Making Technical Presentations A Brief Tutorial

2 Making Presentations A presentation is not a paper. –Medium, coverage, detail –Decisions regarding content Process: three keys to effectiveness 1.Plan 2.Prepare 3.Present

3 1. Plan (Get Ready!) Purpose –Inform? Decide? Sell? Persuade? Etc. Audience –Technical? Managerial? Clients? Mixed? –What are the needs of the audience? Venue –Time allowed –Setting? Formality? –Audio/visual support –Room size

4 2. Prepare (Get Set!) A. Gather information –Collect data, facts, graphs, photos, figures, etc. –Establish motivation, significance, relationships, consequences, etc.

5 Preparation: Make an Outline B. Write outline –Introduction –Introduce self, team-mates and subject –Set stage: establish big picture, motivate topic, capture interest –Body –Organize points for effect –E.g., chronology, analysis by parts, cause/effect, etc. –Conclusion –Reinforce key points –Identify next steps WHO? WHAT? WHY? WHAT NEXT? HOW?

6 Preparation: Simplify and Edit C. Make visuals –Simplify, simplify, simplify D. Practice –Time the talk –Decide what to cut –Iterate previous steps

7 Present (Go!) Avoid distractions –Fidgeting, tobacco, gum, hands –Filler words: “er,” “ah,” “umm,” –Inappropriate attire –Shuffled slides Enhance communication –Smiles; energy; interest –Voice volume and pace –Eye contact –Repeat key points (e.g., internal summaries, too) –Repeat key points Taking questions –Rephrase the question –Be honest; protect credibility: “I don’t know” is acceptable.

8 About Visual Aids Psychologists tell us: –About 20% retention of spoken material after three days –Good visuals can increase retention 60-75% –Support your message; target visuals to the audience –Simplify, simplify, simplify Consistency –Fonts, format, headers, colors, etc. –Repetition reinforces message

9 Simplify Slides Limit information per slide –One key idea –Six lines text, or fewer –Six words per line, or fewer –Large fonts; simple fonts Equations –Necessary? If “yes,” explain significance

10 Presenting Visual Aids When presenting charts –Define axes –Explain what to look for –Clearly distinguish simulation from measurement Cite sources Spacer pages with transparencies –Prevent static cling –Provide for notes to speaker [Source:

11 Oral Presentation Aim for extemporaneous presentation –Prepared cues –Supporting graphics Visual aids provide confidence –Emphasis on key points Visual aids Outline and format –Road map to follow –Aid with language difficulties

12 Conclusion Plan –Audience –Purpose Prepare –Simplify –Practice Present –Presence –Responsiveness –Summarize key points