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1/67 Making Effective Technical Presentations Rob Kremer Adapted from original slides by David Maulsby
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2/67 Why Presentations? Incite decisions Achieve closure Motivate, educate Build relationships
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3/67 Why Be a Presenter? Make contacts Promote yourself Promote your organization Master your subject
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4/67 Planning a Presentation
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5/67 The Presentation Process Preparation Research Audience Select Material Prepare Visuals Write Text Rehearse Presentation Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions
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6/67 Understanding the Audience Research Audience Select Material Prepare Visuals Write Text Rehearse Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions
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7/67 Audience Composition The Chair The Head Honcho The Critic Your Champion The Masses Research Audience Select Material Prepare Visuals Write Text Rehearse
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8/67 The Chair Their Role Keeps the meeting on track Protects the speaker & You Establish your relationship Refer problems to the chair Research Audience Select Material Prepare Visuals Write Text Rehearse
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9/67 The Head Honcho Role Decision-maker & You Make sure s/he understands Marshall the audience to help you Research Audience Select Material Prepare Visuals Write Text Rehearse
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10/67 The Critic Their Role To debunk your story & You Anticipate objections in your talk Have extra slides ready Rehearse questions and answers Counteract with your champion Research Audience Select Material Prepare Visuals Write Text Rehearse
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11/67 Your Champion Their Role Advocate for you & You Identify your champion Attentive, nodding, interested questions Get his/her endorsement Third-party more believable Research Audience Select Material Prepare Visuals Write Text Rehearse
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12/67 The Masses Their Role A. Keen to learn, validate B. There on orders, bored & You Acknowledge them Earn their trust Appeal to their experience Research Audience Select Material Prepare Visuals Write Text Rehearse
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13/67 Understanding the Audience What do they know about the topic? What do they know about you? Why are they in this meeting? Research Audience Select Material Prepare Visuals Write Text Rehearse
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14/67 Understanding the Audience Aim to discover your champion Teach the audience something new Reflect their intelligence Keep it simple Challenge but don’t overwhelm Research Audience Select Material Prepare Visuals Write Text Rehearse
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15/67 Respecting the Audience Research Audience Select Material Prepare Visuals Write Text Rehearse
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16/67 Dress Code Dress to flatter your audience For peers, dress up a little For management, business casual For customers, dress for success Jacket and tie You’re judged by your shoes Research Audience Select Material Prepare Visuals Write Text Rehearse
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17/67 Dress Code “But I’m a poor student, I only have T-shirts!” So what would you wear to a wedding? Or a funeral? Research Audience Select Material Prepare Visuals Write Text Rehearse
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18/67 Clothing Communiqué Clothing sends messages What you wear How you wear it Manners and gestures Research Audience Select Material Prepare Visuals Write Text Rehearse
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19/67 Professional Deportment Watch your language No slang Avoid grandiloquent sesquipedalian circumlocutions Watch your body language Relaxed, not sloppy Research Audience Select Material Prepare Visuals Write Text Rehearse
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20/67 The Best Proof of Respect Be prepared ! You studied your topic You researched the audience You rehearsed your presentation Research Audience Select Material Prepare Visuals Write Text Rehearse
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21/67 Selecting Material Research Audience Select Material Prepare Visuals Write Text Rehearse Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions
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22/67 Selecting the Content Help your audience reach their objectives Understand an issue Answer a question Make a decision Focus on what they need to learn Research Audience Select Material Prepare Visuals Write Text Rehearse
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23/67 Organizing the Talk Acknowledge the objectives Yours and theirs Establish common ground From You and Them to We Provide a roadmap Outline / graphic “Say what you’re going to say…” Research Audience Select Material Prepare Visuals Write Text Rehearse
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24/67 Organizing the Talk The storyline History, process, relationship The argument Thesis / antithethis / synthesis The contribution Problem / solution Research Audience Select Material Prepare Visuals Write Text Rehearse
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25/67 Visual Aids Research Audience Select Material Prepare Visuals Write Text Rehearse Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions
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26/67 Visual Aids Graphics reveal relationships Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions Research Audience Select Material Prepare Visuals Write Text Rehearse
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27/67 Visual Aids Introduce speaker Introduce topic Develop ideas Answer questions Draw conclusions Research Audience Select Material Prepare Visuals Write Text Rehearse
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28/67 Visual Aids Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions Research Audience Select Material Prepare Visuals Write Text Rehearse
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29/67 Color Schemes Too Little Contrast Complementary Colors Too Many Colors Good Contrast Best for Colorful Diags Good Contrast Too Little Contrast OK for Accent;Tiring Too Little Contrast Bad Good Use very dark or very light background High contrast Avoid red, green Research Audience Select Material Prepare Visuals Write Text Rehearse
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30/67 Color Connotations Mysterious and intriguing Cool and rational The plain old facts Formal and methodical Exciting marketing message Another exciting message Research Audience Select Material Prepare Visuals Write Text Rehearse
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31/67 Special Effects Research Audience Select Material Prepare Visuals Write Text Rehearse
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32/67 Uses of Special Effects Wake up the audience Turn on imagination Illustrate an idea Drive home your point Demonstrate your prowess Research Audience Select Material Prepare Visuals Write Text Rehearse
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33/67 Special Effects Decoration Animation Sound Video Demo / scenario Research Audience Select Material Prepare Visuals Write Text Rehearse
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34/67 Effects Illustrate relationships, processes Favorite of slemnsae Demos make effects unnecessary Research Audience Select Material Prepare Visuals Write Text Rehearse
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35/67 Effects Use to build up complex ideas/ diagrams Research Audience Select Material Prepare Visuals Write Text Rehearse reply-propose-discharge(Alice,Bob,x) act(Bob,Alice,x) propose-discharge(Bob,Alice,x) Alice Bob request inform reply agree informack propose-discharge done reply informack reply-propose-discharge confirm reply informack reply(Bob,Alice,x) ack(Bob,Alice,x) ack ack(Bob,Alice,x) ack ack(Alice,Bob,x) ack ack(Alice,Bob,x) ack
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36/67 The Text Research Audience Select Material Prepare Visuals Write Text Rehearse Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions
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37/67 Slide Formatting Number your slides! One topic per slide Minimal text Graphics where possible 3 points Research Audience Select Material Prepare Visuals Write Text Rehearse
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38/67 Using the Web Archive and distribute material Elaborate slide content PowerPoint is much easier to maintain Research Audience Select Material Prepare Visuals Write Text Rehearse
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39/67 Rehearsal Research Audience Select Material Prepare Visuals Write Text Rehearse Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions
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40/67 Practice, Practice, Practice Rehearse to a live audience Once is not enough! Practice the mechanics Set up Roles and signals Introducer, speaker, slide controller Handoffs Research Audience Select Material Prepare Visuals Write Text Rehearse
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41/67 Giving the Presentation Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions Research Audience Select Material Prepare Visuals Write Text Rehearse
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42/67 Remember… You’ve been granted the privilege of speaking Your audience is spending a lot of valuable time on you The speaker is remembered long after what s/he says is forgotten Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions
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43/67 The Speaker Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions Research Audience Select Material Prepare Visuals Write Text Rehearse
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44/67 Introductions Have the chair introduce you Implicit endorsement Greet and acknowledge the audience Introduce your team Your qualifications Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions
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45/67 Presenting Yourself You are an authority You inspire others You can act on what you say Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions
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46/67 Presenting Yourself Speak up! Self-confidence Speak smoothly Hesitation, nervousness implies incompetence Eye contact Honesty, trust Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions
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47/67 Coping with Nerves Shake ‘em off Be well prepared Nothing new Backups Thank the audience Find a friend Stand tall Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions
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48/67 Inspiring Others Project enthusiasm Demonstrate teamwork Wake up the audience Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions
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49/67 Walk the Talk Mention your track record Demo! Propose action, incite decision Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions
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50/67 The Topic Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions Research Audience Select Material Prepare Visuals Write Text Rehearse
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51/67 Set the Agenda Desired outcome of this meeting? Why is this talk important NOW? Why are you the ideal presenter? Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions
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52/67 Provide a Roadmap Outline BRIEFLY Preview the argument Boldly state a controversial conclusion and promise to prove it Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions
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53/67 The Material Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions Research Audience Select Material Prepare Visuals Write Text Rehearse
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54/67 Maintain the Pace Watch your remaining time Preserve time for questions Don’t invite audience to interrupt you Skip rather than skim slides Don’t talk too fast Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions
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55/67 Interactions Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions Research Audience Select Material Prepare Visuals Write Text Rehearse
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56/67 Interaction Skills Don’t block the slides Scan the audience (eye contact) Don’t stare at your slides Move into the audience Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions
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57/67 Interaction Skills Vary your voice (level, pitch) Talk with your hands Gently Invite participation Leading questions Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions
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58/67 Questions What if nobody has any? Plant questions in your text Ask the audience Survey says… Have answers on “reserve slides” Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions
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59/67 Difficult Questions What if you don’t know the answer? Admit it Promise to follow-up Canvas the audience What if the question is irrelevant? Take it off-line Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions
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60/67 Coping with Trouble “Walk-on’s” (latecomers) Greet them A speech from the floor A bulldog questioner Take it off-line Turn to the chair for help Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions
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61/67 Summing Up Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions Research Audience Select Material Prepare Visuals Write Text Rehearse
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62/67 Presentation Strategies Profile your audience Define your presentation goals and stick to them! Prepare to convince and impress No compromises! Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions
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63/67 Presentation Tactics Establish common ground Interact with audience Maintain control of the floor Show rather than tell Work toward a conclusion Introduce Speaker Introduce Topic Develop Ideas Draw Conclusions Answer Questions
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64/67 Your Customer Presentation
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65/67 Planning Your Talk Who is the audience? What are their objectives? What are your objectives? What is the minimum you can say? What problems may arise?
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66/67 Giving Your Talk Who will you need onstage? How will you involve the audience? How many slides should you prepare? What visual aids can you use?
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67/67 Questions Welcomed! For more information, please contact Rob Kremer kremer@cpsc.ucalgary.ca
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