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242-702 Seminar II. Presentations/4
Seminar II242-702, Semester 2, 2014-2015
1
or ?
4. Creating Effective Presentations
242-702 Seminar II. Presentations/4 2
Overview
• 1. Planning Your Presentation
• 2. Writing Your Presentation
• 3. Designing Your Presentation
• 4. Presenting Your Presentation
The Home Slide(explained later)
242-702 Seminar II. Presentations/4 3
Overview
• 1. Planning Your Presentation
• 2. Writing Your Presentation
• 3. Designing Your Presentation
• 4. Presenting Your Presentation
242-702 Seminar II. Presentations/4 4
1. Planning Your Presentation
• 1.1. Audience
• 1.2. Purpose
• 1.3. Topic
• 1.4. Presentation Management
1. Planning2. Writing3. Designing4. Presenting
242-702 Seminar II. Presentations/4 5
1.1. Audience
• Who is your audience?• a manager, supervisor, thesis committee member?
• What does the audience want?
• Aim your talk so everyone can understand it
• Don't underestimate your audience!• find out their knowledge / background
1. Planning
242-702 Seminar II. Presentations/4 6
What Your Audience Wants
• A presentation is more than just reading slides
• Have slides with enough information, but not too much
• An interesting presentation will keep people awake
1. Planning
242-702 Seminar II. Presentations/4 7
1.2. Purpose
• Why are you giving the presentation?• e.g. to inform:
“My aim is to inform the audience about the role of shaders in gaming.”
• e.g. to argue:“My aim is to persuade the audience of the need for bigger penalties for illegal downloading.”
1. Planning
242-702 Seminar II. Presentations/4 8
1.3. Topic
• How do you break the topic down?• Follow your report structure
• e.g. lit. review, experiments, results
• Leave out details / sub-sections
• Don't add material which is not in the report
1. Planning
242-702 Seminar II. Presentations/4 9
Overview
• 1. Planning Your Presentation
• 2. Writing Your Presentation
• 3. Designing Your Presentation
• 4. Presenting Your Presentation
Back to theHome Slide
242-702 Seminar II. Presentations/4 10
2. Writing Your Presentation
• 2.1. The Shape of a Talk
• 2.2. Information
Sub-Home Slide
1. Planning2. Writing3. Designing4. Presenting
242-702 Seminar II. Presentations/4 11
2.1. The Shape of a Talk
• Introduction Slide: • contains presentation title, presenter name, e-mail, supervisor, date
• Overview Slides: • Use several hierarchical levels of overview slides if necessary• State main points of presentation• Use a Home Slide
• Project Statement
• Middle and Conclusion• see next few slides
2. Writing>>Shape
242-702 Seminar II: Presentations/3
The structure of a good talk: start broad, get specific, and end broad
12
242-702 Seminar II: Presentations/3
The structure of a good talk: start broad, get specific, and end broad
Start with the big questions and get more specific
13
242-702 Seminar II: Presentations/3
The Home Slide
Include a “home slide” that you come back to at each major transition ('episode') in your talk.
14
2. Writing>>Shape
242-702 Seminar II: Presentations/3
The structure of a good talk: start broad, get specific, and end broad
The middle is the meat of the talk…
15
242-702 Seminar II: Presentations/3
…but talks are delivered to audiences with limited attention spans
Audience attention curve16
242-702 Seminar II: Presentations/3
The structure of a talk: start broad, get specific, and end broad
The middle is when the audience falls asleep
17
242-702 Seminar II: Presentations/3
The structure of a talk: start broad, get specific, and end broad
Nontechnical
Generaltechnical
Specialist
After going into depth, come back to your home slide to make transitions
18
242-702 Seminar II: Presentations/3
Use your home slide build a theme over time and let the audience to catch up
home slide
Nontechnical
Generaltechnical
Specialist
19
Organizing the Middle
• Follow the structure of your report:• e.g. literature review, sections on experiments, results
• Leave out lots of detail/sub-sections• the audience can read the report
• Do not add things which are not in the report.
20
2. Writing>>Shape
242-702 Seminar II: Presentations/3
The structure of a talk: start broad, get specific, and end broad
Focus now on conclusions
21
242-702 Seminar II: Presentations/3
Audience attention increases as you signal the end of the talk – so have a strong end!
Audience attention curve
22
242-702 Seminar II: Presentations/3
The structure of a talk: start broad, get specific, and end broad
End with the most specific conclusions then build back out to the “big picture”
23
242-702 Seminar II: Presentations/3
Organizing a good talk
• Your introduction should start broad then get specific
24
242-702 Seminar II: Presentations/3
Organizing a good talk
• Your introduction should start broad then get specific
• Think of your talk as consisting of episodes
25
242-702 Seminar II: Presentations/3
Organizing a good talk
• Your introduction should start broad then get specific
• Think of your talk as consisting of episodes
• Use a home slide to make transitions effectively
26
242-702 Seminar II: Presentations/3
Organizing a good talk
• Your introduction should start broad then get specific
• Think of your talk as consisting of episodes
• Use a home slide to make transitions effectively
• Your conclusion should start specific but end broadly
27
Concluding
• Tell audience that you’re about to finish
• Summarize main points
• Specific → general
• Say something that the audience will remember
• Answer questions
28
“Tell ’em What You Told ‘em.”
2. Writing>>Shape
242-702 Seminar II. Presentations/4 29
2. Writing Your Presentation
• 2.1. The Shape of a Talk
• 2.2. Information
Sub-Home Slide
1. Planning2. Writing3. Designing4. Presenting
242-702 Seminar II. Presentations/4 30
2.2.1. Selection
• Present essential information: not too little• Information on slides should be
self-explanatory and complete
• A confusing sentence, or unexplained image, is not useful information
2. Writing>>Info
242-702 Seminar II. Presentations/4 31
2.2.2. Grammar
• Avoid abbreviations and acronyms not obvious to the audience
• Eliminate personal pronouns or articles when it makes sense
• Use whole sentences or fragments, but be consistent
• Limit punctuation marks
• Use present tense when possible
2. Writing>>Info
242-702 Seminar II. Presentations/4 32
2.2.3. Slide Density
• Write a maximum of 2 lines per bullet, if possible
• Limit to 6 bullets per slide
• Avoid long sentences
• Keep slides simple, so they can be understood within a few seconds
• If a slide contains too much info, split it in two
2. Writing>>Info
242-702 Seminar II. Presentations/4 33
2.2.4. Structure
Slide Structure – Good
Use 1-2 slides per minute of your PowerPoint presentation
Write in point form, not complete sentences
Include 4-6 points per slide Avoid wordiness: use key words and
phrases only
Slide Structure – Bad
This page contains too many words for a pptpresentation slide. It is not written in point form, making it difficult both for your audience to read and for you to present each point. Although there are exactly the same number of points on this slide as the previous slide, it looks much more complicated. In short, your audience will spend too much time trying to read this paragraph instead of listening to you.
2. Writing>>Info
2.2.5. Use Humour Carefully
• What is funny to you may not be funny to someone else
• Humour can confuse / upset
• But,... humour can make the audience relax
34
2. Writing>>Info
35
2.2.6. Clarity
• Avoid jargon
• Use clear and simple visual aids
• Be well organized• e.g. set up the computer beforehand
• Let a listener catch up if he falls asleep in the middle
• Don’t go over time
36
2. Writing>>Info
242-702 Seminar II. Presentations/4 37
Overview
• 1. Planning Your Presentation
• 2. Writing Your Presentation
• 3. Designing Your Presentation
• 4. Presenting Your Presentation
Back to theHome Slide
242-702 Seminar II. Presentations/4 38
3. Designing Your Presentation
• 3.1. Templates
• 3.2. Format
• 3.3. Font
• 3.4. Visuals
Sub-Home Slide
1. Planning2. Writing3. Designing4. Presenting
242-702 Seminar II. Presentations/4 39
3.1. Templates
• Choose template carefully• Background images and busy templates distract from the
presentation content
• Text should contrast strongly with background• Dark text on a light background are easy to read both on the
projector and on handouts• Choose a color scheme and template that will not empty the
laserprinter toner when you print the handouts
3. Designing
242-702 Seminar II. Presentations/4 40
Templates (cont.)
• Use Powerpoint's slide master feature to make a consistent and simple design template • Change slide master settings at View – Master – Slide Master
• Make changes to the fonts, sizes and look of master slide as needed
• page numbers, headers (group logo), footers
3. Designing
Templates – color
• Avoid red-green combinations because many people are red-green color blind.
41
Lots of people can’t read this –
and even if they could, it makes your eyes hurt.
41
3. Designing
• Other colour combination can be equally bad.
4242
3. Designing
• View your slides in grayscale to ensure that there is adequate color contrast in each slide.
4343
3. Designing
242-702 Seminar II. Presentations/4 44
3. Designing Your Presentation
• 3.1. Templates
• 3.2. Format
• 3.3. Font
• 3.4. Visuals
Sub-Home Slide
1. Planning2. Writing3. Designing4. Presenting
242-702 Seminar II. Presentations/4 45
3.2. Format
• Use font, size, and color consistently in titles, text and bullets
• Use the same transitions and animations throughout all of the presentation
3. Designing
continued
242-702 Seminar II. Presentations/4
• Use only basic animations and transitions• fancy animations are distracting and become annoying
quickly• transitions should be quick and unnoticeable
242-702 Seminar II. Presentations/4 47
3. Designing Your Presentation
• 3.1. Templates
• 3.2. Format
• 3.3. Font
• 3.4. Visuals
1. Planning2. Writing3. Designing4. Presenting
242-702 Seminar II. Presentations/4 48
3.3. Font
• Use font size 24 - 48 point to make sure slides can be read from the back of the room
• Font size under 20 is nearly unreadable from a distance
• Use basic serif and sans serif fonts since fancy fonts can be hard to read
• DON’T WRITE TEXT IN ALL CAPITAL LETTERS, IT IS DIFFICULT TO READ
• Be careful with colors• Use colors for emphasis but plan well
3. Designing
242-702 Seminar II. Presentations/4 49
Font (cont.)
• Use as few different fonts and sizes as
possible
• Use sans serif fonts for a clean look and readability
• Use font size to indicate hierarchy• Make the font size of titles larger than text
• Use a smaller font for sub-bullets or body text
3. Designing
242-702 Seminar II. Presentations/4 50
3. Designing Your Presentation
• 3.1. Templates
• 3.2. Format
• 3.3. Font
• 3.4. Visuals
1. Planning2. Writing3. Designing4. Presenting
Images must be Relevant to the Talk
51
242-702 Seminar II. Presentations/4 52
3.4.1. Types of Visuals
• Flowcharts and other drawings
• Graphs and charts
• Photographs and clipart
• Tables
3. Design>>Visuals
242-702 Seminar II. Presentations/4 53
3.4.2. Uses for Visuals
• Use graphics to depict:• Objects, parts, or features of an object• Actions or movements• Orientation or position• Concepts or a progression of ideas
• Helps to summarize and condense information• easy to understand
• Allows international communication
3. Design>>Visuals
242-702 Seminar II. Presentations/4 54
3.4.3. Flowcharts
To create an MPEG movie file:
Import audio and storyboar
d files
Adjust length of audio and video files
Add and edit
transition effects
Create an MPEG
movie file
3. Design>>Visuals
242-702 Seminar II. Presentations/4 55
3.4.4. Graphs
• Graphs can be better than words• easier to understand and remember• trends are easier to see
• Always title graphs• Include labels and units• No chart 'junk'
• e.g. "funny" icons for data points
3. Design>>Visuals
242-702 Seminar II. Presentations/4
A Good Graph
242-702 Seminar II. Presentations/4
A Poor Version of the Same Graph
242-702 Seminar II. Presentations/4 58
3.4.5. Photos and Clipart
• Use photos, not clipart• Make sure images look good on a large screen
Source: http://www.garrreynolds.com/Presentation/slides.html
3. Design>>Visuals
continued
• Some clipart is so familiar, it is instantly boring:
59
242-702 Seminar II. Presentations/4 60
3.4.6. Tables
• Tables organize information for quick comparison
Visuals Comparison Chart
Type of Visual
Flow-charts
GraphsPhoto-graphs and Clipart
Tables
Level of effective-ness
High Low Medium High
3. Design>>Visuals
242-702 Seminar II. Presentations/4 61
3.4.7. Explaining
• You should be able to explain a graph or a table in a few minutes
• Dense graphs or tables are difficult to follow• break up into several slides• do not to use a font size under 22 points• Tables or graphics scanned from print are generally bad
• Fonts too small; text is fuzzy• Information too crowded and dense• Made for close-up reading, not distant viewing on a screen
3. Design>>Visuals
242-702 Seminar II. Presentations/4 62
3.4.8. Bad Visuals
Pathogenesis of a BAD SLIDE that istoo crowded and confusing
InconsistentLabels
Misplaced arrows that not exactly on target
?LabelOverColored
Difficult use of colorThat doesn’t clarify
InconsistentLabel
How is thisconnected
Poor Box
Boxed Text That Goes OutOf The Box
Total Confusion Hinders Presentation
Inconsistent Label
VERTICAL
Useful Information Related information that is not connected to anything
Source: http://www.google.com/search?hl=en&client=firefox&rls=com.yahoo:en-US:official&q=powerpoint+presentation+too+much+info&start=10&sa=N
3. Design>>Visuals
continued
242-702 Seminar II: Presentations/3 63
Arrrgh!
242-702 Seminar II. Presentations/4 64
Overview
• 1. Planning Your Presentation
• 2. Writing Your Presentation
• 3. Designing Your Presentation
• 4. Presenting Your Presentation
Back to theHome Slide
242-702 Seminar II. Presentations/4 65
4. Presenting Your Presentation
• 4.1. Slides as Summary
• 4.2. Testing
• 4.3. Interaction
• 4.4. Handouts
1. Planning2. Writing3. Designing4. Presenting
242-702 Seminar II. Presentations/4 66
4.1. Slides as Summary
• Use the slides as a reference/summary
• Slides give basic information which you fill out by speaking
• The audience wants to hear what YOU have to say, not just read the slides
4. Presenting
242-702 Seminar II. Presentations/4 67
4.1.1. Single Presenter
• Practice introducing yourself and the topic
• Match your speaking with your slides
• Plan your presentation to allow time at the end for questions and answers• use a watch
• Ask your friends for feedback
4. Present>>Reherse
242-702 Seminar II. Presentations/4 68
4.1.2. Multiple Presenters
• Determine how to break down time among presenters
• Decide who introduces the group and topic
• Combine individual presentations before the presentation day
4. Present>>Reherse
continued
242-702 Seminar II. Presentations/4 69
• Practice changing from one presenter to the next
• Do a practice run of the presentation with everyone • allow time for questions to each presenter
242-702 Seminar II. Presentations/4 70
4.1.3. Important Navigation Shortcuts
• Practice shortcuts:• Up, Page Up, Mouse Wheel Up previous slide• • Down, Page Down, Mouse Wheel Down, Left-Click
next slide
• Type number and <enter> goto slide
• B blank screen• W white screen
4. Present>>Reherse
continued
242-702 Seminar II. Presentations/4 71
• A hide pointer
• CTRL-P enter pen mode• E erase pen marks
• F5 start slide show
• Esc end slide show
http://www.shortcutworld.com/en/win/PowerPoint_2007.html
242-702 Seminar II. Presentations/4 72
4. Presenting Your Presentation
• 4.1. Slides as Summary
• 4.2. Testing
• 4.3. Interaction
• 4.4. Handouts
1. Planning2. Writing3. Designing4. Presenting
242-702 Seminar II. Presentations/4 73
4.2. Testing
• Test on actual system before the presentation• things can easily go wrong
• different system versions• slides too small for back seats• fonts become unreadable
• Bring presentation on several media in case one fails • handy drive, CD• send as an email attachment• print handouts
Dead Demos
• A demo is 'dead' when it fails to work during your presentation. Why?• hardware problems
• PC, monitor, projector, lighting, no sound, room size, ...
• software problems• wrong OS version, missing support libraries, drivers, ...
• Solution?• test, test, test, ...• video backup
• can be prepared in advance, and edited to look very cool74
242-702 Seminar II. Presentations/4 75
4. Presenting Your Presentation
• 4.1. Slides as Summary
• 4.2. Testing
• 4.3. Interaction
• 4.4. Handouts
1. Planning2. Writing3. Designing4. Presenting
242-702 Seminar II. Presentations/4 76
4.3. Interaction
• Don’t read from your slides. • Don’t read to your slides.
• Face the audience, not the screen
• Don’t apologize for your slides
• Don’t turn off all lights• light keeps the audience awake
• Do interact with your audience.
4. Presenting
continued
242-702 Seminar II. Presentations/4 77
• Speak at a comfortable speed• Do not speed up to cover more information!
• Face the audience and make eye contact.
• Vary the tone of your voice.
• Don’t pace up and down but don’t stand still or sit (hide) behind a computer.
continued
242-702 Seminar II. Presentations/4 78
• A good presentation is a story• Give a brief overview at the start• Present information• Give a brief overview at the end
• Allow for audience responses and questions
Interaction – Common Problems
• Verbal junk: “like” or “um” or “uh”
• Whispering
• Swaying, rocking, and pacing
• Hands in pockets
79
4. Presenting
continued
• Lip smacking
• Fidgeting (with pens, the mouse)
• Not looking at the audience
• Hiding behind the computer
242-702 Seminar II. Presentations/4 81
4. Presenting Your Presentation
• 4.1. Slides as Summary
• 4.2. Testing
• 4.3. Interaction
• 4.4. Handouts
1. Planning2. Writing3. Designing4. Presenting
242-702 Seminar II. Presentations/4 82
4.4. Handouts
• Provide a hard copy of your slides to allow viewers to focus on you, not note taking
• Handouts allow the audience to take notes directly on relevant slides
4. Presenting
242-702 Seminar II. Presentations/4
13 Ways to Derail (mess up) a Presentation• 1. Technical difficulties
• leave nothing to chance.
• 2. Bad delivery• e.g., monotone voice, no eye contact, speaking too fast
• 3. Boring presentation title
84
http://www.powerpointninja.com/
continued
• 4. Boring presentation template
• 5. No agenda• What topics will your slides cover? • What will the audience get out of your presentation?
• 6. No opening hook• grab the attention of your audience• use humour, anecdotes, curious facts, or quotes
85continued
• 7. Weak visuals• unoriginal or mismatched
pictures
• 8. Spelling mistake• makks u luke layzzeee
• 9. Poorly-designed template• poor contrast between the fonts and background• too busy background
86continued
• 10. Presenter/slide confusion• make sure you rehearse your slides
• 11. Incorrect fact or statement• check things with your
supervisor / team members
• 12. Information overload
• 13. Small fonts 87
• The Speed Demon
• The Ummmer
• The Reader
• The Eye Avoider
• The Lifeless Drone
• The Firehose
• The Time Mismanager
• The Apologist
• The Wanderer
• The One-Way Ticket
88
Ten types of bad presenter:
http://www.powerpointninja.com/presentation-delivery/attack-of-the-bad-presenters-part-i/
continued
The Eye Avoider
• unable or unwilling to establish eye contact with his audience
The Ummmer
• the curse of the “um”
• beware of Ummmer’s cousin, “The Uhhher”
89continued
The Wanderer
• the slides are simply an inconvenience
• lots of useless facts, random opinions, and incomplete thoughts
The Time Mismanager
• not bothered by time constraints or rehearsing the pacing of their slides
90
Any Questions?