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

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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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