F05 SENG 411 Presentation

From Craig

Table of contents

1 Why make presentations? 2 Planning for a presentation 3 Executing the presentation 4 Audience Composition 5 Selecting content 6 Pacing 7 Questions 8 General Tactics

Why make presentations?

As a software developer, you will likely be required to make several presentations throughout your career. How you are viewed by your colleagues will be greatly affected by how effectively you can present information to them both one-on-one and in groups. Typically, there are 4 main reasons for using a presentation format rather than a standard meeting format.

• Build relationships with people
  • You have just met a group of people for the first time. You have the opportunity to show them what you have to offer.
• Motivation or education
  • You have information with is relevant to your audience. You are sharing this information (along with your expertise) with your audience.
• Facilitate completion
  • Something has finished. This is a formal way of closing the subject.
• Elicit decisions.
  • The relvant facts are presented and you are trying to facilitate the decision making process.

Many people enter Computer Science because they prefer working with computers rather than working with people. Software development is becoming more and more team oriented. Being a good presenter is a fundamental skill which all Computer Scientists should have:

• It provides opportunities for networking
• It provides opportunities for marketting
• It improves your understanding of your subject

Anytime you present your objectives remain the same regardless of the subject:

• You need to convince your audience you have authority on your subject matter.
• You need to ensure that your audience understands the importance of your topic.
• Once your audience has been prepared, you transfer information/knowledge through your presentation.
• Obtain feedback and follow-up where necessary.

Planning for a presentation

• Identify your audience
• Based on your understanding of the audience, select your material accordgly
• Prepare your slides/visuals/etc
• Write the content of your presentation
• Rehearse

Executing the presentation

• Introduce speaker(s)
• Introduce content (Big picture)
• Present content
• Summarize content
• Provide for questions

Essentially; a) tell them who you are; b) tell them what you are going to tell them; c) tell them; d) tell them what you told them; e) answer questions.

Audience Composition

• The Masses
  • Either interested and keen to hear what you have to say or bored because they have been forced to attend.
  • Need to keep them interested.
  • Keep topic relevant to them
• The Chair
  • Controls the meeting. Keeps it on track
  • Should protect the speaker
• The Authority
  • Typically the decision maker
  • Important that he/she/they understand
• The Critic
  • Doesn't agree with you and wants everyone to know.
  • Anticipate as best as you can.
  • Take offline if necessary.
• Champions
  • Identify champions (attentive, participatory, interesting questions)
  • Get endorsement (3rd party buy-in more believable)

On occasion, getting information about the audience can help you to hone your presentation "on-the-fly".

• What do they already know about your topic?
• What do they know about you?
• Why are they here?

Respect your audience

• Avoid: arrogance, pomposity
• Dress appropriately
  • When in doubt, over dress
• Avoid jargon and slang (unless relevant to your audience)
• Watch body language
  • Relaxed but not sloppy.
• Be prepared.
  • Their time is worth money as well

Selecting content

• Help your audience reach their objectives
  • Why are they there?
    • Learning about an issue
    • Answering questions
    • Knowledge transfer
    • Making decisions
• Focus on their needs

Visuals

• A picture is worth a thousand words, use graphics to show complex relationships.
• Use high-contrast colours
  • Avoid blue for text

Slides

• One topic/slide
• Minimal text
  • Don't read your slides. Use them to guide what you have to say.
• Don't stare at your slides

Pacing

• Do not go over time
• Keep an eye on the time, but not obviously so
• Skip slides rather than skim them if you are behind
• Don't increase your speaking speed

Questions

• If you don't know the answer to a question, admit it. Follow-up later. Canvas the audience

General Tactics

• Establish relationship with audience. Based on commonality
• Interact with audience
• Maintain control
• Show rather than tell
• Work towards a goal or conclusion