Electrical Engineering National Central University Video-Audio Processing Laboratory Preparing Effective Presentations written by Ray J. Friant, Jr. updated by Pao-Chi Chang National Central University

Electrical Engineering National Central University Video-Audio Processing Laboratory 2 Contents Sequence for developing presentations –Strategy –Outline –Storyboard –Rough visuals –Finished visuals Special considerations Presentation hints Conclusions Appendix

Electrical Engineering National Central University Video-Audio Processing Laboratory 3 Strategy Answer: who, what, when, where, why, how Based on the answer to 1, determine the objectives to be achieved. Establish tone, style, breadth, depth, i.e., the tenor. Write down the major points to be covered. Note: do not follow the temptation to see what miscellaneous ideas can be thrown together and go from there.

Electrical Engineering National Central University Video-Audio Processing Laboratory 4 Outline Make it Logical –Tell them what you are going to tell them –Tell them –Tell them what you have told them –Why bring that up? –For example –So what? Make it simple and orderly

Electrical Engineering National Central University Video-Audio Processing Laboratory 5 Outline, cont. Always summarize and make clear what action, if any, is required. Check the outline logic to make sure it conveys a complete logical message. Use the developed outline to write down ideas for visuals.

Electrical Engineering National Central University Video-Audio Processing Laboratory 6 Storyboard Example Write the essence in the block In the margin write the one, two, or three points to be emphasized orally Note transitions

Electrical Engineering National Central University Video-Audio Processing Laboratory 7 Rough Visuals Make each visual stand on its own Do not use overcomplicated visuals

Electrical Engineering National Central University Video-Audio Processing Laboratory 8 Rough Visuals, cont. Achieve good balanced layouts Technical data –14 lines per visual maximum –A title for each visual –Simple readable labels on graphs and tables –No writing (to be read) smaller than 1/50 of chart dimensions point or above –The “No more than three” major points to be made should be easily identified

Electrical Engineering National Central University Video-Audio Processing Laboratory 9 Rough Visuals, cont. Using text –One idea per screen –Do not use several font types on one screen –Use standard fonts where possible –Times Roman can be hard to read on screen –Heavier font such as Arial is better for presentation –Use combination of upper- and lowercase letters Using color –To enhance the presentation, not the basis for it –Choose one color as the main color –Use a few colors, be consistent, be meaningful –Culture difference, e.g., RED means danger (Western) or good luck (Chinese) –Choose background color to add illumination to room

Electrical Engineering National Central University Video-Audio Processing Laboratory 10 Rough Visuals, cont. Color uses

Electrical Engineering National Central University Video-Audio Processing Laboratory 11 Rough Visuals, cont. Color recommendations –Use compatible, pleasing colors –Hold it down –Don’t variegate –Suggestions: Practice with the roughs to work out “Bugs” before making finished visuals HeadsCopyAccents BlackHeadsBody copy Sketches BlueHeads Sub-heads SchematicsHighlights Bullets GreenImplies: Go credit RedHeadsAccents words

Electrical Engineering National Central University Video-Audio Processing Laboratory 12 Finished Visuals Choose your medium –Tabletop charts (posters) –Slides –Overhead projector –LCD projector (dominated in oral presentations) Standardize –Size of printing for titles and text –Type of printing –Execution for graphs and tables –Color uses Perfect balanced layout Allow adequate time for finished visual preparation and practice

Electrical Engineering National Central University Video-Audio Processing Laboratory 13 Contents Sequence for developing presentations –Strategy –Outline –Storyboard –Rough visuals –Finished visuals Special considerations Presentation hints Conclusions Appendix

Electrical Engineering National Central University Video-Audio Processing Laboratory 14 Special Considerations Be consistent Do not use no-content visuals Use blank page only when YOU have control When cramming information 〕 Readability is most important In long presentations, an executive summary may be necessary Don’t forget staging: room size, screen, power cord, lights, size of audience, etc. indent

Electrical Engineering National Central University Video-Audio Processing Laboratory 15 Presentation Hints Do not read visuals Practice -- especially the transitions, main points, and phrases to be remembered Talk to one man -- do not “Speech” it! Be sensitive to audience reaction Lead Audience to visual’s format and meaning Tell audience the amount of info they should retain from complicated visuals Spend between 1 and 4 minutes on each content visual

Electrical Engineering National Central University Video-Audio Processing Laboratory 16 Presentation Hints, cont. If you believe it, say it strongly, convincingly If you don’t believe it, don’t say it! On controversial points, be Ben Franklin Wise; cast some doubt on your own wisdom Don’t apologize for status of the presentation When you are through -- sit down!

Electrical Engineering National Central University Video-Audio Processing Laboratory 17 Conclusions By following the presentation preparation sequence of –Strategy –Outline –Storyboard –Rough visuals –Finished visuals A presenter will –Get information across –Leave his audience with a feeling of time well spent –Get favorable response –Save his/her own time –Isn’t it worth a try?

Electrical Engineering National Central University Video-Audio Processing Laboratory 18