242-702 seminar ii. presentations/4 seminar ii 242-702, semester 2, 2014-2015 1 or ? 4. creating...
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242-702 Seminar II. Presentations/4
Seminar II242-702, Semester 2, 2014-2015
1
or ?
4. Creating Effective Presentations
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Overview
• 1. Planning Your Presentation
• 2. Writing Your Presentation
• 3. Designing Your Presentation
• 4. Presenting Your Presentation
The Home Slide(explained later)
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Overview
• 1. Planning Your Presentation
• 2. Writing Your Presentation
• 3. Designing Your Presentation
• 4. Presenting Your Presentation
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1. Planning Your Presentation
• 1.1. Audience
• 1.2. Purpose
• 1.3. Topic
• 1.4. Presentation Management
1. Planning2. Writing3. Designing4. Presenting
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1.1. Audience
• Who is your audience?• a manager, supervisor, thesis committee member?
• What does the audience want?
• Aim your talk so everyone can understand it
• Don't underestimate your audience!• find out their knowledge / background
1. Planning
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What Your Audience Wants
• A presentation is more than just reading slides
• Have slides with enough information, but not too much
• An interesting presentation will keep people awake
1. Planning
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1.2. Purpose
• Why are you giving the presentation?• e.g. to inform:
“My aim is to inform the audience about the role of shaders in gaming.”
• e.g. to argue:“My aim is to persuade the audience of the need for bigger penalties for illegal downloading.”
1. Planning
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1.3. Topic
• How do you break the topic down?• Follow your report structure
• e.g. lit. review, experiments, results
• Leave out details / sub-sections
• Don't add material which is not in the report
1. Planning
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Overview
• 1. Planning Your Presentation
• 2. Writing Your Presentation
• 3. Designing Your Presentation
• 4. Presenting Your Presentation
Back to theHome Slide
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2. Writing Your Presentation
• 2.1. The Shape of a Talk
• 2.2. Information
Sub-Home Slide
1. Planning2. Writing3. Designing4. Presenting
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2.1. The Shape of a Talk
• Introduction Slide: • contains presentation title, presenter name, e-mail, supervisor, date
• Overview Slides: • Use several hierarchical levels of overview slides if necessary• State main points of presentation• Use a Home Slide
• Project Statement
• Middle and Conclusion• see next few slides
2. Writing>>Shape
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The structure of a good talk: start broad, get specific, and end broad
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The structure of a good talk: start broad, get specific, and end broad
Start with the big questions and get more specific
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The Home Slide
Include a “home slide” that you come back to at each major transition ('episode') in your talk.
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2. Writing>>Shape
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The structure of a good talk: start broad, get specific, and end broad
The middle is the meat of the talk…
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…but talks are delivered to audiences with limited attention spans
Audience attention curve16
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The structure of a talk: start broad, get specific, and end broad
The middle is when the audience falls asleep
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The structure of a talk: start broad, get specific, and end broad
Nontechnical
Generaltechnical
Specialist
After going into depth, come back to your home slide to make transitions
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Use your home slide build a theme over time and let the audience to catch up
home slide
Nontechnical
Generaltechnical
Specialist
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Organizing the Middle
• Follow the structure of your report:• e.g. literature review, sections on experiments, results
• Leave out lots of detail/sub-sections• the audience can read the report
• Do not add things which are not in the report.
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2. Writing>>Shape
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The structure of a talk: start broad, get specific, and end broad
Focus now on conclusions
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Audience attention increases as you signal the end of the talk – so have a strong end!
Audience attention curve
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The structure of a talk: start broad, get specific, and end broad
End with the most specific conclusions then build back out to the “big picture”
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Organizing a good talk
• Your introduction should start broad then get specific
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Organizing a good talk
• Your introduction should start broad then get specific
• Think of your talk as consisting of episodes
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Organizing a good talk
• Your introduction should start broad then get specific
• Think of your talk as consisting of episodes
• Use a home slide to make transitions effectively
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Organizing a good talk
• Your introduction should start broad then get specific
• Think of your talk as consisting of episodes
• Use a home slide to make transitions effectively
• Your conclusion should start specific but end broadly
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Concluding
• Tell audience that you’re about to finish
• Summarize main points
• Specific → general
• Say something that the audience will remember
• Answer questions
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“Tell ’em What You Told ‘em.”
2. Writing>>Shape
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2. Writing Your Presentation
• 2.1. The Shape of a Talk
• 2.2. Information
Sub-Home Slide
1. Planning2. Writing3. Designing4. Presenting
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2.2.1. Selection
• Present essential information: not too little• Information on slides should be
self-explanatory and complete
• A confusing sentence, or unexplained image, is not useful information
2. Writing>>Info
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2.2.2. Grammar
• Avoid abbreviations and acronyms not obvious to the audience
• Eliminate personal pronouns or articles when it makes sense
• Use whole sentences or fragments, but be consistent
• Limit punctuation marks
• Use present tense when possible
2. Writing>>Info
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2.2.3. Slide Density
• Write a maximum of 2 lines per bullet, if possible
• Limit to 6 bullets per slide
• Avoid long sentences
• Keep slides simple, so they can be understood within a few seconds
• If a slide contains too much info, split it in two
2. Writing>>Info
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2.2.4. Structure
Slide Structure – Good
Use 1-2 slides per minute of your PowerPoint presentation
Write in point form, not complete sentences
Include 4-6 points per slide Avoid wordiness: use key words and
phrases only
Slide Structure – Bad
This page contains too many words for a pptpresentation slide. It is not written in point form, making it difficult both for your audience to read and for you to present each point. Although there are exactly the same number of points on this slide as the previous slide, it looks much more complicated. In short, your audience will spend too much time trying to read this paragraph instead of listening to you.
2. Writing>>Info
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2.2.5. Use Humour Carefully
• What is funny to you may not be funny to someone else
• Humour can confuse / upset
• But,... humour can make the audience relax
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2. Writing>>Info
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2.2.6. Clarity
• Avoid jargon
• Use clear and simple visual aids
• Be well organized• e.g. set up the computer beforehand
• Let a listener catch up if he falls asleep in the middle
• Don’t go over time
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2. Writing>>Info
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Overview
• 1. Planning Your Presentation
• 2. Writing Your Presentation
• 3. Designing Your Presentation
• 4. Presenting Your Presentation
Back to theHome Slide
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3. Designing Your Presentation
• 3.1. Templates
• 3.2. Format
• 3.3. Font
• 3.4. Visuals
Sub-Home Slide
1. Planning2. Writing3. Designing4. Presenting
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3.1. Templates
• Choose template carefully• Background images and busy templates distract from the
presentation content
• Text should contrast strongly with background• Dark text on a light background are easy to read both on the
projector and on handouts• Choose a color scheme and template that will not empty the
laserprinter toner when you print the handouts
3. Designing
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Templates (cont.)
• Use Powerpoint's slide master feature to make a consistent and simple design template • Change slide master settings at View – Master – Slide Master
• Make changes to the fonts, sizes and look of master slide as needed
• page numbers, headers (group logo), footers
3. Designing
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Templates – color
• Avoid red-green combinations because many people are red-green color blind.
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Lots of people can’t read this –
and even if they could, it makes your eyes hurt.
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3. Designing
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• Other colour combination can be equally bad.
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3. Designing
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• View your slides in grayscale to ensure that there is adequate color contrast in each slide.
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3. Designing
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3. Designing Your Presentation
• 3.1. Templates
• 3.2. Format
• 3.3. Font
• 3.4. Visuals
Sub-Home Slide
1. Planning2. Writing3. Designing4. Presenting
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3.2. Format
• Use font, size, and color consistently in titles, text and bullets
• Use the same transitions and animations throughout all of the presentation
3. Designing
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• Use only basic animations and transitions• fancy animations are distracting and become annoying
quickly• transitions should be quick and unnoticeable
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3. Designing Your Presentation
• 3.1. Templates
• 3.2. Format
• 3.3. Font
• 3.4. Visuals
1. Planning2. Writing3. Designing4. Presenting
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3.3. Font
• Use font size 24 - 48 point to make sure slides can be read from the back of the room
• Font size under 20 is nearly unreadable from a distance
• Use basic serif and sans serif fonts since fancy fonts can be hard to read
• DON’T WRITE TEXT IN ALL CAPITAL LETTERS, IT IS DIFFICULT TO READ
• Be careful with colors• Use colors for emphasis but plan well
3. Designing
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Font (cont.)
• Use as few different fonts and sizes as
possible
• Use sans serif fonts for a clean look and readability
• Use font size to indicate hierarchy• Make the font size of titles larger than text
• Use a smaller font for sub-bullets or body text
3. Designing
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3. Designing Your Presentation
• 3.1. Templates
• 3.2. Format
• 3.3. Font
• 3.4. Visuals
1. Planning2. Writing3. Designing4. Presenting
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Images must be Relevant to the Talk
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3.4.1. Types of Visuals
• Flowcharts and other drawings
• Graphs and charts
• Photographs and clipart
• Tables
3. Design>>Visuals
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3.4.2. Uses for Visuals
• Use graphics to depict:• Objects, parts, or features of an object• Actions or movements• Orientation or position• Concepts or a progression of ideas
• Helps to summarize and condense information• easy to understand
• Allows international communication
3. Design>>Visuals
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3.4.3. Flowcharts
To create an MPEG movie file:
Import audio and storyboar
d files
Adjust length of audio and video files
Add and edit
transition effects
Create an MPEG
movie file
3. Design>>Visuals
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3.4.4. Graphs
• Graphs can be better than words• easier to understand and remember• trends are easier to see
• Always title graphs• Include labels and units• No chart 'junk'
• e.g. "funny" icons for data points
3. Design>>Visuals
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A Good Graph
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A Poor Version of the Same Graph
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3.4.5. Photos and Clipart
• Use photos, not clipart• Make sure images look good on a large screen
Source: http://www.garrreynolds.com/Presentation/slides.html
3. Design>>Visuals
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• Some clipart is so familiar, it is instantly boring:
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3.4.6. Tables
• Tables organize information for quick comparison
Visuals Comparison Chart
Type of Visual
Flow-charts
GraphsPhoto-graphs and Clipart
Tables
Level of effective-ness
High Low Medium High
3. Design>>Visuals
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3.4.7. Explaining
• You should be able to explain a graph or a table in a few minutes
• Dense graphs or tables are difficult to follow• break up into several slides• do not to use a font size under 22 points• Tables or graphics scanned from print are generally bad
• Fonts too small; text is fuzzy• Information too crowded and dense• Made for close-up reading, not distant viewing on a screen
3. Design>>Visuals
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3.4.8. Bad Visuals
Pathogenesis of a BAD SLIDE that istoo crowded and confusing
InconsistentLabels
Misplaced arrows that not exactly on target
?LabelOverColored
Difficult use of colorThat doesn’t clarify
InconsistentLabel
How is thisconnected
Poor Box
Boxed Text That Goes OutOf The Box
Total Confusion Hinders Presentation
Inconsistent Label
VERTICAL
Useful Information Related information that is not connected to anything
Source: http://www.google.com/search?hl=en&client=firefox&rls=com.yahoo:en-US:official&q=powerpoint+presentation+too+much+info&start=10&sa=N
3. Design>>Visuals
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Arrrgh!
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Overview
• 1. Planning Your Presentation
• 2. Writing Your Presentation
• 3. Designing Your Presentation
• 4. Presenting Your Presentation
Back to theHome Slide
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4. Presenting Your Presentation
• 4.1. Slides as Summary
• 4.2. Testing
• 4.3. Interaction
• 4.4. Handouts
1. Planning2. Writing3. Designing4. Presenting
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4.1. Slides as Summary
• Use the slides as a reference/summary
• Slides give basic information which you fill out by speaking
• The audience wants to hear what YOU have to say, not just read the slides
4. Presenting
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4.1.1. Single Presenter
• Practice introducing yourself and the topic
• Match your speaking with your slides
• Plan your presentation to allow time at the end for questions and answers• use a watch
• Ask your friends for feedback
4. Present>>Reherse
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4.1.2. Multiple Presenters
• Determine how to break down time among presenters
• Decide who introduces the group and topic
• Combine individual presentations before the presentation day
4. Present>>Reherse
continued
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• Practice changing from one presenter to the next
• Do a practice run of the presentation with everyone • allow time for questions to each presenter
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4.1.3. Important Navigation Shortcuts
• Practice shortcuts:• Up, Page Up, Mouse Wheel Up previous slide• • Down, Page Down, Mouse Wheel Down, Left-Click
next slide
• Type number and <enter> goto slide
• B blank screen• W white screen
4. Present>>Reherse
continued
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• A hide pointer
• CTRL-P enter pen mode• E erase pen marks
• F5 start slide show
• Esc end slide show
http://www.shortcutworld.com/en/win/PowerPoint_2007.html
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4. Presenting Your Presentation
• 4.1. Slides as Summary
• 4.2. Testing
• 4.3. Interaction
• 4.4. Handouts
1. Planning2. Writing3. Designing4. Presenting
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4.2. Testing
• Test on actual system before the presentation• things can easily go wrong
• different system versions• slides too small for back seats• fonts become unreadable
• Bring presentation on several media in case one fails • handy drive, CD• send as an email attachment• print handouts
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Dead Demos
• A demo is 'dead' when it fails to work during your presentation. Why?• hardware problems
• PC, monitor, projector, lighting, no sound, room size, ...
• software problems• wrong OS version, missing support libraries, drivers, ...
• Solution?• test, test, test, ...• video backup
• can be prepared in advance, and edited to look very cool74
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4. Presenting Your Presentation
• 4.1. Slides as Summary
• 4.2. Testing
• 4.3. Interaction
• 4.4. Handouts
1. Planning2. Writing3. Designing4. Presenting
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4.3. Interaction
• Don’t read from your slides. • Don’t read to your slides.
• Face the audience, not the screen
• Don’t apologize for your slides
• Don’t turn off all lights• light keeps the audience awake
• Do interact with your audience.
4. Presenting
continued
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• Speak at a comfortable speed• Do not speed up to cover more information!
• Face the audience and make eye contact.
• Vary the tone of your voice.
• Don’t pace up and down but don’t stand still or sit (hide) behind a computer.
continued
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• A good presentation is a story• Give a brief overview at the start• Present information• Give a brief overview at the end
• Allow for audience responses and questions
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Interaction – Common Problems
• Verbal junk: “like” or “um” or “uh”
• Whispering
• Swaying, rocking, and pacing
• Hands in pockets
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4. Presenting
continued
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• Lip smacking
• Fidgeting (with pens, the mouse)
• Not looking at the audience
• Hiding behind the computer
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4. Presenting Your Presentation
• 4.1. Slides as Summary
• 4.2. Testing
• 4.3. Interaction
• 4.4. Handouts
1. Planning2. Writing3. Designing4. Presenting
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4.4. Handouts
• Provide a hard copy of your slides to allow viewers to focus on you, not note taking
• Handouts allow the audience to take notes directly on relevant slides
4. Presenting
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13 Ways to Derail (mess up) a Presentation• 1. Technical difficulties
• leave nothing to chance.
• 2. Bad delivery• e.g., monotone voice, no eye contact, speaking too fast
• 3. Boring presentation title
84
http://www.powerpointninja.com/
continued
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• 4. Boring presentation template
• 5. No agenda• What topics will your slides cover? • What will the audience get out of your presentation?
• 6. No opening hook• grab the attention of your audience• use humour, anecdotes, curious facts, or quotes
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• 7. Weak visuals• unoriginal or mismatched
pictures
• 8. Spelling mistake• makks u luke layzzeee
• 9. Poorly-designed template• poor contrast between the fonts and background• too busy background
86continued
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• 10. Presenter/slide confusion• make sure you rehearse your slides
• 11. Incorrect fact or statement• check things with your
supervisor / team members
• 12. Information overload
• 13. Small fonts 87
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• The Speed Demon
• The Ummmer
• The Reader
• The Eye Avoider
• The Lifeless Drone
• The Firehose
• The Time Mismanager
• The Apologist
• The Wanderer
• The One-Way Ticket
88
Ten types of bad presenter:
http://www.powerpointninja.com/presentation-delivery/attack-of-the-bad-presenters-part-i/
continued
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The Eye Avoider
• unable or unwilling to establish eye contact with his audience
The Ummmer
• the curse of the “um”
• beware of Ummmer’s cousin, “The Uhhher”
89continued
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The Wanderer
• the slides are simply an inconvenience
• lots of useless facts, random opinions, and incomplete thoughts
The Time Mismanager
• not bothered by time constraints or rehearsing the pacing of their slides
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Any Questions?