Data Graphics

Delivering a presentation

Explain the purpose of using different types of presentation and equipment

Using different types of presentation and equipment to provide information is because people assimilate information in different ways. Some people acquire information best by visual means; others by audio means; still others by hands-on experience.
We all learn differently.

Also it will depend on our location and facilities available to hand. For example do we need

WiFi or a data projector and screen. These are things we need to ask ourselves when creating a presentation.

 Explain different ways of delivering presentations and their features

What Helps you to Decide your Presentation Method?

In making a decision about your presentation method, you have to take into account several key aspects. These include:

• The facilities available to you by way of visual aids, sound systems, and lights. 
  Obviously you cannot use facilities that are not available. If you are told that you will need to present without a projector, you’re going to need to decide on a method that works without slides.
• The occasion. 
  A formal conference of 200 people will require a very different approach from a presentation to your six-person team. And a speech at a wedding is totally different again. Consider the norms of the occasion. For example, at a wedding, you are not expected to use slides or other visual aids.
• The audience, in terms of both size and familiarity with you, and the topic. 
  If it’s a small, informal event, you will be able to use a less formal method. You might, for example, choose to give your audience a one-page handout, perhaps an infographic that summarises your key points, and talk them through it. A more formal event is likely to need slides.
• Your experience in giving presentations. 
  More experienced presenters will be more familiar with their own weak points, and able to tailor their preparation and style to suit. However, few people are able to give a presentation without notes. Even the most experienced speakers will usually have at least some form of notes to jog their memory and aid their presentation.
• Your familiarity with the topic. 
  As a general rule, the more you know about it, the less you will need to prepare in detail, and the more you can simply have an outline of what you want to say, with some brief reminders.
• Your personal preferences. 
  Some people prefer to ‘busk it’ (or ‘wing it’) and make up their presentation on the day, while others prefer detailed notes and outlines. You will need to know your own abilities and decide how best to make the presentation.  When you first start giving presentations you may feel more confident with more detailed notes. As you become more experienced you may find that you can deliver effectively with less.

Here are some ideas.

	Very formal	Formal	Informal	Very informal
Suitable occasion	Large conference	Smaller conference or group where you don’t know the audience	Smallish group, probably internal, but not all known to you	Small team meeting where you know the other participants
Purpose	Provide information to a large number of people	Provide information, but also get reaction	Provide information, hear reaction, respond; possibly discuss	Provide information, or generate discussion
Stand or sit?	Stand	Stand	Stand or sit	Probably sit
Present from where?	A lectern	The front of the room.	Either within the group or from the front	Your place at a table, or within the group
Visual aids	Yes, slides controlled from the lectern. Can also use video or other multimedia.	Yes, slides, but kept fairly simple.	Yes, but keep them to a minimum.	Perhaps a one-page summary of your key points.
Sound systems/ microphone	Yes	Yes	Probably not	No
Type of room	Large conference hall	Conference room or meeting room	Meeting room or office	Meeting room or office
What will you have to provide in advance?	Copy of your slides	Copy of your slides	Handout of some sort	Nothing expected
Audience interaction	A formal question session afterwards is usual	Formal questions, but you may get interruptions during your presentation	Fairly interactive; up to you to handle questions or discussion during the session	Likely to be very interactive if you allow.

 Explain the procedures to be followed when preparing a presentation

A Presentation Is...

A presentation is a means of communication that can be adapted to various speaking situations, such as talking to a group, addressing a meeting or briefing a team.

A presentation can also be used as a broad term that encompasses other ‘speaking engagements’ such as making a speech at a wedding, or getting a point across in a video conference.

To be effective, step-by-step preparation and the method and means of presenting the information should be carefully considered. 

A presentation requires you to get a message across to the listeners and will often contain a 'persuasive' element. It may, for example, be a talk about the positive work of your organisation, what you could offer an employer, or why you should receive additional funding for a project.

Consider the following key components of a presentation:

Context

Ask yourself the following questions to develop a full understanding of the context of the presentation.

• When and where will you deliver your presentation?
  There is a world of difference between a small room with natural light and an informal setting, and a huge lecture room, lit with stage lights. The two require quite different presentations, and different techniques.
• Will it be in a setting you are familiar with, or somewhere new?
  If somewhere new, it would be worth trying to visit it in advance, or at least arriving early, to familiarise yourself with the room.
• Will the presentation be within a formal or less formal setting?
  A work setting will, more or less by definition, be more formal, but there are also various degrees of formality within that.
• Will the presentation be to a small group or a large crowd?
• Are you already familiar with the audience?
  With a new audience, you will have to build rapport quickly and effectively, to get them on your side.
• What equipment and technology will be available to you, and what will you be expected to use?
  In particular, you will need to ask about microphones and whether you will be expected to stand in one place, or move around.
• What is the audience expecting to learn from you and your presentation?
  Check how you will be ‘billed’ to give you clues as to what information needs to be included in your presentation.

• a. Preparing your presentation

  There are eight stages to preparing a presentation.

  1. Objectives

  • Why are you giving this talk?
  • Who will you be talking to?
  • How much do they know about the subject already?
  • What effect do you want your presentation to have?

  2. Limitations

  • How long have you got?
  • Do you have to follow a certain format?
  • Where will you be giving your presentation?
  • Can you change the room around to suit your preferences?

  3. Main points

  • Decide on your main points: no more than three points in a 10-minute talk
  • Is there a logical connection between these points?
  • What evidence can you produce to support your points and make your case clear?

  4. Beginning

  • Briefly introduce yourself
  • Check that they can all see and hear you
    (see: Giving your presentation)
  • Let them know if you are going to take questions as you proceed or invite discussion at the end?
  • You may want to give an outline of the structure of the talk, so the audience know where it is going
  • You'll need to gain the audience's attention, so think carefully how you will introduce your topic - for example, you could start with an anecdote, a question or some contradictory statements

  5. Middle

  Prepare your talk so you lead the audience through your main points in a logical and interesting fashion. It helps if you plan for variety in the ways you present your case.
  Where they are appropriate, you could plan to use:
  • examples, anecdotes and case histories
  • charts and graphs
  • handouts (will you issue them at the start? in the middle? at the end?)
  • slides
  • video clips
  • artefacts which people can pass round.

  6. End

  Summarise what you have said: ‘In this talk we have discussed...'
  Make your conclusions: ‘It is clear that...'
  Plan to leave the audience a parting shot to stimulate their thoughts.

  7. And then...

  When you have written your presentation, look it over carefully, from the viewpoint of your intended audience.
  • Does it meet the objectives?
  • Is the structure as logical as can be?
  • Is the content right for the audience?
  • Is it too long?
  Then revise the presentation.

  8. Visuals

  Prepare your visuals (PowerPoint slides, Overhead Projector foils, etc).
  Make sure they are clear, and that any text is big enough (24 points or larger).
• 
  

 Explain the benefits of preparing for giving a presentation

b. Practising your presentation

Once you have prepared, you need to do five things before you actually give your presentation.

Practise

Practise giving your talk on your own:

• get used to the sound of your own voice, ideally in a room of the size you will be using.
• check how long your talk is.
• when you're happy with it, try the presentation out on a friend.

Visuals

Are your visuals effective? Practise using your visuals:

• talking to the audience, not to the screen
• combining giving your talk with changing the slides.

Script

Unless you are good at reading stories aloud, it is best not to read from a script - it can sound very 'wooden' and the fact that you are reading it distances you from your audience.

A far better solution is to write key words, phrases and facts on index cards. Make sure that the writing is large enough to read at a glance and take care to keep the cards in sequence.

Space

Arrive in good time. Spend a few minutes getting familiar with the room and any audio-visual equipment you'll be using. Allow yourself time to get comfortable in the space — this is your space where you will give your talk.

Breathing

When people are nervous, they tend to take quick, shallow breaths, which makes their voice sound weak. This makes them feel even more nervous. Here's how to overcome this, and feel more relaxed:

1. Breathe in slowly and deeply, concentrating on filling your tummy with air with each breath
2. Breathe out slowly, getting rid of as much air as you can
3. Repeat five times.

 Describe the types of problems that may occur with equipment and how to deal with them

Handling Problems during a Presentation

Problems can occur at any time during a presentation that involves an audience. Visual aids can get screwed up; loud sounds can interfere with the audience's understanding of your point; or you might just make a mistake in what you say — or how you say it — during your presentation.

The time to think of a witty line to deal with a problem in your presentation is before the problem occurs, because more than likely, you'll be too nervous at that moment. Using humour shows your audience that you're not upset and that you're still in control. Staying on your toes at all times is important, because unfortunately, lots of problems can occur when you're giving a presentation.

Visual-aid problems

Those pesky slides, overheads, or writing tools never seem to work right when you want them to. Take a look at some annoying issues with visual aids and what you can say in response to operational hangups:

• A slide or overhead is projected upside down.

• I'll get another one; this one must be defective.

• It looks good no matter how you look at it.

• For those of you sitting on your heads.

• Someone points out a spelling error on a slide.

• As a famous author once said, "I never respected anyone who couldn't spell a word more than one way."

• You're writing on a flip chart, and the highlighter runs out of ink.

• Obviously, I've come to the dry part of my presentation.

Distracting noises

Loud noises have a way of occurring just when you're in the middle of an important point. Take a look at some distracting noises and things you can say in response:

• Your microphone emits an ear-busting squeal.

• It must have been something I ate.

• A police, fire, or ambulance siren disturbs your presentation.

• [Name of someone the audience knows] is late again.

• I told them not to pick me up for another hour.

• A cell phone rings in the audience.

• Tell them I'm busy right now.

You make a mistake

Nobody is perfect. Unfortunately, many of us realize this truth while giving a presentation. Take a look at some possible mistakes you can make and things you can say in response:

• You make a point that no one understands.

• I can explain your difficulty understanding my (last point, chart, plan, whatever): In my previous job, I wrote instructions for putting together children's toys.

• You mispronounce a word or say something stupid.

• I feel like the javelin thrower who won the coin toss and elected to receive.

 Explain the purpose and benefits of contingency planning

The importance of having a contingency plan when delivering a presentation are things can go wrong.

Whether it be a location change, equipment malfunction, or your computer crashes,

it is important to have a Plan B if things don't go to plan. For example hand outs to highlight

your important key points if a computer or equipment fails.

Explain the purpose and benefits of collecting feedback from the audience on the presentation

Collecting feedback from your audience is vital to understand what went well and what could have been done better.

Does the audience understand my information I was delivering?

Was I clear and concise?

Was the presentation interesting?

Did the audience digest the information I delivered?

Explain the purpose and benefits of evaluating presentations and own performance

When we have completed a presentation it is important to take time to reflect from the audience feedback, and to evaluate our own performance. 

Asking key questions...What could I have done better if I were to do the presentation again.

The benefits are that we improve the next time we deliver a presentation and we learn from our mistakes. 

Here are some areas to evaluate.

How did you do on the following areas.

Presence

As you get up to give your presentation, make a conscious effort to stand tall, take a deep breath and look as if you're going to enjoy being there.

Eye contact

Make eye contact with people in your audience in a friendly way. People respond much better when they think you are talking to them.

In a small room, try to make eye contact with each person in the audience; in a larger hall, make eye contact with different groups in the audience.

Voice

• Speak slowly and clearly
• Speak loudly enough so everyone can hear
• Remember to breathe slowly and deeply

Movement

You are allowed to move as you give your presentation, but avoid pacing up and down or fiddling with your hands, spectacles or pen. Keep your hands out of your pockets and away from your face.

It can help add variety and interest to come to the front of the podium to deliver a telling point. Try to avoid hiding behind the lectern.

 Explain and illustrate how presentations may be enhanced by materials and equipment

When to use visual aids

Words and images can be used throughout your presentation from the introduction to the conclusion. However, remember to restrict their use to key moments in your presentation; an over use of visual aids can be hard to follow.

Think about using visual aids at the following times:

Introduction

• display the title of your presentation;
• define particular technical terms or units;
• indicate a structure to your presentation by listing your main points;
• display an image which encapsulates your theme(s);
• highlight a question you intend answering during the course of your presentation;

Main points

• highlight new points with an appropriate image or phrase;
• support technical information with clearly displayed data;
• indicate sequence by linking points together;
• offer evidence from your research to support your argument;

Conclusion

• summarise your main points on a slide;
• present your conclusion in a succinct phrase or image;
• display your key references to allow your audience to read more on your topic.

Different types of visual aids

There are many different types of visual aids. The following advice will help you make the most of those most commonly used.

PowerPoint (or equivalent)

Microsoft PowerPoint is probably now the most commonly used form of visual aid. Used well, it can really help you in your presentation; used badly, however, it can have the opposite effect. The general principles are:

Do	Don't
use a big enough font (minimum 20pt)	make it so small you can't read it
keep the background simple	use a fussy background image
use animations when appropriate	but don't over-do the animation - it gets distracting
make things visual	use endless slides of bulleted lists that all look the same

For more detailed guidance see the Using PowerPoint study guide.

Overhead projector slides/transparencies

Overhead projector slides/transparencies are displayed on the overhead projector (OHP) — a  very useful tool found in most lecture and seminar rooms. The OHP projects and enlarges your slides onto a screen or wall without requiring the lights to be dimmed. You can produce your slides in three ways:

• pre-prepared slides : these can be words or images either hand written/drawn or produced on a computer;
• spontaneously produced slides: these can be written as you speak to illustrate your points or to record comments from the audience;
• a mixture of each: try adding to pre-prepared slides when making your presentation to show movement, highlight change or signal detailed interrelationships.

Make sure that the text on your slides is large enough to be read from the back of the room. A useful rule of thumb is to use 18 point text if you are producing slides with text on a computer. This should also help reduce the amount of information on each slide. Avoid giving your audience too much text or overly complicated diagrams to read as this limits their ability to listen. Try to avoid lists of abstract words as these can be misleading or uninformative.

White or black board

White or black boards can be very useful to help explain the sequence of ideas or routines, particularly in the sciences. Use them to clarify your title or to record your key points as you introduce your presentation (this will give you a fixed list to help you recap as you go along). Rather than expecting the audience to follow your spoken description of an experiment or process, write each stage on the board, including any complex terminology or precise references to help your audience take accurate notes. However, once you have written something on the board you will either have to leave it there or rub it off - both can be distracting to your audience. Check to make sure your audience has taken down a reference before rubbing it off - there is nothing more frustrating than not being given enough time! Avoid leaving out of date material from an earlier point of your presentation on the board as this might confuse your audience. If you do need to write ‘live’, check that your audience can read your writing.

Paper handouts

Handouts are incredibly useful. Use a handout if your information is too detailed to fit on a slide or if you want your audience to have a full record of your findings. Consider the merits of passing round your handouts at the beginning, middle and end of a presentation. Given too early and they may prove a distraction. Given too late and your audience may have taken too many unnecessary notes. Given out in the middle and your audience will inevitably read rather than listen. One powerful way of avoiding these pitfalls is to give out incomplete handouts at key stages during your presentation. You can then highlight the missing details vocally, encouraging your audience to fill in the gaps.

Flip chart

A flip chart is a large pad of paper on a stand. It is a very useful and flexible way of recording information during your presentation — you can even use pre-prepared sheets for key points. Record information as you go along, keeping one main idea to each sheet. Flip back through the pad to help you recap your main points. Use the turning of a page to show progression from point to point. Remember to make your writing clear and readable and your diagrams as simple as possible.

Video (DVD or VHS)

Video gives you a chance to show stimulating visual information. Use video to bring movement, pictures and sound into your presentation. Always make sure that the clip is directly relevant to your content. Tell your audience what to look for. Avoid showing any more film than you need.

Artefacts or props

Sometimes it can be very useful to use artefacts or props when making a presentation (think of the safety routine on an aeroplane when the steward shows you how to use the safety equipment). If you bring an artefact with you, make sure that the object can be seen and be prepared to pass it round a small group or move to different areas of a large room to help your audience view it in detail. Remember that this will take time and that when an audience is immersed in looking at an object, they will find it hard to listen to your talk. Conceal large props until you need them; they might distract your audience’s attention.

Designing visual aids

There are many different rules for designing visual aids, some of which will apply directly to different kinds of equipment. In general, sticking to the following guidelines will produce high quality visual images:

• use one simple idea for each visual;
• make the text and diagrams clear and readable;
• avoid cluttering the image;
• keep your images consistent (use the same font, titles, lay out etc. for each image);
• make sure your images are of a high quality (check for spelling and other errors).

Always remember that an audience should be able to understand a visual image in a matter of seconds.

 Explain and illustrate how presentations may be enhanced by use of communication and interpersonal skills

Using positive body language

Body language plays an important role in presentations as it can tell its own story to the audience. It is therefore critical for presenters to identify and be able to demonstrate the positive body language that they should aim to exhibit when delivering presentations.

This tool identifies the characteristics of positive body language and provides advice on how to show it. This will also highlight body language that can be counterproductive when interpreted by audience members.

Tool aims

• To understand the importance of presenters' body language when delivering presentations
• To identify the characteristics of positive body language
• To practise exhibiting positive body language when presenting.

Effective verbal communication

 Information can be effectively communicated to the audience, looking at the presenter’s language and the way they present their content. It helps the learners to address issues such as tone of voice, clarity, use of language and ways of highlighting a presentation’s core messages. This is an essential tool for learners who have to present regular presentations.

Tool aims

• To appreciate the impact of voice on presentations
• To understand how tone of voice can be used to improve communication
• To understand the importance of use of appropriate language in presentations
• To identify different strategies of highlighting core messages.

Describe how to gauge audience reaction to the presentation

To connect with your audience, you need to understand why your topic is important to them. What do they expect to learn from the presentation? Don't assume the audience is like you. They may have cultural or geographic biases and the more you understand them, the better you can express yourself to them and avoid speaking gaffes. It is also important to know the level of knowledge they have about your topic, so you can present the information with the correct tone to keep people interested and engaged. There is nothing more insulting than to present basic information to a highly knowledgeable audience, and conversely, speak at too high a level for a novice audience.

Engaging the audience

This tool will be useful for learners who wish to develop their skills in engaging with the audience so that they pay closer attention to the content and the core messages.

Learners will be able to explore strategies for managing the expectations of different types of audiences and being able to identify the signs that members of the audience are not engaging with the design and delivery of the presentation. Support is also provided on how to deal effectively with questions from audience members.

Tool aims

• To identify different ways of engaging with the audience
• To practise strategies that can be used to align the content of the presentation with different contexts
• To consider approaches to dealing with questions from the audience.

 Explain the purpose and benefits of summarising important features of the presentation

SUMMARY

This portion should be very brief and simple. Here is your chance to reinforce the central theme and purpose of your presentation.

 Briefly emphasize the key points and main ideas of your script in this section.
There is an old axiom that says … “Tell them what you are going to tell them, tell them, and then tell them what you told them.” 

This pretty well sums it up.

Question and answer sessions often follow a final summary and are very productive if managed properly. 

Encourage questions from the audience if time or format permits, but be prepared to answer them. If you do not know the correct answer to a question, don’t try to fake it.

Refer the question to someone who can answer it correctly or make a note to yourself to obtain the answer later. 
When you do, contact the person or persons who asked it as soon as possible. 
This makes an excellent door opener for follow up calls.

Describe the purpose and benefits of giving the audience opportunities to ask questions

Allowing the audience to ask questions after your presentation is an excellent way to reinforce your message and continue to sell your ideas. In addition, because listeners can ask for clarification, audience members are less likely to leave your presentation or speech with misconceptions about the concepts you delivered. Because of these benefits, the question and answer period is actually another presentation and vital to most speaking situations. It is like a presentation after the presentation.