2. Making Effective Presentations Andrew Aken MGMT345 Based upon “Preparing Effective Oral Presentations” by Jeff Radel

3. 21 September 2005 Prepared by: Andrew Aken Purpose This presentation is designed to give the student a framework for developing their own presentations. The ability to create effective presentations has applicability in a variety of situations: Presenting information in your classes Presenting information in your classes Coordinating group discussion Coordinating group discussion Meetings Meetings Business proposals Business proposals

4. 21 September 2005 Prepared by: Andrew Aken Presentation design process The process of making a presentation can be broken down into several steps 1. Planning 2. Preparation 3. Outlining 4. Important Elements 5. Practice 6. Presentation 7. The moment of truth 8. Handling questions

5. 21 September 2005 Prepared by: Andrew Aken Initial Planning Before you begin preparing the presentation, you'll need to determine: 1. The type of talk you will be expected to give 2. The composition of the audience 3. The time allotted for the talk 4. Expectations for information content

6. 21 September 2005 Prepared by: Andrew Aken Preparation Once you have a general idea of what you want to say, you'll have to decide how to say it Start preparing far in advance by thinking through what needs to be said Start preparing far in advance by thinking through what needs to be said Collect material which may relate to the topic from unusual sources Collect material which may relate to the topic from unusual sources Write a clear statement of the problem and its importance Write a clear statement of the problem and its importance Identify the issues you plan to address Identify the issues you plan to address

7. 21 September 2005 Prepared by: Andrew Aken Outlining Start with an introduction to the topic Summarize your conclusions early in the presentation Break the topic into 2-4 primary points Break the primary points into 2-6 supporting facts, propositions, etc. Restate your conclusion incorporating the primary points you’ve presented

8. 21 September 2005 Prepared by: Andrew Aken Important Elements Keeping these elements in mind as you prepare will result in a more streamlined and effective end product Rate Rate Opening Opening Transitions Transitions Conclusion Conclusion Length Length

9. 21 September 2005 Prepared by: Andrew Aken Practice Practice is the single most important factor contributing to a good presentation. A poorly presented talk reflects upon both you and your attitude towards the material and audience Run through the entire presentation Run through the entire presentation Seek some outside feedback to make sure you are on the right track Seek some outside feedback to make sure you are on the right track

10. 21 September 2005 Prepared by: Andrew Aken Presentation Some things can be done at the last minute which will help ensure a successful presentation Run through the presentation 1 more time Run through the presentation 1 more time Take a tour of the room looking for problems Take a tour of the room looking for problems Make sure the equipment works Make sure the equipment works Know how the equipment works Know how the equipment works Bring an additional copy of the electronic files Bring an additional copy of the electronic files

11. 21 September 2005 Prepared by: Andrew Aken The Moment of Truth Take several deep breaths (quietly) Visualize your opening statement State your objectives Use a natural, moderate rate of speech Avoid habitual behaviors (pacing, twirling) Be enthusiastic, but not overly exuberant Don’t run over your time limit, ever

12. 21 September 2005 Prepared by: Andrew Aken Handling Questions The question period often is the part of the talk which influences the audience the most Always repeat each question Always repeat each question Reflect on the question Reflect on the question Wait for the questioner to finish asking the question before you begin your answer Wait for the questioner to finish asking the question before you begin your answer Avoid prolonged discussions with one person Avoid prolonged discussions with one person If you can't answer a question, just say so. Don't apologize. If you can't answer a question, just say so. Don't apologize.

13. 21 September 2005 Prepared by: Andrew Aken Do’s and Don’ts with presentations Do: Express the point of the presentation at the beginning and at the end Express the point of the presentation at the beginning and at the end Acknowledge other members and contributors at the beginning Acknowledge other members and contributors at the beginning Spel and gramar chek Spel and gramar chek Enjoy yourself Enjoy yourself

14. 21 September 2005 Prepared by: Andrew Aken Do’s and Don’ts with presentations Don’t Express every word that you are going to say in the slides. This makes for very uninteresting presentations and difficulty in following along with what you are saying. If you are just reading word-for- word what is on the computer screen, the audience will just focus on the screen and not on the presenter. If you have a large amount of text that’s important to the presentation, make it available on a handout you give out after your presentation so the audience doesn’t have to remember every detail and can have the information to take back with them. Express every word that you are going to say in the slides. This makes for very uninteresting presentations and difficulty in following along with what you are saying. If you are just reading word-for- word what is on the computer screen, the audience will just focus on the screen and not on the presenter. If you have a large amount of text that’s important to the presentation, make it available on a handout you give out after your presentation so the audience doesn’t have to remember every detail and can have the information to take back with them.

15. 21 September 2005 Prepared by: Andrew Aken Do’s and Don’ts with presentations Don’t Use flashy graphics or sounds that just distract from the presentation Use flashy graphics or sounds that just distract from the presentation

16. 21 September 2005 Prepared by: Andrew Aken Do’s and Don’ts with presentations Don’t Use distracting backgrounds which make the text hard to read or which distract from your main points Use distracting backgrounds which make the text hard to read or which distract from your main points

17. 21 September 2005 Prepared by: Andrew Aken Conclusion You should now possess a framework for developing your own presentations. With practice, you will have the ability to create effective presentations in a variety of situations.