242-702 seminar ii. presentations/4 seminar ii 242-702, semester 2, 2014-2015 1 or ? 4. creating...

242-702 Seminar II. Presentations/4

Seminar II242-702, Semester 2, 2014-2015

1

or ?

4. Creating Effective Presentations

242-702 Seminar II. Presentations/4 2

Overview

• 1. Planning Your Presentation

• 2. Writing Your Presentation

• 3. Designing Your Presentation

• 4. Presenting Your Presentation

The Home Slide(explained later)


Overview






1. Planning Your Presentation

• 1.1. Audience

• 1.2. Purpose

• 1.3. Topic

• 1.4. Presentation Management

1. Planning2. Writing3. Designing4. Presenting


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


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


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


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


Overview





Back to theHome Slide


2. Writing Your Presentation

• 2.1. The Shape of a Talk

• 2.2. Information

Sub-Home Slide



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

242-702 Seminar II: Presentations/3

The structure of a good talk: start broad, get specific, and end broad

12



Start with the big questions and get more specific

13


The Home Slide

Include a “home slide” that you come back to at each major transition ('episode') in your talk.

14

2. Writing>>Shape



The middle is the meat of the talk…

15


…but talks are delivered to audiences with limited attention spans

Audience attention curve16


The structure of a talk: start broad, get specific, and end broad

The middle is when the audience falls asleep

17



Nontechnical

Generaltechnical

Specialist

After going into depth, come back to your home slide to make transitions

18


Use your home slide build a theme over time and let the audience to catch up

home slide

Nontechnical

Generaltechnical

Specialist

19

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.

20

2. Writing>>Shape



Focus now on conclusions

21


Audience attention increases as you signal the end of the talk – so have a strong end!

Audience attention curve

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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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• Think of your talk as consisting of episodes

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• Use a home slide to make transitions effectively

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• 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

28

“Tell ’em What You Told ‘em.”

2. Writing>>Shape


2. Writing Your Presentation

• 2.1. The Shape of a Talk

• 2.2. Information

Sub-Home Slide



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


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


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


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

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

34

2. Writing>>Info

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

36

2. Writing>>Info


Overview







3. Designing Your Presentation

• 3.1. Templates

• 3.2. Format

• 3.3. Font

• 3.4. Visuals

Sub-Home Slide



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


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

Templates – color

• Avoid red-green combinations because many people are red-green color blind.

41

Lots of people can’t read this –

and even if they could, it makes your eyes hurt.

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3. Designing

• Other colour combination can be equally bad.

4242

3. Designing

• View your slides in grayscale to ensure that there is adequate color contrast in each slide.

4343

3. Designing



• 3.1. Templates

• 3.2. Format

• 3.3. Font

• 3.4. Visuals

Sub-Home Slide



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

continued


• Use only basic animations and transitions• fancy animations are distracting and become annoying

quickly• transitions should be quick and unnoticeable



• 3.1. Templates

• 3.2. Format

• 3.3. Font

• 3.4. Visuals



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


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



• 3.1. Templates

• 3.2. Format

• 3.3. Font

• 3.4. Visuals


Images must be Relevant to the Talk

51


3.4.1. Types of Visuals

• Flowcharts and other drawings

• Graphs and charts

• Photographs and clipart

• Tables

3. Design>>Visuals


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


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


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


A Good Graph


A Poor Version of the Same Graph


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

continued

• Some clipart is so familiar, it is instantly boring:

59


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


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


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

continued

242-702 Seminar II: Presentations/3 63

Arrrgh!


Overview







4. Presenting Your Presentation

• 4.1. Slides as Summary

• 4.2. Testing

• 4.3. Interaction

• 4.4. Handouts



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


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


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


• Practice changing from one presenter to the next

• Do a practice run of the presentation with everyone • allow time for questions to each presenter


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


• 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




• 4.2. Testing


• 4.4. Handouts



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

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




• 4.2. Testing


• 4.4. Handouts



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


• 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


• 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

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

• Lip smacking

• Fidgeting (with pens, the mouse)

• Not looking at the audience

• Hiding behind the computer




• 4.2. Testing


• 4.4. Handouts



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

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

• 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

85continued

• 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

• 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

• 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

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Ten types of bad presenter:

http://www.powerpointninja.com/presentation-delivery/attack-of-the-bad-presenters-part-i/

continued

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

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

90

Any Questions?

242-702 seminar ii. presentations/4 seminar ii 242-702, semester 2, 2014-2015 1 or ? 4. creating...

Documents

good talk

specific think

specific conclusions

slide densitywrite

previous slide

concludingtell audience

presentations3the structure

audience attention curve