cc2018 - presentation guidelines. introduction communicate thoughts and ideas effectively using...

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CC2018 - Presentation Guidelines

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CC2018 - Presentation Guidelines

Introduction Communicate thoughts and ideas effectively

using various tools and media

Presentation skills important for job interviews bidding for contracts explaining to clients

Investment in presentation skills is always rewarded

gives an “edge” over other candidates

Introduction Focus on your strengths

use these to best advantage Try to be yourself

build on your strengths identify and work on your weaknesses engage the audience

What works for one person might not work for another use techniques that make you feel

comfortable

Preparation

When preparing, consider: Who is the audience?

what do they already know? What is the main purpose of my talk?

approval, giving information...? What material do I have/need? How much time do I have?

to prepare for the talk for questions

What visual aids are appropriate/available?

The AudienceEnsure the presentation meets the needs of the

audience Who are they? Why are they here? How many will be present? What do they hope to gain? What is their level of expertise? What do they expect of me? Do I know them already? Is it a formal presentation or an informal talk? What is the purpose of the presentation?

The Content The content should be appropriate for the

purpose needs of audience level of expertise of audience time allowed

Consider key areas to be included Design a logical structure Focus on the main topics

do not try to cover too much material detail can often be given in an accompanying report

Know the background be confident about the topic be able to deal with any questions

The Structure

Introduction: Tell them what you are going to tell them

Main Body of Talk: Tell them

Conclusion: Tell them what you have told them

The Structure: Introduction

Explains the purpose and outline Could include:

Welcome the audience Introduce yourself

introduce your team and your role if appropriate Identify the topic and scope Ensure that the audience can hear and see

a rehearsal can help here Indicate how long the presentation will be

The Structure: Main Body of Talk

Contains material in a logical and appropriate structure

present facts

consider options

make recommendations

in keeping with the topic of your talk

The Structure: Main Body of Talk Ensure the material covered is:

memorable

relevant to your audience

meets requirements of the audience

Main Body of Talk: The Project Proposal

Check the coursework specification Check the presentation guidelines You need to include:

An outline literature review problem(s) your are trying to solve, key issues, etc.

Aims and objectives Proposed tools and techniques

DFD, UML, ERD, rich picture, decision tables... Identified project boundaries, constraints,

risks, contingency plans

The Structure: Conclusion

Summarise the main points helps the audience remember

Show how arguments support conclusion create a logical flow

Delivering your presentation Personal approach Maintaining attention Visual aids Timing Question time

Personal approach Gesture and body language

Show you are confident and in control ...but not over-confident

Eye contact Communicate with each member of the audience

Smile Be friendly, welcoming and approachable

Breathing Controlled breathing helps

be calm and confident project your voice

Maintaining attention Do not read from prepared text

Reading voice not as spontaneous as natural voice

Talk could become monotonous Could lose your place

Avoid trying to memorise your talk Not able to respond to audience Could forget something Could lose the sequence and structure

Vary the tone of voice Show enthusiasm/commitment

Maintaining attention Avoid speaking too quickly Try to maintain good posture

be relaxed be mobile

Demonstrate that you understand the topic

Enjoy yourself the audience will be on your side they want to hear what you have to say

Visual aids Visual aids (e.g. slides) are useful if

they: Attract and maintain attention and interest Assist in explanation of complicated issues Make the structure of the presentation clear Act as verbal “landmarks” for the speaker Communicate data more easily

e.g. tables of figures, graphs showing trends

Visual aids Visual aids can become a problem if:

Too much information is displayed at any one time They cannot be seen in all parts of the room

test before the talk itself You are talking to the screen and not the audience

creates a barrier loss of eye contact voice may be inaudible

You have the slides in the wrong sequence You simply read from the slides

Timing Keep within the time allocated

might be stopped if you overrun audience might lose interest

Check the time without being too obvious rehearse to check time at key points

If you overrun, summarise the main points and close do not “steal” time from team members

Rehearse your talk check timing check material covered check sequence check handovers (if appropriate) allow for questions

Question Time: Did they understand what you told them?

The audience will want to ask questions clarify their own understanding explore related ideas

Handling questions well adds to the success of talk

Look at the person asking the question listen to what they have to say do not interrupt wait until they have finished

It is often useful to repeat the question make it clear in your own mind rest of the audience knows what you are addressing

Question Time: Did they understand what you told them?

Answer clearly, but not in excessive detail Check the asker is happy with the response If you do not know the answer, be honest and

say you will find out Do not ignore the question and answer one

you would have preferred to have been asked instead

Always be polite to those asking the questions

Summary Do

Prepare background research if not used in the talk, may be needed at question time

Obtain material from a wide range of sources Be organised – prepare and rehearse Structure your presentation

Use cards with bullet points or your slides Focus on the specific requirements Speak clearly Have eye contact with your audience

avoid staring at individuals

Summary Do NOT

Leave research and preparation to the last minute

Rely on one source of data Make it up Have no notes to rely on if you get stuck Read from a script Memorise your talk Exceed the time allocated