PRESENTATION SKILLS

COMMUNICATION SKILLS
“One of the Most Important Aspects
to be Successful in Your Research,
Your Job and Your Career is

Excellent Oral and Written

Communication “
Citation comes from Prof. Sherman Frankel and it is full confirmed by
Klara Nahrstedt 
 OFTEN YOU MAY
EXPERIENCE
“Although he could boast of a PhD in his field, he was a poor
communicator.
He showed dozens of transparencies crammed with complex
equations and text descriptions.
He delivered, at times read, his narration in a monotone tone
addressed to the screen, oblivious to us, the audience.
I tried not to, but I fell asleep.”
MYTHS AND MISTAKES OF
TECHNICAL PRESENTATIONS
Popular Myth: A technical audience requires a
lot of technical details in order to evaluate the
speaker’s ideas
• In 1989 HP conducted a survey to determine what
technical presenters want to hear from other technical
presenters.
Result: Listeners want talks easy to follow and
well organized; they want simplified message
“less is more”
• Studies showed that simplifying and repeating the main
idea will result in increased attentiveness and retention
MYTHS AND MISTAKES OF
TECHNICAL PRESENTATIONS
Popular Myth: Content is everything. Style is
unimportant and enthusiasm is offensive
• HP study indicated that technical audience wanted more
enthusiasm and effective style, which included better
visual assistance.
• Often unenthusiastic delivery will ruin a speaker’s
effectiveness
Mehrabian, a communication theorist, showed
that
• Body language and tone of voice together supply
93% of the overall message impact
• Actual words only supply 7% of the overall impact
MYTHS AND MISTAKES OF
TECHNICAL PRESENTATIONS
Popular Myth: The text on the visuals is more
important than the speaker.
• Technical presenters traditionally rely too much on
slides
• Often, technical audiences find the slides distracting
and boring
Remember, the speaker is always the focal
point of presentation, visual assistance helps
• Pace of the presentation
• Flow of the information presented
3 COMPONENTS OF AN
EFFECTIVE PRESENTATION
Content
Design (Visual Assistance)
Delivery (Overcoming Speech Anxiety, Exercising Your
Presentation Muscle)
 PLANNING YOUR
PRESENTATION
What do you present? Why do you present?

How do you
Who is your audience?
Present?

How Long do you present? Where do you present?

PRESENTATIONS – OPENING
AND CLOSINGS (WHAT AND
HOW)
Each presentation (as good stories) have an
• Introduction (tell them what you are going to tell them)
• Body (tell them)
• Conclusion (tell them what you just told them)
OPENINGS
Purpose
• Grab audience’s attention so that they will want to
hear what you have to say
• Should be a “grabber” or “attention seeker”
• Not only arouse interest, but also suggest theme of
speech
• Openings can be dramatic, emotional, humorous or
rhetorical
• Opening does not have to have words, you can use
gestures, demonstration, silence – related to the
topic
GOOD OPENINGS
Startling question
Challenging statement
Appropriate short quotation or illustration
Surprising generalization
Exhibit – object, article, picture
Personal story
POOR OPENINGS
Long or slow-moving quotation
Self introduction
Apologetic statement
Story, joke or anecdote which does not connect to the theme
Stale remark
Statement of your objective
CLOSINGS OF
PRESENTATION
Purpose
• Accent your speech objectives
• Leave the audience with something to remember
• Closing is the “whip-cracker”, the “clincher”, ultimately
the “result getter”.
• Closing can be dramatic, emotional, humorous or
rhetorical
• Closing does not have to have words; you can use
props, gestures, a demonstration or silence
• Closing must tie with your opening and your theme
• Poor closing can seriously detract from an otherwise
excellent presentation
GOOD CLOSINGS
Call or an appeal for definite action
Appropriate short quotation or illustration
Exhibit – an object, article, picture
Personal challenge
POOR CLOSINGS
Commonplace statement delivered in a commonplace way
Apologetic statement
Stale remark
Solicitation of questions
BODY PRESENTATION
STRATEGY
(DEDUCTIVE STRATEGY)
Decide on what sort of message you will be
delivering
Deductive Strategy
• Speaker immediately presents the main idea,
provides the supporting detail, then recaps her
main idea.
• Usually used to present good news or routine
statements
Example:
• Main Idea: My grant proposal was funded
• Detail: This means more money for research …
• Recap: Hard work is rewarded.
 BODY PRESENTATION
STRATEGY
(INDUCTIVE STRATEGY)
Speaker begins only by hinting at the main idea,
then presents details leading to the main idea
• usually from most easily acceptable details to more
“controversial” details
After details the main idea is communicated
Speaker concludes with recap
Example:
• Hint: We compliment your research efforts and would like to
explain some recent events – NSF funding was cut,
strategic direction was changed, ..
• Main Idea: Although it was a good effort, we must pull the
funding from this line of research.
• Recap: You will need to switch directions of research.
FORMULAS FOR
SPEECH/PRESENTATION
ORGANIZATION
OIBCC – Basic Formula
• Opening – grab attention
• Introduction – “Why bring this topic up?”
• Body – bulk of the presentation
• Remember that for every important point that you make, you
must provide support and this support can take the form of
• Statistics, analogies, testimony, illustrations, or specific
examples.
• Conclusion – summarize briefly points
• Close – last strong sentences that leave the audience
with something to remember
• Must tie to your main idea and should tie to your
opening to be effective
VISUAL ASSISTANCE
(HOW)
Studies show that people store and access information in three
primary ways:
• Visually, auditorially, kinesthetically
Adults absorb, retain and learn:
• 10% what they read
• 20% what they hear
• 30% what they read and hear
• 50% what they hear and see
• 90% what they do
VISUAL MEDIUM
(HOW)
Visuals support the speech
Visuals are used to dramatize and clarify the
message
Visuals should assist you in controlling
• Pace of the presentation
• Flow of the information
CREATING YOUR
VISUALS (HOW)
14 lines per visual (max)
• Do not put too much information within a single visual
A title for each visual
• Title must be meaningful
Simple readable labels
• Labels on charts or graphs should be specific and precise
(balance with simplicity)
• Labels must be meaningful yet simple
Readable from the rear
• Print size at least 24 points
No more than 3-5 major points
• Each point must be easily identifiable
• Use highlights, colors, bullets, different text size
CREATING YOUR
VISUALS (HOW)
Consistency is a must

Use colors appropriately

• Never use the color red for your main text, title or labels, red color
is difficult to read from distance
• Use red as a highlight color, indicating problem area
• Use green as a highlight color
• Two of the most common and readable colors are blue and black
• Blue color (especially light blue) is the most soothing color on an
eye.
Visuals Must be organized
• Your visuals must have introduction, body and closing
PRESENTATION DELIVERY
(WHO AND HOW AND WHAT)
Albert Mehrabian, a well-known communication
theorist, specifies that message impact can be
divided into three factors:
Body language
• Contributes 55% toward message impact
Tone of voice
• Contributes 38% toward message impact
Actual words
• Contributes 7% toward message impact
EXERCISING YOUR PRESENTATION
MUSCLE (HOW AND WHY)
Do you exercise your presentation muscle?
• Need practice good speaking skills by delivering oral
presentations on a regular basis
 USEFUL TIPS AND TOOLS TO
OVERCOME SPEECH ANXIETY (HOW)
Skills Training
• Do practice your speech at home

• Do forget about forgetting

• Breathe slowly and deeply before/during speech
• Keep your body relaxed
USEFUL TIPS AND TOOLS TO
OVERCOME SPEECH ANXIETY (HOW)
Symptoms of Speech Anxiety:
• Nervous when asked to give a speech? Before speech your heart is
racing? Are you fearful that you will begin to shake? Are you fearful that
your words will somehow be lost? Are you afraid that you are not going to
be understood?
USEFUL TIPS AND TOOLS TO
OVERCOME SPEECH ANXIETY
(HOW)
Skills Training
• Do memorize your first and last few sentences
• Do divert your nervous energy into helpful gestures and
movements, do not repress your nervousness
• Don’t pace
• Don’t fumble with a pencil, watch, or ring while you speak
• Don’t speak too rapidly
 TIME CONTROL (HOW
LONG)
Prepare SEVERAL versions:
• 5 minute presentation of your research (on the way to the train
station or in the elevator)
• 15 minute presentation of your research (in conference)
• 45-50 minute presentation of your research (in job talk, invited talk,
keynote)
• 55-100 minute presentation of your research (in classroom)
Be in control of time
• You may lose audience otherwise
• Always get alternative material ready in case if technology fails.
PLACE (WHERE)
Small Conference room
Big auditorium
Big and long conference room
AUDIENCE (WHO)
Background
Age
Hobby
Interest
…
DEALING WITH
PODIUM PANIC
Audiences are forgiving
Nervousness is usually invisible
Be yourself
Practice deep breathing/ visualization techniques
Begin in your comfort zone
EYE CONTACT
Never let them out of your sight

Looking them in the eye makes them feel that they are
influencing what you say

Eye contact – Approximate Conversation

BODY LANGUAGE
Don’t do the followings:
Lean on or grip the podium
Rock or sway in place
Stand immobile
Use a single gesture repeatedly
Examine or bite your fingernails
Cross your arms in front of your chest
Chew gum or eat candy
Click or tap your pen, pencil or pointer
VOICE

Voice Intelligibility
• Articulation
• Pronunciation
• Vocalized pauses
DESIGN CONCEPTS

Big
Simple
Clear
BIG

Audience should be able to read everything from the back

row
At least 28 font size, preferably 36
Use the floor test
SIMPLE
No more than 6 lines per slide
No more than 7 words per line
CLEAR
Arial or Helvetica
Blue background with yellow text

Avoid overuse of red, shadows, animation and transitions

Beware of busy backgrounds
QUESTION N ANSWERS
Beginning of a whole new interactive presentation
Opportunity to make a point
Most presentations are won or lost here
QUESTION N ANSWERS
Anticipate lines of Don’t repeat
questioning negative
questions
Rehearse
Clarify question
Keep answers
brief Move your eyes
off questioner
Be honest
If negative, end
Avoid negative your response
words focused on
somebody else
QUESTION N ANSWERS
Look at the questioner.
Remain neutral and attentive.
Listen to the whole question.
Pause before you respond.
Address the questioner, then move your eyes to others.
EASY AS A B C
“I can’t Answer that question Because …, but I Can tell
you…”
DON’T OVERLOAD
SLIDES
SUMMARY
Pay attention to oral communication in every technical
communication !!!
Giving Presentations is not the only oral communication :
Asking good questions is also oral and memorable
communication
Be sincere, interested, enthusiastic, warm and friendly –
be yourself!!!
Ultimate Goal: Be effective Communicator in every
Situation
Other Questions connected to Oral Communication
• What if people walk out in the middle of my talk?
• What if I don’t know the answer to questions?
• What if I make a mistake during presentation?
• What if I forgot a detail in my presentation?
• …..
REFERENCES/
ACKNOWLEDGMENTS
Toastmaster club
• http://www.toastmasters-public-speaking.com/toastmaster-club.html
Source for the Presented Material: “Creative Communication by
LBM”, Company in NJ