PERFECT PRESENTATIONSGUIDELINES FOR CREATING GREAT PRESENTATIONS

LMI2ROCKY PELTZMAN

February 2013

Adapted from Afeka College of EngineeringTel Aviv, Israel

OUTLINE

• Why, What, How and How Long?

• Common Mistakes to Avoid + Tips

• Recap

WHY DO I NEED THIS?

• Career

• Advanced studies

• An increasingly important life

skill

HOW CAN I BE MORE EFFECTIVE?

• Analyze your audience

• Determine the level of their technical background

• Determine their level of English

• Anticipate what your audience wants to know

• Anticipate what they will do with the information

• Anticipate possible questions and be prepared to answer

ASK THE ORGANIZATION

• How long should it be?

• Q & A is roughly 15% of length of presentation

• Is your computer com-

patible?

HOW SHOULD I START?

• Introduce yourself

• Introduce your topic (and maybe why you chose it)

• Show your outline, but it may not be necessary to read from it

• Tell us how long you will speak

• Would you like to answer questions during the presentation or at the end?

OUTLINE YOUR MESSAGE

State main topic Tell why you chose it

Describe problem statement Write supporting points Sequence logically

STRUCTURE

Recap

Introduction and Outline

Main Point 1 Main Point 2 Main Point 3

COMMON MISTAKES

WRITING EVERYTHING ON THE SLIDE

Some people just feel better when they write every single word on the slide. It makes it easier to remember what they want to say. Unfortunately, this does not give the listeners a good feeling. Why should I listen to this person reading to me if I can read by myself? Besides, what is he or she saying, anyway? I’m busy reading the slide. Or maybe this is going to be so long that the listeners even decide that this is just too boring to deal with…

KISSKEEP IT SHORT AND SIMPLEKEEP IT SHORT AND SUCCINCT

Attempt to limit each bullet to 8 words

•Remove extra, unnecessary words

•Use reduced speech

OVERUSING MEDIA - LESS IS MORE

• Visuals: not intended to replace the presenter

• Do not crowd the slide (not too “busy”)

• Do not over-engage the listener

FONTS AND COLOR•If you use a small font, your audience won’t be able to read what you have written

•CAPITALIZE ONLY WHEN NECESSARY. IT LOOKS LIKE YOU ARE SCREAMING!!!!!

•Don’t use a complicated font•Don’t use font color that does not contrast with the background color

•Using a different color for each point is unnecessary

•Trying to be creative can also be unprofessional

BADBAD VISUALVISUAL CHOICESCHOICES

Hard to read slides

Distracting animations

SAVE FAIRIES AND FLOWERS FOR WEDDINGS AND BIRTHDAYS

TWO PICTURES PER SLIDE

CHECK SLIDE DESIGN AND BACKGROUND FROM THE BACK OF THE ROOM

• Test slide background themes in presentation room

• Test with lights on and off

• Test colors with window curtains open and closed

GRAPHS

• Always title your graphs

• Minor gridlines are unnecessary

• Use a visible font/color

• Shading is distracting

HARD-TO-READ GRAPH

GRAPH-BETTER

Source: Lao PDR Environment Monitor books, 2005

CHECK YOUR SPELLING

• Theses mistakes can be very distracting.• These mistakes make a bad impreshun.

• Solutions• Click on Review/Spelling icon• Right-click and check spelling• Write your text in Word, check, and copy/paste to PPT

• Ask native speaker to proofread

KEEP LANGUAGE SIMPLE

• It will confound and unnerve your audience

• Your listeners’ attention span will wither (what does “wither” mean?)

• You may mispronounce the words

• Avoid idioms• May not be understood by audience

BETTER SAFE THAN SORRY

• Don’t forget to save your PPT on your USB

• Print four slides to a page and copy if electricity or equipment is not guaranteed

• You can always present from a handout

PARALLEL GRAMMAR

INCORRECT

•Intelligent Transport Systems often include

• Secure logins• Need expert staff• To budget a large

amount of money

CORRECT

•Intelligent Transport Systems often include

• Secure logins• Expert staff • A large budget

PRACTICE MAKES PERFECT

REHEARSE OUT LOUD

• Discover areas that need more research

• Check timing

• Add verbal transitions between slides, sections or topics

• Next, we’ll look at the results of the research.

• Let’s move on to the ministry’s report.• The next section examines the findings of the survey.

PRACTICE, PRACTICE, PRACTICE

• Ask someone to observe and give feedback

• Language• Posture: not too stiff and not much movement• Eye contact with all of the audience• Pitch and Volume: See rubric• Nervousness (playing with hair, glasses, etc.)• Stalling (ehh, uhmm, etc.)• Pace (speaking too fast or too slow for the audience)• Stable laser pointer• And don’t block the screen!

DON’T FORGET TO RECAP

• Purpose of presentation

• Results or findings

• Your opinion (if required)

• Thank the audience

PRESENTATION DAYArrive early

Get comfortable (bring layers of clothing)Take deep breaths (eat chocolate, drink coffee)Use the restroomCheck you are in the right roomArrange and check equipmentCheck your slide background and font colorBring extra marker, tape, laser pointer, batteries, etc.Greet arrivals to establish rapportWrite down names if small group

Address them during presentation

START WITH INTRODUCTION

• Introduce yourself

• Your subject• Scope of presentation

• Motivate your audience--capture audience attention

• Anecdote (short story related to your topic)• Question• Activity

QUESTIONS UNRELATED TO THE TOPIC?• Politely ask person to hold that question

• Answer in private

OR

•I’m sorry, that is not related to my presentation today. If you send me an email, I’ll get that answer to you by ____(provide day). Will that be okay?

IF YOU DON’T KNOW THE ANSWER?

• Admit it

I’m sorry, I don’t have the answer to your question, but if you email me I’ll be happy to send you that to you by ____. Will that be okay?

•Post on the conference website

CLOSING

•Reestablish key points

•Show how they logically led to your results/conclusion/opinion

•Don’t introduce new information

•Don’t re-argue previous points

• Restate and close•Ask for questions

• Hint: if you number your slides, the audience can direct you to the question quickly

•Thank audience for time and participation

CONTACT INFORMATION

NameTitle

Organization

Address

Email

Telephone

Website

GOOD LUCK!

REFERENCE

Rutherford, A. J. (2001). Basic Communication Skills for Technology, Delhi, India. Pearson Education Asia.