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A Guide to Technical

PresentationsYOLLY G. PELEGRINO

Technical Presentations DH 2005



The Three Most ImportantElements of a Technical

Presentation

Organization

Visual Aids

Delivery and Style: Your Presence andPreparation




B efore YouPresent«




Identify the Purpose

W hat is your general purpose?

W hat is your specific purpose?

W hat is your thesis statement?

What do you want your audience to learn?

W hat action should be taken next?




Perform an Audience AnalysisIdentify who your audience will be

Identify your objectives for the audience

Identify their understanding of the subject

Determine how willing they will be to accept your ideas




Organization




Organization: Introduction

Identify who you are/establish your ³presence´ W hy should they listen to YOU? Express your qualifications,passions, become a bit ³human´ to the audience

Earn the audience¶s attention W hat will they get from listening to you? W hy should they listen?

Give a roadmap: Tell µem what you¶re gonna tellµemExplain where you plan to go, set up the storyExplain what the audience can anticipate




Organization: Introduction cont.

Don¶t say ³ B efore I begin´

Don¶t apologize for being nervous

Don¶t read the introduction

Don¶t use a dramatic, irrelevant opener

Don¶t make the introduction too long




Organization: B odyCreate main points to express key ideas and major

claims

Present points as declarative statements

Reflect points back to thesis

Keep speech points unified, coherent, andbalanced

Verbalize connections between pointsTechnical Presentations DH 2005



Organization: Transitions A word or phrase that signals when a speaker hasfinished one thought and is moving onto another These are the turn signals necessary for changing

lanes.

2 parts to a transition: Transitions state the ideathat the speaker is leaving (the review part) and theidea that the speaker is coming up to (the previewpart)

Ex: Now that you know what the TPS report is(review), I will discuss its functions (preview).




Organization: ConclusionPurpose: Tell µem what you told µem

Offers audience a sense of closureReinforces thesis

TipsSignal the end verbally and non-verballyRestate the thesis using a strong

concluding statement Make conclusions strong and brief




Organization: Conclusion

cont.Don¶t drag out the conclusionDon¶t end on a weak or rambling note

Don¶t introduce new pointsDon¶t say ³so in conclusion´Don¶t end with ³Any Questions?´ (if the

audience was engaged, then they willhave questions)




V isual Aids




F onts Are Important!

Use M icrosoft sans

serif fonts

Use readable font

sizes

Use appropriate

color combinations

40 point Title28 point Heading24 point Sub-headings18 point References and Labels

Avoid using 12 point font or smaller




F onts W illM ake or B reak a

PresentationUse sans serif fonts

Use readable fontsizes

Use appropriatecolor combinations

40 point Title28 point Heading24 point Sub headings18 point References and Labels

Avoid using 12 point font or smaller




M ake Sure You¶re Grammar is Correct

Affect v. Effect Affect (verb) influence or changeEffect (verb) bring about or (noun) result

W hose v. W ho¶sW hose means belonging to whomW ho¶s is a contraction of who is

Your v. You¶reYour is possessive

You¶re is a contraction of you are

Its v. It¶sIts is a pronoun indicating possessionIt¶s is a contraction of it is




PowerPoint Slide LayoutTitle

Identification

Fonts and fontcolor match

Bullet Pointsline up

Informative²but not toomuch detail




The Abuses of Capital Letters

B ullet points typically have one capital letter atthe beginning

Just because You think a word is Important doesNot mean it should be Capitalized

ALL CAPITAL LETTERS M AK E IT HARDERF OR YOUR AUDIENCE TO DECIPHERW ORDS




The Exclamation Point

Don¶t over use this. B e careful of when and whereyou use it.

!

W arning !




Avoid Using Too M any W ords

Use B ullet Points

Use Condensed SentencesNo parking structure will be considered if the costper stall to erect the structure is greater than$11,000.

Parking structures will cost less than $11,000




The Infamous Laser Pointer


Practice with the laser pointer.Use sparingly: Only when necessary



V isual Aids Do¶s and Don¶tsDo¶s

Design them largeenough

Design them to be simple

Deign them to be clear

Label them

Use only what you need

Don¶tsUse too much text

Use excessive artwork

Make things lookcramped

Use too many colors

Overuse caps




Referencing Sources

F igure 1: The cost analysis for the alternatives in the structural teamsanalysis

Smith (2002). Engin eer ing Your F uture Cambridge, New York

Reference«Quotes F igures F acts

Statistics Codes Charts

Graphs Pictures

Examples




Delivery




Good Delivery«

Is clearly audible, fresh, and energetic soundingIs a polished version of yourself Looks and sounds naturalIs human, not robotic or like a T V news anchor Has controlled and planned body movementsIs extemporaneous (don¶t read slides!)Is always focused on the goal (speak so your audience will understand)



A F ew W ords on Practicing

It is the most important aspect of apresentation« seriously

It is in practice that you find out if you ± M ake sense ± Sound knowledgeable ± Or sound like an idiot




The B est W ay to PracticeHighlight in your notes difficult pronunciationsor phrases that need emphasis or a slower rateof speaking

Practice in a room similar to where you willpresentImagine the audience to whom you will present

Always practice out loud

Plan movement and gesturesPractice with all of the equipment you will use




Practice 7 to 11Times

1st Practice: Use notes and try to get asense of the rhythm of the speech2nd to 4 th practice: M ake notes of difficulttransitions, phrases, or words5 th to 7 th practice: F ocus on how tomaintain freshness and energy without

making the speech seemed ³canned´Practice two more times beyond the pointof pain«you¶ll know it when you get there




Establishing Credibility

KNOW that you K NOW your stuff

KNOW that you ARE an expert

Speak loud enoughLook at your audience

Don¶t assume your audience knows

B e in control at all times W atch for audience¶s non-verbal feedback and

adjust your rate, content, or eye contact for them




Presentation Day




Presentation ChecklistCheck the room

B ring your presentation on a reliable disk

Check the presentation projection

Decide how loud you must speak

Decide where you and your audience will be located




Dealing with the Nerves!

Practice dramatically reduces nervousnessNervousness is natural. The key is to use thenervous energy to speak loudly and energeticallyTry breathing exercisesDo a run-throughIntend on ³working the room´

Tighten up your muscles and relax them whilewaiting to speak (this releases the adrenalin)




Handling Questions and Answers

Decide who will answer which types of questions

Decide when questions should be asked

Introduce ³new voices´

Use welcoming body language

Reword the question before answeringSay ³I don¶t know´ if necessary (you can always findthe answer later and get back with the person)




Team Presentations




Teamwork Considerations

W ork out all transitionsB etween sectionsB etween team members

Practice as a team

Speak with one voice

Give the speaking member full attention. If youlook distracted it will make your audiencesuspicious




Team Checklist

W here will everyone stand/sit?

W hat will others do when not speaking?Do you know your presentation equipment well?

Are all your slides consistent?Team logoNumberingB ullet point structureGraphic images




Competencies in Globalised

societyTechnical

Interpersonal

Methodological



THANK YOU


Contact M e @:[email protected]

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