Presentation Skills Preparation Boğazıçı University May 13 2004

Presentation Skills: Preparation Boğazıçı University May 13, 2004 Tom Atkinson

Feedback What you liked 1. • • Just the right speed Slides were better What could be improved 2. • • • Too slow Slides need more color Make topic more interesting Boğazıçı University Tom Atkinson

Agenda 1. 2. 3. 4. 5. Motivation Preparation Process Presentation Sequence Effective Slides Visual Aids Boğazıçı University Tom Atkinson

Part 1 Motivation

People judge your presentation based on how you present 7% What you know 93% How you present Source: EXBU Boğazıçı University Tom Atkinson

School vs. Work School evaluation mostly paper-based n “Out there” it is the reverse n You are in luck: This skill can be practiced Boğazıçı University Tom Atkinson

Seeing and hearing aid retention Boğazıçı University Tom Atkinson

Part 2 Preparation Process

Preparation process: first draft Start early and: 1. Know your audience 2. Define your purpose 3. Gather data 4. Organize 5. Practice! Boğazıçı University Tom Atkinson

1. Know your audience Before starting to write, need to know: n Size n Needs, interests, and concerns n Knowledge level n Motivation level Boğazıçı University Tom Atkinson

2. Define your purpose Two main reasons to give a presentation: n Inform n Persuade In this class your job is Inform Boğazıçı University Tom Atkinson

Say it in one sentence with no “ands” n n n “How to overcome security flaws in Wi. Fi” “Applicability of Web. Services technology in business” “Nanotechnology applications that will be marketable in the next 3 -5 years” Boğazıçı University Tom Atkinson

Say it in one sentence with no “ands” NOT: n “Security flaws in Wi. Fi and how to overcome them” n “Nanotechnology and robotics in household appliances” Boğazıçı University Tom Atkinson

3. Gather data n n n Collect evidence Determine main points (2 -5) Prepare charts and graphs Boğazıçı University Tom Atkinson

4. Organize Place data into the appropriate section: n n Introduction Body n n n Topic #1 Topic #2 Topic #3 Conclusion Questions “Say what you are going to say, say it, then say what you just said. ” Boğazıçı University Tom Atkinson

4. Organize 3 point technique Contrast & Compare Alphabetical Problem-Cause. Solution Chronological Inductive Reasoning Source: Lehman & Du. Frene Boğazıçı University Tom Atkinson

5. Practice Revise Infinite loop! Leave it for a few days Boğazıçı University Tom Atkinson

5. Practice Ensure that audience’s needs are met: n Walk through presentation as if you were in the audience n Does it flow logically? n Does every slide relate to the stated purpose? n Would your Mom / Dad understand you? Boğazıçı University Tom Atkinson

Part 3 Presentation Sequence

To make the presentation successful. . . 1. Setup early 2. Build rapport 3. Open 4. Present main points 5. Conclude Boğazıçı University Tom Atkinson Source: Lehman & Du. Frene

2. Build rapport n n Help audience trust you and feel that you care Start before you begin Mingle; learn names n Make a good first impression n n People listen to people they like Boğazıçı University Tom Atkinson

2. Build rapport with Title Slide n Introduce yourself n n Get attention n n Give reasons why they should listen Establish respect Give credentials Humor Short story Startling statistic Get audience involved Boğazıçı University Tom Atkinson

The standard line: “Tell them what you are going to tell them. . . ” “. . . then tell them what you told them. ” Source: Lehman & Du. Frene Boğazıçı University Tom Atkinson

3. Open with Agenda Slide n n n Clearly define topic and purpose Make audience think Lay out schedule Boğazıçı University Tom Atkinson

4. Present main points n n n Main point – Transition… Give supporting evidence Give examples Get feedback & questions from audience Maintain focus on audience (listen!) Boğazıçı University Tom Atkinson

5. Conclude n n Inform audience that you’re about to close Summarize main points Something to remember or call-to-action Answer questions Boğazıçı University Tom Atkinson

5. Conclude: the final slide Let the audience know the presentation is over with a final slide asking for “Questions? ” Boğazıçı University Tom Atkinson

Part 4 Effective Slides

Effective slide format Keep slides simple Maintain a consistent, easy-to-read style 1. 2. • Language, Colors, Fonts Accurate spelling and grammar 7 x 7 rule: 3. 4. • • Max 7 lines per slide (3 – 5 is best) Max 7 words per line Boğazıçı University Tom Atkinson

Keep slides simple Avoid: n Sound effects n Slide transitions n Fancy layouts n Too much clip art n More than 3 bullet levels Boğazıçı University Tom Atkinson

Keep slides simple – Same slide n n Make sure to keep your slides simple. With too much text on each line, the audience will be trying to read what you write while you are talking. This will be very distracting to both you and your audience. Maintain a consistent look and feel within each slide, and from one slide to the next. Create high contrast between background text Don’t try to squeeze n too many thoughts n onto one n Boğazıçı University slide. Tom Atkinson

Style: Parallel structure Parallel – easy to follow n n n Go to the store Buy some bread Come home for dinner Boğazıçı University Not parallel – difficult to follow n n n Go to the store Fresh bread Dinner will be ready Tom Atkinson

Maintain consistent style n Changing slide styles doesn’t make the presentation more interesting, it just distracts the audience

Colors n n n Keep them simple and consistent Use no more than five colors for charts or graphs Use no more than two colors for text Use colors with high contrast Be careful with red because the eye will naturally go there first Boğazıçı University Tom Atkinson

Fonts n n Fonts are like colors, use sparingly Minimize use of italics, bolding and shadows Do NOT use all caps Normal capitalization is easier to read Boğazıçı University Times New Roman Lucida Handwriting Arial Black Bookman Old Style Tom Atkinson

Fonts – same slide n Fonts are like colors, use sparingly Be consistent from slide to slide n Don’t overdo the use of italics, bolding n n n and shadows DO NOT USE ALL CAPS Normal Capitalization Is Easier To Read Boğazıçı University Tom Atkinson

Fonts: Be visible You should not have to ask: “Can you see that in back” n Titles should be 38 -44 pt. font size n Text should be 28 pt font size n 44 pt. 24 pt. 40 pt. 36 18 pt. 14 pt. Boğazıçı University Tom Atkinson

Spelin and Gramer n n Emportant than there is no erors or typos looks Veru improfesionel n People maynot take your seriuosly Boğazıçı University Tom Atkinson

7 x 7 rule: This is too much! n n n This will take longer than the 2 -3 minutes to talk through Emportant than there is no erors or typos looks Veru improfesionel n n n n People maynot take your seriuosly Keep them simple and consistent Use no more than five colors for charts or graphs Use no more than two colors for text Use colors with high contrast Be careful with red because the eye will naturally go there first Fonts are like colors, use sparingly Be consistent from slide to slide. Don’t overdo the use of italics, bolding and shadows and like e-mail Do NOT use all caps. Inform audience that you’re about to close Summarize main points Something to remember or call-to-action Answer questions Boğazıçı University Tom Atkinson

This is from an actual slide on “How to give presentations” Jokes and insight have some elements in common: A joke isn’t funny unless we “get” the point. Similarly, insights often have a comical aspect, once you have an insight the solution to a problem is absurdly simple. Humor often involves a unexpected restructuring of our understanding, so jokes often begin by setting up an expectation, then unexpectedly dash it in the punch line, but in a way that makes a different kind of sense. Consequently, jokes often have three parts to set up, confirm and dash a pattern (e. g. Gleitman’s Doctor, Lawyer and Engineer joke). A related mechanism makes an apparently unambiguous statement open to an alternative interpretation (e. g. puns, Wilde joke). Unexpected-but-sensible outcomes can also provide an outlet for wishes that can’t be expressed directly, as in Boğazıçı University sarcastic or “dirty” jokes. Tom Atkinson

Part 5 Visual Aids

Quality visual aids Use diagrams to enhance: n Communication (easier to understand, more potent) n Spatial memory n Impact (less cognitive, more visceral) Boğazıçı University Tom Atkinson

Charts and Graphs n n Keep them simple Give the punch line in the heading Follow 10 -second rule Make chart serve the audience’s needs, not yours Boğazıçı University Tom Atkinson

Instead of this… Elements of Dynamic Delivery n n n 55% Body Language 38% Voice 7% Content Boğazıçı University Tom Atkinson

… Do this How you present counts Boğazıçı University Tom Atkinson

Sample Charts – what is good & bad? Listening and Speaking are used a lot… Boğazıçı University Tom Atkinson

# Household occupants correlated to house size My house Boğazıçı University Tom Atkinson

Remember the 10 second rule! n Think: “will the audience be able to understand this within 10 seconds? ” n n Boğazıçı University Let the chart or graph sit for 10 seconds once you have put it up on the screen Keep it simple Think: “does this enhance the value of what I am saying? ” Think: “will the audience be able to understand this within 10 seconds? ” Tom Atkinson

Visual Aids Used well: n Enhance understanding n Add variety n Illustrate complex ideas n Support claims n Have a lasting impact Boğazıçı University Used Poorly: n Cause distraction n Make presentation confusing n Will lose the audience Tom Atkinson

Questions?