Technical presentations

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This is the power point slides of a talk on technical presentations intended for post graduate and graduate students in Engineering. May be useful to any one interested as well

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Technical presentations

  1. 1. 10/9/2012 Different types of presentationsGOOD QUALITY TECHNICAL  Seminar presentations in a classPRESENTATIONS  Paper presentations in conferences  Project presentations as part of class work  Project presentations for research grantsProf K P MohandasDean Academic, MES College of Engg, Kuttippuram  Research updates or reviews(email: kpmdas@ieee.org)  Thesis presentations (oral examinations) 1 2Why presentations ? Remember !!! Effectiveness of visual presentations TELL ME , I WILL FORGET ! It is estimated that we can retain or remember SHOW ME, I WILL REMEMBER !! Hardly 20% of what you HEAR Nearly 40 to 50% of what you SEE Almost 70-80% of what you DO INVOLVE ME , I WILL LEARN !!!  It is not always possible to make others DO, so next choice is to SHOW or use VISUALs 3 4A presentation has Being an oral presentation take care of the voice : The voice has  Content : information that listeners need to  Volume : loud enough to be heard, voice modulation helps in better attention and avoids hear. monotony  Structure : It has a logical beginning, body  Tone: The Characteristics of a sound, a voice that and end. It contains only information that can contains fear can frighten the audience, one that carries laughter can make them smile be understood within the time.  Pitch : High or low voice , medium preferred  Packaging : It must be well prepared  Pace: How fast the sound lasts, not too fast, not  Human Element: A good presentation will be too slow either remembered because it has a person  Colour: If you overact and mix emotions in presentation, sometimes it works wonders; attached to it 5 6 1
  2. 2. 10/9/2012If you want to improve your HOW TO PRESENT THINGS?voice Listen to it: practice listening to your voice  Printed or typed text while walking, working etc  Tables of data To really listen: Cup your right hand around  Charts your right year and gently pull the ear  Graphs , Pie charts, line graphs forward.  Pictures Next cup your left hand near your mouth and speak. This will make you hear your voice like  Video clips etc others hear it 7 8Tables of data – avoid it Graphs  Line graphs 6 co 5 4 Series 1 3 Series 2 2 Series 3 1 0 Category 1 Category 2 Category 3 Category 4 9 10Bar graphs Pie charts6 Sales54 Series 1 1st Qtr3 Series 2 2nd Qtr2 Series 3 3rd Qtr 4th Qtr10 Category 1 Category 2 Category 3 Category 4 11 12 2
  3. 3. 10/9/2012Why use tools? Body Language Easy to use different types of features  Eye contact: Helps communication and so never loose eye contact with listeners Automatic size of letters and formats  Facial expressions: Smiling transmits Titles and subtitles choice of proper sizes happiness, friendliness and warmth Easily Incorporate figures and graphs  Gestures: Some gestures can avoid boredom Include Animations and special effects  Posture and orientation: Moving while talking helps, bending (leaning) forward shows you are Links and moving forward and backward in more approachable, receptive and friendly slides  Proximity: Not too close or too far Colour choice – artistic effects or esthetics  Voice : Modulation helps avoid boredom 13 14Steps in preparation How many slides ? 1. Choose a topic or area of interest  Time available for presentation 2. Search for relevant material in text  Content and depth of the topic books, encyclopedias ,journals, internet etc 3. Prepare a write up on the topic in your  Nature of materials to be presented like own language after understanding the mostly text material or contents text and numerical data and tables 4.Logically arrange the sequence of text, tables and graphs presentation pictures and videos 5. Rehearse thoroughly monitoring time Maximum 2 minutes for each slide 15 16Good quality slides Contents of each slide Good visuals can strengthen your  Not too many lines of text ( 7-8 lines) presentation significantly , but they are rare.  Size of letters big enough to see for all The keys to good visuals are:  Not too many equations (?) 1. FEW just enough to illustrate the points  Use plenty of graphs rather than tables 2. BIG so that they are easy to see and read  Use pictures with proper titles and legends 3. SIMPLE , so that they are easily  Animations and special effects should not be understood too distracting 17 18 3
  4. 4. 10/9/2012Language in presentation Things not to be done Simple and precise  Never read from the slides or depend totally on the slides. The displayed slides are for the Not pompous or flowery language audience to follow your seminar not for you The audience wants to understand the  Never use light colours for text and figures technical contents, not the beauty of the since this will not be visible for those who sit in language the back Liberal use of figures, pictures or even videos  Choose proper font size (at least 18 point) so that it can be read easily. to illustrate the points  Do not give complete derivations, only highlight the significance of terms and equations 19 20Not to be done (contd) Preparation for presentation Do not overcrowd the page with lot of text or figures  Rehearse as many times as possible  Note the time taken and keep it within the Do not make slides by photocopying directly allotted time strictly from printed books or journals as letters will  Allow some time for discussion be too small  Respond to questions after hearing it fully Choose different types of  Repeat the question loudly for others to hear letters, bold, italics, capitals etc to emphasize  Answer clearly if you know the answer points.  If not use your ingenuity in coming out of the situation Letter size not less than 18 point or more  Accept mistakes pointed out by audience  Never get into an argument with the questioner 21 22Inter personal communication Active listeningtips  Active listening is NOT the same as hearing! Never loose EYE CONTACT with audience Hearing is the first part and consists of the Talk loudly and clearly perception of sound.  Listening, the second part, involves an Never turn your back to the audience attachment of meaning to the aural symbols When responding to questions wait for the that are perceived. questions to be completed  Passive listening occurs when the receiver has Repeat the question for the audience little motivation to listen carefully. Answer clearly, if necessary using board .  Active listening with a purpose is used to gain information, to determine how another person If you don’t know the answer, you can request feels, and to understand others. any one else to answer or get out of it using your ingenuity 23 24 4
  5. 5. 10/9/2012Some good traits of effective Feedback is importantlisteners are Spend more time listening than talking (but of course, as a presenter, you will be doing most of the talking).  1. Evaluative: Makes a judgment about the Do not finish the sentence of others. worth, goodness, or appropriateness of the other Do not answer questions with questions. persons statement. Aware of biases. We all have them. We need to control  2. Interpretive: Paraphrasing - attempt to explain what them. the other persons statement mean. Never daydream or become preoccupied with their own  3. Supportive: Attempt to assist or bolster the other thoughts when others talk. communicator Let the other speaker talk. Do not dominate the  4. Probing: Attempt to gain additional conversation. information, continue the discussion, or clarify a point. Plan responses after others have finished speaking...NOT  5. Understanding: Attempt to discover completely what while they are speaking. Their full concentration is on what the other communicator means by her statements. others are saying, not on what they are going to respond with. 25 26Always remember Are you nervous? You are speaking to an audience  The main enemy of a presenter is tension, which ruins the voice, posture, and spontaneity. The The presentation is for them voice becomes higher as the throat tenses. It is absolutely essential to: Shoulders tighten up and limits flexibility while the legs start to shake and causes unsteadiness. Keep them interested in your talk  The presentation becomes "canned" as the Make them understand what you speak speaker locks in on the notes and starts to read directly from them. Get them involved in the process  First, do not fight nerves, welcome them! Get their response and react to them  Then you can get on with the presentation instead of focusing in on being nervous 27 28Use some relaxation methods Relaxation Before the presentation: Lie on the floor. Your back should be  Mental Visualization: Before the flat on the floor. Pull your feet towards you so that your knees are up in the air. Relax. Close your eyes. Fell your back spreading out presentation, visualize the room, audience, and and supporting your weight. Feel your neck lengthening. Work you giving the presentation. Mentally go over your way through your body, relaxing one section at a time - your what you are going to do from the moment you toes, feet, legs, torso, etc. When finished, stand up slowly and try to maintain the relaxed feeling in a standing position. start to the end of the presentation. If you cannot lie down: Stand with you feet about 6 inches  During the presentation: Take a moment to apart, arms hanging by your sides, and fingers unclenched. yourself by getting a drink of water, take a deep Gently shake each part of your body, starting with your hands, then arms, shoulders, torso, and legs. Concentrate on breath, concentrate on relaxing the most tense shaking out the tension. Then slowly rotate your shoulders part of your body, and then return to the forwards and the backwards. Move on to your head. Rotate it presentation saying to your self, "I can do it!" slowly clockwise, and then counter-clockwise.  You do NOT need to get rid of anxiety and tension 29 30 5
  6. 6. 10/9/2012Start and beginning Prepare well or fail Give an overview of the presentation in the beginning ( one slide)  Remember Give a summary in the end (one slide)Some references for better communication:  If you fail to prepare1.www.allaboutcommunication.com2.Today’s Engineer IEEE, USA  You are preparing to fail 31 32 6

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