Advanced Technical Writing Lecture 16 Oral Presentation 16 / 4 / - - PowerPoint PPT Presentation

Advanced Technical Writing

Lecture 16 Oral Presentation 16 / 4 / 2016

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Oral Communication is different from written communication

Listeners have one chance to hear your talk and can't "re-read" when they get confused

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Important of Oral Presentation

Oral

presentation is part

• f

the professionals Career.

Presenting your talent and skills Present

your ideas clearly and persuasively with self-assurance and dynamic energy.

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Preparing for your presentation

• I. Define Your Task
• II. Know your audience
• III. Collecting Data
• IV. Developing (Organizing) the Topic
• V. Outlining the presentation
• VI. Select Visuals Aid
• VII. Practice your presentation

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• I. Define Your Task

Identify the topic of your presentation Specify

the kinds and amount

• f

information

Identify many key points that you want the

audience to understand.

List the important questions that you want

to answer in your presentation.

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• II. Know your audience

What are the notable characteristics of

this audience? Curious? Cautious? Eager? Expert?

Does this audience respect a formal or

informal style?

Does this audience value simplicity or

complexity?

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• III. Collecting Data

 Gather information more than you need

for the presentation to build confidence.

 Use

all sources

• f

information like brainstorming, written material, interviewing

• thers,

and your

• wn

background

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• IV. Developing (Organizing) the

Topic

Select the best organizational strategy

 Problem-solution method of development  Comparison method of development  Cause-and-effect method of development  Specific-to-general method of development  General-to-specific method of development  Increasing-order-of-importance

method

• f

development

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• V. Outlining the presentation

Opening (Introduction) Body Closing (Conclusion)

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The Opening

Your opening is the most important part of your speech. It should catch the interest of your audience, stimulate their curiosity, and impress them.

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Ways to start your opening

A rhetorical question

Example: “do you think can be colonizing the space?”

A dramatic story

Example: Terry Fox’s attempt to run across Canada to raise money for cancer research

A quotation from a famous person

Example: “who cheats us is not one of us” Muhammad messenger of allah

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Ways to start your opening Continue

A historical events

Example: “Do you remember where you were when Israel attacked Gaza?”

A reference from literature or the holly

book “Quran”

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The Body

 Begin the body with a statement of your theme.  Then state all the evidence and proof necessary

to support your theme statement.

 The strength of your proof will sell your ideas.  Use

analogies, stories, testimony, logic, statistic, and examples to support your theme.

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The closing

• Plan your closing as you planned your opening.
• It is as important as the opening, because what

you say in the closing is what your audience is most likely to remember.

• Review, highlight and emphasize - key points,

benefits, recommendations

• Draw conclusions - where are we? ... what does

all of this mean? ... what's the next step?

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A Generic Talk Outline

This talk outline is a starting point, not a rigid template. Most good speakers average two minutes per slide (not counting title and outline slides), and thus use about a dozen slides for a twenty minute presentation

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A Generic Talk Outline Continue

• Title/author/affiliation (1 slide)
• Forecast (1 slide) (objective)

Give gist of problem attacked and insight found (What is the

• ne idea you want people to leave with? This is the "abstract"
• f an oral presentation.)
• Outline (1 slide)

Give talk structure. Some speakers prefer to put this at the bottom of their title slide. (Audiences like predictability.)

• Background
• Motivation and Problem Statement (1-2 slides)

(Why should anyone care? Most researchers overestimate how much the audience knows about the problem they are attacking.)

• Related Work (0-1 slides)

Cover superficially or omit; refer people to your paper.

• Methods (1 slide)

Cover quickly in short talks; refer people to your paper

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A Generic Talk Outline Continue

• Results (4-6 slides)

Present key results and key insights. This is main body of the

• talk. Its internal structure varies greatly as a function of the

researcher's contribution. (Do not superficially cover all results; cover key result well. Do not just present numbers; interpret them to give insights. Do not put up large tables of numbers.)

• Summary (1 slide)
• Future Work (0-1 slides)

Optionally give problems this research opens up.

• Backup Slides (0-3 slides)

Optionally have a few slides ready (not counted in your talk total) to answer expected questions. (Likely question areas: ideas glossed over, shortcomings of methods or results, and future work.)

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• VI. Select Visuals Aid

Identify the purpose of your visual aid

• to clarify a key point
• to provide an illustrative example
• to model
• to summarize

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Select Visuals Aid Continue

If you pay attention to these four concept as you put the visuals together, the end products will be more effective: 1) Make it BIG 2) Keep it Simple 3) Make it Clear 4) Be Consistent

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Select Visuals Aid Continue

Select types of visual aids well matched to the needs of your audience with respect to specific portions of your presentation. Examples: Table, bar graph, line graph, flow chart, pie graph, diagram,

• rganizational

chart

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 table - good for presenting groups of detailed facts  bar graph - can represent numerical quantities  line graph - shows how one quantity changes as a

function of change in another quantity

 pie

graph

• effective

for depicting the

• verall

composition

 diagram - similar to a drawing but relies upon

symbols

 flow chart - means of representing sequence of

events

 organizational chart - usually depicts hierarchical

arrangement

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Table

To Avoid Suitable

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Bar graph

Line graph

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Pie graph

Production per year

1999 1998 1997 1996 1995 1994

Diagram

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Flow Chart

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Organizational chart

Drive D Folder A Folder B Folder C

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Select presentation vehicles

Overhead chalkboard Hand-out Slides Model Computer screen Poster

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Critique your visual aid

Is it large enough to be easily seen or is

it too small and detailed?

Is

the contrast/color effective

• r

distracting?

Does it clarify a difficult concept or

introduce confusion?

Is

the visual aid necessary

• r

superfluous?

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• VII. Practice your presentation

 Maintain eye contact with the audience.  Eye contact gives

 self-confidence  feedback (speed up, slow down, repeat your self)

 Keep body movement quiet and natural.  Maintain appropriate voice volume.  Avoid

wearing distracting clothing

• r

accessories.

 Maintain a constant rate of speech

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Practice your presentation Continue

Avoid being nervous by:

• Practice in front of classmates, colleagues,

family or friends.

• taking deep breaths
• distributing weight equally on both feet
• Use

Body Language Effectively: relaxed gestures, eye contact; don't play with a pen or pointer.

• don't block visual aids

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Be sensible about transparencies

The optimal number 8-10 per 10 minutes

talk

Avoid transparencies with 1 or 2 lines. Avoid jam-packed transparencies Text to be concise and self-explanatory

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Most people find the more they practice, the more at ease they feel when they give their presentation.

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Questions from the floor

Let questioner finish the question Be prepare to rephrase the question Keep the answer short  Deflect hostile questions and Never argue with questioner Example I am sorry, but it appears we have a difference of opinion. This probably is not the proper forum for a debate but I’ll be happy to discuss the matter with you in private.

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Formal Report Evaluation Form

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Margins 1 Spacing 1 Font type 1 Font size 1 Numbering of pages 1 Title Page 2 Cover Page 1 Abstract 1 Table of Contents 1 List of Fig, Tab, abbr. 1 Clearing of Contents 2 Titles and subtitles 1 Arrangement of text 2 Submission on time 1 References 3 20

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Have a nice day The course materials are finished