Making Effective Technical Presentations

1/67

Making Effective Technical

PresentationsRob Kremer

Adapted from original slides byDavid Maulsby

2/67

Why Presentations?

Incite decisions

Achieve closure

Motivate, educate

Build relationships

3/67

Why Be a Presenter?

Make contacts

Promote yourself

Promote your organization

Master your subject

4/67

Planning a Presentation

5/67

The Presentation ProcessPreparation

Research Audience

Select Material

Prepare Visuals

Write Text

Rehearse

Presentation

Introduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

6/67

Understanding the AudienceResearch Audience

Select Material

Prepare Visuals

Write Text

Rehearse

Introduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

7/67

Audience CompositionThe Chair

The Head Honcho

The Critic

Your Champion

The MassesResearch Audience

Select MaterialPrepare Visuals

Write Text Rehearse

8/67

The ChairTheir Role

Keeps the meeting on trackProtects the speaker

& YouEstablish your relationshipRefer problems to the chair Research Audience

Select MaterialPrepare Visuals

Write Text Rehearse

9/67

The Head HonchoRole

Decision-maker

& YouMake sure s/he understandsMarshall the audience to help you

Research Audience

Select MaterialPrepare Visuals

Write Text Rehearse

10/67

The CriticTheir Role

To debunk your story

& YouAnticipate objections in your talk

Have extra slides readyRehearse questions and answers

Counteract with yourchampion

Research Audience

Select MaterialPrepare Visuals

Write Text Rehearse

11/67

Your ChampionTheir Role

Advocate for you

& YouIdentify your champion

Attentive, nodding, interested questionsGet his/her endorsement

Third-party more believableResearch Audience

Select MaterialPrepare Visuals

Write Text Rehearse

12/67

The MassesTheir Role

A. Keen to learn, validateB. There on orders, bored

& YouAcknowledge themEarn their trustAppeal to their experience

Research Audience

Select MaterialPrepare Visuals

Write Text Rehearse

13/67

Understanding the Audience

What do they know about the topic?

What do they know about you?

Why are they in thismeeting?

Research Audience

Select MaterialPrepare Visuals

Write Text Rehearse

14/67

Understanding the AudienceAim to discover your champion

Teach the audience something new

Reflect their intelligenceKeep it simpleChallenge but don’t overwhelm Research Audience

Select MaterialPrepare Visuals

Write Text Rehearse

15/67

Respecting the Audience

Research Audience

Select MaterialPrepare Visuals

Write Text Rehearse

16/67

Dress CodeDress to flatter your audience

For peers, dress up a littleFor management, business casualFor customers, dress for success

Jacket and tieYou’re judged by your shoes

Research Audience

Select MaterialPrepare Visuals

Write Text Rehearse

17/67

Dress Code

“But I’m a poor student, I only have T-shirts!”

So what would you wear to a wedding?

Or a funeral?Research Audience

Select MaterialPrepare Visuals

Write Text Rehearse

18/67

Clothing Communiqué

Clothing sends messagesWhat you wearHow you wear itManners and gestures

Research Audience

Select MaterialPrepare Visuals

Write Text Rehearse

19/67

Professional DeportmentWatch your language

No slangAvoid grandiloquent sesquipedalian

circumlocutions

Watch your body languageRelaxed, not sloppy

Research Audience

Select MaterialPrepare Visuals

Write Text Rehearse

20/67

The Best Proof of Respect

Be prepared !You studied your topic You researched the audienceYou rehearsed your presentation

Research Audience

Select MaterialPrepare Visuals

Write Text Rehearse

21/67

Selecting MaterialResearch Audience

Select Material

Prepare Visuals

Write Text

Rehearse

Introduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

22/67

Selecting the ContentHelp your audience reach their

objectivesUnderstand an issueAnswer a questionMake a decision

Focus on what they needto learn Research Audience

Select Material

Prepare Visuals Write Text Rehearse

23/67

Organizing the TalkAcknowledge the objectives

Yours and theirs

Establish common groundFrom You and Them to We

Provide a roadmapOutline / graphic

“Say what you’re going tosay…”

Research AudienceSelect Material

Prepare Visuals Write Text Rehearse

24/67

Organizing the TalkThe storyline

History, process, relationship

The argumentThesis / antithethis / synthesis

The contributionProblem / solution

Research AudienceSelect Material

Prepare Visuals Write Text Rehearse

25/67

Visual AidsResearch Audience

Select Material

Prepare Visuals

Write Text

Rehearse

Introduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

26/67

Visual AidsGraphics reveal relationships

Introduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions Research AudienceSelect Material

Prepare Visuals

Write Text Rehearse

27/67

Visual AidsIntroduce speaker

Introduce topic

Develop ideas

Answer questions

Draw conclusionsResearch Audience

Select MaterialPrepare Visuals

Write Text Rehearse

28/67

Visual Aids

Introduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

Research AudienceSelect Material

Prepare Visuals

Write Text Rehearse

29/67

Color Schemes

Too Little Contrast

Complementary ColorsToo Many Colors

Good ContrastGood Contrast

Best for Colorful Diags

Good ContrastToo Little Contrast

OK for Accent;TiringToo Little Contrast

Bad Good

Use very dark or very light background High contrast Avoid red, green

Research AudienceSelect Material

Prepare Visuals

Write Text Rehearse

30/67

Color Connotations

Mysterious and intriguing

Cool and rational

The plain old facts

Formal and methodical

Exciting marketing message

Another exciting messageResearch Audience

Select MaterialPrepare Visuals

Write Text Rehearse

31/67

Special Effects

Research AudienceSelect Material

Prepare Visuals

Write Text Rehearse

32/67

Uses of Special EffectsWake up the audience

Turn on imagination

Illustrate an idea

Drive home your point

Demonstrate your prowessResearch Audience

Select MaterialPrepare Visuals

Write Text Rehearse

33/67

Special EffectsDecoration

Animation

Sound

Video

Demo /scenario

Research AudienceSelect Material

Prepare Visuals

Write Text Rehearse

34/67

EffectsIllustrate relationships, processes

Favorite of s l em nsa e

Demos make effects unnecessaryResearch Audience

Select MaterialPrepare Visuals

Write Text Rehearse

35/67

Effects

Use to build up complex ideas/diagrams

Research AudienceSelect Material

Prepare Visuals

Write Text Rehearse

reply-propose-discharge(Alice,Bob,x)

act(Bob,Alice,x)

propose-discharge(Bob,Alice,x)

Alice Bob

requestinform

reply

agree

inform ack

propose-discharge

done

reply

inform ack

reply-propose-discharge

confirm

reply

informack

reply(Bob,Alice,x)ack(Bob,Alice,x)

ack

ack(Bob,Alice,x)

ack

ack(Alice,Bob,x)

ackack(Alice,Bob,x)

ack

36/67

The TextResearch Audience

Select Material

Prepare Visuals

Write Text

Rehearse

Introduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

37/67

Slide FormattingNumber your slides!

One topic per slide

Minimal textGraphics where possible

3 points Research AudienceSelect MaterialPrepare Visuals

Write Text

Rehearse

38/67

Using the WebArchive and distribute material

Elaborate slide content

PowerPoint is much easier to maintain

Research AudienceSelect MaterialPrepare Visuals

Write Text

Rehearse

39/67

RehearsalResearch Audience

Select Material

Prepare Visuals

Write Text

Rehearse

Introduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

40/67

Practice, Practice, PracticeRehearse to a live audience

Once is not enough!

Practice the mechanicsSet upRoles and signals

Introducer, speaker, slidecontroller

HandoffsResearch Audience

Select MaterialPrepare Visuals

Write Text Rehearse

41/67

Giving the PresentationIntroduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

Research Audience

Select Material

Prepare Visuals

Write Text

Rehearse

42/67

Remember…You’ve been granted the privilege

of speaking

Your audience is spending a lot of valuable time on you

The speaker is remembered long after what s/he says isforgotten

Introduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

43/67

The SpeakerIntroduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

Introduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

Research Audience

Select Material

Prepare Visuals

Write Text

Rehearse

44/67

IntroductionsHave the chair introduce you

Implicit endorsement

Greet and acknowledge the audience

Introduce your team

Your qualificationsIntroduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

45/67

Presenting YourselfYou are an authority

You inspire others

You can act on what you say

Introduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

46/67

Presenting YourselfSpeak up!

Self-confidence

Speak smoothlyHesitation, nervousness implies

incompetence

Eye contactHonesty, trust

Introduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

47/67

Coping with NervesShake ‘em off

Be well preparedNothing newBackups

Thank the audience

Find a friend

Stand tallIntroduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

48/67

Inspiring OthersProject enthusiasm

Demonstrate teamwork

Wake up the audience

Introduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

49/67

Walk the TalkMention your track record

Demo!

Propose action, incite decision

Introduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

50/67

The TopicIntroduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

Research Audience

Select Material

Prepare Visuals

Write Text

Rehearse

51/67

Set the AgendaDesired outcome of this meeting?

Why is this talk important NOW?

Why are you the ideal presenter?

Introduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

52/67

Provide a RoadmapOutline

BRIEFLY

Preview the argumentBoldly state a controversial

conclusion and promise to prove it

Introduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

Introduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

53/67

The MaterialIntroduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

Research Audience

Select Material

Prepare Visuals

Write Text

Rehearse

54/67

Maintain the PaceWatch your remaining time

Preserve time for questionsDon’t invite audience to interrupt you

Skip rather than skim slidesDon’t talk too fast

Introduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

55/67

InteractionsIntroduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

Research Audience

Select Material

Prepare Visuals

Write Text

Rehearse

56/67

Interaction SkillsDon’t block the slides

Scan the audience (eye contact)Don’t stare at your slides

Move into the audienceIntroduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

57/67

Interaction SkillsVary your voice (level, pitch)

Talk with your handsGently

Invite participationLeading questions

Introduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

58/67

QuestionsWhat if nobody has any?

Plant questions in your text

Ask the audienceSurvey says…

Have answers on “reserveslides”

Introduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

59/67

Difficult QuestionsWhat if you don’t know the

answer?Admit itPromise to follow-upCanvas the audience

What if the question isirrelevant?Take it off-line

Introduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

60/67

Coping with Trouble“Walk-on’s” (latecomers)

Greet them

A speech from the floorA bulldog questionerTake it off-line

Turn to the chair for help Introduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

61/67

Summing UpIntroduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

Research Audience

Select Material

Prepare Visuals

Write Text

Rehearse

62/67

Presentation Strategies

Profile your audience

Define your presentation goalsand stick to them!

Prepare to convince and impress

No compromises! Introduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

63/67

Presentation TacticsEstablish common ground

Interact with audience

Maintain control of the floor

Show rather than tell

Work toward a conclusionIntroduce Speaker

Introduce Topic

Develop Ideas

Draw Conclusions

Answer Questions

64/67

Your Customer Presentation

65/67

Planning Your TalkWho is the audience?

What are their objectives?

What are your objectives?

What is the minimum you can say?

What problems may arise?

66/67

Giving Your TalkWho will you need onstage?

How will you involve the audience?

How many slides should you prepare?

What visual aids can you use?

67/67

Questions Welcomed!

For more information, please contact

Rob Kremerkremer@cpsc.ucalgary.ca