1. Presentation Skills: Preparation Boğazıçı University May 13, 2004 Tom Atkinson

2. Boğazıçı University Tom Atkinson Feedback 1. What you liked Just the right speed Just the right speed Slides were better Slides were better 2. What could be improved Too slow Too slow Slides need more color Slides need more color Make topic more interesting Make topic more interesting

3. Boğazıçı University Tom Atkinson Agenda 1. Motivation 2. Preparation Process 3. Presentation Sequence 4. Effective Slides 5. Visual Aids

4. Part 1 Motivation

5. Boğazıçı University Tom Atkinson People judge your presentation based on how you present 93% How you present 7% What you know Source: EXBU

6. Boğazıçı University Tom Atkinson School vs. Work School evaluation mostly paper-based School evaluation mostly paper-based “Out there” it is the reverse “Out there” it is the reverse You are in luck: This skill can be practiced

7. Boğazıçı University Tom Atkinson Seeing and hearing aid retention

8. Part 2 Preparation Process

9. Boğazıçı University Tom Atkinson Preparation process: first draft Start early and: 1. Know your audience 2. Define your purpose 3. Gather data 4. Organize 5. Practice!

10. Boğazıçı University Tom Atkinson 1. Know your audience Before starting to write, need to know: Size Size Needs, interests, and concerns Needs, interests, and concerns Knowledge level Knowledge level Motivation level Motivation level

11. Boğazıçı University Tom Atkinson 2. Define your purpose Two main reasons to give a presentation: Inform Inform Persuade Persuade In this class your job is Inform

12. Boğazıçı University Tom Atkinson Say it in one sentence with no “ands” “How to overcome security flaws in WiFi” “How to overcome security flaws in WiFi” “Applicability of WebServices technology in business” “Applicability of WebServices technology in business” “Nanotechnology applications that will be marketable in the next 3-5 years” “Nanotechnology applications that will be marketable in the next 3-5 years”

13. Boğazıçı University Tom Atkinson Say it in one sentence with no “ands” NOT: “Security flaws in WiFi and how to overcome them” “Security flaws in WiFi and how to overcome them” “Nanotechnology and robotics in household appliances” “Nanotechnology and robotics in household appliances”

14. Boğazıçı University Tom Atkinson 3. Gather data Collect evidence Collect evidence Determine main points (2-5) Determine main points (2-5) Prepare charts and graphs Prepare charts and graphs

15. Boğazıçı University Tom Atkinson 4. Organize Place data into the appropriate section: Introduction Introduction Body Body Topic #1 Topic #1 Topic #2 Topic #2 Topic #3 Topic #3 Conclusion Conclusion Questions Questions “Say what you are going to say, say it, then say what you just said.”

16. Boğazıçı University Tom Atkinson 4. Organize 3 point technique Problem-Cause- Solution Alphabetical Chronological Inductive Reasoning Contrast & Compare Source: Lehman & DuFrene

17. Boğazıçı University Tom Atkinson 5. Practice Leave it for a few days Practice Revise Infinite loop!

18. Boğazıçı University Tom Atkinson 5. Practice Ensure that audience’s needs are met: Walk through presentation as if you were in the audience Walk through presentation as if you were in the audience Does it flow logically? Does it flow logically? Does every slide relate to the stated purpose? Does every slide relate to the stated purpose? Would your Mom / Dad understand you? Would your Mom / Dad understand you?

19. Part 3 Presentation Sequence

20. Boğazıçı University Tom Atkinson To make the presentation successful... 1. Setup early 2. Build rapport 3. Open 4. Present main points 5. Conclude Source: Lehman & DuFrene

21. Boğazıçı University Tom Atkinson 2. Build rapport Help audience trust you and feel that you care Help audience trust you and feel that you care Start before you begin Start before you begin Mingle; learn names Mingle; learn names Make a good first impression Make a good first impression People listen to people they like People listen to people they like

22. Boğazıçı University Tom Atkinson 2. Build rapport with Title Slide Introduce yourself Introduce yourself Give reasons why they should listen Give reasons why they should listen Establish respect Establish respect Give credentials Give credentials Get attention Get attention Humor Humor Short story Short story Startling statistic Startling statistic Get audience involved Get audience involved

23. Boğazıçı University Tom Atkinson The standard line: “ Tell them what you are going to tell them...” “... then tell them...” “... then tell them what you told them.” Source: Lehman & DuFrene

24. Boğazıçı University Tom Atkinson 3. Open with Agenda Slide Clearly define topic and purpose Clearly define topic and purpose Make audience think Make audience think Lay out schedule Lay out schedule

25. Boğazıçı University Tom Atkinson 4. Present main points Main point – Transition Main point – Transition Main point – Transition… Main point – Transition… Give supporting evidence Give supporting evidence Give examples Give examples Get feedback & questions Get feedback & questions from audience Maintain focus on audience (listen!)

26. Boğazıçı University Tom Atkinson 5. Conclude Inform audience that you’re about to close Inform audience that you’re about to close Summarize main points Summarize main points Something to remember or call-to-action Something to remember or call-to-action Answer questions Answer questions

27. Boğazıçı University Tom Atkinson 5. Conclude: the final slide Let the audience know the presentation is over with a final slide asking for “Questions?”

28. Part 4 Effective Slides

29. Boğazıçı University Tom Atkinson Effective slide format 1.Keep slides simple 2.Maintain a consistent, easy-to-read style Language, Colors, FontsLanguage, Colors, Fonts 3.Accurate spelling and grammar 4.7 x 7 rule: Max 7 lines per slide (3 – 5 is best)Max 7 lines per slide (3 – 5 is best) Max 7 words per lineMax 7 words per line

30. Boğazıçı University Tom Atkinson Keep slides simple Avoid: Sound effects Sound effects Slide transitions Slide transitions Fancy layouts Fancy layouts Too much clip art Too much clip art More than 3 bullet levels More than 3 bullet levels

31. Boğazıçı University Tom Atkinson Keep slides simple – Same slide Make sure to keep your slides simple. With too much text on each line, the audience will be trying to read what you write while you are talking. This will be very distracting to both you and your audience. Make sure to keep your slides simple. With too much text on each line, the audience will be trying to read what you write while you are talking. This will be very distracting to both you and your audience. Maintain a consistent look and feel within each slide, and from one slide to the next. Maintain a consistent look and feel within each slide, and from one slide to the next. Create high contrast between background text Create high contrast between background text Don’t try to squeeze Don’t try to squeeze too many thoughts too many thoughts onto one onto one slide. slide.

32. Boğazıçı University Tom Atkinson Style: Parallel structure Go to the store Go to the store Buy some bread Buy some bread Come home for dinner Come home for dinner Go to the store Go to the store Fresh bread Fresh bread Dinner will be ready Dinner will be ready Parallel – Not parallel – easy to follow difficult to follow

33. Maintain consistent style Changing slide styles doesn’t make the presentation more interesting, it just distracts the audience Changing slide styles doesn’t make the presentation more interesting, it just distracts the audience

34. Boğazıçı University Tom Atkinson Colors Keep them simple and consistent Keep them simple and consistent Use no more than five colors for charts or graphs Use no more than five colors for charts or graphs Use no more than two colors for text Use no more than two colors for text Use colors with high contrast Use colors with high contrast Be careful with red because the eye will naturally go there first Be careful with red because the eye will naturally go there first

35. Boğazıçı University Tom Atkinson Colors Keep them simple and consistent Keep them simple and consistent Use no more than five colors for charts or graphs Use no more than five colors for charts or graphs Use no more than two colors for text Use no more than two colors for text Use colors with high contrast Use colors with high contrast Be careful with red because the eye will naturally go there first Be careful with red because the eye will naturally go there first

36. Boğazıçı University Tom Atkinson Fonts Fonts are like colors, use sparingly Fonts are like colors, use sparingly Minimize use of italics, bolding and shadows Minimize use of italics, bolding and shadows Do NOT use all caps Do NOT use all caps Normal capitalization is easier to read Normal capitalization is easier to read Times New Roman Lucida Handwriting Arial Black Bookman Old Style

37. Boğazıçı University Tom Atkinson Fonts – same slide Fonts are like colors, use sparingly Fonts are like colors, use sparingly Be consistent from slide to slide Be consistent from slide to slide Don’t overdo the use of italics, bolding and shadows Don’t overdo the use of italics, bolding and shadows DO NOT USE ALL CAPS DO NOT USE ALL CAPS Normal Capitalization Is Easier To Read Normal Capitalization Is Easier To Read

38. Boğazıçı University Tom Atkinson Fonts: Be visible You should not have to ask: “Can you see that in back” You should not have to ask: “Can you see that in back” Titles should be 38-44 pt. font size Titles should be 38-44 pt. font size Text should be 28 pt font size Text should be 28 pt font size 44 pt. 40 pt. 36 pt. 24 pt. 18 pt. 14 pt.

39. Boğazıçı University Tom Atkinson Spelin and Gramer Emportant than there is no erors or typos Emportant than there is no erors or typos looks Veru improfesionel looks Veru improfesionel People maynot take your seriuosly People maynot take your seriuosly

40. Boğazıçı University Tom Atkinson 7 x 7 rule: This is too much! This will take longer than the 2-3 minutes to talk through This will take longer than the 2-3 minutes to talk through Emportant than there is no erors or typos Emportant than there is no erors or typos looks Veru improfesionel looks Veru improfesionel People maynot take your seriuosly People maynot take your seriuosly Keep them simple and consistent Keep them simple and consistent Use no more than five colors for charts or graphs Use no more than five colors for charts or graphs Use no more than two colors for text Use no more than two colors for text Use colors with high contrast Use colors with high contrast Be careful with red because the eye will naturally go there first Be careful with red because the eye will naturally go there first Fonts are like colors, use sparingly Fonts are like colors, use sparingly Be consistent from slide to slide. Be consistent from slide to slide. Don’t overdo the use of italics, bolding and shadows and like e-mail Don’t overdo the use of italics, bolding and shadows and like e-mail Do NOT use all caps. Do NOT use all caps. Inform audience that you’re about to close Inform audience that you’re about to close Summarize main points Summarize main points Something to remember or call-to-action Something to remember or call-to-action Answer questions Answer questions

41. Boğazıçı University Tom Atkinson This is from an actual slide on “How to give presentations” Jokes and insight have some elements in common: A joke isn’t funny unless we “get” the point. Similarly, insights often have a comical aspect, once you have an insight the solution to a problem is absurdly simple. Humor often involves a unexpected restructuring of our understanding, so jokes often begin by setting up an expectation, then unexpectedly dash it in the punch line, but in a way that makes a different kind of sense. Consequently, jokes often have three parts to set up, confirm and dash a pattern (e.g. Gleitman’s Doctor, Lawyer and Engineer joke). A related mechanism makes an apparently unambiguous statement open to an alternative interpretation (e.g. puns, Wilde joke). Unexpected-but-sensible outcomes can also provide an outlet for wishes that can’t be expressed directly, as in sarcastic or “dirty” jokes.

42. Part 5 Visual Aids

43. Boğazıçı University Tom Atkinson Quality visual aids Use diagrams to enhance: Communication Communication (easier to understand, more potent) Spatial memory Spatial memory Impact Impact (less cognitive, more visceral)

44. Boğazıçı University Tom Atkinson Charts and Graphs Keep them simple Keep them simple Give the punch line in the heading Give the punch line in the heading Follow 10-second rule Follow 10-second rule Make chart serve the audience’s needs, not yours Make chart serve the audience’s needs, not yours

45. Boğazıçı University Tom Atkinson Instead of this… Elements of Dynamic Delivery 55% Body Language 38% Voice 7% Content

46. Boğazıçı University Tom Atkinson … Do this How you present counts

47. Boğazıçı University Tom Atkinson Listening and Speaking are used a lot… Sample Charts – what is good & bad?

48. Boğazıçı University Tom Atkinson # Household occupants correlated to house size My house

49. Boğazıçı University Tom Atkinson Remember the 10 second rule! Let the chart or graph sit for 10 seconds once you have put it up on the screen Let the chart or graph sit for 10 seconds once you have put it up on the screen Keep it simple Keep it simple Think: “does this enhance the value of what I am saying?” Think: “does this enhance the value of what I am saying?” Think: “will the audience be able to understand this within 10 seconds?” Think: “will the audience be able to understand this within 10 seconds?”

50. Boğazıçı University Tom Atkinson Visual Aids Used well: Enhance understanding Enhance understanding Add variety Add variety Illustrate complex ideas Illustrate complex ideas Support claims Support claims Have a lasting impact Have a lasting impact Used Poorly: Cause distraction Cause distraction Make presentation confusing Make presentation confusing Will lose the audience Will lose the audience

51. Questions?