advanced technical writing lecture 12 oral presentation 6 / 7 / 2008

Advanced Technical WritingAdvanced Technical Writing

Lecture 12Lecture 12Oral PresentationOral Presentation

6 / 7 / 20086 / 7 / 2008

Islamic UniversityIslamic University Dr. Basil HamedDr. Basil Hamed 22

Oral Communication is different Oral Communication is different from written communicationfrom written communication

Listeners have one chance to hear your Listeners have one chance to hear your talk and can't "re-read" when they get talk and can't "re-read" when they get confused confused


Important of Oral PresentationImportant of Oral Presentation

Oral presentation is part of the Oral presentation is part of the professionals Career. professionals Career.

Presenting your talent and skillsPresenting your talent and skills Present your ideas clearly and Present your ideas clearly and

persuasively with self-assurance and persuasively with self-assurance and dynamic energy.dynamic energy.


Preparing for your presentationPreparing for your presentation

I. Define Your TaskI. Define Your TaskII. Know your audienceII. Know your audience

III. Collecting DataIII. Collecting Data

IV. Developing (Organizing) the TopicIV. Developing (Organizing) the Topic

V. Outlining the presentationV. Outlining the presentation


I. Define Your TaskI. Define Your Task Identify the topic of your presentation Identify the topic of your presentation Specify the kinds and amount of Specify the kinds and amount of

informationinformation Identify many key points that you want the Identify many key points that you want the

audience to understand. audience to understand. List the important questions that you want List the important questions that you want

to answer in your presentation.to answer in your presentation.


II. Know your audienceII. Know your audience

What are the notable characteristics of What are the notable characteristics of this audience? Curious? Cautious? this audience? Curious? Cautious? Eager? Expert?Eager? Expert?

Does this audience respect a formal or Does this audience respect a formal or informal style?informal style?

Does this audience value simplicity or Does this audience value simplicity or complexity?complexity?


III. Collecting DataIII. Collecting Data

Gather information more than you need Gather information more than you need for the presentation to build confidence.for the presentation to build confidence.

Use all sources of information like Use all sources of information like brainstorming, written material, interviewing brainstorming, written material, interviewing others, and your own backgroundothers, and your own background


IV. Developing (Organizing) the IV. Developing (Organizing) the TopicTopic

Select the Select the best organizational strategybest organizational strategy Problem-solution method of developmentProblem-solution method of development Comparison method of developmentComparison method of development Cause-and-effect method of developmentCause-and-effect method of development Specific-to-general method of developmentSpecific-to-general method of development General-to-specific method of developmentGeneral-to-specific method of development Increasing-order-of-importance method of Increasing-order-of-importance method of

developmentdevelopment


V. Outlining the presentationV. Outlining the presentation

Opening (Introduction)Opening (Introduction)BodyBodyClosing (Conclusion)Closing (Conclusion)


The OpeningThe Opening

Your opening is the most important Your opening is the most important part of your speech.part of your speech.

It should catch the interest of your It should catch the interest of your audience, stimulate their curiosity, audience, stimulate their curiosity, and impress them.and impress them.


Ways to start your openingWays to start your opening

A rhetorical questionA rhetorical questionExample: “Will colonizing outer space ever be Example: “Will colonizing outer space ever be practical?”practical?”

A dramatic storyA dramatic storyExample: Terry Fox’s attempt to run across Example: Terry Fox’s attempt to run across Canada to raise money for cancer researchCanada to raise money for cancer research

A quotation from a famous personA quotation from a famous personExample: “Good order is the foundation of all Example: “Good order is the foundation of all good things.” Edmund Burkegood things.” Edmund Burke


Ways to start your opening Ways to start your opening ContinueContinue

A historical eventsA historical events

Example: “Do you remember where Example: “Do you remember where you were when Neil Armstrong first you were when Neil Armstrong first set foot on the moon?”set foot on the moon?”

A reference from literature or the holly A reference from literature or the holly book book


The BodyThe Body

Begin the body with a statement of your theme.Begin the body with a statement of your theme.

Then state all the evidence and proof necessary Then state all the evidence and proof necessary to support your theme statement.to support your theme statement.

The strength of your proof will sell your ideas. The strength of your proof will sell your ideas.

Use analogies, stories, testimony, logic, statistic, Use analogies, stories, testimony, logic, statistic, and examples to support your themeand examples to support your theme..


The closingThe closing

Plan your closing as you planned your opening. Plan your closing as you planned your opening.

It is as important as the opening, because what It is as important as the opening, because what you say in the closing is what your audience is you say in the closing is what your audience is most likely to remember.most likely to remember.

Review, highlight and emphasize - key points, Review, highlight and emphasize - key points, benefits, recommendations benefits, recommendations

Draw conclusions - where are we? ... what does Draw conclusions - where are we? ... what does all of this mean? ... what's the next step? all of this mean? ... what's the next step?


A Generic Talk OutlineA Generic Talk Outline

This talk outline is a starting point, not a This talk outline is a starting point, not a rigid template. Most good speakers rigid template. Most good speakers average two minutes per slide (not average two minutes per slide (not counting title and outline slides), and thus counting title and outline slides), and thus use about a dozen slides for a twenty use about a dozen slides for a twenty minute presentation minute presentation


A Generic Talk Outline ContinueA Generic Talk Outline Continue Title/author/affiliationTitle/author/affiliation (1 slide) (1 slide) ForecastForecast (1 slide) (1 slide)

Give gist of problem attacked and insight found (What is the Give gist of problem attacked and insight found (What is the one idea you want people to leave with? This is the "abstract" one idea you want people to leave with? This is the "abstract" of an oral presentation.) of an oral presentation.)

OutlineOutline (1 slide) (1 slide)Give talk structure. Some speakers prefer to put this at the Give talk structure. Some speakers prefer to put this at the bottom of their title slide. (Audiences like predictability.) bottom of their title slide. (Audiences like predictability.)

BackgroundBackground Motivation and Problem StatementMotivation and Problem Statement (1-2 slides) (1-2 slides)

(Why should anyone care? Most researchers overestimate how much (Why should anyone care? Most researchers overestimate how much the audience knows about the problem they are attacking.) the audience knows about the problem they are attacking.)

Related WorkRelated Work (0-1 slides) (0-1 slides)Cover superficially or omit; refer people to your paper. Cover superficially or omit; refer people to your paper.

MethodsMethods (1 slide) (1 slide)Cover quickly in short talks; refer people to your paper Cover quickly in short talks; refer people to your paper


A Generic Talk Outline ContinueA Generic Talk Outline Continue ResultsResults (4-6 slides) (4-6 slides)

Present key results and key insights. This is main body of the Present key results and key insights. This is main body of the talk. Its internal structure varies greatly as a function of the talk. Its internal structure varies greatly as a function of the researcher's contribution. (Do not superficially cover all researcher's contribution. (Do not superficially cover all results; cover key result well. Do not just present numbers; results; cover key result well. Do not just present numbers; interpret them to give insights. Do not put up large tables of interpret them to give insights. Do not put up large tables of numbers.) numbers.)

SummarySummary (1 slide) (1 slide) Future WorkFuture Work (0-1 slides) (0-1 slides)

Optionally give problems this research opens up. Optionally give problems this research opens up. Backup SlidesBackup Slides (0-3 slides) (0-3 slides)

Optionally have a few slides ready (not counted in your talk Optionally have a few slides ready (not counted in your talk total) to answer expected questions. (Likely question areas: total) to answer expected questions. (Likely question areas: ideas glossed over, shortcomings of methods or results, and ideas glossed over, shortcomings of methods or results, and future work.) future work.)


VI. Select Visuals AidVI. Select Visuals Aid

Identify the purpose of your visual aidIdentify the purpose of your visual aid to clarify a key point to clarify a key point to provide an illustrative example to provide an illustrative example to model to model to summarize to summarize


Select Visuals Aid ContinueSelect Visuals Aid Continue

If you pay attention to these four concept If you pay attention to these four concept as you put the visuals together, the end as you put the visuals together, the end products will be more effective: products will be more effective:

1) Make it BIG 1) Make it BIG

2) Keep it Simple 2) Keep it Simple

3) Make it Clear 3) Make it Clear

4) Be Consistent 4) Be Consistent


Select Visuals Aid ContinueSelect Visuals Aid Continue

Select types of visual aids well matched to Select types of visual aids well matched to the needs of your audience with respect to the needs of your audience with respect to specific portions of your presentation.specific portions of your presentation.

Examples:Examples:

Table, bar graph, line graph, flow chart, Table, bar graph, line graph, flow chart, pie graph, diagram, organizational pie graph, diagram, organizational chartchart


table - table - good for presenting groups of detailed facts good for presenting groups of detailed facts bar graph - bar graph - can represent numerical qualities can represent numerical qualities line graph - line graph - shows how one quantify changes as a shows how one quantify changes as a

function of change in another quantity function of change in another quantity pie graph - pie graph - effective for depicting the composition of effective for depicting the composition of

a whole a whole diagram - diagram - similar to a drawing but relies upon similar to a drawing but relies upon

symbols symbols flow chart - flow chart - means of representing successions of means of representing successions of

events events organizational chart - organizational chart - usually depicts hierarchical usually depicts hierarchical

arrangement arrangement


Bar graphBar graph

0

10

20

30

40

50

60

70

80

90

1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

East

West

North


Organizational chartOrganizational chart

Board of director


Pie graphPie graph

Production per year

1999

1998

1997

1996

1995

1994


Select presentation vehiclesSelect presentation vehicles

OverheadOverhead chalkboardchalkboard Hand-outHand-out SlidesSlides ModelModel Computer screenComputer screen PosterPoster


Critique your visual aidCritique your visual aid

Is it large enough to be easily seen or is Is it large enough to be easily seen or is it too small and detailed?it too small and detailed?

Is the contrast/color effective or Is the contrast/color effective or distracting?distracting?

Does it clarify a difficult concept or Does it clarify a difficult concept or introduce confusion?introduce confusion?

Is the visual aid necessary or Is the visual aid necessary or superfluoussuperfluous??


VII. Practice your presentationVII. Practice your presentation

Maintain eye contact with the audience.Maintain eye contact with the audience. Eye contact givesEye contact gives

self-confidenceself-confidence feedback (speed up, slow down, repeat your self)feedback (speed up, slow down, repeat your self)

Keep body movement quiet and natural.Keep body movement quiet and natural. Maintain appropriate voice volume.Maintain appropriate voice volume. Avoid wearing distracting clothing or Avoid wearing distracting clothing or

accessories.accessories. Maintain a constant rate of speechMaintain a constant rate of speech


Practice your presentation Practice your presentation ContinueContinue

won’t be able to duplicate the real audience won’t be able to duplicate the real audience stress.stress.

Avoid being nervous by:Avoid being nervous by:• Practice in front of classmates, colleagues, family or Practice in front of classmates, colleagues, family or

friends.friends.• taking deep breathstaking deep breaths• distributing weight equally on both feetdistributing weight equally on both feet

Use Body Language EffectivelyUse Body Language Effectively: relaxed gestures, eye : relaxed gestures, eye contact; don't play with a pen or pointer.contact; don't play with a pen or pointer.

don't block visual aids don't block visual aids


Be sensible about transparenciesBe sensible about transparencies

The optimal number 8-10 per 10 minutes The optimal number 8-10 per 10 minutes talktalk

Avoid transparencies with 1 or 2 lines.Avoid transparencies with 1 or 2 lines. Avoid jam-packed transparenciesAvoid jam-packed transparencies Text to be concise and self-explanatoryText to be concise and self-explanatory


Most people find the more they Most people find the more they practice, the more at ease they feel practice, the more at ease they feel when they give their presentation.when they give their presentation.


Questions from the floorQuestions from the floor Let questioner finish the questionLet questioner finish the question Be prepare to rephrase the questionBe prepare to rephrase the question Keep the answer shortKeep the answer short Deflect hostile questions and Never argue Deflect hostile questions and Never argue

with questionerwith questionerExampleExample I am sorry, but it appears we have a I am sorry, but it appears we have a difference of opinion. This probably is not the difference of opinion. This probably is not the proper forum for a debate but I’ll be happy to proper forum for a debate but I’ll be happy to discuss the matter with you in private.discuss the matter with you in private.


Group Presentation Evaluation FormGroup Presentation Evaluation Form Rate the Group Presentation (5= Excellent; 1= Poor NA= not applicable)Rate the Group Presentation (5= Excellent; 1= Poor NA= not applicable)

Comments would be very helpful. Comments would be very helpful. Group Number:____ Group Group Number:____ Group Topic:________________________________ Topic:________________________________

____1. Introduction: Did the introduction capture your interest; was necessary ____1. Introduction: Did the introduction capture your interest; was necessary background given; was a clear purpose conveyed background given; was a clear purpose conveyed

___2. Organization: Was there a clear organization; were transitions between___2. Organization: Was there a clear organization; were transitions between sections clear and effective; did the organization lead to a clear conclusion?sections clear and effective; did the organization lead to a clear conclusion?___3. Content: Did the group support their points; was the supporting ___3. Content: Did the group support their points; was the supporting

material relevant, up to date?material relevant, up to date?___4. Visual Aids: Were visual aids used effectively and appropriately, ___4. Visual Aids: Were visual aids used effectively and appropriately,

carefully prepared?carefully prepared?___5. Conclusion: Were key points reinforced; was a sense of closure ___5. Conclusion: Were key points reinforced; was a sense of closure

provided; if appropriate, was a course of action proposed?provided; if appropriate, was a course of action proposed?___6. Delivery: Were the speakers natural, enthusiastic; did they speak ___6. Delivery: Were the speakers natural, enthusiastic; did they speak

clearly; were appropriate gestures, posture, expressions usedclearly; were appropriate gestures, posture, expressions used___7. Discussion: Were questions answered accurately, clearly, effectively?___7. Discussion: Were questions answered accurately, clearly, effectively?___8. Overall Rating General Comments (use back): ___8. Overall Rating General Comments (use back):


Have a nice Have a nice Day and see Day and see

you on Tuesdayyou on Tuesday

advanced technical writing lecture 12 oral presentation 6 / 7 / 2008

Documents

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presentation slide

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conclusion slide

background slide

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