hendrik thomas - presentation technique 2009

Introduction to Presentation Techniques

Dipl.-Wirt.-Inf. Hendrik Thomas

Trinity College, KDEG, hilary term 2009, 22.01.2009 1

Introduction toPresentation Techniques

2009-01-24Hendrik Thomas




Outline

1. How to prepare an oral presentation?

2. How to perform an oral presentation?

3. Criteria for the evaluation of an oral presentation

4. Summary




Everything should be made as simple as possible, but not one bit simpler

(Albert Einstein)

Why do you perform a presentation? (main task)

Examples:

• unanswered question

• new theory

• unknown or unstructured research field

What is the goal of the presentation?(objective)

Examples:

• answer a question

• critical analysis of the theory

• overview of relevant literature of this research field




How to prepare a presentation?

• Each presentation is based on a written paper or essay etc.but it is not identical with it NO COPY

• Identify key points What to say?

• Create an outline and coordinate with our supervisor first

• Develop the presentation How to express it?

– keep focused

– do not waste time

a good presentation needs time!




How to structure your presentation?

• Title slide

• Outline

• Introduction (1/2)

• Individual Content

– Topic A

– Topic B

– Topic C

• Summary (1)

• Literature




Minimum standards for a slide

Title slide

• full name of the speaker

• institution / department

• title of the presentation

• date

All other slides

• footer with

– page number

– name of the speaker

– title

• consistent layout




Please, don‘t!




How to design slides!

• Use a legible fontUse a legible font

• Mind the font size: 12 points is usually to small

More suitable is 20 points bold ... or 24 points

• Use a consistent layout TEMPLATES

• One picture is worth ten thousand words

• Guide line: max. 7 thoughts per slide

• Chek the gramar and spellieng

Please don’t write to close to the edges of the slides, because not the complete slide is displayed by the data projector.




How much text is suitable?

• Long term analysis have shown that the presentation of written our sentences in slides of a presentation tend to increase the confusion rather than to support the understanding process. Insights of psychology and pedagogy learned us that short points are more suitable than written out sentences in full.

• Written out sentences in slides during a presentation are confusing for the audience. Short points are more suitable.

• No sentences, use short points

• Short points

• Exceptions: Definitions or other formulations where the exact wording is important




Exercise the presentation!

• rehearsal under realistic conditions

– perform your presentation out loud at least 3 times

– exercise in front of a scary audience (family, friends or colleagues)

– mind the time:

» usually 20 minutes!

» use the time for the important aspects

» 1 slide = 1,5 minutes speaking time

– accept criticism after your exercise

• improve our presentation based on the critic




Citation rules are valid for slides, too!

„there are no facts, only interpretations.“Umberto Eco: Kant and the platypus, essay on language and cognition,,New York: Harcout Brace, 1997

Vgl. Stefan Güldenberg: Wissensmanagement und Wissenscontrolling in lernenden Organisationen – Ein systemtheoretischer Ansatz. 2. Aufl., Braunschweig - Wiesbaden 1998. S. 246-306

preservation in

naturalstorages

artificialstorages

transfer by

human commu-nication

machinecommu-nication

processing by

machines humans




Prepare all necessary supportive resources!

• manuscript

– e.g. index cards

– e.g. commented slides

• pointing devices (e.g. laser pointer)

• hand out:

– summary of the most important content

– one (!) page (!)

– title, full name and date

– helps the audience remember and to make notes




It is a digital presentation therefore, ...

• send the files to the organizer before the event

check who is responsible & contact details

• remind a self-explaining label of the file:

– Your Name_Short Title_Day Of Creation.File Extension

– z.B. Hendrik_KnowledgeManagement_2006-06-29.doc

• check if all necessary technical infrastructure is available

– support of „exotic formats“ – video files make problems!

– new software versions

– access to internet




Have a back-up plan!

• Murphy’s law applies during a presentation“Anything that can go wrong, will go wrong”

– technology not working or missing (e.g. no speakers)

– power cuts

– projector blowing bulb

• Always take with you:

– CD or data stick with a PDF version of our slides

– printed out set of slides

– a laptop with your slides

• When you have back-ups – seldom need to use them




Last thing to note …

• Never make a presentation on the day of the talk

– risk of errors is too big

– not enough time

• Remember:

You can never make a second first impression!




Outline


2. How to perform at an oral presentation?


4. Summary




Fine feathers make fine birds

The speaker should (at least) match the dress code of the audience!

a professional look will cover most situations




Immediately before start

• Sort out your presentation space (make room, pen & paper for notes, etc.)

• Distribute your hand out or other supplement materials

• Are you nervous?

– Take 3 x deep breaths

– Say our name and read out the title of the presentation.

– Force yourself to speak slow ! ! ! ! ! !




Introduction

• Read the full name of the speaker including his company or university

• Read out the full topic of the talk

• Example (very formal):

– Good day ladies and gentlemen.

– I like to welcome you to my presentation.

– My name is Hendrik Thomas.

– The title of my talk is: “Introduction of presentation techniques “

Hey folks.I’m Hendrik and today I will teach you something about

presentations.

Hi, today I have to talk to you, let get started …




During the presentation …

• Explain how the presentation is structured (outline).

• Avoid to repeat topics of previous speakers (boring!)

act flexible or coordinate in advance

• Summarize the key fact of each section

• Highlight transitions from one topic to another




Where to look?

• The presentation is for the whole audience, therefore look at them!

• Avoid to look too long …

– on your notes

– on the presentation screen

– laptop

– on a important person!

• Proposal:

focus a point on the back of the room

above the audience




How to speak? (1/2)

• Speak as free as possible!

– don’t read your notes

– never have sentences as notes!

– helps to keep eye contact

• Don’t speak to soft

– exercise or use a microphone

– sign of missing self-confidence

• Don’t speak to loud

– you not commanding an army




How to speak? (2/2)

• Interrupt your presentation if trouble occurs

• Don’t use long & nested sentences

• Complete your sentences

• Speak slowly and clearly

• Include pauses

• Repeat important things!






Also please don‘t forget ...

• (Usually) you know more about the topic than the audience

• Not all participant listen to you permanently (e.g. after lunch)

• Therefore:

– explain always the context

– don’t jump to fast from one slide to the next




If you loose the thread ...

• Don’t panic …

• Look into the slides or your manuscript and

• Restart you thought from the start

If you run out of time …

• Skip all details

• Go direct to the summary slide

• Summarize our results or contribution




How to end an presentation?

• Summarize the key facts of our presentation

• Give an outlook:

– planed work

– open questions

– further relevant aspects

• Personal overall statement (“big picture”)

• Thank the audience for there attention and

encourage them to ask questions!




You can’t escape the discussion!

• Think ahead of possible questions

• Q & A part is sometimes more important than the presentation

people will test your knowledge

• Answer a question:

– repeat the questions first

– look at all audience members - have the same questions

– treat all questions and questioners with respect

• Be honest, if you don’t know




Outline


2. How to perform at an oral presentation?


4. Summary




Good or bad presentation?

• Design of a presentation is an art, not an engineering

– there is no single correct answer

– practice makes perfect

– when in doubt, go for beauty

• Many of the decisions depend on external factors

– mandatory templates

– targeted audience

– available infrastructure

Main criteria: successful communication of the content




Criteria for the evaluation of an oral presentation

• Content

• Logical structure

• Design of the presentation and handout

• Usage of other resources

• Timing

• Discussion

– reaction on question

– participation in other discussions

• Overall impression




Outline


2. How to perform at an oral presentation


4. Summary




Summary

• Prepare your presentation sophisticated

• Exercise the oral presentation

– in a realistic environment

– with critical listeners

– welcome any critic

• Don’t forget to TEST the technique

Good luck for your next presentation!




Additional useful resources

• Guy Kawasaki: The 10/20/30 Rule of PowerPointhttp://blog.guykawasaki.com/2005/12/the_102030_rule.html oderhttp://www.youtube.com/watch?v=liQLdRk0Ziw

• Garr Reynolds: What is good PowerPoint design?http://presentationzen.blogs.com/presentationzen/2005/09/whats_good_powe.html

• Liane Borghardt: Power Point of no return. http://www.wiwo.de/karriere/power-point-of-no-return-249648/

• Session Guide - Oral Presentation Techniqueshttp://dcc2.bumc.bu.edu/prdu/Session_Guides/oral_presentation_techniques.htm

• Literature on rhetoric




Thanks for your attention!

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