge(Alice, Bob, x) Ø Use to build up complex ideas/ diagrams /67 propose-discharge(Bob, Alice, x) done ack inform ack(Bob, Alice, x) reply-propose-discharge Research Audience confirm ack Select Material Prepare Visuals Write Text Rehearse
The Text /67 Research Audience Introduce Speaker Select Material Introduce Topic Prepare Visuals Develop Ideas Write Text Answer Questions Rehearse Draw Conclusions
Slide Formatting Ø Number your slides! Ø One topic per slide Ø Minimal text ØGraphics where possible Ø 3 points Research Audience Select Material Prepare Visuals Write Text /67 Rehearse
Using the Web Ø Archive and distribute material Ø Elaborate slide content Ø Power. Point is much easier to maintain Research Audience Select Material Prepare Visuals Write Text /67 Rehearse
Rehearsal /67 Research Audience Introduce Speaker Select Material Introduce Topic Prepare Visuals Develop Ideas Write Text Answer Questions Rehearse Draw Conclusions
Practice, Practice Ø Rehearse to a live audience ØOnce is not enough! Ø Practice the mechanics ØSet up ØRoles and signals ØIntroducer, speaker, slide controller ØHandoffs Research Audience Select Material Prepare Visuals Write Text /67 Rehearse
Giving the Presentation /67 Research Audience Introduce Speaker Select Material Introduce Topic Prepare Visuals Develop Ideas Write Text Answer Questions Rehearse Draw Conclusions
Remember… Ø You’ve been granted the privilege of speaking Ø Your audience is spending a lot of valuable time on you Ø The speaker is remembered long after what s/he says is forgotten Introduce Speaker Introduce Topic Develop Ideas Answer Questions /67 Draw Conclusions
The Speaker /67 Research Audience Introduce Speaker Select Material Introduce Topic Prepare Visuals Develop Ideas Write Text Answer Questions Rehearse Draw Conclusions
Introductions Ø Have the chair introduce you ØImplicit endorsement Ø Greet and acknowledge the audience Ø Introduce your team Introduce Speaker Ø Your qualifications Introduce Topic Develop Ideas Answer Questions /67 Draw Conclusions
Presenting Yourself Ø You are an authority Ø You inspire others Ø You can act on what you say Introduce Speaker Introduce Topic Develop Ideas Answer Questions /67 Draw Conclusions
Presenting Yourself Ø Speak up! ØSelf-confidence Ø Speak smoothly ØHesitation, nervousness implies incompetence Ø Eye contact ØHonesty, trust Introduce Speaker Introduce Topic Develop Ideas Answer Questions /67 Draw Conclusions
Coping with Nerves Ø Shake ‘em off Ø Be well prepared Ø Nothing new Ø Backups Ø Thank the audience Ø Find a friend Ø Stand tall Introduce Speaker Introduce Topic Develop Ideas Answer Questions /67 Draw Conclusions
Inspiring Others Ø Project enthusiasm Ø Demonstrate teamwork Ø Wake up the audience Introduce Speaker Introduce Topic Develop Ideas Answer Questions /67 Draw Conclusions
Walk the Talk Ø Mention your track record Ø Demo! Ø Propose action, incite decision Introduce Speaker Introduce Topic Develop Ideas Answer Questions /67 Draw Conclusions
The Topic /67 Research Audience Introduce Speaker Select Material Introduce Topic Prepare Visuals Develop Ideas Write Text Answer Questions Rehearse Draw Conclusions
Set the Agenda Ø Desired outcome of this meeting? Ø Why is this talk important NOW? Ø Why are you the ideal presenter? Introduce Speaker Introduce Topic Develop Ideas Answer Questions /67 Draw Conclusions
Provide a Roadmap Ø Outline ØBRIEFLY Introduce Speaker Introduce Topic Develop Ideas Answer Questions Ø Preview the argument ØBoldly state a controversial conclusion and promise to prove it Draw Conclusions Introduce Speaker Introduce Topic Develop Ideas Answer Questions /67 Draw Conclusions
The Material /67 Research Audience Introduce Speaker Select Material Introduce Topic Prepare Visuals Develop Ideas Write Text Answer Questions Rehearse Draw Conclusions
Maintain the Pace Ø Watch your remaining time Ø Preserve time for questions ØDon’t invite audience to interrupt you Ø Skip rather than skim slides ØDon’t talk too fast Introduce Speaker Introduce Topic Develop Ideas Answer Questions /67 Draw Conclusions
Interactions /67 Research Audience Introduce Speaker Select Material Introduce Topic Prepare Visuals Develop Ideas Write Text Answer Questions Rehearse Draw Conclusions
Interaction Skills Ø Don’t block the slides Ø Scan the audience (eye contact) ØDon’t stare at your slides Ø Move into the audience Introduce Speaker Introduce Topic Develop Ideas Answer Questions /67 Draw Conclusions
Interaction Skills Ø Vary your voice (level, pitch) Ø Talk with your hands ØGently Ø Invite participation ØLeading questions Introduce Speaker Introduce Topic Develop Ideas Answer Questions /67 Draw Conclusions
Questions Ø What if nobody has any? Ø Plant questions in your text Ø Ask the audience ØSurvey says… Ø Have answers on “reserve slides” Introduce Speaker Introduce Topic Develop Ideas Answer Questions /67 Draw Conclusions
Difficult Questions Ø What if you don’t know the answer? ØAdmit it ØPromise to follow-up ØCanvas the audience Ø What if the question is irrelevant? ØTake it off-line Introduce Speaker Introduce Topic Develop Ideas Answer Questions /67 Draw Conclusions
Coping with Trouble Ø “Walk-on’s” (latecomers) ØGreet them Ø A speech from the floor A bulldog questioner ØTake it off-line Ø Turn to the chair for help Introduce Speaker Introduce Topic Develop Ideas Answer Questions /67 Draw Conclusions
Summing Up /67 Research Audience Introduce Speaker Select Material Introduce Topic Prepare Visuals Develop Ideas Write Text Answer Questions Rehearse Draw Conclusions
Presentation Strategies Ø Profile your audience Ø Define your presentation goals and stick to them! Ø Prepare to convince and impress Ø No compromises! Introduce Speaker Introduce Topic Develop Ideas Answer Questions /67 Draw Conclusions
Presentation Tactics Ø Establish common ground Ø Interact with audience Ø Maintain control of the floor Ø Show rather than tell Ø Work toward a conclusion Introduce Speaker Introduce Topic Develop Ideas Answer Questions /67 Draw Conclusions
Your Customer Presentation /67
Planning Your Talk Ø Who is the audience? Ø What are their objectives? Ø What are your objectives? Ø What is the minimum you can say? Ø What problems may arise? /67
Giving Your Talk Ø Who will you need onstage? Ø How will you involve the audience? Ø How many slides should you prepare? Ø What visual aids can you use? /67
Questions Welcomed! For more information, please contact Rob Kremer kremer@cpsc. ucalgary. ca /67
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