project thesis 2005 class 5, 11/01/05 class 5 11.01.2005 a guide to giving effective presentation
TRANSCRIPT
Project Thesis 2005
Class 5, 11/01/05
Class 5
11.01.2005
A Guide To Giving Effective
Presentation
Project Thesis 2005
Class 5, 11/01/05
1) Public Speaking2) Heights3) Insects4) Financial Problems5) Deep Water6) Sickness7) Death8) Flying9) Loneliness10) Dogs
Public Speaking is the TOP fear!
Project Thesis 2005
Class 5, 11/01/05
Contents
Top tips for successful presentations Body language Voice Foggy Language The structure of the presentation Designing effective visual aids Your criteria Checklists Summary
Project Thesis 2005
Class 5, 11/01/05
Why do you need to speak?
Publications lag 1-2 years behind discovery Talks at scientific meetings are current!!
Your future job depends on talks You are evaluated by everyone as student Your talks reflect on advisor You will give candidate talks
Interviewers make conclusions in first 3 minutes
Project Thesis 2005
Class 5, 11/01/05
Understand Your Audience Your starting point and the key to strong preparation is a thorough understanding of your audience
Who are they? What is their theoretical knowledge? What is their practical knowledge? What is their level of education? What is their knowledge of terminology? How fast can they pick up new ideas? How wide is their concentration span? What are their expectations? What do they need to know? What are they interested in?
Project Thesis 2005
Class 5, 11/01/05
Know your audience
How large will the group be?
ExpertsEliminate introductory materialCan be much more focused on the “interesting”
resultsNovices
Assume your audience is intelligent but knows nothing
80% of material should be introductoryMixed
Most difficult60% of material should be introductory
Project Thesis 2005
Class 5, 11/01/05
Establish Your Objectives
Good presenters focus on their audience
They address real people with real needs
Poor presenters don’t address real people, so they don’t get a real response
Think about why you are making the presentation. Is it: to inform? to persuade? to entertain?
You will often have a mixture of some or all of these objectives
Project Thesis 2005
Class 5, 11/01/05
Choosing and organizing the content
What are you trying to tell the audience? Tell them what you are going to tell them, tell them,
tell them what you told them 2-3 points for 15 minute talks 3-5 points for 30 minute talks 4-6 points for 1 hour talks
Write a basic outline Make a rough draft with slides
Figure out how many slides you can use Slides without graphics should be up for at least 30
sec Slides with graphics should be up for at least 1 min
Keep it simple, stupid!!!!! Cut what is not necessary
Project Thesis 2005
Class 5, 11/01/05
Be Prepared
The key to a successful presentation is a careful and intelligent preparation.
We cannot all be brilliant, witty, or elegant public speakers, but we can all produce a polished and professional performance if we want to.
Project Thesis 2005
Class 5, 11/01/05
Timing
If you have a choice in the matter, you should avoid:
Mondays people are thinking about their weekFridays people are thinking about their weekendEarly am people are still waking upBefore lunch people are thinking about foodAfter lunch people are sleepyEnd of day people are tired
The best times are thus: Tuesday to Thursday, 10am-12 midday!
Project Thesis 2005
Class 5, 11/01/05
Have a clear structure
Once you have thought about the message and your key points, you need to fit them into a structure that will produce the response you want.
Make the structure of your presentation clear early on
AN AUDIENCE FEELS MORE COMFORTABLE IF THEY KNOW WHERE THEY ARE THROUGHOUT A
PRESENTATION
Project Thesis 2005
Class 5, 11/01/05
Preparing slides with text
Use white or light color backgrounds
Don’t use lists with more than 6 items Break into multiple slides
Don’t use complete sentences Try to keep list items to 6 words or less (unlike this
one!!!)
Don’t use abbreviations or acronyms
Project Thesis 2005
Class 5, 11/01/05
Preparing slides with graphics
Graphics add to viewer retention
Try to avoid large lists
Keep graphics simple Use white or light
colored backgrounds 10% of male
population color blind
Make ALL text readable
0 20 40 60
Recall (%)
AudienceRetention
Hear and SeeSeeHear
Project Thesis 2005
Class 5, 11/01/05
Making a decent figure
1940 1950 1960 1970 1980 1990 20000.01
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Pop
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Bad
1940 1950 1960 1970 1980 1990 20000.01
0.1
1
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Pop
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(mil
lion
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Year
Better
Project Thesis 2005
Class 5, 11/01/05
More on graphics
Only use equations if absolutely necessary
If you use equations Slow down Talk through step by
step Explain relevance
Project Thesis 2005
Class 5, 11/01/05
Think carefully about content and timing
Make sure you have finished speaking before your audience has finished listening
When preparing your presentation, decide:
What you want to include How much time you have How much your audience can handle
Speakers usually try to include more material than is really possible
Develop a structure that is flexible enough for you to adapt as you see your time is going
Project Thesis 2005
Class 5, 11/01/05
Plan your delivery
You should address the audience
If your listeners do not feel that you are talking to them personally, they might think they should have stayed at home and just listened to a recording of your presentation
So:
Speak directly to the audience
Speak clearly
Speak at the right speed
Project Thesis 2005
Class 5, 11/01/05
Use the right kind of language
Spoken language is different from written language
Written language tends to havelong sentencescomplex vocabularycomplex argumentsimpersonal style
Spoken language should have shorter sentencesuse simpler vocabulary and simpler argumentsadopt a more personal style
Project Thesis 2005
Class 5, 11/01/05
Have the right attitide!
To build a strong connection with the audience, you need to have the right attitude
Be confident, lively and positive Show appreciation and respect for your listeners Get your message across to them
Project Thesis 2005
Class 5, 11/01/05
Use Body Language
How important do you think these three elements are for the impact of a presentation on an audience?
Content Tone of voice Body Language
7% 38% 55%
Non verbal communication (body language) is important because it reinforces verbal communication.
You should especially think about:Eye ContactFacial ExpressionYour handsMovementYour posture
Project Thesis 2005
Class 5, 11/01/05
Keep your cool
Nerves are perfectly normal before a presentation
They help you because they get the adrenaline running and the mind working
Good presenters are always nervous before a performance, but they manage to control their nerves and use this energy to communicate.
To manage nerves, you should: Be familiar with your topic Practise your presentation until you feel comfortable
with it Practise your presentation in front of others
Project Thesis 2005
Class 5, 11/01/05
Use visual aids effectively A brilliant speaker can communicate effectively without using visual aids A disastrous one can make a bad presentation even worse by mismanaging them Most of us lie somewhere between ‘brilliant’ and ‘disastrous’ and need to make effective use of the best visual aids available
Using effectively visual aids you can:help the audience to understand the topic betterprovide authenticityadd varietyhelp to give the presentation a lasting impact
Project Thesis 2005
Class 5, 11/01/05
Know the location
It is a good idea to check out the room where you will make your presentation beforehand to find out:
What it is like If the seating arrangement can be altered, if
necessary How much room you have to move around What technical support is available
Project Thesis 2005
Class 5, 11/01/05
Be comfortable with Equipment
This includes: whiteboardsflip chartsoverhead projectorsslide projectorsaudio tapesTV and videocomputer
Each type of equipment has its own advantages, and its own problems. Generally, the more sophisticated the equipment is, the more likely it is to go wrong at a vital moment
So it’s a good idea to arrive in plenty of time to check that everything is working properly and make sure that you have a backup ready, just in case the worst happens
Project Thesis 2005
Class 5, 11/01/05
Body Language
We have seen that body language (55%) is more important than content (7%) for their impact of a
presentation
Project Thesis 2005
Class 5, 11/01/05
The line of terror
There is an invisible “line of terror” in front of the projector table
Don’t stay behind this line if you don’t have to
Your audience must feel not only that you are comfortable with them, but that you are happy to be with them
SO YOU MUST CROSS THIS ‘LINE OF TERROR’ AT THE BEGINNING OF YOUR PRESENTATION
Project Thesis 2005
Class 5, 11/01/05
Moving is normal
Some presenters move naturally; others grow roots.
If you don’t move, you: convey a sense of discomfort make it impossible for some people to see your visuals
Often you need to move: to get closer to the person you are making eye contact with to put on a new visual to guide the audience through a visual you are discussing to get out of people’s way so they can see a visual you may have
Project Thesis 2005
Class 5, 11/01/05
Use your hands
Your arms and hands are tools of expression; use then to enhance your message
When you practise your talk, look for ‘movement’ words – words or expressions that you can intensify with a gesture
Personal pronouns I, my, we, all of us etc.
Counting expressions One, two, three
Descriptive expressions One the one hand, on the other hand, high, low,suddenly, repetitive, etc.
Action verbs Collect, throw out, raise, lower
Prepositions of movement Up, down, across, round, in, out
Project Thesis 2005
Class 5, 11/01/05
SMILE
A SMILE IS THE GREATEST CONNECTOR OF ALL
Some people may find it hard to smile, especially in a technical presentation
The secret is to drive the smile not from the subject matter but from the pleasure of being with your audience
Project Thesis 2005
Class 5, 11/01/05
VOICE
In a survey, managers were asked which of the following talking habits were the most distracting during a presentation.
Put them in order from what you think is the most distracting to the least
Talking in a foreign or strong regional accent
Talking too softly
Using poor grammar or mispronouncing words
Speaking in a high pitched voice
Talking too fast
Using space fillers like ‘erm’, ‘err’
Talking too loudly
Talking in a monotonous boring voice
8
1
6
7
5
4
2
3
Project Thesis 2005
Class 5, 11/01/05
VOICE Talk to the people at the back of the room but don’t shout Vary the volume: a quiet part can contrast well with a louder part Vary the rhythm. Slow down for important points, and hurry through routine material. Pausing is a good way to siognal that you are starting a new section
Remember Mark Twain, who said:
‘The right word may be effective, but no word was ever as effective as a well-timed pause’.
Project Thesis 2005
Class 5, 11/01/05
VOICE
If you lose track for a few seconds, don’t fill the air with nervous noises like ‘erm’ or filler words like ‘I mean’ or ‘you know’. Just pause calmly until you’re back on track.
Practise certain words before the presentation if you anticipate difficulty in pronouncing them
PREPARATION AND VARIETY IS THE KEY
Project Thesis 2005
Class 5, 11/01/05
Directive for lulling an audience to sleep…
Wear a dark suit and a conventional tie,
turn down the lights,
close the curtains,
display a crowded slide and leave it in place,
stand still,
read your paper without looking up,
read steadily with no changes in intonation, show no picture,
use grandiloquent words and long sentences
Project Thesis 2005
Class 5, 11/01/05
Foggy Language
Language too formal or too complex distances the presenter from their audience Your audience has only one chance to hear your talk Perhaps they will have to hear several talks on the same day It is particularly important for you to be clear if your audience can’t ask questions during your talk
Project Thesis 2005
Class 5, 11/01/05
Foggy Language
One way of measuring is the complexity of language is the Gunning Fog Index
In the index, the complexity of language depends on
1. the length of sentences
2. The length of words
Fi = 0.4((Nw/Ns) + Plw
Nw = number of words in a typical paragrph of over 100 words
Ns = number of sentences in the paragraph
Plw = percentage of long words in the paragraph
Project Thesis 2005
Class 5, 11/01/05
Foggy Language
For an educated audience, an index between 10 and 13 communicates the most efficiently.
Project Thesis 2005
Class 5, 11/01/05
The structure of the presentation
Structure your presentation according to the guidelines, facilities and time allocated
YOU MUST LEAVE YOUR AUDIENCE WITH A SENSE THAT THEY HAVE BEEN GIVEN A WELL
STRUCTURED AND ORGANISED PRESENTATION!
Project Thesis 2005
Class 5, 11/01/05
The structure of the presentation
Introduction: Give an overview and what you intend to accomplish during the presentation
Body: This should be a logical sequence of information and should be well supported with evidence, visual aids and audience involvement
Conclusion: This is where you point out to the audience how you have achieved what you promised in the introduction
Project Thesis 2005
Class 5, 11/01/05
The structure of the presentation
• Tell them what you are going to do (say kep points in the Introduction)
• Do it (develop your key points in the Body)
• Tell them that you have done it (restate your key points in the summary)
Project Thesis 2005
Class 5, 11/01/05
Checklist
Your introduction should include some or all of these elements:
1. Your name and position
2. The title/subject of your presentation
3. The purpose of your presentation
4. The length of time you will take
5. The main parts or points you will cover: the outline
6. Any visual aids you will use
7. When the audience may ask questions
8. A reference to the audience: a human touch
Project Thesis 2005
Class 5, 11/01/05
Audio-Visual Aids
Audio-visual aids can help with your presentation because they can help take the pressure off you and provide an opportunity for variety in your presentation
Project Thesis 2005
Class 5, 11/01/05
Audio-Visual Aids
Project Thesis 2005
Class 5, 11/01/05
Audio-Visual Aids
Project Thesis 2005
Class 5, 11/01/05
Audio-Visual Aids
1. Use a horizontal plane rather than a vertical one
2. Use a sans serif font e.g. Arial
3. Use bold face type
4. Don’t use italics or caps
5. Choose a size that is easy to read (36 – 18 point, preferably 24)
6. Choose a color combination that is easy to read and pleasing to the eye (i.e. yellow on blue)
Project Thesis 2005
Class 5, 11/01/05
Audio-Visual Aids
7. Make the headline a sentence and keep it left-justified
8. Make 3 lines the maximum for blocks of text
9. Try to include an image on every visual
10. Avoid diagrams that are too complex
11. Avoid long bulleted lists (keep to two, three or four items)
12. Try to spend at least one minute on each visual
Project Thesis 2005
Class 5, 11/01/05
Laser basics
• Use laser pointers sparingly
• highlight only what your talk is focused on and be sure to move the pointer slowly
• Once you have drawn the attention to the given point, turn the pointer off to remove the distraction
• Guide the audience with verbal instructions
• For example, “as you see in the lower left panel of the slide..”
• Avoid laser light shows
• The laser detracts from the important matter – your presentation
Project Thesis 2005
Class 5, 11/01/05
Your criteria
• Think back to the best speeches, lectures or presentations that you have ever seen
• Here are the criteria for successful oral presentations that other students have submitted. Do some of your critera appear in this list?
Project Thesis 2005
Class 5, 11/01/05
Lecturer’s criteria
• Here are some typical criteria upon which you may be assessed for your oral presentations:
Project Thesis 2005
Class 5, 11/01/05
Student vs Lecturer’s criteria
• Let’s compare:
Project Thesis 2005
Class 5, 11/01/05
Checklists
• The checklist has been categorised into 5 headings:
Project Thesis 2005
Class 5, 11/01/05
Checklists
Have I allowed myself time?
Have I selected my topic wisely?
Am I familiar wuth all aspects of the topic?
What is the purpose?
Who is the audience? Are there special considerations?
What are the facilities of the venue? Are there special considerations?
Project Thesis 2005
Class 5, 11/01/05
Checklists
Is my content comprehensive?
Have I got an overview?
Have I got detailed examples where appropriate?
Is my content presented logically?
Have I prepared my presentation so that the audience can follow?
Have I balanced content with critical analysis?
Do I need to consider audience participation?
If so, do I need to develop my discussion control techniques?
Project Thesis 2005
Class 5, 11/01/05
Checklists
Do I want/need handouts?
If so, are they reproduced clearly?
Have I incorporated them correctly?
Do I want/need audio visual materials?
If so, can the audience see them?
Are they relevant?
Have I incorporated them correctly?
Do I need to book equipment?
Does all the equipment work?
Do I know how to use it?
Project Thesis 2005
Class 5, 11/01/05
Checklists
Have I practised my timing?
Have I checked my tone and projection?
Have I practised not using fillers such as ...um...ah?
Have I avoided over use of my favourite words and phrases?
Do I have my memory prompts?
Am I well prepared?
Do I know how to relax before and during delivery?
Am I going to keep eye contact with the audience?
Project Thesis 2005
Class 5, 11/01/05
Checklists
During delivery will I take notice of immediate audience feedback such as yawns, wandering eyes, nods of agreement, smiles?
How will I handle criticism?
What will I do if I think the criticism is unfair?
What will I do if the audience misunderstands some of what I say?
What are my plans to overcome my admitted shortcomings?
Project Thesis 2005
Class 5, 11/01/05
Summary
ORAL PRESENTATIONS
Class
Final Project Report
Group Meeting
Seminar
Conference
Oral exam
Your main goal is to be UNDERSTOOD
Project Thesis 2005
Class 5, 11/01/05
Summary
Project Thesis 2005
Class 5, 11/01/05
Summary
Project Thesis 2005
Class 5, 11/01/05
Summary
Project Thesis 2005
Class 5, 11/01/05
Exercise
Prepare a presentation on the theme of your research. The presentation should be 10 minutes in length with 3 minutes for questions.
Keep the presentations simple, concise and to the point!
Tuesday 18th January
13.00 – 15.45 Joan’s group
16.00 – 18.15 Jose Luis’ group
18.30 – 20.15 Ciara’s group
Sala de Graus
Project Thesis 2005
Class 5, 11/01/05
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