Tips for Successful Presentations at GMC
Presentation Flow
Keep the flow logical and easy to follow. Let your audience know where you're headed and then take them there. 1. Tell them what you're going to tell them Basically, this is a summary for the audience. Telling them up front what the presentation is about assists the participants in taking notes and clues them in to the organization of your material. 2. Tell them the details This is the heart of your presentation - the detail behind each point: If history is important to understanding the topic, present all relevant facts up front. If your topic zeroes in on one aspect of a larger issue, explain the big picture first, pointing out where your particular topics fits in. If new or unfamiliar vocabulary will be used continually throughout the presentation, define these aspects first. Define ACRONYMS - many new engineers or foreign attendees may be not familiar with these. 3. Tell them what you told them During the concluding remarks, it's a good strategy to re-summarize your major points. This allows the audience to verify facts/interpretations of what they have heard and clarify any points they might have missed.
Presentation Style
How you "perform" up front can have a significant impact on the participants' attention, acceptance, and understanding of your topic. Entire books are devoted to this subject, but a few essential ones are included here. Enthusiasm - There is NO substitute for a lively, personal interest in your topic. If you are obviously not enthused about it, the audience won't be enthused about it. You can bring them along with you (and keep them with you) with an energetic tone of voice that uses emphasis and variety. And the use of gestures and movement usually adds to the overall feeling of enthusiasm. 1
Naturalness - The less tense you are, the less tense your audience will be. Any amount of nervousness can be reduced by sufficient rehearsal and some good, deep breaths. Practice builds the confidence that allows you to speak naturally and move about easily. Eye Contact - Looking at your audience draws their attention and builds their confidence in you. It is important here to make certain that you cover the entire audience. This is particularly important if the room is wide, because those to the sides of the speaker can feel left out. Voice Control - Use the microphone! It will help you to avoid straining your voice (especially if you're presenting a 3-hour short course). Practice with it before the session starts so that you have it clipped on in the right place - too close to your mouth and "boom", too far away and you can't be heard. Movement - Gestures can be used effectively to emphasize points and make reference to visuals. Make them as natural as possible. Too many broad gestures can be distracting, and gestures that last too long (hands in your pockets, behind your back, etc.) can be annoying. Walking - Walking up to the first row, moving to various sides, sometimes resting on a stool, etc. can provide interest and keep your audience's attention. But be aware of obstacles in the room: chairs, microphone cords, briefcases, etc.
Managing Questions from the Audience
Regardless of your presentation format, answering questions from the floor will undoubtedly be a key aspect. YOU control the timing, but always inform your audience up front when you will answer questions. Answer At the end? Most presenters prefer to have the question period placed at the end. This allows for o Control of timing o Concentration on the subject at hand during the presentation o Non-interruption to the organization/flow of logic o An opportunity to take advantage of a controlled ending point Answer Throughout the presentation? Some presenters are more at ease accepting questions as they arise. This is especially helpful for questions of clarification - if understanding a particular point or concept is an essential base for understanding the material that follows. If you accept questions during the presentation, set up a controlled sequence to ensure that there will be enough time left to cover all the necessary material in your paper.
Answering Questions Effectively In answering general questions from the floor, there are certain guidelines that are helpful to keep in mind. Repeat the question so that the entire audience knows what was asked. Answer the question as precisely as pOSSible, which takes up less time. Take a moment to collect your thoughts before answering rather than rush into an ill-prepared response. If you don't know the answer o Say so o Tell the questioner where the answer can be found o If you say that you'll find out, then follow up
Presentation Ideas
To spark interest in what you have to say and get the audience in a relaxed mode, try adding some of the following to your presentation: Quotes - Many of us are "clever" by nature, but we have a wealth of clever material that bas been produced by well-known people in history or in the industry. Or you may have heard a co-worker make a comment that was unusually insightful. Starting your presentation with a quote can draw attention to your topic. This same quote can be repeated at the end of the presentation to summarize or to give added emphasis to a particular point. Questions/Quizzes - To get the audience thinking right from the start, begin with a single question or short quiz that directs attention to the subject and establishes a "need to know". The answers can be given immediately or sometimes prove to be an interesting conclusion. (Note: be sure this is not a "trick question" - many people don't like to be challenged in a way that makes them feel intellectually inadequate.) War Stories - Actual experiences, especially ones taking place at your company, can be an interesting and powerful means of demonstrating your point and garnering attention. Humor - Comical stories or jokes can be used to loosen up an audience, leaving them in a relaxed frame of mind. The important point here is to be relaxed yourself. If you're not comfortable and able to laugh, the audience won't be either.
All of the above techniques can be used during your presentation. Sometimes it's important to draw attention to a particular point midway or to provide the audience some "relief' following a particularly lengthy technical explanation. Review your overall outline and use the margins to mark those sections where such a technique might be especially needed or effective.
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Creating readable slides
Color and Graphics add interest and draw attention to critical points. But too many colors or graphics can be distracting. Choose one or two effects and use them consistently throughout the presentation. Keep it Simple and Readable - There is a tendency to use "too much data" in "too small print". Use key words only. Stay away from complicated graphs. Choose a bold, simple font and use the same size consistently. It's easier to read upper and lower case than ALL CAPS. Keep it Non-Commercial -Your company is being recognized just by your participation. One small company logo in the corner of your slide is acceptable. If you have additional graphs that are not in the paper, please provide copies as handouts or send a pdf file to the GMRC office so they can be posted on the website.
Using the White Board
If you plan to use the white board to demonstrate formulas, diagrams, etc., be sure to write large enough for the majority of the audience to see. And use the black marker!
