Making Effective Technical Presentations
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1/67 Making Effective Technical Presentations Rob Kremer Adapted from original slides by David Maulsby
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Making Effective Technical Presentations. Rob Kremer Adapted from original slides by David Maulsby. Why Presentations?. Incite decisions Achieve closure Motivate, educate Build relationships. Why Be a Presenter?. Make contacts Promote yourself Promote your organization - PowerPoint PPT Presentation
Transcript of Making Effective Technical Presentations
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Making Effective Technical
PresentationsRob Kremer
Adapted from original slides byDavid Maulsby
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Why Presentations?
Incite decisions
Achieve closure
Motivate, educate
Build relationships
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Why Be a Presenter?
Make contacts
Promote yourself
Promote your organization
Master your subject
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Planning a Presentation
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The Presentation ProcessPreparation
Research Audience
Select Material
Prepare Visuals
Write Text
Rehearse
Presentation
Introduce Speaker
Introduce Topic
Develop Ideas
Draw Conclusions
Answer Questions
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Understanding the AudienceResearch Audience
Select Material
Prepare Visuals
Write Text
Rehearse
Introduce Speaker
Introduce Topic
Develop Ideas
Draw Conclusions
Answer Questions
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Audience CompositionThe Chair
The Head Honcho
The Critic
Your Champion
The MassesResearch Audience
Select MaterialPrepare Visuals
Write Text Rehearse
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The ChairTheir Role
Keeps the meeting on trackProtects the speaker
& YouEstablish your relationshipRefer problems to the chair Research Audience
Select MaterialPrepare Visuals
Write Text Rehearse
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The Head HonchoRole
Decision-maker
& YouMake sure s/he understandsMarshall the audience to help you
Research Audience
Select MaterialPrepare Visuals
Write Text Rehearse
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The CriticTheir Role
To debunk your story
& YouAnticipate objections in your talk
Have extra slides readyRehearse questions and answers
Counteract with yourchampion
Research Audience
Select MaterialPrepare Visuals
Write Text Rehearse
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Your ChampionTheir Role
Advocate for you
& YouIdentify your champion
Attentive, nodding, interested questionsGet his/her endorsement
Third-party more believableResearch Audience
Select MaterialPrepare Visuals
Write Text Rehearse
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The MassesTheir Role
A. Keen to learn, validateB. There on orders, bored
& YouAcknowledge themEarn their trustAppeal to their experience
Research Audience
Select MaterialPrepare Visuals
Write Text Rehearse
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Understanding the Audience
What do they know about the topic?
What do they know about you?
Why are they in thismeeting?
Research Audience
Select MaterialPrepare Visuals
Write Text Rehearse
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Understanding the AudienceAim to discover your champion
Teach the audience something new
Reflect their intelligenceKeep it simpleChallenge but don’t overwhelm Research Audience
Select MaterialPrepare Visuals
Write Text Rehearse
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Respecting the Audience
Research Audience
Select MaterialPrepare Visuals
Write Text Rehearse
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Dress CodeDress to flatter your audience
For peers, dress up a littleFor management, business casualFor customers, dress for success
Jacket and tieYou’re judged by your shoes
Research Audience
Select MaterialPrepare Visuals
Write Text Rehearse
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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 MaterialPrepare Visuals
Write Text Rehearse
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Clothing Communiqué
Clothing sends messagesWhat you wearHow you wear itManners and gestures
Research Audience
Select MaterialPrepare Visuals
Write Text Rehearse
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Professional DeportmentWatch your language
No slangAvoid grandiloquent sesquipedalian
circumlocutions
Watch your body languageRelaxed, not sloppy
Research Audience
Select MaterialPrepare Visuals
Write Text Rehearse
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The Best Proof of Respect
Be prepared !You studied your topic You researched the audienceYou rehearsed your presentation
Research Audience
Select MaterialPrepare Visuals
Write Text Rehearse
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Selecting MaterialResearch Audience
Select Material
Prepare Visuals
Write Text
Rehearse
Introduce Speaker
Introduce Topic
Develop Ideas
Draw Conclusions
Answer Questions
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Selecting the ContentHelp your audience reach their
objectivesUnderstand an issueAnswer a questionMake a decision
Focus on what they needto learn Research Audience
Select Material
Prepare Visuals Write Text Rehearse
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Organizing the TalkAcknowledge the objectives
Yours and theirs
Establish common groundFrom You and Them to We
Provide a roadmapOutline / graphic
“Say what you’re going tosay…”
Research AudienceSelect Material
Prepare Visuals Write Text Rehearse
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Organizing the TalkThe storyline
History, process, relationship
The argumentThesis / antithethis / synthesis
The contributionProblem / solution
Research AudienceSelect Material
Prepare Visuals Write Text Rehearse
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Visual AidsResearch Audience
Select Material
Prepare Visuals
Write Text
Rehearse
Introduce Speaker
Introduce Topic
Develop Ideas
Draw Conclusions
Answer Questions
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Visual AidsGraphics reveal relationships
Introduce Speaker
Introduce Topic
Develop Ideas
Draw Conclusions
Answer Questions Research AudienceSelect Material
Prepare Visuals
Write Text Rehearse
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Visual AidsIntroduce speaker
Introduce topic
Develop ideas
Answer questions
Draw conclusionsResearch Audience
Select MaterialPrepare Visuals
Write Text Rehearse
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Visual Aids
Introduce Speaker
Introduce Topic
Develop Ideas
Draw Conclusions
Answer Questions
Research AudienceSelect Material
Prepare Visuals
Write Text Rehearse
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Color Schemes
Too Little Contrast
Complementary ColorsToo Many Colors
Good ContrastGood Contrast
Best for Colorful Diags
Good ContrastToo Little Contrast
OK for Accent;TiringToo Little Contrast
Bad Good
Use very dark or very light background High contrast Avoid red, green
Research AudienceSelect Material
Prepare Visuals
Write Text Rehearse
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Color Connotations
Mysterious and intriguing
Cool and rational
The plain old facts
Formal and methodical
Exciting marketing message
Another exciting messageResearch Audience
Select MaterialPrepare Visuals
Write Text Rehearse
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Special Effects
Research AudienceSelect Material
Prepare Visuals
Write Text Rehearse
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Uses of Special EffectsWake up the audience
Turn on imagination
Illustrate an idea
Drive home your point
Demonstrate your prowessResearch Audience
Select MaterialPrepare Visuals
Write Text Rehearse
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Special EffectsDecoration
Animation
Sound
Video
Demo /scenario
Research AudienceSelect Material
Prepare Visuals
Write Text Rehearse
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EffectsIllustrate relationships, processes
Favorite of s l em nsa e
Demos make effects unnecessaryResearch Audience
Select MaterialPrepare Visuals
Write Text Rehearse
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Effects
Use to build up complex ideas/diagrams
Research AudienceSelect Material
Prepare Visuals
Write Text Rehearse
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The TextResearch Audience
Select Material
Prepare Visuals
Write Text
Rehearse
Introduce Speaker
Introduce Topic
Develop Ideas
Draw Conclusions
Answer Questions
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Slide FormattingNumber your slides!
One topic per slide
Minimal textGraphics where possible
3 points Research AudienceSelect MaterialPrepare Visuals
Write Text
Rehearse
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Using the WebArchive and distribute material
Elaborate slide content
PowerPoint is much easier to maintain
Research AudienceSelect MaterialPrepare Visuals
Write Text
Rehearse
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RehearsalResearch Audience
Select Material
Prepare Visuals
Write Text
Rehearse
Introduce Speaker
Introduce Topic
Develop Ideas
Draw Conclusions
Answer Questions
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Practice, Practice, PracticeRehearse to a live audience
Once is not enough!
Practice the mechanicsSet upRoles and signals
Introducer, speaker, slidecontroller
HandoffsResearch Audience
Select MaterialPrepare Visuals
Write Text Rehearse
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Giving the PresentationIntroduce Speaker
Introduce Topic
Develop Ideas
Draw Conclusions
Answer Questions
Research Audience
Select Material
Prepare Visuals
Write Text
Rehearse
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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 isforgotten
Introduce Speaker
Introduce Topic
Develop Ideas
Draw Conclusions
Answer Questions
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The SpeakerIntroduce 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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IntroductionsHave the chair introduce you
Implicit endorsement
Greet and acknowledge the audience
Introduce your team
Your qualificationsIntroduce Speaker
Introduce Topic
Develop Ideas
Draw Conclusions
Answer Questions
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Presenting YourselfYou 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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Presenting YourselfSpeak up!
Self-confidence
Speak smoothlyHesitation, nervousness implies
incompetence
Eye contactHonesty, trust
Introduce Speaker
Introduce Topic
Develop Ideas
Draw Conclusions
Answer Questions
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Coping with NervesShake ‘em off
Be well preparedNothing newBackups
Thank the audience
Find a friend
Stand tallIntroduce Speaker
Introduce Topic
Develop Ideas
Draw Conclusions
Answer Questions
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Inspiring OthersProject enthusiasm
Demonstrate teamwork
Wake up the audience
Introduce Speaker
Introduce Topic
Develop Ideas
Draw Conclusions
Answer Questions
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Walk the TalkMention your track record
Demo!
Propose action, incite decision
Introduce Speaker
Introduce Topic
Develop Ideas
Draw Conclusions
Answer Questions
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The TopicIntroduce Speaker
Introduce Topic
Develop Ideas
Draw Conclusions
Answer Questions
Research Audience
Select Material
Prepare Visuals
Write Text
Rehearse
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Set the AgendaDesired 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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Provide a RoadmapOutline
BRIEFLY
Preview the argumentBoldly 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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The MaterialIntroduce Speaker
Introduce Topic
Develop Ideas
Draw Conclusions
Answer Questions
Research Audience
Select Material
Prepare Visuals
Write Text
Rehearse
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Maintain the PaceWatch your remaining time
Preserve time for questionsDon’t invite audience to interrupt you
Skip rather than skim slidesDon’t talk too fast
Introduce Speaker
Introduce Topic
Develop Ideas
Draw Conclusions
Answer Questions
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InteractionsIntroduce Speaker
Introduce Topic
Develop Ideas
Draw Conclusions
Answer Questions
Research Audience
Select Material
Prepare Visuals
Write Text
Rehearse
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Interaction SkillsDon’t block the slides
Scan the audience (eye contact)Don’t stare at your slides
Move into the audienceIntroduce Speaker
Introduce Topic
Develop Ideas
Draw Conclusions
Answer Questions
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Interaction SkillsVary your voice (level, pitch)
Talk with your handsGently
Invite participationLeading questions
Introduce Speaker
Introduce Topic
Develop Ideas
Draw Conclusions
Answer Questions
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QuestionsWhat if nobody has any?
Plant questions in your text
Ask the audienceSurvey says…
Have answers on “reserveslides”
Introduce Speaker
Introduce Topic
Develop Ideas
Draw Conclusions
Answer Questions
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Difficult QuestionsWhat if you don’t know the
answer?Admit itPromise to follow-upCanvas the audience
What if the question isirrelevant?Take it off-line
Introduce Speaker
Introduce Topic
Develop Ideas
Draw Conclusions
Answer Questions
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Coping with Trouble“Walk-on’s” (latecomers)
Greet them
A speech from the floorA bulldog questionerTake it off-line
Turn to the chair for help Introduce Speaker
Introduce Topic
Develop Ideas
Draw Conclusions
Answer Questions
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Summing UpIntroduce Speaker
Introduce Topic
Develop Ideas
Draw Conclusions
Answer Questions
Research Audience
Select Material
Prepare Visuals
Write Text
Rehearse
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Presentation Strategies
Profile your audience
Define your presentation goalsand stick to them!
Prepare to convince and impress
No compromises! Introduce Speaker
Introduce Topic
Develop Ideas
Draw Conclusions
Answer Questions
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Presentation TacticsEstablish common ground
Interact with audience
Maintain control of the floor
Show rather than tell
Work toward a conclusionIntroduce Speaker
Introduce Topic
Develop Ideas
Draw Conclusions
Answer Questions
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Your Customer Presentation
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Planning Your TalkWho 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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Giving Your TalkWho will you need onstage?
How will you involve the audience?
How many slides should you prepare?
What visual aids can you use?
