Making Effective Presentations

Making Effective Making Effective PresentationsPresentations

Andrew AkenAndrew AkenMGMT345MGMT345

Based upon “Based upon “Preparing Effective Oral Preparing Effective Oral Presentations” by Jeff RadelPresentations” by Jeff Radel

21 September 200521 September 2005 Prepared by: Andrew AkenPrepared by: Andrew Aken

PurposePurpose

This presentation is designed to give the student This presentation is designed to give the student a framework for developing their own a framework for developing their own presentations.presentations.

The ability to create effective presentations has The ability to create effective presentations has applicability in a variety of situations:applicability in a variety of situations: Presenting information in your classesPresenting information in your classes Coordinating group discussionCoordinating group discussion MeetingsMeetings Business proposalsBusiness proposals


Presentation design processPresentation design process

The process of making a presentation can be The process of making a presentation can be broken down into several stepsbroken down into several steps

1.1. PlanningPlanning

2.2. PreparationPreparation

3.3. OutliningOutlining

4.4. Important ElementsImportant Elements

5.5. PracticePractice

6.6. PresentationPresentation

7.7. The moment of truthThe moment of truth

8.8. Handling questionsHandling questions


Initial PlanningInitial Planning

Before you begin preparing the Before you begin preparing the presentation, you'll need to determine: presentation, you'll need to determine:

1.1. The type of talk you will be expected to give The type of talk you will be expected to give

2.2. The composition of the audience The composition of the audience

3.3. The time allotted for the talk The time allotted for the talk

4.4. Expectations for information content Expectations for information content


PreparationPreparation

Once you have a general idea of what you Once you have a general idea of what you want to say, you'll have to decide how to want to say, you'll have to decide how to say itsay it Start preparing far in advance by thinking Start preparing far in advance by thinking

through what needs to be said through what needs to be said Collect material which may relate to the topic Collect material which may relate to the topic

from unusual sourcesfrom unusual sources Write a clear statement of the problem and its Write a clear statement of the problem and its

importanceimportance Identify the issues you plan to address Identify the issues you plan to address


OutliningOutlining

Start with an introduction to the topicStart with an introduction to the topic

Summarize your conclusions early in the Summarize your conclusions early in the presentationpresentation

Break the topic into 2-4 primary pointsBreak the topic into 2-4 primary points

Break the primary points into 2-6 Break the primary points into 2-6 supporting facts, propositions, etc.supporting facts, propositions, etc.

Restate your conclusion incorporating the Restate your conclusion incorporating the primary points you’ve presentedprimary points you’ve presented


Important ElementsImportant Elements

Keeping these elements in mind as you Keeping these elements in mind as you prepare will result in a more streamlined prepare will result in a more streamlined and effective end product and effective end product RateRate OpeningOpening TransitionsTransitions ConclusionConclusion LengthLength


PracticePractice

Practice is the single most important Practice is the single most important factor contributing to a good factor contributing to a good presentation.presentation. A poorly presented talk reflects upon both A poorly presented talk reflects upon both you and your attitude towards the material you and your attitude towards the material and audienceand audience Run through the entire presentationRun through the entire presentation Seek some outside feedback to make sure Seek some outside feedback to make sure

you are on the right trackyou are on the right track


PresentationPresentation

Some things can be done at the last Some things can be done at the last minute which will help ensure a successful minute which will help ensure a successful presentationpresentation Run through the presentation 1 more timeRun through the presentation 1 more time Take a tour of the room looking for problemsTake a tour of the room looking for problems Make sure the equipment worksMake sure the equipment works Know how the equipment worksKnow how the equipment works Bring an additional copy of the electronic filesBring an additional copy of the electronic files


The Moment of TruthThe Moment of Truth

Take several deep breaths (quietly)Take several deep breaths (quietly)

Visualize your opening statementVisualize your opening statement

State your objectivesState your objectives

Use a natural, moderate rate of speechUse a natural, moderate rate of speech

Avoid habitual behaviors (pacing, twirling)Avoid habitual behaviors (pacing, twirling)

Be enthusiastic, but not overly exuberantBe enthusiastic, but not overly exuberant

Don’t run over your time limit, Don’t run over your time limit, everever


Handling QuestionsHandling Questions

The question period often is the part of the The question period often is the part of the talk which influences the audience the talk which influences the audience the most most Always repeat each question Always repeat each question Reflect on the question Reflect on the question Wait for the questioner to finish asking the Wait for the questioner to finish asking the

question before you begin your answer question before you begin your answer Avoid prolonged discussions with one person Avoid prolonged discussions with one person If you can't answer a question, just say so. If you can't answer a question, just say so.

Don't apologize. Don't apologize.


Do’s and Don’ts with presentationsDo’s and Don’ts with presentations

Do:Do: Express the point of the presentation at the Express the point of the presentation at the

beginning and at the endbeginning and at the end Acknowledge other members and contributors Acknowledge other members and contributors

at the beginningat the beginning Spel and gramar chekSpel and gramar chek Enjoy yourselfEnjoy yourself



Don’tDon’t Express every word that you are going to say in the Express every word that you are going to say in the

slides. This makes for very uninteresting slides. This makes for very uninteresting presentations and difficulty in following along with presentations and difficulty in following along with what you are saying. If you are just reading word-for-what you are saying. If you are just reading word-for-word what is on the computer screen, the audience word what is on the computer screen, the audience will just focus on the screen and not on the presenter. will just focus on the screen and not on the presenter. If you have a large amount of text that’s important to If you have a large amount of text that’s important to the presentation, make it available on a handout you the presentation, make it available on a handout you give out after your presentation so the audience give out after your presentation so the audience doesn’t have to remember every detail and can have doesn’t have to remember every detail and can have the information to take back with them.the information to take back with them.



Don’tDon’t Use flashy graphics or sounds that just Use flashy graphics or sounds that just

distract from the presentationdistract from the presentation



Don’tDon’t Use distracting backgrounds which make the Use distracting backgrounds which make the

text hard to read or which distract from your text hard to read or which distract from your main pointsmain points


ConclusionConclusion

You should now possess a framework for You should now possess a framework for developing your own presentations.developing your own presentations.

With practice, you will have the ability to With practice, you will have the ability to create effective presentations in a variety create effective presentations in a variety of situations.of situations.

Documents

Making Effective Presentations