Cracking the Cracking the Clandestine of Clandestine of PresentationPresentation

BSCS Semester -1BSCS Semester -1

A Common FallacyA Common Fallacy

““Talk is cheap”Talk is cheap” Not anymore, a well organized, Not anymore, a well organized,

thoughtful talk makes many people a thoughtful talk makes many people a very lucrative wage very lucrative wage – Henry KissingerHenry Kissinger– Barbara WaltersBarbara Walters– Colin PowellColin Powell

Differences between Presentation and Differences between Presentation and ConversationConversation

PresentationPresentation

is more structuredis more structured– Usually time limitedUsually time limited– Questions not allowed to interrupt the Questions not allowed to interrupt the

speech, speech, – usually left for at end (time permitting)usually left for at end (time permitting)– requires more formal languagerequires more formal language– No slang, jargon or bad grammarNo slang, jargon or bad grammar– should be something special so that they should be something special so that they

qualify as life events and are qualify as life events and are remembered remembered

Differences between Presentation and Differences between Presentation and ConversationConversation

Requires a different method for Requires a different method for deliverydelivery

More formal deliveryMore formal delivery

– No vocalized pauses – “uh”, “ah”, No vocalized pauses – “uh”, “ah”, “um”“um”

Don’t use stock phrases repeatedly – Don’t use stock phrases repeatedly – “you know”, “basically”, “I mean”“you know”, “basically”, “I mean”

PresentationPresentation Types of DeliveryTypes of Delivery

– Read from manuscriptRead from manuscript only done when absolute accuracy is requiredonly done when absolute accuracy is required

– Reciting from memoryReciting from memory seldom done, if done rehearse until you’re very comfortable doing seldom done, if done rehearse until you’re very comfortable doing

itit– ImpromptuImpromptu

speaking with little or no preparationspeaking with little or no preparation avoid unless you are extremely comfortable with the subjectavoid unless you are extremely comfortable with the subject

– ExtemporaneouslyExtemporaneously carefully prepared and delivered from a brief set of notes carefully prepared and delivered from a brief set of notes

Should sound spontaneous even if it has been Should sound spontaneous even if it has been rehearsed extensivelyrehearsed extensively

Components of PresentationComponents of Presentation

Great Presentation

CONTENT DESIGN DELIVERY

Development Great Content Development Great Content

StepsSteps

Analyze your audienceAnalyze your audience Gathering relevant data and Gathering relevant data and

informationinformation Converting your data into an Converting your data into an

outlineoutline

Analyze your Audience Analyze your Audience

NeedsNeeds Knowledge levelKnowledge level Attitude: What they feel about the Attitude: What they feel about the

topic ?topic ? Demographic Information: What is Demographic Information: What is

the age/gender/culture and language the age/gender/culture and language of audience.of audience.

Gathering Pertinent Data and Gathering Pertinent Data and InformationInformation

Before you start your research to Before you start your research to gather relevant information, there gather relevant information, there are three questions to be consideredare three questions to be considered

What do I want my audience to gainWhat do I want my audience to gain What might they already know about What might they already know about

my topic?my topic? What is the objective of What is the objective of

presentation?presentation?

Why Give a Presentation?Why Give a Presentation?

To To PersuadePersuade

To To SellSell an idea or product an idea or product

To To InformInform

To To ImpressImpress

Road mapping InformationRoad mapping Information

There are three steps to creating an There are three steps to creating an outlineoutline

1.1. Determine the outline style Determine the outline style

2.2. Put order into chaotic dataPut order into chaotic data

3.3. Arrange into outline formatArrange into outline format

Outline StyleOutline Style

ChronologicalChronological

Shows event in order as they occurredShows event in order as they occurred NarrativeNarrative

Takes the audience on a journey Takes the audience on a journey through a flowing presentationthrough a flowing presentation

Problem/SolutionProblem/Solution

States the problem, the why’s, your States the problem, the why’s, your solution and a summary. solution and a summary.

Outline StyleOutline Style

Cause /EffectCause /Effect

States the cause and explains the effect.States the cause and explains the effect. TopicalTopical

Divides the general topic into several Divides the general topic into several subtopics.subtopics.

Journalistic QuestionsJournalistic Questions

Uses some /all of the “What, Where, Uses some /all of the “What, Where, Why and How questionsWhy and How questions

Outline FormatOutline Format

Outline

Introduction Body Conclusion

Outline FormatOutline Format

IntroductionIntroduction Should include an agenda and clarify the Should include an agenda and clarify the

goals and objectives of your presentationgoals and objectives of your presentation Can include an overview of a situationCan include an overview of a situation Can use the strategy that help an Can use the strategy that help an

introduction get gripping :introduction get gripping :

A quote /question/humor/a creative image/an A quote /question/humor/a creative image/an anecdote/A sharing of emotion and anecdote/A sharing of emotion and experience.experience.

Body of PresentationBody of Presentation

ChronologicalChronological NarrativeNarrative Problem/SolutionProblem/Solution Cause/EffectCause/Effect TopicalTopical Journalistic QuestionsJournalistic Questions

Visual AidsVisual Aids

Kinds of visual aidsKinds of visual aids– ObjectsObjects– ModelsModels– Photographs Photographs – DrawingsDrawings– GraphsGraphs– ChartsCharts– Slides and VideotapesSlides and Videotapes– Computer-Generated GraphicsComputer-Generated Graphics– TransparenciesTransparencies– MultimediaMultimedia

ISSUES:CostLead TimeFlexibilityVisibilityAttractiveness

ConclusionConclusion

Summaries the main pointsSummaries the main points

Provides closure and leaves an Provides closure and leaves an impression impression

Can also comprise of Can also comprise of recommendations, future recommendations, future directions or next steps to be directions or next steps to be takentaken

Building Great DesignBuilding Great Design

Key rules when creating a bulleted textKey rules when creating a bulleted text Use one concept per slideUse one concept per slide Use key words or phrasesUse key words or phrases Make your bullet points consistent in Make your bullet points consistent in

structurestructure Capitalize properlyCapitalize properly

Three keys of effective Three keys of effective DesignDesign

1: Layout 1: Layout

2:Consistency2:Consistency

3:Color3:Color

LayoutLayout

Consider your layout to be like a Consider your layout to be like a skeletonskeleton

Layout should support your message Layout should support your message and provide structure and provide structure

ConsistencyConsistency

Consistency must be exercised inConsistency must be exercised in Your placement of text and Your placement of text and

imagesimages Your font style and sizesYour font style and sizes Your backgroundYour background The style and treatment of your The style and treatment of your

imagery imagery Your chartsYour charts

ColorColor

Use high contrast to increase Use high contrast to increase legibilitylegibility

Colors should not clashColors should not clash There should be a high degree of There should be a high degree of

harmonyharmony Avoid clutter by using no more then Avoid clutter by using no more then

four coloursfour colours

Sample slide for bad color Sample slide for bad color

Using a font colour that does not Using a font colour that does not contrast with the background color is contrast with the background color is hard to read hard to read

Using colour for decoration is Using colour for decoration is distracting distracting and and annoyingannoying..

Using a different color for each point Using a different color for each point is unnecessaryis unnecessary– Using a different color for secondary Using a different color for secondary

points is also unnecessarypoints is also unnecessary TTrryyiinngg t too bbe e ccrreeaattiivvee ccaan n aallssoo bbee b baadd

Background – BadBackground – Bad

Avoid backgrounds that are Avoid backgrounds that are distracting or difficult to read fromdistracting or difficult to read from

Always be consistent with the Always be consistent with the background that you usebackground that you use

Delivering your Delivering your presentationpresentation

Managing your voiceManaging your voice

Try to sound natural , so your Try to sound natural , so your rhythm and tone is appropriate rhythm and tone is appropriate to the message you are to the message you are delivering delivering

1.1. VolumeVolume

2.2. IntonationIntonation

3.3. PacingPacing

Managing your VoiceManaging your Voice

VolumeVolume

Speak loudly enough to reach all the Speak loudly enough to reach all the members in audience without members in audience without overpowering those closest to you.overpowering those closest to you.

IntonationIntonation

Avoid the use of monotone. Put more Avoid the use of monotone. Put more feeling into your voice through the feeling into your voice through the changing intonationchanging intonation

VocalizationVocalization

Volume – loudness or softnessVolume – loudness or softness– adjust to the situation (electronically if necessary, don’t yell)adjust to the situation (electronically if necessary, don’t yell)

Pitch – highness or lowness of the voicePitch – highness or lowness of the voice– use inflections in your voice to avoid “monotone”use inflections in your voice to avoid “monotone”

Rate speed at which you speakRate speed at which you speak– 120-150 wpm is normal, too slow leaves people hanging on 120-150 wpm is normal, too slow leaves people hanging on

your words, too fast and they get confused and miss your words, too fast and they get confused and miss information information

Pauses – momentary breaks in your speakingPauses – momentary breaks in your speaking– takes experience to know when to pause, pause at the end of takes experience to know when to pause, pause at the end of

thought unitsthought units– avoid vocalized pauses (“uh”, “er”, “um”...)avoid vocalized pauses (“uh”, “er”, “um”...)

VocalizationVocalization

VarietyVariety– vary the loudness, pitch and rate to make the vary the loudness, pitch and rate to make the

speech sound more natural and interestingspeech sound more natural and interesting Pronunciation – use correct pronunciation of Pronunciation – use correct pronunciation of

common wordscommon words– genuine, modern,annual, theater, err, nuclear, genuine, modern,annual, theater, err, nuclear,

january, libraryjanuary, library Dialect – variety of language distinguished by Dialect – variety of language distinguished by

variations of accent, grammar or vocabularyvariations of accent, grammar or vocabulary

Managing your VoiceManaging your Voice

PacingPacing

Pacing can be a threat to Pacing can be a threat to understanding , may cause understanding , may cause ambiguity and hinder encoding ambiguity and hinder encoding or decoding of the transmitted or decoding of the transmitted messagemessage

Use of DictionUse of Diction

While communicating convey While communicating convey confidenceconfidence

Show interest while presentingShow interest while presenting Use short sentences and simple Use short sentences and simple

wordswords Speak slowly and clearlySpeak slowly and clearly Elucidate in case of using technical Elucidate in case of using technical

termsterms

Judicious use of Judicious use of movementsmovements

Work the room and audience before Work the room and audience before handhand

Move appropriately and with a purposeMove appropriately and with a purpose Movements should support your words Movements should support your words

and presentationand presentation Don’t move constantlyDon’t move constantly Pause for effect stand still while Pause for effect stand still while

making an important pointmaking an important point

Body LanguageBody Language

Make good eye contactMake good eye contact Don’t keep hands in your pocketsDon’t keep hands in your pockets Don’t keep hands “Handcuffed” Don’t keep hands “Handcuffed”

behind your backbehind your back Don’t keep arms crossedDon’t keep arms crossed Don’t put hands in “Fig-leaf” positionDon’t put hands in “Fig-leaf” position Don’t wring your hands nervouslyDon’t wring your hands nervously

Pre-requisites of your Pre-requisites of your PresentationsPresentations

Don’t just think your presentation Don’t just think your presentation

Act it outAct it out

Time each section, develop aTime each section, develop a

schedule schedule

Memorize the opening lines Memorize the opening lines

Final WordFinal Word

Text :To support communicationText :To support communication Pictures: To simplify complex Pictures: To simplify complex

conceptsconcepts Animations: For complex relationshipsAnimations: For complex relationships Visual: To support , not to distract.Visual: To support , not to distract. Sounds: Only when indispensableSounds: Only when indispensable SignpostingSignposting Use of transitionsUse of transitions Question and answer cornerQuestion and answer corner

OBJECTIVE OF THE LECTUREOBJECTIVE OF THE LECTURE

After the formal introduction of how After the formal introduction of how to give presentations, you are to give presentations, you are expected to take help from this expected to take help from this lecture and give individual lecture and give individual presentations of 4-6 minutes. These presentations of 4-6 minutes. These presentations will be graded one.presentations will be graded one.

Evaluation of presentations will be Evaluation of presentations will be according to the criteria that will be according to the criteria that will be shared soon. shared soon.