lecture 5 oral presentations csci – 3350 software engineering ii fall 2014 bill pine

Lecture 5Oral Presentations

CSCI – 3350 Software Engineering II

Fall 2014

Bill Pine

CSCI 3350 Lecture 5 - 2

Lecture Overview

• Introduction• General Guidelines• Keys to an Effective Presentation• Tips• Presentation Design Considerations


Introduction

• For many people, public speaking ranks high on a list of fears– A visit to the dentist– Being pulled over by a police officer– An IRS audit– Dying

• The ability to communicate effectively is rarely inherited• This lecture will attempt to provide you with

– A sense of the importance of making a good oral presentations– A methodology to approach any presentation– Tips for reducing your apprehension

• Our concentration will be on formal presentations


Formal Presentations

• When you are asked to appear before one or more people for the purpose of – Educating– Persuading / selling– Entertaining

you are involved in a formal presentation• Most presentations will be a mixture of

these purposes


Basic Elements of a Presentation

• A presentation consists of the following elements– A subject– A presenter (you)– An audience– Presentation tools

• An effective presentation is one that gives due consideration to all of these elements


General Guidelines

• What is the purpose or goal of any presentation?– Communications

• People have different learning styles, people are best able learn by – Hearing– Reading– Visual images– Doing

• The effectiveness of each of these methods varies from individual to individual

• Many people learn most effectively by a combination• In any case, if you want to reach as many people in your

audience as possible, you must …


General Guidelines (cont.)

• Presentation aids are audio or visual elements that help your audience– See relationship between concepts and elements– Remember the material– Examine critically key ideas

• By the effective integration of presentation aids, you can– Inform– Entertain– Excite– Shock



• However, the inappropriate use of presentation aids can also– Distract– Annoy– Alienate

• Research has shown that, in general– We remember only 10% of what we hear– But over 50% of what we see and hear



• Presentation aids work by allowing the audience to engage the right side of their brain– Right side = creative side

• Visualization• Music• Drawing


• In summary, recall the old saw– I hear and I forget– I see and I remember– I do and I understand



Keys to an Effective Presentation

1. Know your subject matter2. Know your audience3. Develop a theme 4. Prepare a script5. Select appropriate presentation aids6. Prepare a storyboard 7. Produce the aids8. Rehearse9. Make the presentation10. Follow up


Know Your Subject

• Research your subject– You don’t want waste your audience’s time– It will boost your confidence– This confidence will be obvious to the audience

and they will be more attentive– One of the reasons for presentation anxiety is a

fear that you will be asked a question that you cannot answer

Know Your Subject (cont)

• Know your subject consists of the following steps– Obtain several references sources– Study the sources– Synthesize the ideas– Compare and contrast the information– Form your opinions



Know your Audience

• Given a basic topic– Your approach will be different– The amount of detail in the script– The visual aids will be much different

depending upon your audience• An inappropriate level of content is deadly

– Too high a level is as bad as too low

Know your Audience (cont)

• Suppose you are giving a 12 minute talk on networking– How is your presentation different for the

following audiences?• A Boy Scout Troop• The Tri-Cities Computer Club• A prospective client for your consulting business



Develop a Theme

• Every effective presentation is designed toward a main purpose– Clearly state that purpose - thesis– Commit it to writing

• Single sheet of paper• Large font• Place on a bulletin board or wall facing your

working area• Eye level when seated

– I try keep that area on my bulletin board open


Develop a Theme (cont.)

• To arrive at the thesis, you may need (will most likely need) to iterate to refine the theme

• The purpose of the theme is to help you “stay on track”

• In the words of Mister Miyagi, – “Focus Daniel-san!”


Prepare the Script

• Many “authorities” will say that the script does not have to be a polished work

• I disagree• The purpose of the script is to provide a means for you to

converge on a good presentation– To find the right organization– To polish the language to ensure precise communications– To ensure smooth effective transitions between topics– To achieve the correct length– To record “good ideas” to prevent their loss– To provide a source for your presentation aids– To provide a place to anchor the presentation aids


Prepare the Script (cont.)

• Sloppy work reflects and promotes sloppy thinking• Your completed script should be in a form that reads well

to an uninvolved observer• It can be written in bulleted form,• It does not have to have complete sentences; concise

phrases okay; more detail than will appear in visual aids• Your script should consist of

– An introduction– The body– Summary / Conclusion


The Introduction

• “Tell ‘em what you’re gonna to tell ‘em”• Write this last• A very brief, concise preview of your talk,

possibly with an outline of the main points, and the main conclusion

• A “hook” to capture the interest of the audience


The Body

• “Tell ‘em”• Write this first• The “guts” of your presentation• Begin with an outline to provide structure• Depending upon the length, may need to prepare a

series of mini-presentations,– Each with its own introduction, body and summary

• Clearly identify any assumptions


Summary / Conclusion

• “Tell ‘em what you told ‘em”• Write this second• Should be concise (simple and brief)• Emphasize the main points and clearly state how

they lead to a conclusion and/or point to future work

• Identify any limitations or constraints• Provide an opportunity for questions after your

summary


Closing

• Can’t write this in the script• Purpose is to provide a summary of questions

raised during the question and answer period• How the question enforces your presentation• Or shows the need for further work• Provide handouts as appropriate


Script Production

• You should now be prepared to – Plan the script– Write the script

• Try to achieve a flow, • Don’t worry about style, • Just get your ideas down


Script Production (cont.)

– Perform 1 review pass for obvious problems– Let it set for a minimum of 24 hours, then

review the script for • Adherence to the theme• Good organization• Smooth transitions• Is your conclusion justified by the script• Appropriate length

– This is time consuming• Cannot be accomplished within a single session


Presentation Aids

• Short informal talk to a small audience – Less than 5 minutes– Flip chart– Use simple handouts

• Intermediate length talks to larger groups – 5 to 20 minutes– Overhead transparencies– PowerPoint Presentation– Refined handouts

• Longer talks or training sessions– PowerPoint Presentation– 35 mm slides sometimes required for formal technical

presentations


Prepare a Storyboard

• A storyboard is a graphic, sequential depiction of your presentation

• The idea is to transform your script into a visual form

• Create “guide slides” that will serve to guide you during the presentation– Should contain just main points and conclusion

• Decide at which point in your script your message will be strengthened by a enhancement– Image, Chart, Video, Audio clip


Adding Enhancements

• Provide a “sketch” of the enhancement on an 8½ X 11 sheet of paper

• Place the sketches in order on storyboard• Do a rehearsal of your presentation to

insure that the enhancement really enhances your presentation


Produce the Visuals

• Create the finished versions of your enhancements

• Details depend upon the media you have chosen

• If outsourcing the production, be sure to allow ample time for at least 1 iteration of modifications


Rehearse

• Give a full presentation using the script– Either to blank wall or a sympathetic audience– Identify any “rough” spots

• Repeat a few times• Put away the script• Give one or two more “dry runs” to ensure

that your “guide slides” keep you on track


Make the Presentation

• Have a backup for your presentation aids– Spare bulb for projector– Transparencies– Copies of any handouts

• Arrive early• Check out the room

– Size– Is there a podium?– Is there a lectern?– Layout– Location and operation of any presenter controls


Make the Presentation (cont.)

• Use humor judiciously• Relax• Don’t rush

– Pause at topic shifts in your talk• Make sure that all questions are answered

– If you don’t know the answer• Don’t try to fake it• Refer the question to a colleague• Say you don’t know the answer, get the questioner’s name and

contact information• Deliver the answer to the questioner

• Have a good time


Follow Up

• Check with the organizers and participants to assure that your goals were met– Can use an informal questionnaire as part of the

handouts– Encourage follow up questions be sent to you


Miscellaneous Tips

• Begin by introducing yourself– The first slide of your presentation aids (title

slide) should have• The title of your presentation• The names of all presenters• The date• Your organization• Team members

– The title slide should be displayed as you are introduced (or introduce yourself)


Miscellaneous Tips (cont.)

• Use no more than 3 slides per minute of presentation, 2 is probably better

• Stand with screen to your right (right-handed)• Avoid turning your back to the audience• Maintain eye-contact with the audience• Don’t fidget

– Twirl the pointer– Bounce around– Shuffle notes if you must use notes

• Speak slowly and clearly


Miscellaneous Tips (cont.)

• Never read a technical presentation– Speak extemporaneously– Add interest by using anecdotes and personal examples

to expand or clarify your point


Designing The Presentation Aids

• Presentation aids should supplement your message, not detract from the message

• Types of presentation aids– Pictures– Diagrams– Maps– Graphs

• Line graphs – one quantity is a function of another• Bar graphs – compare the magnitudes of several quantities• Pie graph – show the relationship of parts to the whole

– Flow diagram – show the step by step progression of a process– Tables – Systematic grouping of data by rows


Designing (cont.)

• Keep the presentation aids simple, neat and uncluttered

• Concentrate on 1 main idea, as indicated in the slide title

• Usually fewer than 45 words per slide– 6 - 8 words per line– 5 - 7 lines per slide

• Do not overuse special effects– Slide transition effects– Animation– Sound effect


Designing (cont.)

• Rule of three– A single slide should contain at most 3 elements

• Title• Body Text• Graphic

• A slide should have lots of ‘white space”• Text should not extend from one side to the other

– Keep generous margins


Designing (cont.)

• 8H Rule– If an aid is visible when viewed from a distance

of 8 times its height, the aid will probably be easily visible when projected

– Heuristic for 8 ½ X 11 transparency• Should be easily readable when placed on the floor,

with the viewer standing


Designing (cont.)

• Have a consistent general slide layout – Titles should be in the same location– Consistent font type and size– If you must use a transition effect, use the same

one throughout


Designing (cont.)

• Colors– Limit the number of colors you use– Limit to three colors per slide

• Color psychology– Color interpretation is culture dependent


Color Connotation

• Western civilization has the following color connotations – Red = alert, passion, life– Orange = optimism, wisdom, warmth– White = hopeful, truth, new– Black = importance, gravity– Green = growth, progress– Purple = regal, spirituality, nostalgia– Gray = integrity, maturity– Blue = trust, stability


Designing (cont.)

• Carefully proofread your slides– Eliminate errors and design flaws

• Use spell checker, but don’t rely on it

– Ruthless eliminate words – strive for vital concise statements

– Be consistent in capitalization and punctuation • Don’t use periods on bulleted lines

– Typos and error destroy your credibility as an authority on any subject


Designing (cont.)

• Write slide titles in the style of newspaper headlines

• Fonts– When projected, san-serif fonts (Arial) are easier to

read than serif fonts (Times Roman)– Do not use font sizes smaller than 18 pt

• Possible exception text on figures

• Be consistent in font effects– Use bold, italics and underlines judiciously only for

carefully chosen emphasis• Avoid “goofy” fonts


Final Thoughts

• You are the message– Maintain a true smile– Use gestures as appropriate, but don’t fidget– Relax

• If you want to discourage questions, – Pause, slowly scan the audience, cross your

arms over your chest, then ask if there are questions

lecture 5 oral presentations csci – 3350 software engineering ii fall 2014 bill pine

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