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How to give effective professional and academic presentations
Eleni Tsiartsioni MPhil Trinity College Dublin, IrelandPhD CandidateAristotle University of Thessaloniki
Thursday 22 May 2008University of Macedonia, Department of Technology Management, Naousa
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Eleni Tsiartsioni 2
Structure of this presentation
1. Preparing the presentation
2. Performing the presentation
3. Giving feedback
4. Observation of presentations
5. Workshop
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Eleni Tsiartsioni 3
A. PREPARING THE PRESENTATION
‘In all things success depends on previous preparation, and without such preparation there is sure to be failure’
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Eleni Tsiartsioni 4
Stages of the preparation
1. Why
2. Who
3. What
4. How
5. Where and when
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Eleni Tsiartsioni 5
Why? The General Purpose
To informTo persuade
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Eleni Tsiartsioni 6
Why? The Specific Purpose
The result you want to achieve
State it in one sentence- clearly and concisely
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Eleni Tsiartsioni 7
Examples of purposes…
To inform the audience about the benefits of using a particular system
To tell the audience about new procedures
To persuade the audience to support a project
To persuade the audience to use our services
To ‘sell’ our company to the audience
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Eleni Tsiartsioni 8
Who? Complete an audience profile:
Who are they? How many? Why are they coming? What do they know about the
subject?Why are they interested in the
subject?What is their relationship to you?
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Eleni Tsiartsioni 9
What?
‘Three things matter in a speech; who says it, how it is said and what is said- and of the three, the last matters least’.
John Morley
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Eleni Tsiartsioni 10
What? Presentation outlineGood Organisation:
Helps you rememberHelps them rememberHelps them understandHelps you to keep the
pointHelps you to reduce
nervousness
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Eleni Tsiartsioni 11
The Beginning
Capture interestRelate subject to
themGive purposeBe brief
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Eleni Tsiartsioni 12
The Middle
Have 3 or 4 main points (they will not remember more than 4 points!)
Take 80% of the timeHave signposts and
summaries
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Eleni Tsiartsioni 13
The Ending
Summarise the main points
Relate conclusion to them
Don’t present new ideasBe interestingBe brief
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Eleni Tsiartsioni 14
How?
1. Key words
2. Rehearsal
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Eleni Tsiartsioni 15
How? Keywords
Use index cardsPrint in big capitalsOnly keywordsNumber cardsUse colour coding
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Eleni Tsiartsioni 16
How? Rehearsals
Rehearsal is the most important part of preparing
Run through your presentation at least twice
Check timing
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Eleni Tsiartsioni 17
How? Fears…
Fear of saying or doing something foolish
Failure of equipmentNot being able to find
the right word in English
SOLUTION?Preparation and
practice!!
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Eleni Tsiartsioni 18
Where?
Things to takeThings to
check
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Eleni Tsiartsioni 19
When?
The best time are:
Tuesday to Thursday…From 10 to 12
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Eleni Tsiartsioni 20
B. PERFORMING THE PRESENTATION
‘The human brain starts working the moment we are born and never stops until you stand up to speak in public’
George Jessel
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Eleni Tsiartsioni 21
The Beginning
Say helloSay who you areGive purpose and
main pointsGive scheduleHandouts?Questions?
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Eleni Tsiartsioni 22
Making it interesting
Visual aidsQuoteSurprising factStory/ anecdoteQuestion
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Eleni Tsiartsioni 23
Language
‘The person who uses a lot of big words is not trying to inform you; he is trying to impress you’
O. Miller
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Eleni Tsiartsioni 24
Language: the don’ts
Avoid jargonAvoid complex
phrasesAvoid being too
formalAvoid long sentences
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Eleni Tsiartsioni 25
Language: the dos
Use everyday language Use concrete wordsUse rhetorical questions (i.e. ‘What
should we do?’ –pause
‘How much would it cost?’ –pause)
Use dramatic structures (i.e. We have a revolutionary product
What we have is a revolutionary product)
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Eleni Tsiartsioni 26
Signposting
SignpostSummariseUse check-up
questions
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Eleni Tsiartsioni 27
Making it interesting
Stories/ anecdotes
Explain by analogy
Involve them:• Ask questions• Pause and reply
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Eleni Tsiartsioni 28
Visual Aids and Body Language
Chinese proverb
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Eleni Tsiartsioni 29
Visual Aids and Body Language
Which is the most important?
Content?
Tone of voice?
Body language?
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Eleni Tsiartsioni 30
Flip Chart and Whiteboard
Big and boldUse coloursFace audience
when you talk and write
Flip over/ wipe off when finished
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Eleni Tsiartsioni 31
Overhead Projector
Use a mask to show one point at a time
Use a pen or pointer on the machine
Switch it off so they focus on you
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Eleni Tsiartsioni 32
Making Transparencies
Use software or write with special pens
Max. 8 linesUse keywordsUse pictures
Use colours
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Eleni Tsiartsioni 33
Body language: the dos
Move hands and armsMove around the room (?)Move towards audienceMove your eyes around the
audienceMoving is normal
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Eleni Tsiartsioni 34
Body language: the don’ts
Don’t point at anyoneDon’t rock backwards and
forwardsDon’t stand rooted to the spotDon’t leave your hands by your
sidesDon’t avoid eye contact
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Eleni Tsiartsioni 35
Voice: Voice and Pronunciation
Project your voice: aim for the back
Emphasise importance• Say some words louder
• Repeat important words
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Eleni Tsiartsioni 36
Making it interesting
Go faster to exciteGo slower to show importancePause often and look round
audienceGive emphasis with voice and
body
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Eleni Tsiartsioni 37
Ending
‘Make sure you have finished speaking before your audience has finished listening’
Dorothy Sarnoff
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Eleni Tsiartsioni 38
The ending: Communication techniques
Finish on timeCut out, but not summing
up or conclusion
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Eleni Tsiartsioni 39
The Ending
Sum upConcludeHandouts?Any
questions?Close
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Eleni Tsiartsioni 40
Questions
What is a question?
The only real question is a request for further information
Other questions are:
-requests for the spotlight
-attacks or traps
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Eleni Tsiartsioni 41
‘Real’ Questions
Paraphrase for audienceIf real question, answer it
brieflyAnswer audience, not just the
questionerIf you don’t know the answer,
say so
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Eleni Tsiartsioni 42
Feedback Grid: Giving feedback
Stress the good pointsUse constructive
criticismGive feedback to the
presenter by using you, not he or she
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Eleni Tsiartsioni 43
Summing up
How to prepareHow to give the
presentationKey Words:
–Practise
–Rehearse
–Be confident
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Eleni Tsiartsioni 44
Thank you!
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Eleni Tsiartsioni 45
Any Questions???