Advanced Technical Writingsite.iugaza.edu.ps/musbahshaat/files/Lect-10_Oral_Presentation.pdf ·...
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Advanced Technical Writing
Lecture 10
Oral Presentation
13 / 7 / 2013
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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 of 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
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I. Define Your Task
Identify the topic of your presentation
Specify the kinds and amount of
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 of information like
brainstorming, written material, interviewing
others, and your own 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 of
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: “Will colonizing outer space ever be practical?”
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: “Good order is the foundation of all good things.” Edmund Burke
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Ways to start your opening
Continue
A historical events
Example: “Do you remember where
you were when Neil Armstrong first
set foot on the moon?”
A reference from literature or the holly
book
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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) Give gist of problem attacked and insight found (What is the one idea you want people to leave with? This is the "abstract" of an oral presentation.)
Outline (1 slide) Give talk structure. Some speakers prefer to put this at the bottom of their title slide.
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A Generic Talk Outline Continue
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)
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A Generic Talk Outline Continue
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, organizational
chart
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table - good for presenting groups of detailed facts
bar graph - can represent numerical qualities
line graph - shows how one quantify changes as a
function of change in another quantity
pie graph - effective for depicting the composition of
a whole
flow chart - means of representing successions of
events
organizational chart - usually depicts hierarchical
arrangement
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Bar graph
0
10
20
30
40
50
60
70
80
90
1st Qtr 2nd Qtr 3rd Qtr 4th Qtr
East
West
North
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Organizational chart
Board of director
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Pie graph
Production per year
1999
1998
1997
1996
1995
1994
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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 or
distracting?
Does it clarify a difficult concept or
introduce confusion?
Is the visual aid necessary or needless?
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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 or
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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Oral Presentation Evaluation Form Rate the Presentation (5= Excellent; 1= Poor NA= not applicable)
Comments would be very helpful. ID Number:____ Topic:________________________________
____1. Introduction: Did the introduction capture your interest; was necessary background given; was a clear purpose conveyed
___2. Organization: Was there a clear organization; were transitions between
sections clear and effective; did the organization lead to a clear conclusion?
___3. Content: Did the speaker support his points; was the supporting material relevant, up to date?
___4. Visual Aids: Were visual aids used effectively and appropriately, carefully prepared?
___5. Conclusion: Were key points reinforced; was a sense of closure provided; if appropriate, was a course of action proposed?
___6. Delivery: Were the speakers natural, enthusiastic; did they speak clearly; were appropriate gestures, posture, expressions used
___7. Discussion: Were questions answered accurately, clearly, effectively?
___8. Overall Rating General Comments .
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Have a nice
Day and see you on Monday