1. Writing & Presentation (Part 2)

2. PRESENTATION IN SEMINAR OR CONFERENCE Outlines: Effective presentation Preparation Message structure Audience Channel of Communication Problem of Anxiety & Stage Fright Summary

3. Effective Presentation Based on: The speaker (speaking style, motivation, credibility) Message (content, style, structure) Audience (e.g., age, sex, education, career) Channel of Communication (verbal, nonverbal, pictorial) Feedback (reaction, response) Noise (coughing, talking, ventilation) Setting (room, projector, screen)

4. Preparation Research the audience Devise the presentation channels Organize presentation aids Check the setting Rehearse

5. The Message The Message: EVERYTHING Structure: Intro/body/conclusion Content of Message Style: Informal/formal

6. The Message: Structure INTRODUCTION An opening message (e.g. quote, statistics) Objective Introduce the subjects

7. The Message: Structure BODY Describe your approach and methods Present the results Focus on your main points or ideas Discuss the implication or results for the discipline of study

8. The Message: Structure CONCLUSION Summary Question & answer Classic advance Tell them what you’re going to tell them, tell them and tell them again

9. Format n Slide should be visually appealing – varied versus standard format Quality control n Spell check slide n Check for grammatical error n Check for accuracy of data n Make as many slide as possible in advance to give yourself enough time for corrections and practice

10. Slide layout n Maximize contrast for best visibility so slide are easy to see and read, even under less than ideal lighting condition –Light text/foreground on dark background

11. Slide layout n Maximize contrast for best visibility so slide are easy to see and read, even under less than ideal lighting condition –Light text/foreground on dark background

12. Color scheme n Do not use more color that is needed is to be effective Effect n Use animation and sounds judiciously –Animation can be particularly useful in background ad model slides when you want to build a story. –Sound are mainly “cute” and so too many can be distracting

14. Slide tips

15. Speaking style

16. Volume n Speak loudly enough but don’t yell n Don’t drop you voice at the end of sentence n Pause silently when gathering your thoughts n It’s always better to think silently before answering a question

17. Mannerisms

19. conclusion

21. The Audience A: Analysis: who are they? How many? U: Understanding: knowledge? D: Demographics: age, sex, education? I: Interest: why are they there? E: Environment: where will I stand? N: Needs: what are their needs? C: Customised: specific needs? Presentation aids? E: Expectations: what to learn?

22. The Channel of Communication: Verbal –Tone of voice, variations in pitch Nonverbal –Gestures, facial expressions, body movement, posture Pictorial –Diagrams, charts, graphs, pictures

23. Organise Presentation Aids: n Integrated into your style.. n Moves the presentation on.. n Professional appearance.. n Appropriates to the moment.. n Communicates to the audience.. n Technically sound.

24. Check the Setting: n What are the facilities available n Visit the venue & room n Test the facilities n Change the environment ?

25. How to Rehearse n Devise the presentation n Practice in your head n Say it out loud n Do it in front of the mirror n Use a cassette recorder or video n Try it in front of other people n Rehearse it on site

26. Ways to Make Your Body Speak Rid yourself of Distracting Mannerism Build self-confidence by being yourself Let your body mirror your feelings Build self-confidence through preparation Use your everyday speaking situations Facial expressions Eye contact Your appearance Walking patterns

27. How to Gesture Effectively n Respond naturally to what you think, feel, see. n Create the condition for gesturing, not to gesture. n Suit the action to the word and the occasion. n Make your gesture convincing. n Make your gestures smooth and well-timed. n Make natural, spontaneous gesturing a habit.

28. How to Remember Material n Memorizing n Reading from complete text n Using notes/Prompts n Using visual aids as notes

29. Effective Prompts n Keywords n Pictures n Mind maps n Logos

30. Using Computer LCD Projectors n Read LCD projector manual n Practice setting the equipment n Set up well in advance n Check the LCD projector bulb life n Bring a spare bulb and cables n Check your colour combinations n Check your font sizes

31. Using Overhead Transparencies n Practice giving your presentation using it n Stand off to one side n Do not face the projected image n Cover the transparency when you are done n Place the overhead to your right (for right- handed) n Place your screen on a diagonal n Tape the power chord to the floor

32. How to reduce Anxiety & Stage Fright n Know the room – become familiar with the place n Arrive early and walk around the room, the speaking area n Stand at the lectern, speak into the microphone n Walk around where the audience will be seated n Walk from where your will be seated to where you will be speaking n Know the audience n Know your material n Practice your speech or presentation and revise it n Learn how to relax n Sit comfortable with your back straight

33. Summary - Criteria for Success n Does not exceed the allotted time n The subject is well introduced n Clear scope and objectives n Focused on no more than 3 major points n Implications for the discipline of study n Ideas are brought to closure n Overheads/slide/screen are clearly visible n Presented in clear voice n The speaker is enthused by his topic

34. Tips for Effective Oral Presentations n A new design or a fresh idea is only the beginning—effective communication of ideas is as important as the idea itself. n Three basic elements: You, the idea, and the audience.

35. Tips for Effective Oral Presentations Three basic elements: You, the idea, and the audience. –You are the expert. Your appearance, manner, and words should project authority. –Ideas should be organized in such a way that they will be easy to understand. Planning and practicing your presentation before hand and including visual aids will make it more effective. –You should know your audience, anticipate their questions, and monitor their understanding.

36. Tips for Effective Oral Presentations Three stages of preparation: Plan, practice, and present. –A well-organized presentation comes across as natural because the ideas are organized and presented in such a way that they are easily understood; an unplanned talk is often tedious and difficult to follow. –Practice makes perfect. It really does. And the PCC (1st floor Swearingen) has a presentation practice room. Practicing allows you to discover problems before they matter. –Be prepared for devastating equipment failures and audience disinterest. Then, if things go better as you present, you will feel confident with your level of preparedness.

37. Tips for Effective Oral Presentations Three stages of presentation: Introduce, substantiate, and summarize. –Tell them what you are going to tell them. Oral communication limits the pacing of the audience’s exposure to information. A thorough introduction to the ideas you are presenting helps the audience to keep up with your pace. –Tell them. Important ideas should be supported with data or examples. Here, visual aids can be very effective in giving the audience a clearer understanding of what you are saying. –Tell them what you told them. The audience will remember your conclusions/summaries best.

38. Tips for Effective Oral Presentations Three non-content factors: Posture, voice, and attitude. –Dress professionally, face the audience, move about (but not mechanically), breath deeply, and relax. –Project your voice to the audience. Speak at a steady pace, pausing before and/or after important points. Talk to the audience, not at them. Make regular eye contact with them. –Try to project yourself as relaxed and confident. You are not personally on trial, but your general attitude will determine if and/or how the ideas you have are received.

39. Tips for Effective Oral Presentations Slides and/or Handouts –Slides and/or handouts can be very useful in facilitating the transfer of ideas from you to the audience. But they should not distract from the content of your talk. Keep visual aids simple. One slide, for instance, should have a short heading followed by one piece of information (a graph or table) or one group of related ideas (no more than five bullets with no more than ten words per bullet).

40. References n David Lindsay, A guide to Scientific Writing, Longman Publisher, T11 L56 1984 n Herbert B Michaelson, How to write and Publish Engineering Papers and reports, T11 M54 1982 n2 n Edward P Bailey, Philip A Powell, Writing Research Papers A Practical Guide, LB 1047.3 B34 1987 n2

41. Thank you