CEM501 Lect.13 Presentations and Briefings

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4/9/2018
Presentations and Briefings
CEM501
Communication Skills for
Engineers
Prof. Gökmen Ergün
Additional Reference
TRB (Transportation Research Board
Meeting Sessions, Workshops &
Committee Meetings: Tips for
Speaking and Audiovisual Aids)
http://onlinepubs.trb.org/onlinepubs/a
m/2015/AVTips.pdf
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Session Objectives
Discuss presentations and briefings
Your public speaking course covered
speaking
Hence only review tips for speaking
and audiovisual Aids for TRB
meetings
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What are Presentations and
Briefings
Interpersonal performances where
technical information is provided
Normally done live
Augmented by visuals and other
media
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Preparation for presentations
Identify the purpose
Identify the kind of information
required
Find a simple way to organize these
ideas
Tailor the presentation to the
audience and purpose
practice
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Key factors for effective
presentations
Substantive ideas (precise, accurate
info.)
Clear, coherent organization
Appropriate terminology and
concepts for the audience
Effective supporting media
Professional performance
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Substantive Ideas
Have something worth presenting
Could be:
A proposal, status of a project, results
of a lab study, etc
Purpose and topic will dictate what
substance needs to be included.
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Clear, Coherent Organization
Organize the material for effective
presentation
Spoken words are transient (if the
audience missed something it’s gone!)
Ideas are easier to present if
organized logically and coherently
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Terminology and Concepts
Use words appropriate for the
audience
Informal present.: informal language
Formal present.: “proper” language
If listeners do not understand they
might loose interest
Worse, they might misunderstand!
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Effective Delivery
You must adopt your presentation to
the situation of the presentation
Make sure
you look professional and act
professional
Your charts, visuals etc. are professional
Normal to be nervous to some degree
(Practice, practice, practice)
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Speaking Situations
Impromptu
• Exp.:In a meeting the Company CEO asks
you to describe the security measures you
are taking to counter hackers.
• First, try to foresee this question before
and get ready for it.
• Second, buy some time to think about it
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Speaking Situations
Extemporaneous (spoken or done
without preparation)
• is a limited-preparation speech event based
on research and original analysis.
• Use note cards for facts and figures
• Do not read from full page texts.
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Speaking Situations
Manuscript
•
•
•
•
They are totally prepared in advance
Just read the script!
Try to avoid
However they will be used in some
situations:
•
•
Where high precision and word selection is
essential
When making a legal statement
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Speaking Purposes
Generally speaking technical
presentatins are:
• Informative,
• Demonstrative or
• persuasive
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Informative
• The primary goal is to give facts and
other information
• Often take the form of a background
briefing (no decisions are required, no
response is expected)
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Demonstrative
The primary purpose is to show
How to do something or
How something works
Often require audience interaction
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Persuasive
Tries to convince the audience for a
particular decision or some specific
action
Often take the form of decision
briefings
Potentially the highest risk technical
briefings
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Technical Briefings
Focused on oral presentations with
visual aids
General guidelines
computer-generated presentation graphics.
hard copy and backup transparencies
Readable projections
Never read the content word by word
Pick colors carefully
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Colour - Bad
Using a font colour that does not
contrast with the background colour
is hard to read
Using colour for decoration is
distracting and annoying.
Using a different colour for each
point is unnecessary
Using a different colour for secondary
points is also unnecessary
Trying to be creative can also be bad
Organization of Technical
Briefings
Title chart
Overview chart
Discussion charts
Summary charts
Concluding charts
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Speaking Tips (from TRB)
Talk to your audience, don’t read them a
paper
Communication vs presentation
Eye contact
Speak clearly avoid monotone
Confidence, conviction and enthusiasm
Be natural, not perfect
Be comfortable best self than try to be a
perfect someone you’re not
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Speaking Tips
Rehearse, Rehearse, Rehearse,
Alone
In front of colleagues
In front of a videotaping equipment
Time your presentation and stick to the
allotted time
Seek Feedback
Humor
Avoid offending or denigrating others
Jokes should be in good taste
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Speaking Tips (cont.)
Encourage Questions
Be patient and listen to the question
Pause before responding. Make the questioner
feel that the question was important
Repeat the question into the microphone
Answer only the question_ no more no less
Make eye contact with others in the room, not
only the person who asked the question
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Design of Visual Aids
You are your best visual aid
Never mix visual aid types in short
presentation
The virtue of visuals:
Can demonstrate relationships
Emphasize ideas
Clarify structure more quickly and
clearly
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Making sure they work
1. Make them legible (Never say “I know
you can’t see but …”
24-point FOR ALL CAPITALS
32-point in Capitals and Lowercase
Use a sans serif typeface such as
Helvetica, Arial, or Universal
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Making sure they work (cont.)
2.
Keep them simple
Round off numbers; cut decimal places. •
Use a scale along the axis of a graph, bar chart
etc instead of using numbers on bars or col.s
Substitute symbols for words-”$ for"dollars";
Abbreviate where possible
Delete footnotes;
Omit sources;
Omit lines that detract: avoid underlines,
excessive grid rulings, company logos
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Making sure they work (cont.)
3. Use text visuals sparingly
use them to structure a complex
concept
Be brutal with your “delete” pencil!
4. Don’t crowd your slides
More slides with less on each is better
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Class Exercise: Prepare a slide
Purpose of presentation
•
To share with you the results of our study on
highway safety performance through
•
Reviewing performance trends of different
highway classifications
•
Giving you the analysis of the major factors
contributing to this performance
•
To outline the steps that are recommended to
enhance safety on highway classes needing
improved performance
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Purpose of Presentation
Review performance trends
Discuss contributing factors
Recommend improvements steps
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Making sure they work (cont.)
5.
Use color with purpose, not as a decoration!
Examples
to emphasize a trend line, etc
To distinguish actual from projected
Use contrasting colors (white lettering against
black, deep blue etc)
Too many colors will reduce legibility
Generally use no more than 4 colors
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General Checklist
Purpose of the presentation?
Information substantive and
relevant?
Effective organization?
Language and media appropriate for
the audience?
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Checklist for briefings
Have I included
Title chart
Overview chart
At least one discussion chart
Summary (and conclusion if necessary)
chart
Charts are readable?
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Checklist for briefings (cont)
Effective design scheme?
Avoided complexity in charts?
Evaluated the briefing room and
equipment?
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PROFESSOR GÖKMEN ERGÜN
THANK YOU
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