Cracking the Clandestine of Presentation BSCS Semester -1

A Common Fallacy “ Talk is cheap” “ Talk is cheap” Not anymore, a well organized, thoughtful talk makes many people a very lucrative wage Not anymore, a well organized, thoughtful talk makes many people a very lucrative wage –Henry Kissinger –Barbara Walters –Colin Powell

Differences between Presentation and Conversation Presentation Presentation is more structured is more structured –Usually time limited –Questions not allowed to interrupt the speech, –usually left for at end (time permitting) – requires more formal language –No slang, jargon or bad grammar – should be something special so that they qualify as life events and are remembered

Differences between Presentation and Conversation Requires a different method for delivery Requires a different method for delivery More formal delivery More formal delivery –No vocalized pauses – “uh”, “ah”, “um”  Don’t use stock phrases repeatedly – “you know”, “basically”, “I mean”

Presentation Types of Delivery Types of Delivery –Read from manuscript  only done when absolute accuracy is required –Reciting from memory  seldom done, if done rehearse until you’re very comfortable doing it –Impromptu  speaking with little or no preparation  avoid unless you are extremely comfortable with the subject –Extemporaneously  carefully prepared and delivered from a brief set of notes Should sound spontaneous even if it has been rehearsed extensively Should sound spontaneous even if it has been rehearsed extensively

Components of Presentation Great Presentation CONTENTDESIGNDELIVERY

Development Great Content Steps Steps Analyze your audience Analyze your audience Gathering relevant data and information Gathering relevant data and information Converting your data into an outline Converting your data into an outline

Analyze your Audience Needs Needs Knowledge level Knowledge level Attitude: What they feel about the topic ? Attitude: What they feel about the topic ? Demographic Information: What is the age/gender/culture and language of audience. Demographic Information: What is the age/gender/culture and language of audience.

Gathering Pertinent Data and Information Before you start your research to gather relevant information, there are three questions to be considered Before you start your research to gather relevant information, there are three questions to be considered What do I want my audience to gain What do I want my audience to gain What might they already know about my topic? What might they already know about my topic? What is the objective of presentation? What is the objective of presentation?

Why Give a Presentation? To Persuade To Sell an idea or product To Inform To Impress

Road mapping Information There are three steps to creating an outline There are three steps to creating an outline 1. Determine the outline style 2. Put order into chaotic data 3. Arrange into outline format

Outline Style Chronological Chronological Shows event in order as they occurred Narrative Narrative Takes the audience on a journey through a flowing presentation Problem/Solution Problem/Solution States the problem, the why’s, your solution and a summary.

Outline Style Cause /Effect Cause /Effect States the cause and explains the effect. Topical Topical Divides the general topic into several subtopics. Journalistic Questions Uses some /all of the “What, Where, Why and How questions

Outline Format Outline IntroductionBodyConclusion

Outline Format Introduction Introduction Should include an agenda and clarify the goals and objectives of your presentation Should include an agenda and clarify the goals and objectives of your presentation Can include an overview of a situation Can include an overview of a situation Can use the strategy that help an introduction get gripping : Can use the strategy that help an introduction get gripping : A quote /question/humor/a creative image/an anecdote/A sharing of emotion and experience.

Body of Presentation Chronological Chronological Narrative Narrative Problem/Solution Problem/Solution Cause/Effect Cause/Effect Topical Topical Journalistic Questions Journalistic Questions

Visual Aids Kinds of visual aids Kinds of visual aids –Objects –Models –Photographs –Drawings –Graphs –Charts –Slides and Videotapes –Computer-Generated Graphics –Transparencies –Multimedia ISSUES: Cost Lead Time Flexibility Visibility Attractiveness

Conclusion Summaries the main points Summaries the main points Provides closure and leaves an impression Provides closure and leaves an impression Can also comprise of recommendations, future directions or next steps to be taken Can also comprise of recommendations, future directions or next steps to be taken

Building Great Design Key rules when creating a bulleted text  Use one concept per slide  Use key words or phrases  Make your bullet points consistent in structure  Capitalize properly

Three keys of effective Design 1: Layout 2:Consistency3:Color

Layout Consider your layout to be like a skeleton Consider your layout to be like a skeleton Layout should support your message and provide structure

Consistency Consistency must be exercised in Your placement of text and images Your placement of text and images Your font style and sizes Your font style and sizes Your background Your background The style and treatment of your imagery The style and treatment of your imagery Your charts Your charts

Color Use high contrast to increase legibility Use high contrast to increase legibility Colors should not clash Colors should not clash There should be a high degree of harmony There should be a high degree of harmony Avoid clutter by using no more then four colours Avoid clutter by using no more then four colours

Sample slide for bad color Using a font colour that does not contrast with the background color is hard to read Using a font colour that does not contrast with the background color is hard to read Using colour for decoration is distracting and annoying. Using colour for decoration is distracting and annoying. Using a different color for each point is unnecessary Using a different color for each point is unnecessary –Using a different color for secondary points is also unnecessary Trying to be creative can also be bad Trying to be creative can also be bad

Background – Bad Avoid backgrounds that are distracting or difficult to read from Avoid backgrounds that are distracting or difficult to read from Always be consistent with the background that you use Always be consistent with the background that you use

Delivering your presentation Managing your voice Managing your voice Try to sound natural, so your rhythm and tone is appropriate to the message you are delivering 1. Volume 2. Intonation 3. Pacing

Managing your Voice Volume Volume Speak loudly enough to reach all the members in audience without overpowering those closest to you. Intonation Intonation Avoid the use of monotone. Put more feeling into your voice through the changing intonation

Vocalization Volume – loudness or softness Volume – loudness or softness –adjust to the situation (electronically if necessary, don’t yell) Pitch – highness or lowness of the voice Pitch – highness or lowness of the voice –use inflections in your voice to avoid “monotone” Rate speed at which you speak Rate speed at which you speak – wpm is normal, too slow leaves people hanging on your words, too fast and they get confused and miss information Pauses – momentary breaks in your speaking Pauses – momentary breaks in your speaking –takes experience to know when to pause, pause at the end of thought units –avoid vocalized pauses (“uh”, “er”, “um”...)

Vocalization Variety Variety –vary the loudness, pitch and rate to make the speech sound more natural and interesting Pronunciation – use correct pronunciation of common words Pronunciation – use correct pronunciation of common words –genuine, modern,annual, theater, err, nuclear, january, library Dialect – variety of language distinguished by variations of accent, grammar or vocabulary Dialect – variety of language distinguished by variations of accent, grammar or vocabulary

Managing your Voice Pacing Pacing Pacing can be a threat to understanding, may cause ambiguity and hinder encoding or decoding of the transmitted message

Use of Diction While communicating convey confidence While communicating convey confidence Show interest while presenting Show interest while presenting Use short sentences and simple words Use short sentences and simple words Speak slowly and clearly Speak slowly and clearly Elucidate in case of using technical terms Elucidate in case of using technical terms

Judicious use of movements Work the room and audience before hand Work the room and audience before hand Move appropriately and with a purpose Move appropriately and with a purpose Movements should support your words and presentation Movements should support your words and presentation Don’t move constantly Don’t move constantly Pause for effect stand still while making an important point Pause for effect stand still while making an important point

Body Language Make good eye contact Make good eye contact Don’t keep hands in your pockets Don’t keep hands in your pockets Don’t keep hands “Handcuffed” behind your back Don’t keep hands “Handcuffed” behind your back Don’t keep arms crossed Don’t keep arms crossed Don’t put hands in “Fig-leaf” position Don’t put hands in “Fig-leaf” position Don’t wring your hands nervously Don’t wring your hands nervously

Pre-requisites of your Presentations Don’t just think your presentation Don’t just think your presentation Act it out Act it out Time each section, develop a Time each section, develop a schedule schedule Memorize the opening lines Memorize the opening lines

Final Word Text :To support communication Text :To support communication Pictures: To simplify complex concepts Pictures: To simplify complex concepts Animations: For complex relationships Animations: For complex relationships Visual: To support, not to distract. Visual: To support, not to distract. Sounds: Only when indispensable Sounds: Only when indispensable Signposting Signposting Use of transitions Use of transitions Question and answer corner Question and answer corner

OBJECTIVE OF THE LECTURE After the formal introduction of how to give presentations, you are expected to take help from this lecture and give individual presentations of 4-6 minutes. These presentations will be graded one. After the formal introduction of how to give presentations, you are expected to take help from this lecture and give individual presentations of 4-6 minutes. These presentations will be graded one. Evaluation of presentations will be according to the criteria that will be shared soon. Evaluation of presentations will be according to the criteria that will be shared soon.