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Planning a Presentation

Learn about your audience and location Adapt to your audience Clarify objectives Limit and organize content Create links Select and prepare visual aids

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Adapting to the Audience

Audience considerations:• motivation for attending• attitude to your topic• level of knowledge and expertise• group dynamics• linguistic and cultural background• demography? (size, age range, etc.)

Environmental conditions • seating, temperature, noise, lighting, etc.

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Clarifying Objectives

If I am successful, my listeners will . . .

(Be as explicit as possible.)

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Structure of a Presentation

Open with big picture followed by presentation overview Limit body to 3-5 main points Conclude with summary of main points and what’s next Accept questions throughout or contain them at end

Opening

Opening Body

Conclusion

Questions

Body

Conclusion

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Opening

Begin with a greeting or grabber Explain value of presentation to audience Outline the presentation Indicate the structure for asking questions

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Organizing the Body

Five Organizational PatternsTime sequenceSellingProblem solvingSpatial relationshipsPREP (Point, Reason, Example, Point)

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Time Sequence

Suitable for the following purposes:To provide an updateTo describe history and point to the future To lead audience through a process

First LastNext

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Selling

Use this approach to win support for your proposal, idea, or product.

Problem Impact BenefitsSolution

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Problem Solving

Suitable for the following purposes: To invite participants to help solve a problem To clarify your choice of solution

Problem PossibleSolutions

DecisionDiscussion

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Spatial Relationships

Use this approach to provide technical detail.

ApplicationDescription

of PartsOverview

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PREP

Consider using this pattern for persuasive presentations.1) State your position or point of view2) Explain the reason3) Provide an example (story, fact, or analogy)4) Restate your position or point

Point Reason PointExam ple

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Closing

Ways of ending a presentation:• Review main points• Emphasize information critical to decision making• Remind audience of your purpose• Suggest a course of action• Give them something to think about

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Creating Links

Use linking statements or transitions to move smoothly from section to section• By creating bridges between points (tie where you’ve

been to where you’re going)• By reinforcing your purpose• By reminding readers of the value of your

presentation

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Selecting Visual Aids

1. Consider your audience, purpose, and the constraints of the situation

2. Decide which visual aids are most appropriate PowerPoint On-line resources Overhead transparencies White board or flip charts Video or 35mm slides Objects Handouts

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Limit Content

Simplify figures to remove all unnecessary detail Follow the 5x5 guideline for text

• Strive for no more than five lines per slide• Strive for no more than five words per slide

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Report Format

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Presentation Format (5x5)

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Pay Attention to Format

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Table in a Report

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Table in a Presentation

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Creo Products Inc.

Yann Le DuResearch Assistant

Development of a Non-ContactDiameter Gauge

September, 1997Burnaby, BC

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Overview

Introduction and background Motivations and objectives How the gauge works Test results Conclusions

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Objectives of the Project

To build a gauge that is Accurate to 3m in 300mm Suitable to a range of diameters Hand held Unaffected by surface irregularities caused by machining

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How the Diameter Gauge Works

Sin (/2) = h/R

Signal #1Signal #2

Phase/Time DelayDirectionalfilter #2

/2

h

R

Cylinder

Directionalfilter #1

Laser

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How the Directional Filter Works

LensFocal Plane

Photo-detector

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Test Results

Accuracy of 1:100 000 achieved if incident rays limited to center of directional filter lens.

To restrict light, gauge must be rigidly supported Supported gauge must be calibrated to measure

cylinders of only one nominal size