Post on 17-Dec-2015
Presentation Skills: PreparationPresentation Skills: Preparation
Boğazıçı Boğazıçı UniversityUniversity
May 13, 2004May 13, 2004
Tom AtkinsonTom Atkinson
Boğazıçı University Tom Atkinson
Feedback Feedback
1.1. What you likedWhat you liked• Just the right speedJust the right speed• Slides were betterSlides were better
2.2. What could be improvedWhat could be improved• Too slowToo slow• Slides need more colorSlides need more color• Make topic more interestingMake topic more interesting
Boğazıçı University Tom Atkinson
Agenda Agenda
1.1. MotivationMotivation
2.2. Preparation ProcessPreparation Process
3.3. Presentation SequencePresentation Sequence
4.4. Effective SlidesEffective Slides
5.5. Visual AidsVisual Aids
Boğazıçı University Tom Atkinson
People judge your presentation People judge your presentation based on how you presentbased on how you present
93% How you present
7% What you know
Source: EXBU
Boğazıçı University Tom Atkinson
School vs. WorkSchool vs. Work
School evaluation mostly paper-School evaluation mostly paper-basedbased
““Out there” it is the reverseOut there” it is the reverse
You are in luck: You are in luck:
This skill can be practicedThis skill can be practiced
Boğazıçı University Tom Atkinson
10%
20%
30%
50%
70%
90%
0%10%20%30%40%50%60%70%80%90%
100%
Read Hear See Seeand
Hear
Say Sayand Do
Seeing and hearing aid retentionSeeing and hearing aid retention
Boğazıçı University Tom Atkinson
Preparation process: first Preparation process: first draftdraft
Start early and:Start early and:
1.1. Know your audienceKnow your audience
2.2. Define your purposeDefine your purpose
3.3. Gather dataGather data
4.4. OrganizeOrganize
5.5. Practice!Practice!
Boğazıçı University Tom Atkinson
1. Know your audience1. Know your audience
Before starting to write, need to know:Before starting to write, need to know: SizeSize Needs, interests, and concernsNeeds, interests, and concerns Knowledge levelKnowledge level Motivation levelMotivation level
Boğazıçı University Tom Atkinson
2. Define your purpose2. Define your purpose
Two main reasons to give a Two main reasons to give a presentation:presentation:
InformInform PersuadePersuade
In this class your job is Inform
Boğazıçı University Tom Atkinson
Say it in one sentence with no Say it in one sentence with no “ands”“ands”
““How to overcome security flaws in How to overcome security flaws in WiFi”WiFi”
““Applicability of WebServices Applicability of WebServices technology in business”technology in business”
““Nanotechnology applications that Nanotechnology applications that will be marketable in the next 3-5 will be marketable in the next 3-5 years”years”
Boğazıçı University Tom Atkinson
Say it in one sentence with no Say it in one sentence with no “ands”“ands”
NOT:NOT: ““Security flaws in WiFi and how to Security flaws in WiFi and how to
overcome them”overcome them” ““Nanotechnology and robotics in Nanotechnology and robotics in
household appliances”household appliances”
Boğazıçı University Tom Atkinson
3. Gather data3. Gather data
Collect evidenceCollect evidence Determine main points (2-5)Determine main points (2-5) Prepare charts and graphsPrepare charts and graphs
Boğazıçı University Tom Atkinson
4. Organize4. Organize
Place data into the appropriate section:Place data into the appropriate section: IntroductionIntroduction BodyBody
Topic #1Topic #1 Topic #2Topic #2 Topic #3Topic #3
ConclusionConclusion QuestionsQuestions
““Say what you are going to say, say it, then Say what you are going to say, say it, then say what you just said.”say what you just said.”
Boğazıçı University Tom Atkinson
4. Organize4. Organize
3 point technique3 point technique
Problem-Cause-Problem-Cause-SolutionSolutionAlphabeticalAlphabetical
ChronologicalChronological Inductive ReasoningInductive Reasoning
Contrast & CompareContrast & Compare
Source: Lehman & DuFrene
Boğazıçı University Tom Atkinson
5. Practice5. Practice
Leave it for a few days
Practice
ReviseInfinite loop!
Boğazıçı University Tom Atkinson
5. Practice5. Practice
Ensure that Ensure that audience’s audience’s needs are met:needs are met: Walk through presentation as if you Walk through presentation as if you
were in the audiencewere in the audience Does it flow logically?Does it flow logically? Does every slide relate to the stated Does every slide relate to the stated
purpose?purpose? Would your Mom / Dad understand Would your Mom / Dad understand
you?you?
Boğazıçı University Tom Atkinson
To make the presentation successful...To make the presentation successful...
1. Setup early1. Setup early2. Build rapport2. Build rapport3. Open 3. Open 4. Present main points4. Present main points5. Conclude5. Conclude
Source: Lehman & DuFrene
Boğazıçı University Tom Atkinson
2. Build rapport2. Build rapport
Help audience trust you and feel that Help audience trust you and feel that you careyou care
Start before you beginStart before you begin Mingle; learn namesMingle; learn names Make a good first impressionMake a good first impression
People listen to people they likePeople listen to people they like
Boğazıçı University Tom Atkinson
2. Build rapport with Title Slide2. Build rapport with Title Slide
Introduce yourselfIntroduce yourself Give reasons why they should listenGive reasons why they should listen Establish respectEstablish respect Give credentialsGive credentials
Get attentionGet attention HumorHumor Short storyShort story Startling statisticStartling statistic
Get audience involvedGet audience involved
Boğazıçı University Tom Atkinson
The standard line:The standard line:
““Tell them what you are Tell them what you are going to tell them . . .”going to tell them . . .”
“ “ . . . then tell them . . .”. . . then tell them . . .”
“ “ . . . then tell them what you . . . then tell them what you told them.”told them.”
Source: Lehman & DuFrene
Boğazıçı University Tom Atkinson
3. Open with Agenda Slide3. Open with Agenda Slide
Clearly define topic and purposeClearly define topic and purpose Make audience thinkMake audience think Lay out scheduleLay out schedule
Boğazıçı University Tom Atkinson
4. Present main points4. Present main points
Main point – TransitionMain point – Transition Main point – TransitionMain point – Transition Main point – Transition…Main point – Transition… Give supporting evidenceGive supporting evidence Give examplesGive examples Get feedback & questionsGet feedback & questions
from audiencefrom audience
Maintain focus on audience (listen!)Maintain focus on audience (listen!)
Boğazıçı University Tom Atkinson
5. Conclude5. Conclude
Inform audience that you’re about to Inform audience that you’re about to closeclose
Summarize main pointsSummarize main points Something to remember or call-to-Something to remember or call-to-
actionaction Answer questionsAnswer questions
Boğazıçı University Tom Atkinson
5. Conclude: the final slide5. Conclude: the final slide
Let the audience know the Let the audience know the presentation is over with a final slide presentation is over with a final slide asking for “Questions?”asking for “Questions?”
Boğazıçı University Tom Atkinson
Effective slide formatEffective slide format1.1. Keep slides simpleKeep slides simple2.2. Maintain a consistent, easy-to-read Maintain a consistent, easy-to-read
stylestyle• Language, Colors, FontsLanguage, Colors, Fonts
3.3. Accurate spelling and grammarAccurate spelling and grammar4.4. 7 x 7 rule:7 x 7 rule:
• Max 7 lines per slide (3 – 5 is best)Max 7 lines per slide (3 – 5 is best)• Max 7 words per lineMax 7 words per line
Boğazıçı University Tom Atkinson
Keep slides simpleKeep slides simple
Avoid:Avoid: Sound effectsSound effects Slide transitionsSlide transitions Fancy layoutsFancy layouts Too much clip artToo much clip art More than 3 bullet levelsMore than 3 bullet levels
Boğazıçı University Tom Atkinson
Keep slides simple – Same Keep slides simple – Same slideslide
Make sure to keep your slides simple. With too much Make sure to keep your slides simple. With too much text on each line, the audience will be trying to read what text on each line, the audience will be trying to read what you write while you are talking. This will be very you write while you are talking. This will be very distracting to both you and your audience. distracting to both you and your audience.
Maintain a consistent look and feel within Maintain a consistent look and feel within each slide, and from one slide to the each slide, and from one slide to the next.next.
Create high contrast between background textCreate high contrast between background text Don’t try to squeezeDon’t try to squeeze
too many thoughtstoo many thoughts onto oneonto one
slide.slide.
Boğazıçı University Tom Atkinson
Style: Parallel structureStyle: Parallel structure
Go to the storeGo to the store Buy some breadBuy some bread Come home for Come home for
dinnerdinner
Go to the storeGo to the store Fresh breadFresh bread Dinner will be Dinner will be
readyready
Parallel – Parallel – Not parallel – Not parallel – easy to followeasy to follow difficult to follow difficult to follow
Maintain consistent Maintain consistent stylestyle
Changing slide styles doesn’t make Changing slide styles doesn’t make the presentation more interesting, it the presentation more interesting, it just distracts the audiencejust distracts the audience
Boğazıçı University Tom Atkinson
ColorsColors
Keep them simple and consistentKeep them simple and consistent Use no more than five colors for Use no more than five colors for
charts or graphscharts or graphs Use no more than two colors for textUse no more than two colors for text Use colors with high contrastUse colors with high contrast Be careful with Be careful with red red because the eye because the eye
will naturally go there firstwill naturally go there first
Boğazıçı University Tom Atkinson
ColorsColors
Keep them simple and consistentKeep them simple and consistent Use no more than five colors for Use no more than five colors for
charts or graphscharts or graphs Use no more than two colors for textUse no more than two colors for text Use colors with high contrastUse colors with high contrast Be careful with Be careful with red red because the eye because the eye
will naturally go there firstwill naturally go there first
Boğazıçı University Tom Atkinson
FontsFonts
Fonts are like colors, Fonts are like colors, use sparinglyuse sparingly
Minimize use of Minimize use of italics, bolding and italics, bolding and shadowsshadows
Do NOT use all capsDo NOT use all caps Normal Normal
capitalization is capitalization is easier to readeasier to read
Times New Roman
Lucida Handwriting
Arial Black
Bookman Old Style
Boğazıçı University Tom Atkinson
Fonts – same slideFonts – same slide
Fonts are Fonts are like colorslike colors, , use sparinglyuse sparingly Be consistent from slide to slideBe consistent from slide to slide Don’t overdo the use of italicsDon’t overdo the use of italics, ,
boldingbolding and shadows and shadows DO NOT USE ALL CAPSDO NOT USE ALL CAPS Normal Capitalization Is Easier To Normal Capitalization Is Easier To
ReadRead
Boğazıçı University Tom Atkinson
Fonts: Be visibleFonts: Be visible
You should not have to ask: “Can You should not have to ask: “Can you see that in back”you see that in back”
Titles should be 38-44 pt. font Titles should be 38-44 pt. font sizesize
Text should be 28 pt font sizeText should be 28 pt font size44 pt. 40 pt.36 pt. 24 pt. 18 pt. 14 pt.
44 pt. 40 pt.36 pt. 24 pt. 18 pt. 14 pt.
Boğazıçı University Tom Atkinson
Spelin and GramerSpelin and Gramer
Emportant than there is no erors or Emportant than there is no erors or typostypos
looks Veru improfesionellooks Veru improfesionel People maynot take your seriuoslyPeople maynot take your seriuosly
Boğazıçı University Tom Atkinson
7 x 7 rule: This is too much!7 x 7 rule: This is too much! This will take longer than the 2-3 minutes to talk throughThis will take longer than the 2-3 minutes to talk through Emportant than there is no erors or typosEmportant than there is no erors or typos looks Veru improfesionellooks Veru improfesionel
People maynot take your seriuoslyPeople maynot take your seriuosly Keep them simple and consistentKeep them simple and consistent Use no more than five colors for charts or graphsUse no more than five colors for charts or graphs Use no more than two colors for textUse no more than two colors for text Use colors with high contrastUse colors with high contrast Be careful with Be careful with red red because the eye will naturally go there firstbecause the eye will naturally go there first Fonts are like colors, use sparinglyFonts are like colors, use sparingly Be consistent from slide to slide.Be consistent from slide to slide. Don’t overdo the use of italics, bolding and shadows and like e-mailDon’t overdo the use of italics, bolding and shadows and like e-mail Do NOT use all caps.Do NOT use all caps. Inform audience that you’re about to closeInform audience that you’re about to close Summarize main pointsSummarize main points Something to remember or call-to-actionSomething to remember or call-to-action Answer questionsAnswer questions
Boğazıçı University Tom Atkinson
This is from an actual slide onThis is from an actual slide on“How to give presentations”“How to give presentations”
Jokes and insight have some elements in common: A joke isn’t funny unless we “get” the point. Similarly, insights often have a comical aspect, once you have an insight the solution to a problem is absurdly simple.
Humor often involves a unexpected restructuring of our understanding, so jokes often begin by setting up an expectation, then unexpectedly dash it in the punch line, but in a way that makes a different kind of sense.
Consequently, jokes often have three parts to set up, confirm and dash a pattern (e.g. Gleitman’s Doctor, Lawyer and Engineer joke). A related mechanism makes an apparently unambiguous statement open to an alternative interpretation (e.g. puns, Wilde joke).
Unexpected-but-sensible outcomes can also provide an outlet for wishes that can’t be expressed directly, as in sarcastic or “dirty” jokes.
Boğazıçı University Tom Atkinson
Quality visual aids Quality visual aids
Use diagrams to enhance:Use diagrams to enhance: CommunicationCommunication
(easier to understand, more potent)(easier to understand, more potent) Spatial memorySpatial memory ImpactImpact
(less cognitive, more visceral)(less cognitive, more visceral)
Boğazıçı University Tom Atkinson
Charts and GraphsCharts and Graphs
Keep them simpleKeep them simple Give the punch line in the headingGive the punch line in the heading Follow 10-second ruleFollow 10-second rule Make chart serve the audience’s Make chart serve the audience’s
needs, not yoursneeds, not yours
Boğazıçı University Tom Atkinson
Instead of this…Instead of this…
Elements of Dynamic Delivery
55% Body Language 38% Voice 7% Content
Boğazıçı University Tom Atkinson
Listening and Speaking are used a Listening and Speaking are used a lot…lot…
9%
16%
30%
45%
0%
5%
10%
15%
20%
25%
30%
35%
40%
45%
50%
Writing Reading Speaking Listening
Sample Charts – what is good & Sample Charts – what is good & bad? bad?
Boğazıçı University Tom Atkinson
# Household occupants correlated # Household occupants correlated to house sizeto house size
0
10
20
30
40
50
60
70
80
90
100
0 1 2 3 4 5 6
# Occupants
Ho
us
e S
ize
(s
qu
are
me
ters
)
My houseMy house
Boğazıçı University Tom Atkinson
Remember the 10 second rule!Remember the 10 second rule!
0
50
100
1stQtr
3rdQtr
EastWestNorth
0
50
100
0 5
EastWestNorth
1st Qtr2nd Qtr3rd Qtr4th Qtr
Let the chart or graph sit for 10 seconds Let the chart or graph sit for 10 seconds once you have put it up on the screenonce you have put it up on the screen
Keep it simpleKeep it simple Think: “does this enhance the value of Think: “does this enhance the value of
what I am saying?”what I am saying?” Think: “will the audience be able to Think: “will the audience be able to
understand this within 10 seconds?”understand this within 10 seconds?”
Think: “will the audience be able to Think: “will the audience be able to understand this within 10 seconds?”understand this within 10 seconds?”
Boğazıçı University Tom Atkinson
Visual AidsVisual Aids
Used well:Used well: Enhance Enhance
understandingunderstanding Add varietyAdd variety Illustrate complex Illustrate complex
ideasideas Support claimsSupport claims Have a lasting Have a lasting
impactimpact
Used Poorly:Used Poorly: Cause distractionCause distraction Make presentation Make presentation
confusingconfusing Will lose the Will lose the
audienceaudience