- 1 -

HELPFUL INFORMATION FOR PRESENTERS

Useful Preparation Resources

for the 2006 ABET Annual Meeting

October 26-27 Tampa, Florida

Leadership and Quality Assurance

in Applied Science, Computing, Engineering, and Technology Education

- 2 -

CONTENTS Moderators Are Key to Successful Conference Panels, Survey Says .....................3 by Donna M. Airoldi (Meeting News)

Becoming a More Successful Conference Presenter by Marv Slind (NAFSA) ..................4

20 Public-Speaking Tips for Clarity, Connection, and Confidence by Paul Evans ......8 (Presentations Magazine)

Three Distinct Learning Styles by C. Rose and M. Nichoff (Convene Magazine) .........................9

Thirty Things We Know for Sure about Adult Learning by Ron and Susan Zemke ........10 (Adult Education in Associations)

Keep it Simple by Diane DeResta (Convene Magazine) .................................................................13

Back to Basics: The Presentation Slide Show by Ray DuGray and Maria Ngo ..................15 (Interaction Communications, Inc.)

- 3 -

Moderators Are Key to Successful Conference Panels, Survey Says by Donna M. Airoldi

…The good news is that it’s much easier to learn to be a good moderator than to be an effective speaker, said Kopeland, who offered the following advice for lanners to pass on to prospective moderators:

• Make sure both your voice and physical presence command authority. If they don’t do so naturally, consider coaching. Appearance and sound are key determinants in one’s ability to control a room.

• Learn how to interrupt forcefully but respectfully. Successful moderators are able to cut off a panelist who is going on too long or not answering the question.

• Research the topic being discussed and prepare provocative questions.

• Talk to the panelists at some length before the event. This will enable you to play to the panelists’ strengths and create a comfort level and warmth that are palpable to an audience.

• Learn to be a critical listener. Rather than think ahead, listen to what panelists say and tie it into subsequent questions.

• Learn how and when it’s appropriate to draw the audience into a compelling discussion. Some situations lend themselves to audience participation, while in others a discussion details the flow of the session.

• Talk to others who have seen a candidate successfully moderate a meeting.

Article from Meeting News

- 4 -

Becoming a More Successful Conference Presenter

This hand out is based on presentations given by Marv Slind at NAFSA: Association of International Educators Annual Conferences from 1994 to 2000. It is available in its entirety on the web at http://www.norse.org/nafsa/presenter/presenter.htm. A Meaningful Presentation

• Make your presentation exciting, riveting, and memorable. • You should enjoy it as much as your audience does—and vice versa. • Only do what you’re qualified to do—don’t claim expertise that you don’t have. • Cover the subject that is outlined in the session description, at the level of professional development for

which it is directed. Your audience may have come a long way, and expect the conference to be worth their effort and expense—don’t disappoint them.

• “If you can’t be eloquent, be brief”—and don’t belabor the obvious. Handouts and Other Materials

• Be sure to bring enough handouts for the size crowd you estimated (and if more people show up than you expected, be prepared to send copies to those who didn't get them at your session, by collecting names, addresses, or business cards).

• Use an easy-to-read font style and size (at least 14 point). • Leave space for notes. • Use handouts to reinforce or illustrate what you say, rather than just to repeat what you say. • Credit your sources! (And be sure to ask permission to use materials someone else developed.) • If you use overhead transparencies, use a very large font (18-24 point) so that everyone in the room can

read it.

You, Your Audience, and Your Presentation

• Use notes for reference, not as a script—“speak,” don’t read. o Practicing your presentation will help you remember it well enough to cover the material without

reading from a text. o Time your practice presentation to be sure you do not exceed the time limit.

• Respect your audience, its intelligence, and its expertise. o Follow the advice of Jack Benny: “Always play up to your audience.” o Keep the session at the level of what it is supposed to cover (for example, if it is not a beginner’s

session, don’t spend unnecessary time on basics).

• Be well organized—your time is limited, and you can’t afford to waste it looking for key elements of your presentation.

• Be enthusiastic—if you don’t seem excited about your subject, why should anyone else be?

- 5 -

In the Beginning

• Use an effective opening to get attention, prepare the audience to listen attentively, and to show that you’re in charge. o The simple act of having people raise their hands in response to general questions about your topic

can effectively convey your “authority.” o Let the audience know your expertise—the audience won’t respect you if you belittle your abilities

or expertise. (Avoid false modesty, without being vain or arrogant.) • An “opening joke” is not obligatory. (See “Humor and Dramatics.”)

That Sea of Faces

• An audience can be intimidating if you aren’t accustomed to public speaking. o Try to speak to one person at a time, as long as they (and you) are comfortable—usually not more

than 15 seconds. o When you first face a large audience, look at the people in the back row first (or even start by

looking above their heads), and then ease yourself into the audience as a whole. • To gain experience and confidence, consider joining an organization like Toastmasters International.

Humor and Dramatics

• Humor and dramatics can be powerful tools to build rapport, but they are like dynamite: they can also do a lot of damage if you don’t know how to use them correctly.

• Humor poorly done is worse than no humor at all. o If you are not comfortable telling jokes, don’t try doing so in front of an audience. o Remember that your audience will contain people from many cultural backgrounds—make sure your

jokes will be understood and appreciated by everyone! • “Role Playing” is difficult and not often done well—try it only if you are well skilled. • Let your presentation be a conversation with the audience, not a performance. • “Don’t act your speech, be your speech.”

Your Voice

• Vary your rate and pitch—use them for verbal punctuation. • Make sure you are seen and heard. If you need to move around in your presentation, use a lavaliere

microphone.

Nickel Words

• Use words that everyone understands. (“Eschew obfuscation!”) • Explain all acronyms, abbreviations, or jargon.

- 6 -

Pause

• Use pauses to increase the impact of what you say. • Pause whenever you change visual images. • Repeat key points for emphasis.

Hands

• Your hands can be your best visual aids. • But they’re not always controlled by your brain.

o When their movements are not coordinated with what you say, they can be an annoying distraction.

Visual Aids

• Use them to clarify, reinforce, or highlight an idea, not just to restate the same thing you are saying from the podium.

• General Characteristics: o Simple (Avoid complex graphs or tables—If you need them to convey your ideas, use a separate

handout.) o Neat and legible, from anywhere in the audience. o Brief:

• 4 or 5 lines, no more than 6 words per line, 8 lines maximum. • Audience should be able to absorb content within 2 minutes (and 15-20 seconds of that will be

just focusing attention on new image). o Positive, rather than negative. o Present only highlights—supplement, reinforce, and aid spoken material, not take its place, detract

from it, or overwhelm it. o Convenient—be able to find and replace them quickly. o Have something to use if they don’t work (Remember “Murphy’s Law”—If something can go

wrong, it will!) o Use special effects sparingly—too many special effects may distract the audience’s attention. o Bee sure to proofread! (Spell-checkers won’t pick up a wrong word that is spelled correctly.)

Considerations with Computers

• Expect the unexpected (Murphy’s Law again)—Have transparencies as backup in case the computer crashes.

• Try not to use web-based materials—Server delays can ruin a presentation. (“WWW” can also mean “World-Wide Wait.”)

• Don’t let technology “get in the way” or come between you and the audience—they didn’t come to the conference to watch you play video games. Focus on your content, not the amount of technology you can use to convey it

- 7 -

Have a Good Ending!

• An effective summary is important. • Leave at least 20 percent of your allotted time for questions. • Stop on time.

From the Author: The ideas included in this hand out have been developed over the years from a number of sources. First was a presentation given by Joe Ted Gray, then at Middle Tennessee State University, at the annual conference of AACRAO, the American Association of Collegiate Registrars and Admissions Officers held in Nashville, TN, in 1988. I have supplemented many of his ideas with others that I have picked up from several sources: “Taking the Terror out of Talk,” by Michael T. Motley, published in the May/June 1989 issue of Hyatt Magazine, an article written by Eileen Aitken, which was originally printed in the Spring 1996 issue of Temple University’s Bits & PCs and reprinted in a modified form in the May 1996 issue of Washington State University’s Information Technology Today, and a “Checklist for Conference Presenters” in Innovation Abstracts published by the National Institute for Staff and Organizational Development (NISOD).

Most of all, it has been developed from what I have seen countless others do effectively (or in some cases, ineffectively) and what I have subsequently incorporated into my own techniques for presentations.

I welcome any comments you may have regarding this site: slindmar@luther.edu.

- 8 -

- 9 -

Three Distinct Learning Styles While many adults learn best using a combination of techniques, the three basic learning styles are visual, auditory, and kinesthetic, each described below. As designers of learning, we should tap into all these preferences. Visual learners learn through seeing. You may be a visual learner if you: • Enjoy reading, watching television, and going to movies • Would rather read than be read to • Remember people by sight and don’t forget faces • Reveal emotions through your facial expressions • Plan ahead • Like to see the big picture • Have good eye contact and recall • Prefer to be shown rather than told Auditory learners learn through hearing. You may be an auditory learner if you: • Enjoy listening to radio, music, and debates • Remember names easily • Recall facts easily • Have a large vocabulary • Give verbal directions • Reveal your emotions verbally through a change in tone • Respond better when hearing information rather than reading it Kinesthetic learners learn through physical activities and through direct involvement. You may be a kinesthetic learner if you: • Enjoy active pursuits, such as hiking, dancing, or biking • Remember things that happen • Give directions by leading the way • Reveal your emotions through body language • Learn well by manipulating objects • Rely on gut feelings

By Rose, C., & Nichoff, M. Accelerated Learning

for the 21st Century. (1997). New York: Oelacorte Press.

How Adults Learn Convene Magazine

- 10 -

- 11 -

- 12 -

- 13 -

- 14 -

- 15 -

Back to Basics: The Presentation Slide Show by Ray DuGray, President/CEO, and Maria Ngo, Director of Marketing,

Interaction Communications, Inc. Presentation slideshows are still the predominant means of technology in the delivery of presentation content. We see them used in keynote addresses, meetings, classrooms, and educational software products. Whether you are using PowerPoint or a different application, the message is often lost with too much text, overpowering backgrounds, unreadable text, distracting sounds, delayed transitions, and pictures or clipart that don’t support the content. A presenters’ job is made easier with the wonderful capabilities of these software tools; however, it does not mean you should show off your ‘techno geek’ capabilities at all costs. Your audience will become confused and frustrated if they are not receiving clear, readable slides with pertinent content and context relative to your spoken message. The following are tips and techniques to effectively build a presentation slide and slideshow. Text:

• Use the 6 x 6 rule [No more than 6 lines down and 6 words across each slide]. • Select a font that is easy to read. • Always check for spelling errors. • Limit the number of fonts and type sizes (usually 2-3). • Avoid “all caps” unless it is appropriate [e.g. main titles or add emphasis by “shouting”]. • Make text large enough to be seen from the back of the room. • Main heading text [Suggestion: Arial font, 44 point font size, Bold Shadow]. • Body of slide text [Suggestion: Times New Roman font, 28 point font size, Shadow]. Visuals:

• Use charts and graphs to show a trend, show relationships, compare quantities, or show process flows. • Use graphics, such as photos or clipart, to convey a message or to add humor. • Be consistent with the type of visual throughout your presentation [Suggestion: Use all photos or all

cartoons throughout the presentation for consistency]. • Use color to attract attention, highlight for emphasis, compare or contrast, or create a mood or feeling. • Use color to elicit emotion [E.g. Blue = peaceful, calm, cool; White = neutral, purity; Yellow = bright,

cheerful; Red = passion, danger, pain, anger; Green = nature, prosperity; Black = death, grievance]. • Use visuals that support your point. Templates:

• Select slide templates that support presentation objectives. • Don’t use templates that are too busy. • Be sure that your text contrasts the template so it can be read easily [Suggestion: white or yellow text on

a deep blue background].

- 16 -

Transitions and builds should be used sparingly to avoid distraction to the audience unless it supports the message. Transitions [Moving from one slide to the next]:

• Be consistent. Using random transitions on each slide may distract your audience. They may be watching for the next cool affect rather than listening to your message.

• Transitions can add pizzazz when used correctly. • Transitions can help support a message or point when used creatively. Builds [Text entering slide]

• Be consistent. Whatever you choose, (i.e. text flying in from the left, right, top, bottom, middle, disappearing, spiraling, etc.), make each slide build consistent.

• Builds can be used to emphasize a point by having text enter one line at a time. In summary, a good presentation slideshow supports your main message. It provides the audience a form of visual impact and the presenter with a cue card prompter. Remember to use graphics and short bulleted phrases effectively to help cue your main points to prevent you and your audience from reading the slides. The next time you are sitting down at your computer creating a presentation slideshow, remember that ‘less is best.’ Don’t let the technology take control of your presentation. Go back to the basics! Happy presenting!