WRITING AND GIVING

PRESENTATIONS
“It usually takes me more than
three weeks to prepare a good
Impromptu speech”
Mark Twain
SEQUENCE OF PRESENTATION
• Getting Started
• Who is my Audience
• Selection of the topic
• Organizing Your Presentation
• Body
• Conclusion
• Question and Answer Session
• ENHANCING PRESENTATIONS WITH VISUALS
• Writing Your Presentation
• Marking your script
• Practicing your Delivery
• Pronunciation
• Stage Fright
• Conclusion
 GETTING STARTED

• Am I going to explain something

• Am I trying to persuade or inspire my
audience to do something
• Am I hoping to teach my audience
something
• Am I going to give some Instructions
 WHO IS MY AUDIENCE

• Is it an exercise or an actual
situation.
• Are the audience from your own
organization or outsides
• What is the level and background of
the audience
• Expected response from the audience
 SELECTION OF THE TOPIC
• The main idea
• Brainstorming
• Main line of argument
• Drafting an outline
• Gathering information
• Support materials
ORGANIZING YOUR PRESENTATION

• Introduction
– Greet the audience and grab their attention
– Communicate you interest in them
– Introduce your topic and main idea
– Give the sequence of the presentation
– Establish an appropriate tone
 BODY

• Build your presentation around

several key ideas
• Support your main points with
reliable facts and clear examples
• Present your information in short
easy to follow segments
• Use graphic aids and handouts
• Conclusion
• Review your main idea and key points
• Issue a personal challenge
• Come `full circle’ state those arguments or
details that back up your original point
• Recommend a plan of action
• Suggest additional sources of information
• Thank the audience and ask for questions
QUESTION AND ANSWER SESSION

• Listen carefully and think about each part

of the question
• Answer the question concisely and clearly
• Respond honestly when you don’t know
the answer and offer to find an answer
• Look directly at the group when you
answer
• Conclude by thanking the audience for
their participation
ENHANCING PRESENTATIONS WITH
VISUALS
A. Planning Your Presentation Visuals
• Message should remain the focus of
presentation, not visuals
• Select visuals carefully to support message;
use a combination of visuals
• Review plan for each visual to make sure it
supports message
• Follow effective design principles, with
emphasis on accuracy and simplicity
• Use time wisely, to have sufficient time to
practice your presentation
ENHANCING PRESENTATIONS WITH
VISUALS (CONT)
B. Creating Effective slides
• Write contents readable from everywhere in the
room
• Write short, active, parallel phrases that support,
not replace, spoken message
• Avoid complete sentences unless you need to
quote verbatim
• Limit the amount of text so that audience can
focus on listening, not reading
• Simplify print graphics for use on slides but don’t
oversimplify
• Use color to emphasize important ideas, create
contrast, and isolate visual elements
• Limit color to a few compatible choices and use
them consistently
ENHANCING PRESENTATIONS WITH
VISUALS (CONT)
• Make sure your slide background doesn't compete
with the foreground
• Use decorative artwork sparingly; focus on
functional artwork
• Choose fonts that are easy to read on screen; and
use them consistently.
• Use slide masters to maintain consistency
• Use functional animation
• Make sure slide transitions are subtle.
• Build carefully to control the release of information
• Use hyperlinks and action buttons to add flexibility
• Incorporate multimedia elements
ENHANCING PRESENTATIONS WITH
VISUALS
C. Completing Slides and Support Materials
• Review every slide carefully to ensure accuracy,
consistency, and clarity
• Make sure that all slides are fully operational
• Use the slide sorter to verify and adjust the
sequence of slides if needed
• Have a backup plan in case your electronic
presentation plan fails
• Create navigation and support slides.
• Create handouts to back up your presentation
• Practice your delivery to ensure a smooth
presentation
 FORMS OF PRESENTATION

• List: Use a list for a short, informal speech such

as an after-dinner introduction. Think about your
purpose and then list the following:
– Your opening sentence (or two)
– A Summary phrase for each of your main points
– Your closing sentence
 FORMS OF PRESENTATION
• Outline: Use an outline for a more complex or formal
topic. You can organize your material in greater detail
without tying yourself to a word-for-word presentation.
Here’s one way you can do it:
– Opening (complete sentences)
– All main points (sentences)
– Supporting points (phrases)
– Quotations (written out)
– All supporting technical details, statistics and sources
(listed)
– Closing (complete sentences)
– Notes on visual aids (in caps or bold face)
 FORMS OF PRESENTATION
• Manuscript: Use the guidelines below if you
plan to write out your presentation word for
word as you plan to give it:
– Double-space pages (or cards)
– Number pages (or cards)
– Use complete sentences on a page (do not
run sentences from one page to another)
– Mark difficult words for pronunciation
– Mark script for interpretation
MARKING YOUR SCRIPT
Inflection
(arrows)……………………………………………………………..……..for a rise in pitch
for a drop in pitch
Emphasis
(underline or boldface)………………………………………………….....for additional
drive or force
Color
(curved line or italic)…………………………………………….…………..for additional
feeling or emotion
Pause
(diagonal)……………………………………………………………………….for a pause/or
break in the flow
Directions
(brackets)……………………………………………………………………….for movement
[walk to chart]
Or use of visual aids
Pronunciation
(parentheses)………………………………………...............for phonetic ( fo NE tic)
Spelling of words that are
Difficult to pronounce
 Practicing your Delivery
• Maintain Eye contact
• Speak loudly and clearly
• Take your time
• Use your hands to communicate
• Maintain a comfortable erect posture
• Don’t fold your arms
• Don’t clasp your hand behind you
• Don’t keep your hands in pockets
• Don’t rock back and forth
• Don’t fidget with objects
• Avoid meaningless words
 Pronunciation
• Stress pattern
• Intonation
• Animated
• Vocal variety
• Commonly mispronounced words
– Screw, School
– Bomber, Bowl,
– Missile, Strategic
– Modern, Pleasure, Measure
– Mischievous, Publicly, Sovereignty
– Plumber, Victuals
– Quay (Kee)
– Government, Indict – (Iindite)
– Boatswain (Boson)
– Coupon, Menu
– Envelop (e)
 STAGE FRIGHT

• Know your subject well

• Rehearse the Presentation thoroughly
• Schedule your time carefully
• Relax
• Check the equipment
• Don't be “Perfect”, “Just be Good”
 CONCLUSION

• “The human brain is a wonderful

organization. It starts to work as
soon as you are born and doesn’t
stop until you get up to deliver a
talk”
George Jessel
• DON’T LET THAT HAPPEN!