2. King AbdulAziz University Faculty Of Computing & Information Technology Business English How to do effective presentation Semester1 2009 (Semester 1 ) CPIT 221 I.Samar Al-Taher I.Tagreed Baqais

3. CPIT221 – 1 st Semester 2009 2 How to do effective presentation Outlines Initial Planning Preparation Outlining How much materials. Designing effective power point presentation Practice makes perfect Presentation The Moment of Truth Important Elements Handling Questions

4. CPIT221 – 1 st Semester 2009 3 Getting Started While hard work and good ideas are essential to success, It is important to express those ideas and get others to join you. If this thought makes you nervous there are some tips to help you do a effective oral presentation.

5. CPIT221 – 1 st Semester 2009 4 Initial Planning The more lead time you allow yourself, the more time you will have to think to the topic and the more interesting your presentation will be. Before preparing the presentation, you'll need to determine: A.The type of talk you will be expected to give - will this be an informal chat, a seminar discussion, or a more formal presentation? B. The composition of the audience - general audience or specialists? - how many people are expected to attend?

6. CPIT221 – 1 st Semester 2009 5 Initial Planning ( cont.) C. The time selected for the talk - The longer the talk, the more freedom you will have to explore the topic. - a short talk needs to be very clear and to address the topic directly. - is question time included? D. Expectations for information content - is there a specific purpose for having you give a talk?

7. CPIT221 – 1 st Semester 2009 6 Preparation Once you have a general idea of what you want to say, you'll have to decide how to say it. It is essential that your talk : be well-constructed, and points : be presented to the audience logically sequence and clearly. This all takes a fair amount of preparation. Start early!

8. CPIT221 – 1 st Semester 2009 7 Preparation (cont.) Here are a few pointers to get you started: 1.Start preparing in advance by thinking through what needs to be said. Collect material 2.Write a clear statement of the problem and its importance. 3.Develop this sentence that will catch the attention of the audience. Outlining 4.Arrange these issues in a logical sequence. 5.Using Computer-based presentation programs (PowerPoint) can be wonderful time-savers.

9. CPIT221 – 1 st Semester 2009 8 Preparation (cont.) 6.Organize the series of points from the most to the least important. That way, the audience will remember the important points later. 7.Determine transition elements which will help your audience to follow the link from one issue to the next 8.Use short sentences with simple constructions 9.Outline basic concepts briefly and clearly early in the talk to avoid confusion. Don't assume the audience will be familiar with basic concepts of your talk.

10. CPIT221 – 1 st Semester 2009 9 Preparation (cont.) 11.When using medium (slides, videos, multimedia, etc.), choose the least complex format.Keep in mind that the more technology you use, the more things mite go wrong. 12.If you start preparing early, you'll have plenty of time to refine the presentation based on your colleagues' feedback 13.The shorter the talk, the more difficult it will be to cover the material clearly and completely. Be strict about including only what is essential information for the presentation.

11. CPIT221 – 1 st Semester 2009 10 Outlining The primary purpose of a presentation is to provide information which the audience will then remember Later. Detailed referencing of material won't be remembered. It is important to develop a realistic view of how much material is appropriate, and the ability to eliminate non-essential material.

12. CPIT221 – 1 st Semester 2009 11 Outlining (How much material?) Pre-determining the length of the content is always a problem Two wrong ways people try to reduce the length of a presentation are to : speak more quickly reduce the number of words used. One good strategy is to be very selective about what you need to say, and say it clearly with slightly longer pauses between words. The practice talk will be about 20% faster than the real presentation ( if there are interrupted questions )

13. CPIT221 – 1 st Semester 2009 12 How much material? ( cont.) Try the following suggestions to get into a good approximate range: Estimate a rate of about 100 words per minute (slow! - if conversation occurs at about 300 words/minute) Each statement you make will require an average of 12 words Each concept will need to be supported by 3 - 4 statements

14. CPIT221 – 1 st Semester 2009 13 Outlining (Designing effective power point presentation) The following Tips provide on maximizing the design and delivery effectiveness of your PowerPoint slide presentation for your audience. By studying these PowerPoint presentation tips, you will be able to give a presentation that is both focused and visually appealing.

15. CPIT221 – 1 st Semester 2009 14 The Content of the slide The Title and the researcher information. The Main topics : What you will cover in your presentation. The Introduction The body of your topic. The result. The conclusion. Thankful slide.

16. CPIT221 – 1 st Semester 2009 15 First Slide The Topic By Your Name Your ID if student Your Section if student Your job title Instructor Your teacher’s name if student university name if student Sponsored The Sponsored if any for the event Date

17. CPIT221 – 1 st Semester 2009 16 Make it Big (Text) This is Arial 12 This is Arial 18 This is Arial 24 This is Arial 32 This is Arial 36 This is Arial 44 Too Small

18. CPIT221 – 1 st Semester 2009 17 Make It Big (How to Estimate) Look at it from 2 metres away 2 m

19. CPIT221 – 1 st Semester 2009 18 Keep It Simple (Text) Too many colours Too Too Many Fonts and Styles The 6 x 7 rule No more than 6 lines per slide No more than 7 words per line

20. CPIT221 – 1 st Semester 2009 19 Keep It Simple (Text) Instructional Technology: A complex integrated process involving people, procedures, ideas, devices, and organization, for analyzing problems and devising, implementing, evaluating, and managing solutions to those problems in situations in which learning is purposive and controlled (HMRS 5th ed.) Too detailed !

21. CPIT221 – 1 st Semester 2009 20 Keep It Simple (Text) A process involving people, procedures & tools for solutions to problems in learning (HMRS 5th ed.) Instructional Technology: Much Simpler

22. CPIT221 – 1 st Semester 2009 21 Keep It Simple (Table) DelhiMumbaiGoa January11,532,23414,123,6543,034,564 February1,078,45612,345,56716,128,234 March17,234,7786,567,12316,034,786 April16,098,89710,870,9547,940,096 May8,036,89710,345,39414,856,456 June16,184,345678,0954,123,656 July8,890,34515,347,93418,885,786 August8,674,23418,107,11017,230,095 September4,032,04518,923,2399,950,498 October2,608,0969,945,8905,596,096 November5,864,034478,0236,678,125 December12,234,1239,532,1113,045,654 Too detailed !

23. CPIT221 – 1 st Semester 2009 22 Keep It Simple (Table) In 10 6 DelhiMumbaiGoa January11143 February11216 March17616 April16107 May81014 June1604 July81518 August81817 September4189 October295 November506 December1293 Much Simpler

24. CPIT221 – 1 st Semester 2009 23 Keep It Simple (Figure) Too detailed !

25. CPIT221 – 1 st Semester 2009 24 Keep It Simple (Figure) Much Simpler

26. CPIT221 – 1 st Semester 2009 25 Keep It Simple (Picture)  Art work may distract your audience  Artistry does not substitute for content

27. CPIT221 – 1 st Semester 2009 26 Keep It Simple (Sound & Transition) Sound effects may distract too, Use sound only when necessary The transition is annoying, not enhancing, "Appear" and "Disappear" are better

28. CPIT221 – 1 st Semester 2009 27 Make It Clear (Capitalisation) ALL CAPITAL LETTERS ARE DIFFICULT TO READ Upper and lower case letters are easier Sanserif Z Serif Z busy clear

29. CPIT221 – 1 st Semester 2009 28 Serif fonts are difficult to read on screen Sanserif fonts are clearer Italics are difficult to read on screen Normal or bold fonts are clearer Underlines may signify hyperlinks Instead, use colours to emphasise Make It Clear (Fonts)

30. CPIT221 – 1 st Semester 2009 29 Make It Clear (Numbers) Use numbers for lists with sequence Use bullets to show a list without Priority Sequence Hierarchy, …..

31. CPIT221 – 1 st Semester 2009 30 Make It Clear (Contrast) Use contrasting colours Light on dark vs dark on light Use complementary colours low contrast high contrast

32. CPIT221 – 1 st Semester 2009 31 Make It Clear (Complement) Use contrasting colours Light on dark vs dark on light Use complementary colours These colours do not complement

33. CPIT221 – 1 st Semester 2009 32 Make It Clear (Complement) Use contrasting colours Light on dark vs dark on light Use complementary colours These colours complement

34. CPIT221 – 1 st Semester 2009 33 Be Consistent Differences draw attention Differences may imply importance Use surprises to attract not distract This tick draws attention

35. CPIT221 – 1 st Semester 2009 34 Be Consistent Differences draw attention  Differences may imply importance o Use surprises to attract not distract These differences distract!

36. CPIT221 – 1 st Semester 2009 35 Be Consistent Differences draw attention  Differences may imply importance Use surprises to attract not distract This implies importance

37. CPIT221 – 1 st Semester 2009 36 Be Consistent Differences draw attention Differences may imply importance Use surprises to attract not distract Confusing differences!

38. CPIT221 – 1 st Semester 2009 37 Be Consistent Differences draw attention Differences may imply importance Use surprises to attract not distract This surprise attracts

39. CPIT221 – 1 st Semester 2009 38 Be Consistent Differences draw attention Differences may imply importance Use surprises to attract not distract These distract!

40. CPIT221 – 1 st Semester 2009 39 When Creating Text to support the communication Pictures to simplify complex concepts Animations for complex relationships Visuals to support, not to distract Sounds only when absolutely necessary Think about the people in the back of the room when creating slides

41. CPIT221 – 1 st Semester 2009 40 Practice makes perfect Practice is the most important factor contributing to a good presentation. Make time for at least a few practice runs. Do so in private at first. Then videotape yourself and watch the results. Try the presentation out in front of a few colleagues. Ask for feedback, Select those who know a little about your topic. a poorly presented talk reflects upon both you and your attitude towards the material and audience.

42. CPIT221 – 1 st Semester 2009 41 Presentation a few things you can do at the last minute which will help ensure a successful presentation: 1. Before the day begins, or last thing the night before, run through your talk once more. Use a mirror or visualize standing in front of an audience as you practice. 2. If possible, take a tour the room you'll use for the presentation early in the day. If the room is large, or your voice small, use a microphone. 3. If you need specialized equipment, make sure it is available. 4. Determine who will be controlling equipment for you. 5. Check again to see that your slides are oriented properly.

43. CPIT221 – 1 st Semester 2009 42 Presentation (cont.) When using host Software for your presentation, many things must be considered :  Is the host software compatible with your presentation? Are the fonts, bullets, colors, etc. the same?  Is there a sound card in the host computer.  Did you include all the required files and resources for your presentation?  Back-up your presentation, or e-mail it to yourself as an attachment.

44. CPIT221 – 1 st Semester 2009 43 The Moment of Truth So you are sitting there, about to be introduced. Now what? Avoid standing behind a lectern or desk during the presentation. Stand to one side of the projection screen or blackboard, and closer to the audience if possible. Take several deep breaths as you are being introduced. State your objectives at start of your talk, then restate them again at the end of the talk. In between, discuss how your material relates to these objectives. avoid making jokes. The results can be disappointing, and may suggest an unprofessional attitude.

45. CPIT221 – 1 st Semester 2009 44 The Moment of Truth (cont.) Choose a natural, moderate rate of speech and use automatic, moderate movement. Monitor your behavior, and avoid habitual behaviors (pacing, fumbling change in pocket, twirling hair). Laser pointers are wonderful pointing devices, but remember not to point them at the audience, Don't swirl the laser around and around one place on the projection screen. avoid using the cursor as in pointer in your computer presentations. Speak with your audience. Involve them in the process of the presentation by posing questions and making eye contact.

46. CPIT221 – 1 st Semester 2009 45 The Moment of Truth (cont.) Keep an eye on your time, and don't run over your limit. Ever Be prepared for interruptions (late arrivals, cell phones or pagers, burned out projector bulbs, etc.). Don't apologize for any aspect of your presentation. This should be your very best effort; if you have to apologize, you haven't done your job properly. Don't be afraid to give yourself credit for your own work. Don't forget to acknowledge the people's efforts how help you in your research, even if you have to skip a statement or two to remain within your time frame.

47. CPIT221 – 1 st Semester 2009 46 a scientific talk is about 100 words/Min. should catch the interest and attention of the audience, Remember that there is no point in giving a presentation if the audience isn't listening The link between successive elements of the talk should be planned carefully, smooth, and logical. Don't run over! Shorten your talk by removing details, concepts, and information, not by eliminating words. Important Elements 1. Rate: 2. Opening: 3. Transitions: 4. Length:

48. CPIT221 – 1 st Semester 2009 47 Important Elements (cont.) Summarize the main concepts you've discussed, and how your work relates to issues you've raised. Aim to help your audience achieve high retention of this final information. Signal that the summary ("In summary,..."), but don't begin the summary too soon or else the audience will start to leave before you finish! 5. Conclusion:

49. CPIT221 – 1 st Semester 2009 48 Handling Questions Your presentation doesn't end once you've finished. The question period often is the part of the talk and your ability to interact with the audience. Here are a few guidelines: 1.Always repeat each question so the entire audience knows what you've been asked. 2.Before you answer, take a moment to reflect on the question. By not rushing to give an answer, you show a respect for the questioner, and you give yourself time to be sure you are answering the question that actually was asked. 3.When you have only a limited time to make your presentation. It is essential, however, that you break the questioner tactfully. Say something like "So, are you asking....?" This will focus the question and give you a place to begin an answer.

50. CPIT221 – 1 st Semester 2009 49 Handling Questions (cont.) 4.Avoid prolonged discussions or arguments with one person. 5.If you can't answer a question, just say so. Don't apologize. You then may: Offer to research an answer, then get back to the questioner later. Suggest resources which would help the questioner to address the question themselves. Ask for suggestions from the audience. 6.Finish your answer by asking the person who asked that question whether or not you answered the question sufficiently. This acknowledges and thanks the questioner, it lets the rest of the audience feel comfortable asking questions

51. CPIT221 – 1 st Semester 2009 50 The End Thank the audience for their listening And I ask them if you introduce your knowledge sufficiently