Presentation Skills: Delivery Tom Atkinson Bogazici University May 27, 2004

Bogazici University Tom Atkinson Agenda 1. Motivation 2. Presentation Process 3. Presentation Techniques 4. Practice

Part 1 Motivation

Bogazici University Tom Atkinson A fear worse than death “Speaking is people’s biggest fear. Death is number 2. In other words, you would rather be in the coffin than giving the eulogy.” - Jerry Seinfeld

Bogazici University Tom Atkinson Causes of Anxiety Fear of the unknown Fear of the unknown Being unprepared Being unprepared Having no enthusiasm Having no enthusiasm No focus of attention No focus of attention

Bogazici University Tom Atkinson The secret to success Be passionate Be passionate Prepare Prepare Practice Practice

Part 2 Presentation Process

Bogazici University Tom Atkinson As with everything, there’s a process Before the Big Day: Before the Big Day: Write the presentation Write the presentation Know what to expect Know what to expect Practice Practice

Bogazici University Tom Atkinson Getting Started Set up 30 minutes prior Set up 30 minutes prior Put up title slide 5 minutes prior Put up title slide 5 minutes prior Welcome and talk to members of audience: Welcome and talk to members of audience: Helps create a connection Helps create a connection Relaxes you Relaxes you Tell audience if you want questions during or after Tell audience if you want questions during or after

Bogazici University Tom Atkinson Giving it Give prepared introduction Give prepared introduction Keep it short and simple Keep it short and simple Speak 2-3 minutes / slide Speak 2-3 minutes / slide Too quick, audience gets lost Too quick, audience gets lost Too slow, audience gets bored Too slow, audience gets bored Give prepared conclusion Give prepared conclusion Take final questions Take final questions

Bogazici University Tom Atkinson Use Transitional Sign Posts Forecast next idea  Forecast next idea  Emphasize relationships  Give audience time to digest material  Give speaker time to think about next point however once again In summary finally

Bogazici University Tom Atkinson Transition Example Transition “Now that we have some theoretical basis for this research…” Internal Summary “I’d like to discuss the following 3 commercial applications…”

Bogazici University Tom Atkinson Closing guidelines Summarize the main points Summarize the main points Leave them with the main thought that you want them to remember Leave them with the main thought that you want them to remember Thank the audience Thank the audience

Bogazici University Tom Atkinson Handling Questions If you don’t know the answer: Acknowledge it is a good question Acknowledge it is a good question Indicate you don’t have the answer Indicate you don’t have the answer Say you will find the answer and get back Say you will find the answer and get back DON’T try to bluff DON’T try to bluff DO get back DO get back

Bogazici University Tom Atkinson Handling Questions If one person is asking too many questions: Give a complete, but short answer Give a complete, but short answer Ask to take the conversation “off-line” Ask to take the conversation “off-line” Move on Move on

Part 3 Presentation Techniques

Bogazici University Tom Atkinson Sender Receiver Feedback Distortion Remember this? “Messages do not reach the receiver due to ‘distortion’ ”

Source: United Behavioral Health Your want to avoid this situation

Bogazici University Tom Atkinson Clear the distortion with: 1. Effective delivery 2. Natural, engaging body language 3. Know the equipment 4. Good knowledge of space

Bogazici University Tom Atkinson 1. Effective Delivery Be natural Be natural Avoid difficult, technical language Avoid difficult, technical language Avoid jargon Avoid jargon Speak a little slower than normal Speak a little slower than normal Be obvious Be obvious Do not assume audience understands implications Do not assume audience understands implications Avoid “inside jokes” Avoid “inside jokes” Be punctual Be punctual Finish on time or before Finish on time or before

Bogazici University Tom Atkinson Vocal variety Vary the pitch and volume of your voice. Vary the pitch and volume of your voice. Use inflections to emphasize critical points Use inflections to emphasize critical points Avoid reading your presentation Avoid reading your presentation Avoid memorizing your entire presentation Avoid memorizing your entire presentation

Bogazici University Tom Atkinson Common Problems Verbal fillers Verbal fillers “Um”, “uh”, “like” “Um”, “uh”, “like” Unrelated words or phrases Unrelated words or phrases Swaying, rocking, and pacing Swaying, rocking, and pacing Hands in pockets Hands in pockets Lip smacking Lip smacking Fidgeting – playing with your pen Fidgeting – playing with your pen Looking away from the audience Looking away from the audience

Bogazici University Tom Atkinson Caution! Only use anecdotes that are relevant Only use anecdotes that are relevant Use caution with personal experiences Use caution with personal experiences Stay away from inappropriate humor Stay away from inappropriate humor

Bogazici University Tom Atkinson 2. Natural, Engaging Body Language Show enthusiasm Show enthusiasm S p e a k s l o w l y a n d c l e a r l y S p e a k s l o w l y a n d c l e a r l y Project to fill the whole room Project to fill the whole room No Ummm’s or ahhhh’s No Ummm’s or ahhhh’s Feet firmly planted, square with shoulders Clean-cut, pleasant dress Pleasant grin

Bogazici University Tom Atkinson Sources of Noise Don’t distract your audience by: Wearing a hat Wearing a hat Wearing sunglasses Wearing sunglasses Chewing gum or tobacco Chewing gum or tobacco Using note cards: use the screen instead Using note cards: use the screen instead Using gender bias or stereotypical terms Using gender bias or stereotypical terms Being negative and apologizing Being negative and apologizing

Bogazici University Tom Atkinson 3. Know the Equipment Using your own laptop Using your own laptop Screen savers Screen savers Video and sound output, volume, lighting Video and sound output, volume, lighting Using the school’s computer Using the school’s computer PowerPoint may replace bullets and fonts PowerPoint may replace bullets and fonts Demos Demos May require a certain network, internet, a particular version of an OS, non-standard dll’s, video card settings… May require a certain network, internet, a particular version of an OS, non-standard dll’s, video card settings…

Bogazici University Tom Atkinson 4. Know the Space Visibility Visibility Movement Movement Number of seats Number of seats Seating arrangement Seating arrangement Distracters Distracters

Bogazici University Tom Atkinson Handouts – only if required Distribute handouts: Distribute handouts: At end if possible At end if possible At beginning only if audience needs them during presentation At beginning only if audience needs them during presentation Not during Not during Print one-sided, with 2, 3 or 6 to a page Print one-sided, with 2, 3 or 6 to a page Staple beforehand Staple beforehand

Bogazici University Tom Atkinson Summary: Your presentation will be great if you make it: Audience centered Audience centered Accomplish your objective Accomplish your objective Fun for the audience Fun for the audience Fun for you Fun for you Finish within the time frame Finish within the time frame

Bogazici University Tom Atkinson How do you do this? With…

Part 4 Practice

Bogazici University Tom Atkinson How to Practice In front of the mirror In front of the mirror With a friend With a friend In the actual room where you will give the presentation In the actual room where you will give the presentation In front of a video camera, with a friend, in the actual room where you will give the presentation In front of a video camera, with a friend, in the actual room where you will give the presentation

Bogazici University Tom Atkinson Let’s Practice! Any volunteers?

Bogazici University Tom Atkinson Communications Seminar Summary What do you remember about: Listening? Listening? writing? writing? Report writing? Report writing? Presentation preparation? Presentation preparation? Presentation delivery? Presentation delivery?

Thank You!