king abdulaziz university faculty of computing & information technology business english how to...

King AbdulAziz University King AbdulAziz University Faculty Of Computing & Information TechnologyFaculty Of Computing & Information Technology

Business EnglishBusiness English

How to do effective presentation

2009 (SemesterSemester 1 1 ) CPIT 221

I.Samar Al-Taher I.Tagreed Baqais

2CPIT221 – 1CPIT221 – 1stst Semester 2009 Semester 2009

How to do effective presentation Outlines

Initial Planning Preparation Outlining

How much materials. Designing effective power point presentation

Practice makes perfect Presentation The Moment of Truth Important Elements Handling Questions


Getting Started

While hard work and good ideas are essential to success, It is important to express those ideas and get others to join you.

If this thought makes you nervous there are some tips to help you do a effective oral presentation.


Initial Planning

The more lead time you allow yourself, the more time

you will have to think to the topic and the moreinteresting your presentation will be.

Before preparing the presentation, you'll need to determine:

A. The type of talk you will be expected to give - will this be an informal chat, a seminar discussion,

or a more formal presentation?

B. The composition of the audience - general audience or specialists?- how many people are expected to attend?


Initial Planning ( cont.)

C. The time selected for the talk - The longer the talk, the more freedom you will have

to explore the topic. - a short talk needs to be very clear and to address

the topic directly. - is question time included?

D. Expectations for information content - is there a specific purpose for having you give a

talk?


Preparation

Once you have a general idea of what you want to say, you'll have to decide how to say it.

It is essential that your talk : be well-constructed, and points : be presented to the audience logically

sequence and clearly.

This all takes a fair amount of preparation. Start early!


Preparation (cont.)

Here are a few pointers to get you started:

1. Start preparing in advance by thinking through what needs to be said. Collect material

2. Write a clear statement of the problem and its importance.

3. Develop this sentence that will catch the attention of the audience. Outlining

4. Arrange these issues in a logical sequence.

5. Using Computer-based presentation programs (PowerPoint) can be wonderful time-savers.


Preparation (cont.)

6. Organize the series of points from the most to the least important. That way, the audience will remember the important points later.

7. Determine transition elements which will help your audience to follow the link from one issue to the next

8. Use short sentences with simple constructions

9. Outline basic concepts briefly and clearly early in the talk to avoid confusion. Don't assume the audience will be familiar with basic concepts of your talk.


Preparation (cont.)

11.When using medium (slides, videos, multimedia, etc.), choose the least complex format .Keep in mind that the more technology you use, the more things mite go wrong.

12.If you start preparing early, you'll have plenty of time to refine the presentation based on your colleagues' feedback

13.The shorter the talk, the more difficult it will be to cover the material clearly and completely. Be strict about including only what is essential information for the presentation.


Outlining

The primary purpose of a presentation is to provide information which the audience will

then remember Later. Detailed referencing of material won't be remembered.

It is important to develop a realistic view of how much material is appropriate, and the ability to eliminate non-essential material.


Outlining (How much material?)

Pre-determining the length of the content is always a problem

Two wrong ways people try to reduce the length of a presentation are to :

speak more quickly reduce the number of words used.

One good strategy is to be very selective about what you need to say, and say it clearly with slightly longer pauses between words.

The practice talk will be about 20% faster than the real presentation ( if there are interrupted questions)


How much material? ( cont.)

Try the following suggestions to get into a good approximate range:

Estimate a rate of about 100 words per minute (slow! - if conversation occurs at about 300 words/minute)

Each statement you make will require an average of 12 words

Each concept will need to be supported by 3 - 4 statements


Outlining (Designing effective power point presentation)

The following Tips provide on maximizing the design and delivery effectiveness of your PowerPoint slide presentation for your

audience.

By studying these PowerPoint presentation tips, you will be able to give a presentation that is both focused and visually appealing.


The Content of the slide

The Title and the researcher information.

The Main topics : What you will cover in your presentation.

The Introduction The body of your topic. The result. The conclusion. Thankful slide.


First Slide

The TopicBy

Your NameYour ID if student

Your Section if studentYour job title

InstructorYour teacher’s name if student

university name if student

Sponsored The Sponsored if any for the event

Date


Make it Big (Text)

This is Arial 12

This is Arial 18 This is Arial 24

This is Arial 32 This is Arial 36 This is Arial 44

Too Small


Make It Big (How to Estimate)

Look at it from 2 metres away2 m


Keep It Simple (Text)

Too many colours TooToo Many Fonts and Styles

The 6 x 7 rule No more than 6 lines per slide No more than 7 words per line



Instructional Technology:A complex integrated process involving people, procedures, ideas, devices, and organization, for analyzing problems and devising, implementing, evaluating, and managing solutions to those problems in situations in which learning is purposive and controlled(HMRS 5th ed.)

Too detailed !



A processinvolving people, procedures & toolsfor solutionsto problems in learning(HMRS 5th ed.)

Instructional Technology:

Much Simpler


Keep It Simple (Table)

Delhi Mumbai Goa

January 11,532,234 14,123,654 3,034,564

February 1,078,456 12,345,567 16,128,234

March 17,234,778 6,567,123 16,034,786

April 16,098,897 10,870,954 7,940,096

May 8,036,897 10,345,394 14,856,456

June 16,184,345 678,095 4,123,656

July 8,890,345 15,347,934 18,885,786

August 8,674,234 18,107,110 17,230,095

September 4,032,045 18,923,239 9,950,498

October 2,608,096 9,945,890 5,596,096

November 5,864,034 478,023 6,678,125

December 12,234,123 9,532,111 3,045,654

Too detailed !


Keep It Simple (Table)

In 106 Delhi Mumbai Goa

January 11 14 3

February 1 12 16

March 17 6 16

April 16 10 7

May 8 10 14

June 16 0 4

July 8 15 18

August 8 18 17

September 4 18 9

October 2 9 5

November 5 0 6

December 12 9 3

Much Simpler


Keep It Simple (Figure)

0

5

10

15

20

25

30

35

40

45

50

January February March April May June July August September October November December

Goa

Mumbai

Delhi

Too detailed !


Keep It Simple (Figure)

0

10

20

30

40

50

January March May July September November

GoaMumbaiDelhi

Much Simpler


Keep It Simple (Picture)

Art work may distract your audience Artistry does not substitute for content


Keep It Simple (Sound & Transition)

Sound effects may distract too, Use sound only when necessary

The transition is annoying, not enhancing, "Appear" and "Disappear" are better


Make It Clear (Capitalisation)

ALL CAPITAL LETTERS ARE DIFFICULT TO READ

Upper and lower case letters are easier

SanserifZ SerifZbusyclear


Serif fonts are difficult to read on screen Sanserif fonts are clearer Italics are difficult to read on screen Normal or bold fonts are clearer Underlines may signify hyperlinks Instead, use colours to emphasise

Make It Clear (Fonts)


Make It Clear (Numbers)

Use numbers for lists with sequenceUse bullets to show a list without Priority Sequence Hierarchy, …..


Make It Clear (Contrast)

Use contrasting colours Light on dark vs dark on light Use complementary colours

low contrast

high contrast


Make It Clear (Complement)

Use contrasting colours

• Light on dark vs dark on light • Use complementary colours

These colours do not complement


Make It Clear (Complement)

Use contrasting colours

• Light on dark vs dark on light • Use complementary colours

These colours complement


Be Consistent

Differences draw attention Differences may imply importance Use surprises to attract not distract

This tick draws attention


Be Consistent

Differences draw attention Differences may imply importanceo Use surprises to attract not distract

These differences distract!


Be Consistent


This implies importance


Be Consistent

Differences draw attention• Differences may imply importance Use surprises to attract not distract

Confusing differences!


Be Consistent


This surprise attracts


Be Consistent


These distract!


When Creating

Text to support the communication Pictures to simplify complex concepts Animations for complex relationships Visuals to support, not to distract Sounds only when absolutely

necessary Think about the people in the back of

the room when creating slides


Practice makes perfect

Practice is the most important factor contributing to a good presentation.

Make time for at least a few practice runs. Do so in private at first. Then videotape yourself and watch the results.

Try the presentation out in front of a few colleagues. Ask for feedback, Select those who know a little about your topic.

a poorly presented talk reflects upon both you and your attitude towards the material and audience.


Presentation

a few things you can do at the last minute which will help ensure a successful presentation:

1.Before the day begins, or last thing the night before, run through your talk once more. Use a mirror or visualize standing in front of an audience as you practice.

2.If possible, take a tour the room you'll use for the presentation early in the day. If the room is large, or your voice small, use a microphone.

3.If you need specialized equipment, make sure it is available .

4.Determine who will be controlling equipment for you.

5.Check again to see that your slides are oriented properly.


Presentation (cont.)

When using host Software for your presentation, many things must be considered :

Is the host software compatible with your presentation? Are the fonts, bullets, colors, etc. the same?

Is there a sound card in the host computer . Did you include all the required files and

resources for your presentation? Back-up your presentation , or e-mail it to

yourself as an attachment.


The Moment of Truth

So you are sitting there, about to be introduced. Now what?

Avoid standing behind a lectern or desk during the presentation. Stand to one side of the projection screen or blackboard, and closer to the audience if possible.

Take several deep breaths as you are being introduced .

State your objectives at start of your talk, then restate them again at the end of the talk. In between, discuss how your material relates to these objectives.

avoid making jokes. The results can be disappointing, and may suggest an unprofessional attitude.


The Moment of Truth (cont.)

Choose a natural, moderate rate of speech and use automatic, moderate movement.

Monitor your behavior, and avoid habitual behaviors (pacing, fumbling change in pocket, twirling hair).

Laser pointers are wonderful pointing devices, but remember not to point them at the audience , Don't swirl the laser around and around one place on the projection screen .

avoid using the cursor as in pointer in your computer presentations.

Speak with your audience. Involve them in the process of the presentation by posing questions and making eye contact.


The Moment of Truth (cont.)

Keep an eye on your time, and don't run over your limit. Ever

Be prepared for interruptions (late arrivals, cell phones or pagers, burned out projector bulbs, etc.).

Don't apologize for any aspect of your presentation. This should be your very best effort; if you have to apologize, you haven't done your job properly .

Don't be afraid to give yourself credit for your own work.

Don't forget to acknowledge the people's efforts how help you in your research, even if you have to skip a statement or two to remain within your time frame.


a scientific talk is about 100 words/Min.

should catch the interest and attention of the audience, Remember that there is no point in giving a presentation if the audience isn't listening

The link between successive elements of the talk should be planned carefully, smooth, and logical.

Don't run over! Shorten your talk by removing details, concepts, and information, not by eliminating words.

Important Elements

1. Rate:

2. Opening:

3. Transitions:

4. Length:


Important Elements (cont.)

Summarize the main concepts you've discussed, and how your work relates to issues you've raised. Aim to help your audience achieve high retention of this final information.

Signal that the summary ("In summary, ..."), but don't begin the summary too soon or else the audience will start to leave before you finish!

5. Conclusion:


Handling Questions

Your presentation doesn't end once you've finished. The question period often is the part of the talk and your

ability to interact with the audience.

Here are a few guidelines:

1. Always repeat each question so the entire audience knows what you've been asked.

2. Before you answer, take a moment to reflect on the question. By not rushing to give an answer, you show a respect for the questioner, and you give yourself time to be sure you are answering the question that actually was asked .

3. When you have only a limited time to make your presentation. It is essential, however, that you break the questioner tactfully. Say something like "So, are you asking ....?" This will focus the question and give you a place to begin an answer .


Handling Questions (cont.)

4. Avoid prolonged discussions or arguments with one person.

5. If you can't answer a question, just say so. Don't apologize. You then may:

• Offer to research an answer, then get back to the questioner later.

• Suggest resources which would help the questioner to address the question themselves.

• Ask for suggestions from the audience.

6. Finish your answer by asking the person who asked that question whether or not you answered the question sufficiently. This acknowledges and thanks the questioner, it lets the rest of the audience feel comfortable asking questions


The End

Thank the audience for their listening

And I ask them if you introduce your knowledge sufficiently

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