Chapter 4:

Presenting the Technical Report

By Areda Batu
 CHAPTER objectives
• To introduce the characteristics, purpose, and background of

presenting

• To introduce a systematic approach that helps you to save time,

money and nerves, when planning, creating and presenting your

speech.
 “Great speakers aren’t born,
they are trained.”

Presenting is a Skill…
Developed through training and experience

WE MAY NOT BE EXPERTS AT PUBLIC SPEAKING, BUT WE

ARE ALL EXPERTS AT LISTENING TO TALKS

 Introduction

• Today the best Technical Report is only useful for someone, who can present it
successfully.

• All what matters in the professional area – in doing business or politics – is

strongly influenced by personal contact, by the spoken word, no matter how
well it is prepared in written form.

• Therefore, if you want to have success, you cannot avoid presenting.

 Why presentations?
• Why do we present lectures at all, when everybody who is interested can
read everything in your Technical Report?

• What are the advantages of preparing and presenting a Technical Report?

What is my benefit?
• It is very easy – by presenting your report
• you as a person have much more influence,

• you can explain the contents of your report better and show the advantages,

• you will have more success,

• you will have more fun.

 Why presentations?
• To convince people of technical contents and to influence them in the desired way
you need more than written communication.
• Human beings are no “scanners” (which would be sufficient for the pure perception
of the information contained in your report), but as decision-makers they are also
characters with head and gut.
• In addition to reading your report with the “scanner function” the senses “Hearing”
and “Seeing” want to be addressed.
• Last but not least the intuitive feeling of your personality via voice and visual
impression is also essential to convince and influence your audience as far as
possible.
 Definitions
• What is the difference among lecture, presentation and Statement?

• Lecture: longer oral speech (20 to 60 min) about a topic or on a certain

occasion with transferring knowledge and/or influencing opinions.

• Presentation: lecture of medium length (10 to 15 min) about a project or a

product with transferring knowledge and influencing opinions.

• Statement : short lecture (5 to 10 min) on a topic, for example expertise,

point of view, own opinion.
 Presentation types and presentation targets
Presentation type Properties
1. lecture •The preference is pure information!
•Objectivity is a must.
•Main contents: technology, presented appealingly.
•The audience is addressed so that they understand the contents easily, i. e. indirectly.

2. persuasive presentation ❖The preference is persuasion with technical and non-technical arguments.
❖Technical objectivity only as far as it is needed.
❖The presentation must be especially appealing, persuasive, and eventually amusing.
❖The audience is addressed very specifically and directly.

3. technical presentation ➢The preference in most cases is influencing the audience.

➢But still a lot of technical information is provided.

4. occasional speech ✓The preference is influencing and amusing the audience and appealing to their
emotions.
✓Only a little technical information is provided (minor point).
Presentation targets
Advantages and disadvantages of written and oral
communication
Planning the presentation
Structure of Report

Start with broad Abstract

knowledge base
Intro

Narrow to focus
Results
of report
Discussion

Broaden again,
relate back to beginning Conclusions
 Quiz#3 - 5 Marks
1. Today the best Technical Report is only useful for
someone, who can present it successfully. Why? 3
marks

2. Explain the Steps in Giving Presentation. 2 marks

Steps in Giving Presentation
1. Plan
2. Prepare
3. Practice
4. Present
1. Planning
Questions?
•Who is your audience?

•Why are they there?

•What is your goal?

•How long will it be?

•Where will it take place?

Business Card Test
 3 things
❖If your audience could remember only three things about your
presentation, what would you want it to be?

(1)_____________

(2)_____________

(3)_____________
 Start your Outline
•No PowerPoint

•Film with no script

•Pencil & Paper

•Order your thoughts

•Key points
Structure

Have a sound, clear structure

Structure

Introduction Get Attention

Main theme
Content

Summary/
Key message
Conclusions
Presentation Slide
2. Preparation
 Speaker’s 3 friends
1. Personal Notes

2. Visuals

3. Handouts
Colour

Use colour well

High quality images

Use images to support

your point

Use a consistent
theme
 Visual Aids
• To make, explain or identify a point
• To emphasize, clarify or reinforce a point
• To remind, summarize or review a point

• We remember –
– 10% of what we read
– 20% of what we hear
– 30% of what we see
– 50% of what we see and hear
3. Practice
Fitness
• Slow to develop

• Quick to disappear

The more you practice:

• better you feel

• more you want to do

 Why Feeling Nervous?
•Lack of experience

•Lack of preparation

•Lack of enthusiasm

•Negative self-talk
Presenting Fitness

• Room
Practice • Everything
• Technology
 It’s not about you
Focus on your goal

• what you are going to say

Audience

• Make them comfortable

• Interesting
 Becoming Confident
• Be over-prepared

• Rehearse and practice

• Know your subject

• Use relaxation techniques

• Be positive +++

• Avoid stressors
But most importantly……
4. Presenting
The most powerful visual aid

• words
• voice
• body language
Make a strong start
Show your passion
 Dealing with Questions
TRACT technique

1. Thank the questioner

2. Repeat the question

3. Answer the question

4. Check with the questioner if they are satisfied

5. Thank them again

 Key tips for slides
• Font
• The quick brown fox jumps over the lazy dog

• The quick brown fox jumps over the lazy dog

• The quick brown fox jumps over the lazy dog

• The quick brown fox jumps over the lazy dog

40
 Key tips for slides
• To Bold or not to Bold
• You can chose to use Bold letters to highlight words

• If you want to typeset in Bold then keep in mind the Font and Font Size

• This does not look that good

• This looks okay

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 Key tips for slides
• CAPITAL ERROR
• AVOID WRITING WHOLE SENTENCES IN CAPITALS. IT IS LESS READABLE
AND MORE AGGRESSIVE
• This is already much more readable
• Use capitals for acronyms AASTU

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 Key tips for slides
• Font Size
• Make sure it is readable to your entire audience
• 18 point

• 20 point
• 24 point

• 28 point

• 32 point
• 36 point
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 Key tips for slides
• There should be contrast in written text against the background

This is OK This is OK

This is not OK This is not OK

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 Key tips for slides
• Give space in your slides.

• If you use any logos and picture ensure that they have a good resolution

• For smaller audiences it might be a good idea to give handouts to make the
talk more personal

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 Conclusion
• This concludes a presentation on giving good presentations
• A bit of talk on key points for a presentation
• And then a bit of structure of the presentation
• And lastly a bit of talk on aesthetics to keep in mind for a presentation

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Review and analysis of the presentation
• Checklist : Evaluation of the final presentation (overview)
Review and analysis of the presentation
• Checklist : Evaluation of the final presentation (overview)
Review and analysis of the presentation
• Checklist : Evaluation of the final presentation (overview)
5 Presentation Tips
1. Smile

2. Breathe

3. Water

4. Notes

5. Finish on, or under time

Summary

Guide audience gently

Design slides carefully

Use pauses effectively

Answer questions inclusively

Thank You
Quiz#3- 5 Marks

1. What are the advantages of preparing and presenting a

Technical Report? 2 marks

2. Why we Feel Nervous during presentation? Explain its

solutions. 3 marks