Giving an Effective Technical Presentation: Planning

Giving an Effective Giving an Effective Technical Presentation:Technical Presentation: PlanningPlanning

Presentations are critical to Presentations are critical to engineering projects, in college and engineering projects, in college and in the “real world.”in the “real world.”

Present ResearchPresent Research Make ProposalsMake Proposals Update ProgressUpdate Progress Give InstructionsGive Instructions Solicit FeedbackSolicit Feedback Make RecommendationsMake Recommendations

Presentations Make InformationCome Alive!

Species differentiation

PlanningPlanning Listening vs. readingListening vs. reading Talking vs. writingTalking vs. writing Different retention rateDifferent retention rate Listeners not in controlListeners not in control Audience not all technicalAudience not all technical Presentation linearPresentation linear Thinking not linearThinking not linear Easy to get off targetEasy to get off target Use an outlineUse an outline Divide into 3 partsDivide into 3 parts Build in visualsBuild in visuals Introduce yourselfIntroduce yourself Don’t stop in tracks at endDon’t stop in tracks at end

What am I doing wrong?What am I doing wrong?

Valiela says, “giving talks is Valiela says, “giving talks is theatertheater.”.”How can he say that?How can he say that?

You’re telling a compelling story to a live audience. What else would you call it?

Giving a talk -- even a technical one – Giving a talk -- even a technical one – is giving a performance.is giving a performance.

Your information is the story.

Your delivery and visuals are the entertainment.

Before you begin planning . . .Before you begin planning . . .

Think about the realities of listening vs. Think about the realities of listening vs. reading and talking vs. writing.reading and talking vs. writing.

We spend so much of our time reading and We spend so much of our time reading and writing, we forget how people listen.writing, we forget how people listen.

Before you begin planning, remember:Before you begin planning, remember:We hear differently than we read.We hear differently than we read.

Because listening is more Because listening is more passivepassive, we retain , we retain information at different rate.information at different rate.

Listener is in less control Listener is in less control then reader.then reader.

Talk is linear; thinking is notTalk is linear; thinking is not..

Be aware of your audience’s Be aware of your audience’s capacity to remember!capacity to remember!

People retain only about of information.

The Solution?

Plan to say it AGAIN!

28%

As you plan, be aware of how quickly As you plan, be aware of how quickly time goes by.time goes by.

All you have time for . . .

3-5 main points

Who is your Audience?Who is your Audience?You may be speaking to technical, semi-technical, and non-technical people, all at the same time. Even at an academic conference, attendees tend to be from multiple disciplines.

Your enthusiasm is the heart and soul. Your enthusiasm is the heart and soul.

Preparing a Successful PresentationPreparing a Successful Presentation

11. Plan your talk. Plan your talk

2. Create visuals2. Create visuals

3. Rehearse your talk3. Rehearse your talk

4. Relax 4. Relax (especially just before the talk)!(especially just before the talk)!

1. Plan Your Talk1. Plan Your Talk

Know your Know your audience.audience. Choose Choose 3-53-5 main points to highlight. main points to highlight. Divide talk into Divide talk into threethree sections: sections:

Repeat main points in eachRepeat main points in each Decide where Decide where visualvisuals will be useful.s will be useful.

Outline for 20-25 Minute TalkOutline for 20-25 Minute Talk

Introduction (4-6 mins.)Introduction (4-6 mins.) Introduce yourself or Introduce yourself or

acknowledge other’s intro.acknowledge other’s intro. Motivate audienceMotivate audience Explain purpose of work Explain purpose of work

andand of presentation of presentation Preview main ideasPreview main ideas Establish key conceptsEstablish key concepts

Outline (con.)Outline (con.)

Body (13-15 mins.): Don’t put them to Body (13-15 mins.): Don’t put them to sleep.sleep. Use easy-to-follow organizationUse easy-to-follow organization Use transitionsUse transitions Provide supporting dataProvide supporting data Bring in key conceptsBring in key concepts

Conclusions (2-3 mins.): Wrap it up.Conclusions (2-3 mins.): Wrap it up. Comment on significance of resultsComment on significance of results Don’t just stop in tracks!Don’t just stop in tracks! Ask for questionsAsk for questions

Planning:Planning: RecommendationsRecommendations

Plan your talk.Plan your talk. Organize.Organize. Repeat important information.Repeat important information.

Integrate visuals from the start.Integrate visuals from the start. Highlight 3-5 main points – build your Highlight 3-5 main points – build your

talk around them.talk around them. Repeat most important points at end. Repeat most important points at end.

Give us the “moral” of the story.Give us the “moral” of the story.

3. Rehearse your talk.3. Rehearse your talk.

Don’t memorize a “speech.”Don’t memorize a “speech.” You may want, however, to write out the You may want, however, to write out the

introduction and the conclusion.introduction and the conclusion.

With good visuals, you may not need prompt With good visuals, you may not need prompt cards. If they seem useful for keeping cards. If they seem useful for keeping numbers and details at your fingertips:numbers and details at your fingertips: Use 3”x5” note cards. Use only a few and don’t Use 3”x5” note cards. Use only a few and don’t

put many words on each.put many words on each.

RehearsingRehearsing Practice using transitional statements to Practice using transitional statements to

connect main points.connect main points. Rhetorical questions work well: “So, how did we use Rhetorical questions work well: “So, how did we use

all this research?” all this research?” Ideally, rehearse several times Ideally, rehearse several times Time yourself – better yet, get someone else to Time yourself – better yet, get someone else to

time you.time you. Dress rehearsalDress rehearsal

Ask someone to watch and give feedbackAsk someone to watch and give feedback Use final visuals and equipmentUse final visuals and equipment Use actual location, if possibleUse actual location, if possible

Body Language and ChoreographyBody Language and Choreography

Think about how to use your voice, gestures, Think about how to use your voice, gestures, and movement to stress important points and and movement to stress important points and maintain interest of audience.maintain interest of audience. Voice must be loud enough – all the way to end of Voice must be loud enough – all the way to end of

sentence.sentence. Avoid fidgeting, distracting movements.Avoid fidgeting, distracting movements. But DO move around. Don’t stay glued to one spot.But DO move around. Don’t stay glued to one spot. Maintain gentle eye contact. Maintain gentle eye contact.

• Sweep the room with your eyes. Notice responsive faces Sweep the room with your eyes. Notice responsive faces and return to them!and return to them!

Checklist for Your ReviewerChecklist for Your Reviewer

Is the structure of the talk evident?Is the structure of the talk evident? Does the speaker sound enthusiastic?Does the speaker sound enthusiastic? Are the visuals clear and compelling?Are the visuals clear and compelling? Does the speaker maintain eye contact?Does the speaker maintain eye contact? Is the subject matter clear and compelling?Is the subject matter clear and compelling? Does the speaker move naturally, without Does the speaker move naturally, without

fidgeting?fidgeting? Does the pace seem right?Does the pace seem right? Can you hear every word?Can you hear every word? Do the speaker and the talk hold your interest?Do the speaker and the talk hold your interest?