Presentation Skills: Preparation

Presentation Skills: PreparationPresentation Skills: Preparation

Boğazıçı Boğazıçı UniversityUniversity

May 13, 2004May 13, 2004

Tom AtkinsonTom Atkinson

Boğazıçı University Tom Atkinson

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1.1. What you likedWhat you liked• Just the right speedJust the right speed• Slides were betterSlides were better

2.2. What could be improvedWhat could be improved• Too slowToo slow• Slides need more colorSlides need more color• Make topic more interestingMake topic more interesting


Agenda Agenda

1.1. MotivationMotivation

2.2. Preparation ProcessPreparation Process

3.3. Presentation SequencePresentation Sequence

4.4. Effective SlidesEffective Slides

5.5. Visual AidsVisual Aids

Part 1Part 1

MotivationMotivation


People judge your presentation People judge your presentation based on how you presentbased on how you present

93% How you present

7% What you know

Source: EXBU


School vs. WorkSchool vs. Work

School evaluation mostly paper-School evaluation mostly paper-basedbased

““Out there” it is the reverseOut there” it is the reverse

You are in luck: You are in luck:

This skill can be practicedThis skill can be practiced


10%

20%

30%

50%

70%

90%

0%10%20%30%40%50%60%70%80%90%

100%

Read Hear See Seeand

Hear

Say Sayand Do

Seeing and hearing aid retentionSeeing and hearing aid retention

Part 2Part 2

Preparation ProcessPreparation Process


Preparation process: first Preparation process: first draftdraft

Start early and:Start early and:

1.1. Know your audienceKnow your audience

2.2. Define your purposeDefine your purpose

3.3. Gather dataGather data

4.4. OrganizeOrganize

5.5. Practice!Practice!


1. Know your audience1. Know your audience

Before starting to write, need to know:Before starting to write, need to know: SizeSize Needs, interests, and concernsNeeds, interests, and concerns Knowledge levelKnowledge level Motivation levelMotivation level


2. Define your purpose2. Define your purpose

Two main reasons to give a Two main reasons to give a presentation:presentation:

InformInform PersuadePersuade

In this class your job is Inform


Say it in one sentence with no Say it in one sentence with no “ands”“ands”

““How to overcome security flaws in How to overcome security flaws in WiFi”WiFi”

““Applicability of WebServices Applicability of WebServices technology in business”technology in business”

““Nanotechnology applications that Nanotechnology applications that will be marketable in the next 3-5 will be marketable in the next 3-5 years”years”


Say it in one sentence with no Say it in one sentence with no “ands”“ands”

NOT:NOT: ““Security flaws in WiFi and how to Security flaws in WiFi and how to

overcome them”overcome them” ““Nanotechnology and robotics in Nanotechnology and robotics in

household appliances”household appliances”


3. Gather data3. Gather data

Collect evidenceCollect evidence Determine main points (2-5)Determine main points (2-5) Prepare charts and graphsPrepare charts and graphs


4. Organize4. Organize

Place data into the appropriate section:Place data into the appropriate section: IntroductionIntroduction BodyBody

Topic #1Topic #1 Topic #2Topic #2 Topic #3Topic #3

ConclusionConclusion QuestionsQuestions

““Say what you are going to say, say it, then Say what you are going to say, say it, then say what you just said.”say what you just said.”


4. Organize4. Organize

3 point technique3 point technique

Problem-Cause-Problem-Cause-SolutionSolutionAlphabeticalAlphabetical

ChronologicalChronological Inductive ReasoningInductive Reasoning

Contrast & CompareContrast & Compare

Source: Lehman & DuFrene


5. Practice5. Practice

Leave it for a few days

Practice

ReviseInfinite loop!


5. Practice5. Practice

Ensure that Ensure that audience’s audience’s needs are met:needs are met: Walk through presentation as if you Walk through presentation as if you

were in the audiencewere in the audience Does it flow logically?Does it flow logically? Does every slide relate to the stated Does every slide relate to the stated

purpose?purpose? Would your Mom / Dad understand Would your Mom / Dad understand

you?you?

Part 3Part 3Presentation SequencePresentation Sequence


To make the presentation successful...To make the presentation successful...

1. Setup early1. Setup early2. Build rapport2. Build rapport3. Open 3. Open 4. Present main points4. Present main points5. Conclude5. Conclude



2. Build rapport2. Build rapport

Help audience trust you and feel that Help audience trust you and feel that you careyou care

Start before you beginStart before you begin Mingle; learn namesMingle; learn names Make a good first impressionMake a good first impression

People listen to people they likePeople listen to people they like


2. Build rapport with Title Slide2. Build rapport with Title Slide

Introduce yourselfIntroduce yourself Give reasons why they should listenGive reasons why they should listen Establish respectEstablish respect Give credentialsGive credentials

Get attentionGet attention HumorHumor Short storyShort story Startling statisticStartling statistic

Get audience involvedGet audience involved


The standard line:The standard line:

““Tell them what you are Tell them what you are going to tell them . . .”going to tell them . . .”

“ “ . . . then tell them . . .”. . . then tell them . . .”

“ “ . . . then tell them what you . . . then tell them what you told them.”told them.”



3. Open with Agenda Slide3. Open with Agenda Slide

Clearly define topic and purposeClearly define topic and purpose Make audience thinkMake audience think Lay out scheduleLay out schedule


4. Present main points4. Present main points

Main point – TransitionMain point – Transition Main point – TransitionMain point – Transition Main point – Transition…Main point – Transition… Give supporting evidenceGive supporting evidence Give examplesGive examples Get feedback & questionsGet feedback & questions

from audiencefrom audience

Maintain focus on audience (listen!)Maintain focus on audience (listen!)


5. Conclude5. Conclude

Inform audience that you’re about to Inform audience that you’re about to closeclose

Summarize main pointsSummarize main points Something to remember or call-to-Something to remember or call-to-

actionaction Answer questionsAnswer questions


5. Conclude: the final slide5. Conclude: the final slide

Let the audience know the Let the audience know the presentation is over with a final slide presentation is over with a final slide asking for “Questions?”asking for “Questions?”

Part 4Part 4

Effective SlidesEffective Slides


Effective slide formatEffective slide format1.1. Keep slides simpleKeep slides simple2.2. Maintain a consistent, easy-to-read Maintain a consistent, easy-to-read

stylestyle• Language, Colors, FontsLanguage, Colors, Fonts

3.3. Accurate spelling and grammarAccurate spelling and grammar4.4. 7 x 7 rule:7 x 7 rule:

• Max 7 lines per slide (3 – 5 is best)Max 7 lines per slide (3 – 5 is best)• Max 7 words per lineMax 7 words per line


Keep slides simpleKeep slides simple

Avoid:Avoid: Sound effectsSound effects Slide transitionsSlide transitions Fancy layoutsFancy layouts Too much clip artToo much clip art More than 3 bullet levelsMore than 3 bullet levels


Keep slides simple – Same Keep slides simple – Same slideslide

Make sure to keep your slides simple. With too much Make sure to keep your slides simple. With too much text on each line, the audience will be trying to read what text on each line, the audience will be trying to read what you write while you are talking. This will be very you write while you are talking. This will be very distracting to both you and your audience. distracting to both you and your audience.

Maintain a consistent look and feel within Maintain a consistent look and feel within each slide, and from one slide to the each slide, and from one slide to the next.next.

Create high contrast between background textCreate high contrast between background text Don’t try to squeezeDon’t try to squeeze

too many thoughtstoo many thoughts onto oneonto one

slide.slide.


Style: Parallel structureStyle: Parallel structure

Go to the storeGo to the store Buy some breadBuy some bread Come home for Come home for

dinnerdinner

Go to the storeGo to the store Fresh breadFresh bread Dinner will be Dinner will be

readyready

Parallel – Parallel – Not parallel – Not parallel – easy to followeasy to follow difficult to follow difficult to follow

Maintain consistent Maintain consistent stylestyle

Changing slide styles doesn’t make Changing slide styles doesn’t make the presentation more interesting, it the presentation more interesting, it just distracts the audiencejust distracts the audience


ColorsColors

Keep them simple and consistentKeep them simple and consistent Use no more than five colors for Use no more than five colors for

charts or graphscharts or graphs Use no more than two colors for textUse no more than two colors for text Use colors with high contrastUse colors with high contrast Be careful with Be careful with red red because the eye because the eye

will naturally go there firstwill naturally go there first


ColorsColors

Keep them simple and consistentKeep them simple and consistent Use no more than five colors for Use no more than five colors for

charts or graphscharts or graphs Use no more than two colors for textUse no more than two colors for text Use colors with high contrastUse colors with high contrast Be careful with Be careful with red red because the eye because the eye

will naturally go there firstwill naturally go there first


FontsFonts

Fonts are like colors, Fonts are like colors, use sparinglyuse sparingly

Minimize use of Minimize use of italics, bolding and italics, bolding and shadowsshadows

Do NOT use all capsDo NOT use all caps Normal Normal

capitalization is capitalization is easier to readeasier to read

Times New Roman

Lucida Handwriting

Arial Black

Bookman Old Style


Fonts – same slideFonts – same slide

Fonts are Fonts are like colorslike colors, , use sparinglyuse sparingly Be consistent from slide to slideBe consistent from slide to slide Don’t overdo the use of italicsDon’t overdo the use of italics, ,

boldingbolding and shadows and shadows DO NOT USE ALL CAPSDO NOT USE ALL CAPS Normal Capitalization Is Easier To Normal Capitalization Is Easier To

ReadRead


Fonts: Be visibleFonts: Be visible

You should not have to ask: “Can You should not have to ask: “Can you see that in back”you see that in back”

Titles should be 38-44 pt. font Titles should be 38-44 pt. font sizesize

Text should be 28 pt font sizeText should be 28 pt font size44 pt. 40 pt.36 pt. 24 pt. 18 pt. 14 pt.

44 pt. 40 pt.36 pt. 24 pt. 18 pt. 14 pt.


Spelin and GramerSpelin and Gramer

Emportant than there is no erors or Emportant than there is no erors or typostypos

looks Veru improfesionellooks Veru improfesionel People maynot take your seriuoslyPeople maynot take your seriuosly


7 x 7 rule: This is too much!7 x 7 rule: This is too much! This will take longer than the 2-3 minutes to talk throughThis will take longer than the 2-3 minutes to talk through Emportant than there is no erors or typosEmportant than there is no erors or typos looks Veru improfesionellooks Veru improfesionel

People maynot take your seriuoslyPeople maynot take your seriuosly Keep them simple and consistentKeep them simple and consistent Use no more than five colors for charts or graphsUse no more than five colors for charts or graphs Use no more than two colors for textUse no more than two colors for text Use colors with high contrastUse colors with high contrast Be careful with Be careful with red red because the eye will naturally go there firstbecause the eye will naturally go there first Fonts are like colors, use sparinglyFonts are like colors, use sparingly Be consistent from slide to slide.Be consistent from slide to slide. Don’t overdo the use of italics, bolding and shadows and like e-mailDon’t overdo the use of italics, bolding and shadows and like e-mail Do NOT use all caps.Do NOT use all caps. Inform audience that you’re about to closeInform audience that you’re about to close Summarize main pointsSummarize main points Something to remember or call-to-actionSomething to remember or call-to-action Answer questionsAnswer questions


This is from an actual slide onThis is from an actual slide on“How to give presentations”“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 sarcastic or “dirty” jokes.

Part 5Part 5

Visual AidsVisual Aids


Quality visual aids Quality visual aids

Use diagrams to enhance:Use diagrams to enhance: CommunicationCommunication

(easier to understand, more potent)(easier to understand, more potent) Spatial memorySpatial memory ImpactImpact

(less cognitive, more visceral)(less cognitive, more visceral)


Charts and GraphsCharts and Graphs

Keep them simpleKeep them simple Give the punch line in the headingGive the punch line in the heading Follow 10-second ruleFollow 10-second rule Make chart serve the audience’s Make chart serve the audience’s

needs, not yoursneeds, not yours


Instead of this…Instead of this…

Elements of Dynamic Delivery

55% Body Language 38% Voice 7% Content


… … Do thisDo this

How you present counts


Listening and Speaking are used a Listening and Speaking are used a lot…lot…

9%

16%

30%

45%

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5%

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Writing Reading Speaking Listening

Sample Charts – what is good & Sample Charts – what is good & bad? bad?


# Household occupants correlated # Household occupants correlated to house sizeto house size

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0 1 2 3 4 5 6

# Occupants

Ho

us

e S

ize

(s

qu

are

me

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My houseMy house


Remember the 10 second rule!Remember the 10 second rule!

0

50

100

1stQtr

3rdQtr

EastWestNorth

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50

100

0 5

EastWestNorth

1st Qtr2nd Qtr3rd Qtr4th Qtr

Let the chart or graph sit for 10 seconds Let the chart or graph sit for 10 seconds once you have put it up on the screenonce you have put it up on the screen

Keep it simpleKeep it simple Think: “does this enhance the value of Think: “does this enhance the value of

what I am saying?”what I am saying?” Think: “will the audience be able to Think: “will the audience be able to

understand this within 10 seconds?”understand this within 10 seconds?”

Think: “will the audience be able to Think: “will the audience be able to understand this within 10 seconds?”understand this within 10 seconds?”


Visual AidsVisual Aids

Used well:Used well: Enhance Enhance

understandingunderstanding Add varietyAdd variety Illustrate complex Illustrate complex

ideasideas Support claimsSupport claims Have a lasting Have a lasting

impactimpact

Used Poorly:Used Poorly: Cause distractionCause distraction Make presentation Make presentation

confusingconfusing Will lose the Will lose the

audienceaudience

Questions?Questions?

Documents

Presentation Skills: Preparation