Module 13

Making & organizing

Effective
Presentations

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 Why Presentations?
• Incite decisions
• Achieve closure
• Motivate, educate
• Build relationships

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Planning a Presentation

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Preparatio Presentation

n
Research Audience Introduce Speaker

Select Material Introduce Topic

Prepare Visuals Develop Ideas

Write Text Answer Questions

Rehearse Draw Conclusions

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 Tell a Story
• Make a logical structure that is
similar to a good story.
 Beginning: context of presentation
 Body: develop main points.
Conclusion: summarize main points,
take home message.

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 Practice, Practice, Practice
• Practice on your own (get timing right)
• Practice giving it to each other.
• Write out the full text you want to say.
 Forces you to think of every aspect
Helps you commit parts of you
presentation to memory
Make notes of key points and use those
during presentation. but don’t read a
script, or always look at the screen.

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 Remember…
• You’ve been granted the privilege of
speaking
• Your audience is spending a lot of
valuable time on you
• The speaker is remembered long
after what she/he says is forgotten

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 Introductions
• Have the chair introduce you
• Implicit endorsement
• Greet and acknowledge the audience
• Introduce your team
• Your qualifications

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 Presenting Yourself
• You are an authority

• You inspire others

• You can act on what you say

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 Presenting Yourself
• Speak up!
Self-confidence
• Speak smoothly
Hesitation, nervousness implies
incompetence
• Eye contact
Honesty, trust
• Be well prepared
 Nothing new
 Backups
• Thank the audience
• Find a friend
• Stand tall Aptitude Skill Building I
 Inspiring Others
• Project enthusiasm

• Demonstrate teamwork

• Wake up the audience

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 Walk the Talk
• Mention your track record
• Demo!
• Propose action, incite decision

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 Set the Agenda
• Desired outcome of this meeting?

• Why is this talk important NOW?

• Why are you the ideal presenter?

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 Provide a Roadmap
• Outline
BRIEFLY

• Preview the argument

Boldly state a controversial conclusion
and promise to prove it

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 Maintain the Pace
• Watch your remaining time
• Preserve time for questions
Don’t invite audience to interrupt you
• Skip rather than skim slides
Don’t talk too fast

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 Interaction Skills
• Don’t block the slides
• Scan the audience (eye contact)
• don’t stare at your slides
• Move into the audience
• Vary your voice (level, pitch)
• Talk with your hands
Gently
• Invite participation
Leading questions

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 How To Speak
• Speak slowly and clearly.
• Take a breath before you move to
next slide.
• Take a deep breath (unobtrusively)
before you start.
• Try not to say so, ummm or other
time fillers too much.
We all do it, it takes practice.
• Try standing squarely on both feet
and keep hands someone still.
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 Consider Your Audience
• Make presentation relevant to
audience
i.e. don’t present all math
• Think about following questions
• Who am I addressing?
• What do I have to say?
• What do I want my audience to
know?
• What would my audience want to
know? Aptitude Skill Building I
 Communicate with
• Audience
Look at the audience
 Try to look at everyone, not just one
corner of the room.
If you are nervous pick some spots at
the back of the room above people’s
heads.
• Be enthusiastic
Vary the tone of your voice.
Use humor if it suits you, but don’t
force it or over do it. Content is what
matters.
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 Questions
• What if nobody has any?
• Plant questions in your text
• Ask the audience
Survey says…
• Have answers on “reserve
slides

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 Difficult Questions
• What if you don’t know the answer?
Admit it
Promise to follow-up
Canvas the audience
• What if the question is
irrelevant?
Take it off-line

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 Coping with Trouble
• Walk-on’s” (latecomers)
Greet them
• A speech from the floor
A bulldog questioner
Take it off-line
• Turn to the chair for help

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 Presentation Strategies
• Profile your audience
• Define your presentation goals
and stick to them!
• Prepare to convince and impress
• No compromises!

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 Presentation Tactics
• Establish common ground
• Interact with audience
• Maintain control of the floor
• Show rather than tell
• Work toward a conclusion

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 What not to do
• Stand on one leg.
• Hit yourself or a table
• Tab your pen
• Turn your back on the audience
• Wave your hands like your talking
Italian
• Put your thumbs in your pockets
• Cross your arms and take a football
pose
• Try to smile at the audience if you
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are not too nervous.
 Questions
• Be prepared to answer questions
from audience.
• Try to get discussion going by
having some leading questions.
If there are different theories , ask
audience if they find one more
compelling.

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Organizing the presentation
material

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 Tips for Presenting
• Limit the number of slides
3 slides per minute is the maximum
• Practice moving between slides.
• Be prepared for technical difficulties
• Avoid the use of flashy transitions.

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 Design of Slides
• You do not need to use full or wordy sentences
because they can become very, very long and
make it much hard for the audience to follow.
They also make it much for difficult for you to
quickly look at if you need a reminder of where
you are at.
• Don’t use full or wordy sentences.
 Harder for the audience to follow.
 Harder for you to use as a reminder.
• Starting with the verb can help.

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 Slide Formatting
• Number your slides!
• One topic per slide
• Minimal text
• Graphics where possible

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 Displaying Text
• Use bullets
• Use short phrases
• Use grammatical parallelism

Not THAT kind

of bullets!!!
a
Let me explain . . .

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 Displaying Text: Tips
•Your
•So you . . .
audience...
 Use only essential
 Skims each
slide info
 Guide their eyes
 Looks for
with hierarchy,
critical points,
not details color
 Use big, legible
 Needs help
fonts and framing
reading/seeing
blank space
text

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 Font Sizes

This is a good title size.

Verdana 40 point = sans serif.
This is a good subtitle or bullet point size.
Times 36 point = serif.

This is about as small as you want to

go for content at 24 points.

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 Moving Text
• When text appears, we don’t
want the audience to be
watching the animation.
• Use the
“Appear effect”
Not
“FANCY EFFECTS”
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 Make It Big (How to
Estimate)
• Look at it from 7 feet
7 ft away

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 Keep It Simple (Text)
• Too many colors
• Too Many Fonts and Styles

• The 6 x 7 rule
No more than 6 lines per slide
No more than 7 words per line

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 Design of Slides
• Don’t use full or wordy sentences.
Harder for the audience to follow. Sub points
in smaller
Harder for you to use as a reminder.
font.

• Don’t put too much text on one slide

Makes it hard to read.
Continue on topic on next slide, if too
much for one slide.
• Make sure font is big enough to
read.
 18 point font is probably the smallest to go
 This depends on size of room.
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 Keep It Simple (Text)
Instructional Technology:
A complex integrated process
involving people, procedures, ideas,
Too
devices, and detailed
organization, !
for
analyzing problems and devising,
implementing, evaluating, and
managing solutions to those
problems in situations in which
learning is purposive and controlled
(HMRS 5th ed.)
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 Keep It Simple (Text)
• Instructional Technology:
A process
involving people, procedures & tools
for solutions Much Simpler
to problems in learning
(HMRS 5th ed.)

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Falling Leaves Observed

Too detailed !

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Falling Leaves in Millions

Much Simpler

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 Falling Leaves
50
Wellington
45
Dunedin
40
Christchurch
35
30
25 Too detailed !
20
15
10
5
0January February March April May June July August September October November December

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 Falling Leaves
50
Wellington
Dunedin
Christchurch
40

30

Much Simpler
20

10

0
January March May July September November

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 Fonts and Background
Colors
This is a good mix of This is a bad mix of
colors. Readable! colors. Low contrast.
Unreadable!

This is a good mix of This is a bad mix of

colors. Readable! colors. Avoid bright
colors on white.
Unreadable!

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 Color Schemes
Bad Good
Too Little Contrast Good Contrast

Too Little Contrast Good Contrast

Too Little Contrast Good Contrast

Complementary Colors OK for Accent;Tiring

Too Many Colors Best for Colorful Diags

Use very dark or very light

background
 High contrast
 Avoid red, green

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• Make sure your fonts are consistent
and are large enough to be read
from a distance, i.e., do not simply
pin up a set of typed pages--reserve
these for your handout.
• Consider using a flow chart or some
other method of providing the
viewer with a guide to inspecting
your display

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• Don't overwhelm the viewer with
excessive amounts of information;
rather, construct a poster display
that enhances conversation.

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 Appropriate Use of Tables
and Figures
March April May June July August
ID Task Name Duration 2/24 3/3 3/10 3/17 3/24 3/31 4/7 4/14 4/21 4/28 5/5 5/12 5/19 5/26 6/2 6/9 6/16 6/23 6/30 7/7 7/14 7/21 7/28 8/4 8/11
3 SM3B MISSION 12 days

2 BRIGHT EARTH AVOIDANCE (BEA) 12 days

1 HST RELEASE 0 days 3/9

41 NCS FILL PROCEDURE 2 hrs

40 8967V1 NCS01 START NCS CPL 0.3 days

70
6 NICMOS SAFED 0 days 3/18

8 8967 NCS01 NCS ACTIVATION & NICMOS COOLDOWN0 days 3/18

a 14

42

5
8945 NCIMOS10 - NICMOS COOLDOWN DARKS
BEA COMPLETE
NICMOS COOLDOWN COMPLETE
8 days

0 days

0 days
3/21

4/13

7 NICMOS TO OPERATE 0 days 4/19

12 22 days
8945 NCIMOS10 - NICMOS COOLDOWN DARKS - PART II

60 35

36
8944 NICMOS01 FW TESTS
8974 NICMOS03 - FLATS & QE
10 days

5 days

13 NICMOS TEMP SET POINT ADJUST 7 days

39 FILTER WHEELS ENABLED 0 days 5/2

15 8977 NICMOS06/07 - FINE OPT ALIGN 7 days

37 8973 NICMOS02 FOM OPTICAL OPERATION TEST 1 day

10 NICMOS TEMP SET POINT TECH REVIEW 0 days 5/7

50 9

11
NICMOS TEMP SET POINT ESTABLISHED
8977 UPLINK ALIGN/TILT PARAMS
0 days

0 days
5/9

5/10

18 NICMOS GO SCIENCE ENAB (BASIC MODES) 0 days 5/10

)

28 9269 NICMOS18 - THERMAL BACKGROUND 1 day

-1

29 9269 NICMOS18 - PARALLEL THERMAL B/G 60 days

4 NICMOS EROs 6 days

40
32 8981 NICMOS10 - APERTURE LOCATIONS 1 day
Soil K (mg kg

ab
34 8976 NICMOS05 - TRANSFER FUNCTION TEST 1 day

23 8988 NICMOS17 - ASTROM'C PERS'T'CE MEAS 1 day

27 8975 NICMOS04 - DET NOISE, SHADING, & CRs 1 day

24 8991 NICMOS20 - GRISM WAVELENGTH CAL 5 days

22 8985 NICMOS14 - FLAT FIELDS 1 day

25 8986 NICMOS15 - PHOTOMETRY 6 days

30 26

33
8987 NICMOS16 - CR PERSISTENCE
8982 NICMOS11 - PLATE SCALE
1 day

1 day

16 8980 NICMOS09 - FOCUS MONITOR 1 day

20 PRD SIAF, GAIN TABLE, ROT MATRIX UPDATES 1 day 6/7

19 8983 NICMOS12 - MODE2 TRG ACQ 1 day

17 8980 NICMOS09B - FOCUS MONITOR 1 day

31 PDB SIAF U/D & PATCHABLE CONSTS (512) 1 day 7/3

20
b
30 8979 NICMOS08 - COR'GRAPHIC FOCUS 1 day

21 8984 NICMOS13 - CORONOGRAHIC PERFORMANCE 1 day

38 NICMOS C'R'G'PH'C SCI ENABLED 0 days 8/

10

0
Lagoon Center Ocean

Location

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GIF Examples

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TIFF Example

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 What About Resolution?
• “Resolution” = number of pixels per inch in a
bitmap image
• The more dots per inch (dpi), the higher the
resolution
• Higher resolution (“high res”) means a better
quality image
one
pixel

HOWEVER…
PowerPoint only displays at 92
dpi onscreen

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Questions Welcomed!

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