Preparing Effective Presentations written by Ray J. Friant, Jr.
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Transcript of Preparing Effective Presentations written by Ray J. Friant, Jr.
Electrical Engineering National Central University
Video-Audio Processing Laboratory
Preparing Effective Presentations
written by Ray J. Friant, Jr.
updated by
Pao-Chi Chang
National Central University
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Electrical Engineering National Central University
Video-Audio Processing Laboratory
Contents
• Sequence for developing presentations
– Strategy
– Outline
– Storyboard
– Rough visuals
– Finished visuals
• Special considerations
• Presentation hints
• Conclusions
• Appendix
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Electrical Engineering National Central University
Video-Audio Processing Laboratory
Strategy
• Answer: who, what, when, where, why, how
• Based on the answer to 1, determine the objectives to be achieved.
• Establish tone, style, breadth, depth, i.e., the tenor.
• Write down the major points to be covered.
• Note: do not follow the temptation to see what miscellaneous ideas can be thrown together and go from there.
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Video-Audio Processing Laboratory
Outline
• Make it Logical
– Tell them what you are going to tell them
– Tell them
– Tell them what you have told them
– Why bring that up?
– For example
– So what?
• Make it simple and orderly
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Video-Audio Processing Laboratory
Outline, cont.
• Always summarize and make clear what action, if any, is required.
• Check the outline logic to make sure it conveys a complete logical message.
• Use the developed outline to write down ideas for visuals.
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Video-Audio Processing Laboratory
Storyboard
• Example
• Write the essence in the block
• In the margin write the one, two, or three points to be emphasized orally
• Note transitions
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Video-Audio Processing Laboratory
Rough Visuals
• Make each visual stand on its own
• Do not use overcomplicated visuals
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Video-Audio Processing Laboratory
Rough Visuals, cont.
• Achieve good balanced layouts
• Technical data
– 14 lines per visual maximum
– A title for each visual
– Simple readable labels on graphs and tables
– No writing (to be read) smaller than 1/50 of chart dimensions -- 18-point or above
– The “No more than three” major points to be made should be easily identified
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Video-Audio Processing Laboratory
Rough Visuals, cont.• Using text
– One idea per screen
– Do not use several font types on one screen– Use standard fonts where possible– Times Roman can be hard to read on screen
– Heavier font such as Arial is better for presentation
– Use combination of upper- and lowercase letters
• Using color
– To enhance the presentation, not the basis for it
– Choose one color as the main color
– Use a few colors, be consistent, be meaningful
– Culture difference, e.g., RED means danger (Western)
or good luck (Chinese)
– Choose background color to add illumination to room
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Video-Audio Processing Laboratory
Rough Visuals, cont.
• Color uses
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Electrical Engineering National Central University
Video-Audio Processing Laboratory
Rough Visuals, cont.• Color recommendations
– Use compatible, pleasing colors
– Hold it down
– Don’t variegate
– Suggestions:
• Practice with the roughs to work out “Bugs” before making finished visuals
Heads Copy Accents
Black Heads Body copy
Sketches
Blue Heads
Sub-heads
Schematics Highlights
Bullets
Green Implies:
Go credit
Red Heads Accents words
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Video-Audio Processing Laboratory
Finished Visuals• Choose your medium
– Tabletop charts (posters)– Slides– Overhead projector– LCD projector (dominated in oral presentations)
• Standardize – Size of printing for titles and text– Type of printing– Execution for graphs and tables– Color uses
• Perfect balanced layout
• Allow adequate time for finished visual preparation and practice
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Electrical Engineering National Central University
Video-Audio Processing Laboratory
Contents
• Sequence for developing presentations
– Strategy
– Outline
– Storyboard
– Rough visuals
– Finished visuals
• Special considerations
• Presentation hints
• Conclusions
• Appendix
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Electrical Engineering National Central University
Video-Audio Processing Laboratory
Special Considerations
• Be consistent
• Do not use no-content visuals
• Use blank page only when YOU have control
• When cramming information
〕 Readability is most important
• In long presentations, an executive summary may be necessary
• Don’t forget staging: room size, screen, power cord, lights, size of audience, etc.
indent
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Electrical Engineering National Central University
Video-Audio Processing Laboratory
Presentation Hints
• Do not read visuals
• Practice -- especially the transitions, main points, and phrases to be remembered
• Talk to one man -- do not “Speech” it!
• Be sensitive to audience reaction
• Lead Audience to visual’s format and meaning
• Tell audience the amount of info they should retain from complicated visuals
• Spend between 1 and 4 minutes on each content visual
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Electrical Engineering National Central University
Video-Audio Processing Laboratory
Presentation Hints, cont.
• If you believe it, say it strongly, convincingly
• If you don’t believe it, don’t say it!
• On controversial points, be Ben Franklin Wise; cast some doubt on your own wisdom
• Don’t apologize for status of the presentation
• When you are through -- sit down!
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Video-Audio Processing Laboratory
Conclusions• By following the presentation preparation sequence of
– Strategy– Outline– Storyboard– Rough visuals– Finished visuals
• A presenter will– Get information across– Leave his audience with a feeling of time well spent– Get favorable response– Save his/her own time– Isn’t it worth a try?
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Video-Audio Processing Laboratory