2. Preparing Effective Oral Presentations How to say what you mean! + Andrew Kulanko Professional Communication Program Whiting School of Engineering-The Johns Hopkins University

3. Preparing Effective Oral Presentations Know your purpose Know your purpose Develop your message and main points Develop your message and main points Create strong organization Create strong organization Practicing your delivery Practicing your delivery

4. What’s Your Purpose? Inform Inform Give a progress or status report (what you planned, did, accomplished, what’s left)Give a progress or status report (what you planned, did, accomplished, what’s left) --OR-- Persuade Persuade Convince listeners of your conclusions or point of view (structure according to problem, approach, results, conclusion, recommendation)Convince listeners of your conclusions or point of view (structure according to problem, approach, results, conclusion, recommendation)

5. What’s Your Purpose? Analyze Your Audience What do they know? What do they know? What do they need to know? What do they need to know? What are their expectations? What are their expectations? What questions might they have? What questions might they have?

6. Preparing Effective Oral Presentations Know your purpose Know your purpose Developing your message and main points Developing your message and main points Create strong organization Create strong organization Practice your Delivery Practice your Delivery

7. What’s Your Message? Clearly state bottom line Clearly state bottom line Identify key information that supports Bottom Line Identify key information that supports Bottom Line Line up helpful facts, anecdotes, information Line up helpful facts, anecdotes, information

8. Preparing Effective Oral Presentations Know your purpose Know your purpose Develop your message and main points Develop your message and main points Create strong organization Create strong organization Practice your delivery Practice your delivery

9. Create Strong Organization: 3 Key Components 1. Opening Gets and focuses attentionGets and focuses attention Message and preview of main pointsMessage and preview of main points 2. Body Logical presentation of main points or topics and supportLogical presentation of main points or topics and support 3. Closing Summarizes message and key pointsSummarizes message and key points

10. Opening Focus audience on message and structure by providing Focus audience on message and structure by providing Purpose of presentationPurpose of presentation Personal credibilityPersonal credibility Why the topic is importantWhy the topic is important HookHook Conclusion or bottom lineConclusion or bottom line Preview of main points—roadmapPreview of main points—roadmap

11. Body Limit 3 to 5 main points Limit 3 to 5 main points Consists of facts, data, examples Consists of facts, data, examples Present information logically Present information logically Chronological or sequentialChronological or sequential Most important to less importantMost important to less important Include recommendations, if appropriate Include recommendations, if appropriate

12. Conclusion Re-states bottom line Re-states bottom line May summarize key points May summarize key points Identifies any unresolved issues Identifies any unresolved issues Explanation of what happens next Explanation of what happens next Urges to action Urges to action Calls for questions Calls for questions

13. Preparing Effective Oral Presentations Know your purpose Know your purpose Develop your message and main points Develop your message and main points Create strong organization Create strong organization Practice your delivery Practice your delivery

14. Practice Your Delivery Key Issues – Voice – control volume, rate, and variety Voice – control volume, rate, and variety Body – natural and appropriate gestures Body – natural and appropriate gestures Face – eye contact with the audience Face – eye contact with the audience Visuals – clear and readable Visuals – clear and readable Confidence – reduce fear and anxiety Confidence – reduce fear and anxiety

15. Voice Speak loudly enough to be heard Speak loudly enough to be heard Avoid speaking in a monotone Avoid speaking in a monotone Vary the rate of speaking Vary the rate of speaking Pause when appropriate Pause when appropriate avoid “fillers” avoid “fillers”

16. Gestures Try moving around (avoid imitating a statue) Try moving around (avoid imitating a statue) Use hands to emphasize points Use hands to emphasize points Avoid distracting mannerisms Avoid distracting mannerisms

17. Face Look at all sections of your audience when speaking Look at all sections of your audience when speaking Don’t speak to the ceiling or the floor Don’t speak to the ceiling or the floor Don’t spend too much time looking at projected slides Don’t spend too much time looking at projected slides Let your facial expressions your interest Let your facial expressions your interest

18. Visuals Clear and succinct (no lower than 24 point type) Clear and succinct (no lower than 24 point type) Don’t overcrowd slides Don’t overcrowd slides Use bullet format Use bullet format Avoid poor color combinations Add appropriate images, charts, artwork Avoid poor color combinations Add appropriate images, charts, artwork

19. Confidence Know your topic well Know your topic well Practice mental imaging Practice mental imaging Learn stress reduction techniques Learn stress reduction techniques Deep breathing, mouth moist, familiarization, movement, groundingDeep breathing, mouth moist, familiarization, movement, grounding Rehearse, rehearse, rehearse Rehearse, rehearse, rehearse

20. Keys to Confidence Knowledge Knowledge Know subject matter and apply effective oral presentation principlesKnow subject matter and apply effective oral presentation principles Preparation Preparation Practicing delivery and obtaining constructive feedbackPracticing delivery and obtaining constructive feedback Experience Experience Taking advantage of speaking opportunitiesTaking advantage of speaking opportunities

21. Conclusion Purpose: Know why you are there Purpose: Know why you are there Message: Have something to say Message: Have something to say Organization: Structure your talk Organization: Structure your talk Delivery: Think conversation Delivery: Think conversation

22. Where to Get Help? Helpful web sites with articles, tips, and tutorials on preparing oral presentations Helpful web sites with articles, tips, and tutorials on preparing oral presentations www.public-speaking.orgwww.public-speaking.orgwww.public-speaking.org www.toastmasters.orgwww.toastmasters.orgwww.toastmasters.org www.ukans.edu/cwis/units/coms2/vpa.htmwww.ukans.edu/cwis/units/coms2/vpa.htmwww.ukans.edu/cwis/units/coms2/vpa.htm Search for more links under “public speaking” and “oral presentations” Search for more links under “public speaking” and “oral presentations” Take the JHU course Effective Oral Presentations Take the JHU course Effective Oral Presentations