Oral Presentations

A common assignment in technical writing courses—not to mention in the workplace—is to prepare and deliver an oral presentation, a task most of us would be happy to avoid. However, while employers look for coursework and experience in preparing written documents, they also look for experience in oral presentations as well. Look back at the first chapter to refresh your memory on how important interpersonal communication skills are in the workplace.

If you can believe the research, most people would rather have root canal surgery without novocaine than stand up in front of a group and speak. The task of public speaking is truly one of the great stressors. But with some help from the resources that follow, you can be a champion presenter.

When you finish this chapter, you should be able to plan and prepare a talk or presentation, deliver the presentation, create presentation materials that reflect standards of effective presentation, and evaluate presentations delivered by others, including classmates.

Contents and Requirements for the Oral Presentation

The focus for your oral presentation should be clear before you begin. Make sure your goal for the presentation is clear; then, you can begin working to create an understandable presentation which requires you to organize, plan, and time your discussion in a way to engage and persuade your audience. You don’t need to be Mr. or Ms. Slick-Operator—just present the essentials of what you have to say in a calm, organized, well-planned manner.

When you give your oral presentation, your listeners will be seeking similar outcomes. Use the following as a requirements list to focus your preparations:

Figure 5: Diagram of Presentation, David McMurray and Cassandra Race. “Sexy Technical Communication – Oral Presentations.” iBooks.
Effective Oral Presentations

An effective oral presentation is more about creative thinking on your feet and basic skills than about wearing good shoes and knowing how to turn on the computer projector. Allow the presentation to remind you of your key points rather than using the presentation slides to outline every single idea and statement you plan to share. Companies have long cried for graduates who can give dynamic talks, and they have long relied on presentations as a key way to sway concerned parties towards a desired outcome. But many presenters make the mistake of trying to let the computer, bells and whistles blaring, do all the work for them. They forget the fundamentals of oral presentation, and thus whatever polish they have quickly loses its luster.

To become a modern speaker worth listening to, whether you’re serving as a company representative or presenting at a conference, you must come fully prepared, engage your audience’s attention and memory, read the audiences’ reactions, attend to some visual design basics, and take stock of how you come across as a speaker.

Preparing for a Talk

There’s a rule-of-thumb in carpentry: Measure twice, cut once. The tenets behind this principle should be obvious—once a mistake is made, it’s difficult or impossible to undo. Though the carpenter can usually spackle or glue to repair, as a speaker you simply cannot get back those three minutes you just wasted in a fifteen-minute presentation. The following preparation principles will keep you right on track.

Preparing for the Oral Presentation

Pick the method of preparing for the presentation that best suits your comfort level with public speaking and with your topic. However, plan to do ample preparation and rehearsal—some people assume that they can just jump up there and ad lib for so many minutes and be relaxed and informal. It doesn’t often work that way—drawing a mental blank is the more common experience. A well-delivered presentation is the result of a lot of work and a lot of practice.

Here are the obvious possibilities for preparation and delivery:

Of course, the extemporaneous or impromptu methods are also out there for the brave and the adventurous. However, please bear in mind that people will be listening to you—you owe them a good presentation, one that is clear, understandable, well-planned, organized, and on target with your purpose and audience.

It doesn’t matter which method you use to prepare for the talk, but you want to make sure that you know your material. The head-down style of reading your report directly from a script has problems. There is little or no eye contact or interaction with the audience. The delivery creates a dull, boring monotone that either puts listeners off or is hard to understand. And, most of us cannot stand to have reports read to us!

For many reasons, most people are nervous when they give oral presentations. Being well prepared is your best defense against the nerves. Try to remember that your classmates and instructor are a forgiving, supportive group. You don’t have to be a slick entertainer—just be clear, organized, and understandable. The nerves will wear off someday, the more oral presenting you do. In the meantime, breathe deeply and enjoy.

The following is an example of an introduction to an oral presentation. You can use it as a guide to planning your own.

Figure 6: “Introductory Remarks in an Oral Presentation” by David McMurray and Cassandra Race. “Sexy Technical Communication – Oral Presentations.” iBooks.

Delivering an Oral Presentation

When you give an oral report, focus on common problem areas such as these:

The following is an example of how topic headings can make your presentation easy for your listeners to follow.

Figure 7: “Examples of Verbal Headings in an Oral Presentation.” David McMurray and Cassandra Race. “Sexy Technical Communication – Oral Presentations.” iBooks.

Planning and Preparing Visuals for Oral Presentations

Prepare at least one visual for this report. Here are some ideas for the “medium” to use for your visuals:

Avoid just scribbling your visual on the chalkboard or whiteboard. Whatever you scribble can be neatly prepared and made into a presentation slide or posterboard-size chart. Take some time to make your visuals look sharp and professional—do your best to ensure that they are legible to the entire audience.

As for the content of your visuals, consider these ideas:

During your actual oral report, make sure to discuss your visuals, refer to them, guide your listeners through the key points in your visuals. It’s a big problem just to throw a visual up on the screen and never even refer to it.

As you prepare your visuals, look at resources that will help you. There are many rules for using PowerPoint, down to the font size and how many words to put on a single slide, but you will have to choose the style that best suits your subject and your presentation style.

The two videos that follow will provide some pointers. As you watch them, make some notes to help you remember what you learn from them. The first one is funny…Life After Death by PowerPoint by Don McMillan, an engineer turned comedian.

Life After Death by PowerPoint. “Life after Death by PowerPoint” by Don McMillan, licensed under a Youtube license.Excerpt From: David McMurray and Cassandra Race. “Sexy Technical Communication – Oral Presentations.” iBooks.

You may also have heard about the presentation skills of Steve Jobs. The video that follows is the introduction of the iPhone…and as you watch, take notes on how Jobs sets up his talk and his visuals. Observe how he connects with the audience…and then see if you can work some of his strategies into your own presentation skills. This is a long video…you don’t need to watch it all, but do take enough time to form some good impressions.


Attributions

Slides, PowerPoint Presentations, and Preparing for a Talk

Microsoft introduced PowerPoint in 1990, and the conference room has never been the same. Millions were amazed by the speed with which a marketing professional or an academic could put together a consistent, professional-looking slide presentation. And then…

At some point, somebody with critical thinking skills asked a great question: “Do we really need all these slide shows?” The stock images of arrows, business people in suits, stick figures scratching their heads, and the glowing, jewel-toned backgrounds eventually looked tired and failed to evoke the “wow” reaction presenters desired.

Microsoft is attempting to refresh the design options for PowerPoint, and there are dozens of good alternatives, some of them free (Keynote, Slide Bureau, Prezi, SlideRocket, Easel.ly, Emaze, Slidedog). But the fundamental problem remains—text-heavy, unfocused, overlong presentations are the problem, not the software. If you are sure that a visual presentation will provide something necessary to your audience, keep the number of slides and the amount of text on each slide to a bare minimum. Think of a slide presentation as a way of supporting or augmenting the content in your talk; don’t let the slides replace your content.

If you had planned to read your slides to the audience, don’t. It’s considered one of the single most annoying choices a presenter can make. Excessively small text and complex visuals (including distracting animations) are frequently cited as other annoyances. Use your presentation slides as a way to engage your audience, introduce key ideas in short phrases, and provide a visual design strategy to help you share the complex information built into your presentation.

Try to design your slides so that they contain information that your viewers might want to write down; for example, good presentations often contain data points that speakers can’t just rattle off or quick summaries of key concepts that viewers won’t be able to make up on the fly. If you can’t explain how the slides add value to your presentation, don’t use them.

To get a feel for what may annoy your audience, try Googling “annoying PowerPoint presentations.” You’ll get a million hits containing helpful feedback and good examples of what not to do. And finally, consider designing your presentation to allow for audience participation instead of passive viewing of a slideshow—a good group activity or a two-way discussion is a far better way to keep an audience engaged than a stale, repetitive set of slides.

Tips for Good Slides

All of the design guidelines in this competency will help you design consistent, helpful, and visually appealing slides. But all the design skill in the world won’t help you if your content is not tightly focused, smoothly delivered, and visible. Slides overloaded with text and/or images will strain your audience’s capacity to identify important information. Complex, distracting transitions or confusing (or boring) graphics that aren’t consistent with your content are worse than no graphics at all. Here are some general tips:

Helping Your Audience Remember Your Key Points

Andy Warhol is known for the comment that everyone will be famous for fifteen minutes. If your fifteen minutes of fame is during your oral presentation, you want to be sure not to waste your opportunity. I’m amazed at how many times I’ve sat through a talk and come away with only a vague sense of what it was about. There are many reasons for this—some speakers view their talk as simply a format for reading a paper, while others fill the air with many words but little substance—but the most common reason is the simplest one: the speaker showed uncertainty about the talk’s alleged subject. If you don’t spell out your premise, highlight your key points, and make it easy for your audience to remember the thrust of your presentation, you can’t expect your listeners to come away with understanding and investment.

To ensure an engaged audience for your talk, follow these practices:

Mastering the Basics of Slide Design

PowerPoint helps us to think of each projected page as a “slide” in a slideshow. But just as someone else’s home movies can be thoroughly uninteresting if they’re grainy, poor in quality, and irrelevant, PowerPoint slides that are too flashy, cluttered, meaningless, or poorly designed can quickly turn a darkened room full of smart people into a mere gathering of snoozers. As you design your slides, consider these factors:

Maintaining the Look and Sound of a Professional Speaker

Public speaking is often cited by people as their number one fear (with death, ironically, as number two.) Clearly, no one overcomes such fear overnight, and no one set of tips can transmogrify you into a polished speaker. However, you can work through that fear by learning from the successes of others. As Christopher Lasch once noted, “Nothing succeeds like the appearance of success.” Good speakers attend first to their wardrobe, dressing as well as their “highest ranking” audience member is likely to dress. An equally important part of looking and sounding like a professional speaker is how you handle your body language and your voice. You must exude confidence if you want to be taken seriously, and remember that a high percentage of your audience’s perception is not about what you say but about how you look when you say it. The following guidelines will help you to look good and sound good as you give a talk:


Attributions

11.5 Slides and PowerPoint Presentations by Allison Gross, Annemarie Hamlin, Billy Merck, Chris Rubio, Jodi Naas, Megan Savage, and Michele DeSilva is licensed under a CC-BY-NC-SA 4.0 International License, except where otherwise noted.

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