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Presentation Presentation OrganizationOrganization

Jun Dong Cho, Sungkyunkwan Jun Dong Cho, Sungkyunkwan UniversityUniversity

03/31/200703/31/2007

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ORGANIZATION OF ORGANIZATION OF CONTENTCONTENT

Introduction:         Topic and purpose - what and why         Agenda / Outline         Benefits 

Body: weave in supporting strategies as you expand on your agenda

Close:          Summarize agenda         Recap benefits         Next steps

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Structure of your talk• Introduction (to tune the reader)• Problem statement (and why it is important)• Existing solutions (and their criticism)• Proposed solution (and its essence)• Conditions and assumptions (of the analysis

to follow)• Details of the solutions to be compared (1 +

k)• Analysis of solution (formal, simulation,

implementation)• Conclusion

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1. Introduction 1. Introduction  A. Purpose          What is the topic?          Why is it important to your listeners? (reason)

 B. Agenda / Outline (2 or 5 main points)         Main point 1         Main point 2         Main point 3  C Benefits to the Audience

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2. Body 2. Body •   Expand on your agenda's main points •   Examples •   Statistics •   Quotes •   Facts •   Analogy •   Expert opinion

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3.Close 3.Close •  Summarize agenda items •  Recap benefits •  Next step - Action request and/or

Questions

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Transitional PhrasesTransitional Phrases• Transitional Phrases smooth the way

between the major sections of your presentation. They help to maintain the flow and let your listners know exactly where you are at all times.

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Sample Openings Sample Openings 1. Today we are going to look at the applications for

.. so that we can hopefully make decisions about future efforts in this area.

  2. This morning I am going to be explaining .. so

that you have a better understanding of the options available.

3. This afternoon we are going to be discussing the value of developing digital home servers, so that we can be ahead of the competition...

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Sample transitions: From the Sample transitions: From the purpose statement to the purpose statement to the

agenda agenda 1. Our agenda will cover three main areas:                 - First..                 - Second..                 - Thirs.. 2. So let us look at our agenda:         First we will review current research in ...         Next, we will look at the future of ...         And finally we will discuss the best options for ..

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Sample transitions: From Sample transitions: From the agenda to the Benefits: the agenda to the Benefits: 1. When we are finished, you will have

a clearer idea of .. 2. By the end of this discussion you will

see how.. 3. When we are through you will see

how IBM can benefit from this effort by..

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Sample Transition: From the Sample Transition: From the Benefits to the Body: Benefits to the Body:

1. So let us take a look at the first main point...

2. OK that is our agenda so let us talk about the first area..

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Sample transitions:  From the Sample transitions:  From the last point in the body to the last point in the body to the

close: close:

1. Let us sum up what we have covered: We looked at .. (Then restate your main agenda again)

2. In summary, we have shown.. so you can have a better idea of..

3. To conclude, we have explored .. so that we can go forward with..

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sample transitions from the sample transitions from the summary in the Close the the summary in the Close the the

next step or questions.. next step or questions..

1. Now that you have the information you need you can..

2. If there are any questions at this time, I would be glad to answer them..

3. Is there any question?

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Guideline for Designing Guideline for Designing Effective Visual Aids Effective Visual Aids

• LARGE! Readable from the back of the room • Colorful • Symbols, Graphics, etc. • White Spaces • Short and Simple 6 by 6 rule • No more than 2 fonts (Arial,

Verdana,Tahoma)• bold characters• be consistent

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Guideline for Delivering Guideline for Delivering Visual Aids Visual Aids

1. Touch your visual aid with your eyes or your hands; then

2. TURN to your audience; then 3. TALK to your audience, not to your

visual aid

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Question & Answer Question & Answer Guidelines Guidelines

1. Anticipate & Prepare 2. Set the right tone 3. Determine if you are hearing:         Question - then answer briefly and move on         Commnent - Then acknowledge and move on         Objection - Acknowledge, rephrases, address

and move on 4. Use the C.R.A.M. Strategy         Concentrate          Repeat or Rephrase         Answer briefly         Move on

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Question & Answer: Question & Answer: Concentrate Concentrate

Listen with your body, eyes and mind. Plant your feet, look at the questioner, and concentrate on the entire question before answering

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Question & Answer: Question & Answer: Repeat / Rephrase Repeat / Rephrase

In a large group, repeat the question to the rest of the group, by moving your eye contact to them. But if it is a hostile question, rephrase it to the group using positive language.

For example,  You know you guys in Research have all these inventions, but you are not giving us something we can use right now -- so why are you telling us this stuff now? Rephrase this to, " so the question pertains to the readiness of the application of this idea and the reason for reporting ideas before they are ready for market..

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Question & Answer: Question & Answer: Answer Answer

Give concise, clear responses if you know the answer.

For example, We are giving you this information

now so you can be in the know and better plan for the future. If you do not know the answer, do not fake it.

Acknowledge that you are not sure of the answer and offer to get back to them later.

If asked for confidential information, hold your ground. I am not at liberty to disclose that information.

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Question & Answer: MoveQuestion & Answer: Move• Move on to the next questioner:

Finish your answer by looking at someone other than the questioner. This keeps the Q & A lively and prevents you from entering a dialogue with one person.

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Responses when you don't Responses when you don't know the answer know the answer

If you don't know the answer don't fake it. Acknowledge that you don't know at this time but offer an acceptable alternative:

1. I don't have that information at this time, but if you give me your card (email/phone number), I will get back to you by (next week, Tuesday, etc).

2. The answer to that question would best be addressed by our department/or our expert.

3. No one knows for certain, but we're monitoring the development if you'd like to keep in touch with us.

4. Throw it back to the audience: " Let's ask the audience that one. Does anyone here have any opinions about ....?

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References:  Diane DiResta’s  References:  Diane DiResta’s  Knockout presentationsKnockout presentations

• Life is a presentation. Is your presentation holding you back? The ability to present your ideas is quickly becoming a "must have" business and professional skill. Whether your platform is the boardroom or the kitchen table, Knockout Presentations will show you how to dazzle them on the platform and knock out the competition. The interactive exercises provide specific techniques to control nervousness, prepare your presentation, and sell your message. You will learn to present a clear, concise, and confident message. This is the one public speaking book that shows you exactly how to do it.

 

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References• Fitzcom Inc.,• V.O. K. Li, Hints on writing technicalpapers and making presentations, IEEETrans. on Education, vol. 42, n. 2, May1999

• The Craft of Scientific Presentations (Michael Alley, Springer-Verlag, 2003