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Preparing an Oral Presentation

Preparing an Oral Presentation. Initial Planning. Determine the type of talk you’ll be giving Informal, discussion, or formal Purpose Conference Class Job. Initial Planning. Determine the audience composition, particularly the knowledge level

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Preparing an Oral Presentation

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  1. Preparing an Oral Presentation

  2. Initial Planning • Determine the type of talk you’ll be giving • Informal, discussion, or formal • Purpose • Conference • Class • Job

  3. Initial Planning • Determine the audience composition, particularly the knowledge level • Determine the length of time for the presentation • Lots of time allows more freedom to dwell on some topics • A short talk must be direct and focused • What are your goals for this presentation?

  4. Preparation • Start thinking about your topic as early as possible • Gather information • Decide on key points • Develop a theme statement to interest the audience

  5. Preparation • Prepare background material – don’t assume your audience is familiar with the basic concepts of your topic

  6. Organization • Traditional manuscript format (introduction, materials and methods, results, discussion, summary/conclusions) • Modified manuscript format • Introduction • Results • Materials and methods • Discussion • Summary/conclusions • Marketing modification (start with an overview or abstract)

  7. Elements • Focus on communication • Straightforward language • Avoid “busy” slides • No more than 5 points (some say 5 lines) • Use fonts that are readable • Large enough to see (usually 18+ points) • Clear against the background • Shadowing can add contrast

  8. Elements (continued) • Full sentences are unnecessary • Diagrams/images can be very effective • Smooth segues between slides • Summarize the key points as your last slide • Repeat questions before answering them

  9. The Structure • Remember that this is not a conversation or written report • There won’t be the interaction of a conversation • The audience won’t have unlimited time to ponder specific points • In other words, be clear and to the point

  10. The Structure (continued) • Start with telling the audience what you plan on telling them • List the goals of the presentation • Summarize the content • In essence, tell them what you’re going to tell them and then tell them

  11. The Structure (continued) • Most people remember no more than five key points from a presentation • Start preparing your presentation with your last slide, the one with your conclusions or summary

  12. Basic Rules • Communicate your passion • KISS – Keep It Simple, Stupid • Use plain language • Keep the focus on the information, not the razzle-dazzle effects • Avoid last-minute changes

  13. Basic Rules (continued) • Rehearse the presentation and when you’re comfortable, rehearse some more • Don’t memorize or rely heavily on notes • It’s important to acknowledge the audience • It looks unconvincing

  14. Basic Rules (continued) • Pace yourself • Don’t race through, leaving the audience behind • Don’t drag on, losing the audience’s attention • As a rule of thumb, give each slide at least 10 seconds and no more than 100 seconds • If possible, break up complicated slides • Don’t continue to display a slide that you’re through discussing – move on

  15. Your presentation may be clear and concise but don’t rely on it to make a lasting impression on your audience Provide additional documentation or handouts Provide a URL where the presentation can be found Support Materials

  16. Controlling Your Audience • Stand where you can be seen and where you can see the audience • Observe the audience, making eye contact whenever possible • A noisy audience checking their watches is a bad sign • Snoring is worse • Try not to wander, fidget, or look down

  17. Controlling Your Audience • Handle questions politely and professionally • Defer questions to the end if that is your preference • Stay poised and in control of the presentation • Avoid being defensive • Don’t try to bluff, “I don’t know” is a better response than making up a story • It is perfectly acceptable to avoid having to give a long answer or to deflect a troublesome question by offering to discuss things after the session

  18. Polish • Use powerful words or phrases to make more of an impact • Refer to the audience as “you” • Humor can help hold an audience’s interest and make some points more memorable • Quotations can be a powerful tool for making a point • Thank your audience when you’re done

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