preparing effective presentations written by ray j. friant, jr

Electrical Engineering National Central University

Video-Audio Processing Laboratory

Preparing Effective Presentations

written by Ray J. Friant, Jr.

updated by

Pao-Chi Chang

National Central University

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Contents

• Sequence for developing presentations

– Strategy

– Outline

– Storyboard

– Rough visuals

– Finished visuals

• Special considerations

• Presentation hints

• Conclusions

• Appendix

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Strategy

• Answer: who, what, when, where, why, how

• Based on the answer to 1, determine the objectives to be achieved.

• Establish tone, style, breadth, depth, i.e., the tenor.

• Write down the major points to be covered.

• Note: do not follow the temptation to see what miscellaneous ideas can be thrown together and go from there.

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Outline

• Make it Logical

– Tell them what you are going to tell them

– Tell them

– Tell them what you have told them

– Why bring that up?

– For example

– So what?

• Make it simple and orderly

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Outline, cont.

• Always summarize and make clear what action, if any, is required.

• Check the outline logic to make sure it conveys a complete logical message.

• Use the developed outline to write down ideas for visuals.

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Storyboard

• Example

• Write the essence in the block

• In the margin write the one, two, or three points to be emphasized orally

• Note transitions

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Rough Visuals

• Make each visual stand on its own

• Do not use overcomplicated visuals

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Rough Visuals, cont.

• Achieve good balanced layouts

• Technical data

– 14 lines per visual maximum

– A title for each visual

– Simple readable labels on graphs and tables

– No writing (to be read) smaller than 1/50 of chart dimensions -- 18-point or above

– The “No more than three” major points to be made should be easily identified

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Rough Visuals, cont.• Using text

– One idea per screen

– Do not use several font types on one screen– Use standard fonts where possible– Times Roman can be hard to read on screen

– Heavier font such as Arial is better for presentation

– Use combination of upper- and lowercase letters

• Using color

– To enhance the presentation, not the basis for it

– Choose one color as the main color

– Use a few colors, be consistent, be meaningful

– Culture difference, e.g., RED means danger (Western)

or good luck (Chinese)

– Choose background color to add illumination to room

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Rough Visuals, cont.

• Color uses

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Rough Visuals, cont.• Color recommendations

– Use compatible, pleasing colors

– Hold it down

– Don’t variegate

– Suggestions:

• Practice with the roughs to work out “Bugs” before making finished visuals

Heads Copy Accents

Black Heads Body copy

Sketches

Blue Heads

Sub-heads

Schematics Highlights

Bullets

Green Implies:

Go credit

Red Heads Accents words

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Finished Visuals• Choose your medium

– Tabletop charts (posters)– Slides– Overhead projector– LCD projector (dominated in oral presentations)

• Standardize – Size of printing for titles and text– Type of printing– Execution for graphs and tables– Color uses

• Perfect balanced layout

• Allow adequate time for finished visual preparation and practice

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Contents

• Sequence for developing presentations

– Strategy

– Outline

– Storyboard

– Rough visuals

– Finished visuals

• Special considerations

• Presentation hints

• Conclusions

• Appendix

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Special Considerations

• Be consistent

• Do not use no-content visuals

• Use blank page only when YOU have control

• When cramming information

〕 Readability is most important

• In long presentations, an executive summary may be necessary

• Don’t forget staging: room size, screen, power cord, lights, size of audience, etc.

indent

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Presentation Hints

• Do not read visuals

• Practice -- especially the transitions, main points, and phrases to be remembered

• Talk to one man -- do not “Speech” it!

• Be sensitive to audience reaction

• Lead Audience to visual’s format and meaning

• Tell audience the amount of info they should retain from complicated visuals

• Spend between 1 and 4 minutes on each content visual

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Presentation Hints, cont.

• If you believe it, say it strongly, convincingly

• If you don’t believe it, don’t say it!

• On controversial points, be Ben Franklin Wise; cast some doubt on your own wisdom

• Don’t apologize for status of the presentation

• When you are through -- sit down!

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Conclusions• By following the presentation preparation sequence of

– Strategy– Outline– Storyboard– Rough visuals– Finished visuals

• A presenter will– Get information across– Leave his audience with a feeling of time well spent– Get favorable response– Save his/her own time– Isn’t it worth a try?

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preparing effective presentations written by ray j. friant, jr

Documents

color usesrough visuals

roomrough visuals

identifiedrough visuals

major points

visual preparation

visual stand

room size

size of audience