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How to present
The document provides guidance on preparing an effective presentation. It discusses determining the context and purpose of the event, planning the content and story, developing visual support materials, and techniques for delivering the presentation. The key steps are understanding the audience and goals, creating an outline with a clear narrative, using graphics to reinforce the message, and practicing effective verbal and non-verbal communication skills. The overall goal is to inform or persuade the audience in a manner suited to the specific context and time available.
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How to present
- 1. Basic techniques inmaking presentations Introduction - presentations are important Context - what is the event? Planning the story Content - what are you going to present? Developing your support materials Preparing yourself for the presentation Making the presentation Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 2. Presentations are important essential part of professional life positive effect on career representing your institute important part of many job selection processes Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 3. Introduction - presentationsare important Context - what is the event? Content - what are you going to present? Planning the story Developing your support materials Preparing yourself for the presentation Making the presentation Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 4. Context - whatis the event? The type of meeting affects the content and delivery you make define the audience assess degree of formality environment facilities time available Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 5. Why are yougoing? Define your purpose inform - conference inspire - staff meeting entertain - wedding/birthday, etc. persuade - budget request/donor meeting Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 6. Introduction - presentationsare important Context - what is the event? Planning the story Content - what are you going to present? Developing your support materials Preparing yourself for the presentation Making the presentation Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 7. Planning the story There are different ways of preparing a presentation from a previously prepared paper develop bullet points make a storyboard Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 8. Format 35 mm slide format is 4 units by 6 - horizontal computer screen is 5 units by 6 - horizontal an overhead projector is square determines size of type and legibility Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 9. Convert a writtenpaper Making presentations Lyndsey Withers, IPGRI 1. Introduction - presentations are important slide 1 1.1 Why? Presentations - lectures, seminars, scientific papers etc. are an essential part of professional, slide 2/slide n scientific life. They are an important way of communicating with colleagues, peers and superiors and students. A good presentation technique is a powerful aid to promoting your work and Remember that graphics reinforce what you are saying. your career. A poor presentation technique can result in wasted time, missed opportunities and However, whenever you put a new graphic up on the screen, a negative impression about your work. you need to pause for a while to allow people to finish reading it. Do not continue talking, because they will not be listening as Many organizations require the applicant to make a presentation as part of the selection process they are too busy reading. This adds to the length of your talk. for a new job. Therefore, it is an opportunity to show your capabilities to a new audience. One trick is to comment on the elements of the graphic. Presentations in your institute or at conferences provide the opportunity to feedback on your work in a more or less public arena. They can stimulate new ideas in yourself, encourage others If the presentation is going well, beware of adrenaline euphoria. to give you new information and help you look at your work in an objective way. Keep a very close eye on the time, as it always passes faster than Often, when you are making a presentation, you are not just representing yourself but you think. Put your watch on the desk. Looking at your wrist representing your colleagues, institute, employer or even your country, so it is very important watch every minutes tends to make the audience nervous and to give the best impression that you can. you look as if you have a plane to catch and you are not concentrating. 2. Context - what is the event slide 3 (insert photo) Finding out about the context of your presentation is part of the research that you should do Be ready to edit on your feet if you do go over time. It is better to well in advance of the presentation itself. Thos will help you prepare your presentation to fit the cut out some of you material so that you can make a good context of the meeting and help avoid problems later. There are a number of different things to conclusion than have the chair ring a bell and hustle you off the find out: stage. 2.1 Type of meeting At the end, make a summing up, show your last slide and thank You will probably know what type of meeting it is in advance but if not find out what the the Chair and the audience for listening. Then let the Chair take overall topic is. This will help you see where your presentation will fit in. Why have you over. Gather up your stuff and wait for questions. Try to answer questions briefly. Since time is limited, do not waste time fumbling through a stack of overheads or whizzing through a carousel of slides to find a particular image. slide 5 Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 slide n-1 present99.ppt
- 10. Develop bullet pointsfrom new • point 1 • point 2 • detail • more detail • more detail • detail • point 3 • detail • more detail • more detail • more detail • detail • detail • point 4 • point 5 Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 11. Storyboard approach 1. Name 2. 3. Image •list Title •of •bullet •points logo Narrative Narrative Narrative 4. Image 5. Graph etc. ……. Narrative Narrative Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 12. How to present speaking is slow and inefficient normal speech is 100 words per minute the larger the auditorium the slower you should speak 30 minute talk equals 3000 words = about 6 double- spaced pages, not including graphics Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 13. say what youare going to tell the audience say it then tell them what you have just said - use a road map Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 14. Introduction - presentationsare important Context - what is the event? Content - what are you going to present? Planning the story Developing your support materials Preparing yourself for the presentation Making the presentation Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 15. Developing your support materials Always use visual aids to reinforce the message word charts tables graphs and charts Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 16. Characteristics of supportmaterials Contrast Contrast is the difference between the lightest and darkest colours The stronger the contrast the easier text is to read Dark backgrounds are good for dark rooms Light backgrounds are better in light rooms Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 17. Contrast is Contrast is important important for legibility for legibility Contrast is Contrast is important important for legibility for legibility Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 18. Kheder Durah InformationWorkshop, IPGRI HQ, Rome November 1999 present99.ppt
- 19. Characteristics of supportmaterials Colour blindness High percentage of males are colour blind Most trouble distinguishing between red and green! Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt 28.
- 20. Characteristics of supportmaterials Typefaces Serif - Sans Serif Times Palatino Helvetica Tahoma Comic Impact Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 21. Characteristics of supportmaterials Use a simple typeface Different typefaces - simplicity always best Different typefaces - simplicity always best Different typefaces - simplicity always best Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 22. Characteristics of supportmaterials Case - lower or upper? GAN XOU BEAR THESE WQBDS Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 23. Can you readthese words Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 24. GAN XOU BEARTHESF WQBDS CAN YOU READ THESE WORDS Can you read these words Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 25. Characteristics of supportmaterials Spacing letters should be closely spaced and words relatively widely spaced letters should be closely spaced and words relatively widely spaced Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 26. Characteristics of supportmaterials Size of type 16 point 16 point 20 point 20 point 24 point 24 point 28 point 28 point 36 point 36 point 40 point 40 point 48 point 48 point 60 point 60 point Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 27. Visual aids areessential Slides Overhead transparencies PowerPoint presentations Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 28. Photographic slides Advantages more professional Slides focus attention on to the screen colourful and lively Disadvantages no face to face contact audience tends to fall asleep not effective in light rooms long lead time to prepare Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 29. Overhead transparencies Advantages face to face contact effective in a fully lighted room ability to modify sequence easy to re-show a transparency short preparation time Disadvantages distracting for the audience as you change them projector is bulky - often poor quality perceived as "less professional" Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 30. PowerPoint presentations through a video projector Advantages high-tech very professional easy to modify Disadvantages needs a good quality projector depends on an efficient power supply may be too many effects vulnerable to computer crashes or compatibility problems Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 31. Types of visual Wordcharts Tables Graphs and charts Clipart Photographs Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 32. Wordcharts Like this slide Present an outline of your presentation Highlight important points Gain the audience’s attention Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 33. Tables When the actual values themselves are important Main message not immediately clear Need interpretation Always use summarized data Table should be short NEVER photocopy printed text unless you enlarge it Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 34. Number of participantssleeping during workshop Duration of lecture (minutes) 0 10 20 30 40 50 60 70 80 90 morning 0 0 0 5 6 10 19 38 67 57 afternoon 0 10 31 40 50 55 60 70 88 100 Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 35. Graphs and charts Best for illustrating trends and relationships line graphs - general change over time bar charts - they can be used for time trends and group comparisons pie charts - good for comparing amounts or proportions Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 36. Graphs - Changeover time - compares sets of results 35 30 afternoon 25 students 20 asleep 15 (%) 10 morning 5 0 0 20 40 60 80 100 duration of lecture (minutes) Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt 40.
- 37. Bar charts -goodto compare two sets of values - 3D often too complex 35 morning students asleep (%) 30 afternoon 25 20 15 10 5 0 0 10 20 30 40 50 60 70 80 90 duration of lecture (minutes) Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt 43.
- 38. Horizontal bars -axes more easily read as they are horizontal country A country B documented regenerated safety duplicated country C country D 0 50 100 Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt 44.
- 39. Pie charts good tocompare one set of values - hard to compare between pies Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt 46.
- 40. Schematics - graphicalrepresentation of relationships Big Boss Boss Worker 1 Worker2 Worker 3 Real Worker 1 Real Worker 2 Real Worker 3 Real Boss Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 41. Kheder Durah InformationWorkshop, IPGRI HQ, Rome November 1999 present99.ppt
- 42. Maps are graphicthan text Americas : Argentina, Bolivia APO: Bhutan, Vietnam Europe: Russia, Slovakia SSA: Kenya, Niger CWANA: Iran, Yemen INIBAP: Costa Rica, Thailand Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 43. • Russia • Slovakia • Iran • Bhutan • Niger • Yemen • Costa Rica • Thailand • Vietnam • Kenya • Bolivia • Argentina Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 44. Clipart Adds interest - be careful Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 45. Photographs Excellent to add interest Human element always interesting Direct eye contact good Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 46. Kheder Durah InformationWorkshop, IPGRI HQ, Rome November 1999 present99.ppt
- 47. Introduction - presentationsare important Context - what is the event? Planning the story Content - what are you going to present? Developing your support materials Preparing yourself for the presentation Making the presentation Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 48. Preparing yourself forthe presentation Presenting is a performance know your material well rehearse your complete talk use notes number everything go early watch another speaker Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 49. Personal behaviour try to appear friendly and normal dress in fairly ordinary clothes start off with a joke if you can avoid absolutely any sexual references! involve the audience be aware of cultural sensitivities hands in pocket folding arms hands on hips Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 50. Delivery motivate audience by: enthusiasm spontaneity voice projection tone of voice and variation Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 51. Controlling nervousness everyone is nervous - make it work for you releases adrenaline - makes you more alert dry mouth - drink some water do not drink too much coffee or alcohol before the presentation - amplifies effect of adrenaline Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 52. Introduction - presentationsare important Context - what is the event? Planning the story Content - what are you going to present? Developing your support materials Preparing yourself for the presentation Making the presentation Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 53. Making the presentation Introduce yourself graphics reinforce what you are saying but pause for a while as you show them beware of adrenaline euphoria keep a close eye on the time be ready to edit on your feet - your conclusion is the most important part of the talk don’t argue with the Chair answer questions briefly - offer to discuss them later exit gracefully Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 54. Most common faults waving your hands around pacing up and down not establishing eye contact turn your back to the audience standing in front of the projector talking to the screen fiddling with things fighting with the microphone Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt
- 55. Summary Essential part of professional life Do not be afraid of them Make a performance, not a reading Reduce nervousness by preparing well Reinforce your message with graphics Be yourself and enjoy yourself Kheder Durah Information Workshop, IPGRI HQ, Rome November 1999 present99.ppt