How to give a successful presentation

Asst.Prof.Dr.Kittiwet Kuntiyawichai
Department of Civil Engineering
Faculty of Engineering
 Contents
 1st thoughts on presentation
 Preparation & planning
 Organizing presentation
 Presentation design
 Introduction, body & conclusion
 Charts, facts & statistics
 Tips/hints on presentation
 Body language
1st thoughts on presentation
Questions to ask yourself:
 Type of talk you expect to give: aim & title?
 Who is the audience?
A) Study background of audience in advance (if possible):
- What do they know about the presentation?
- What kind of questions will the audiences might ask?
- What are the answers?
- What aspects will they be interested in?
B) Don’t assume too much knowledge:
- What are the benefits to the audience?
C) To be too basic than too difficult.
1st thoughts on presentation (cont’d)
Questions to ask yourself (cont’d):
 Time allocation;
 Expectations for contents;
 What visual aids are available?  best presentations = most informal.

Keep in mind:
 Listeners have 1 chance to listen = can't "re-read" when getting confused;
 Tell them what you're going to tell (Forecast);
 Tell them what you told them (Summary).
Preparation & planning
 Checklist of elements to consider;

 Prepare on paper before going into PPT;

 Outlining options: list of points (prioritize them) + put in logical sequence

+ find interesting title & good introduction & ending;

 Choose PPT materials (reports, articles & flyers) If PPT is informative +

lots of data  handing out soft / hard copy = more impact on audience;

 Know your PPT so well + use keywords & phrases + be prepared for
questions & know answers.
Organizing presentation
 Choose PPT structure: topical, chronological, classification (categories,
problem & solution/cause & effect);

 Divide body of PPT into few main points;

 Conclusion  summary of main points (worth remembering & thinking over;

 Include questions (involve audience);

 Final slide  message thanking audience + contact details + information

about speaker, notes, materials & feedback tools.
Presentation design
 Keep slides clean & simple + consistent layout (number of slides =
minimum)  few text on each slide + charts / diagrams / pictures (display
for short time);
 Don’t overload PPT with images & animations / sounds + avoid flashy
PPT transition effects  heighten interest & distract attention;
 Focus on clarity of PPT & content;
 Use notes to remind yourself  what to say when a certain slide is being
shown;
 Provide “Table of Contents” slide;
 Arrange slides according to topics;
Presentation design (cont’d)
 Font size = 28 – 34 pt;

 Use dark font over light background (vice versa)  easy reading text
(Textured backgrounds = hard to read);

 Use colour & bold for emphasis  not too much colour;

 Use graphics / animations when appropriate;

 Logical presentation order  3 parts: introduction, body & conclusion 

use short sentences;
 Linking sections (making transitions): That's all what I would like to say
about ...... & now let us turn to ......
Introduction
1) Get audience's attention & signal the beginning;

2) Welcome audience  “hello & smile”;

3) Introduce yourself  name, position & company;

4) Give title & introduce subject;

5) Give objectives;

6) Announce outline;

7) Make transition between introduction & body.

Body
1) Content:

- What information should be given in speech?;

- All information should support objectives;

- Limit contents  time is limited  use note form + bullets, not full
sentences  spend 3 - 5 mins / slide, 5 - 8 bullet lines / slide.

- Use true examples to explain = common to audience  great impact +

personal experiences to show the practical point of view.
Body (cont’d)
2) Sequencing/ organizing ideas:

- logical; chronological order; general  specific; known  unknown;

accepted  controversial; cause  effect; problem  solution.

- Chosen sequencing = same grammatical form for headings, i.e.

“Procedures for user testing”  “Results of user testing”  “Next steps for
user testing” “What to do in the next user testing?”

3) Keeping audience's attention

- Introduction & Conclusion  what listeners will remember best  Think

of ways to keep audience's attention throughout the rest of speech.
Body (cont’d)
4) Signalling where you are:

- Announce what you are going to say (give an example);

- Indicate when you have finished one point  go on;

- Only one chance to present  be prepared.
Conclusion

- Includes 4 parts: brief reminder of speech, short conclusion, thanks to

audience & questions/comments  don’t introduce new information.

“Your slide show is not the presentation  you are the presentation”

“Experienced presenters  able to improvise & adapt to changing

circumstances”
Charts, Facts & Statistics
 Use few numbers < 12 numbers  cause confusion;
 Don’t use more than 1 number in a sentence;
 Round numbers up to the nearest whole number;
 Use smaller font to cite sources for statistics;
 Label all charts clearly;
 Create more attractive charts;
 Numbers in charts = difficult to view & understand;
 Find ways other than columns & rows to present data.
Speaking Tips
 Use practical examples  making complicated concepts more
comprehensible;
 Speak in varying tones  emphasising words & ideas;
 Deliver your speech slowly & clearly;
 Don’t speak too loud, but not too soft;
 Maintain upright while speaking, don’t lean for/backward;
 Leave arms on podium/by sides when not using them;
 Maintain eye contact with audience;
 Wear clothes with simple style & neutral tones.
Tips
 Don’t jump from one point to another & back again  no one can follow;

 Speak clearly/firmly/confidently & not too fast + lowering tone at the end
of statements  sound in control;

 Too many bullets  audience will sleep;

 Use a large font  NO UPPER CASE;

 Representing a group use WE instead of I  more weight;

 Face & speak to audience, not screen;

 Appropriate quote  strong start to PPT & make point for discussion;
Tips (cont’d)
 Present idea / concept  good presentation skills  grab attention of
audience + centre of attention;

 Build variety into the talk & break it up into sections;

 Don’t read slides & look at screen + slides filled with speech text  Why
does the audience need you?  Speak to the audience, not screen;

 Giving technical presentation  use glossary & avoid unnecessary

interruptions;

 Explain abbreviations & acronyms (full name when first mention + be

careful with pronunciation;
Tips (cont’d)
 Stay relaxed & calm during the presentation;

 Good oral presentation = well structured  easier to follow;

 Notes = brief notes (backup in case technology fails) + handout

(audience can take afterwards);

 Get audience involved by asking & encouraging questions;

 Normal to be nervous  helps to be more energised  preparation &

practice beforehand = reduce nerves;

 When giving feedback, try to be constructive & specific.

Hints on presentation
1) Use pictures + animation:
 Pictures = great for breaking up sections;
 Use charts & graphs to illustrate results + animation example.
2) Avoid Equations = can’t understand equations quickly;
3) Dealing with Nerves:
 Check words you are unsure  memorise;
 Smile & make eye contact;
 Breathe deeply;
 Talk to audience slowly as if they are friends.
Hints on presentation (cont’d)
“If the audience see you get stress, they may not receive what you say 
They may even judge you!”

“Not to try any silly act when you are not supposed to do it  Don’t waste
audience’s time & embarrass yourself.
Body language
 Eye contact, facial expressions (smile), movements, etc.

- to clarify meaning;

- to avoid nervousness;

- to maintain interest (involve everyone, not just those in front of you.);

- to emphasize & regulate.

Presentation award (Saga, Japan 2010)
Ph.D. graduation (Delft, The Netherlands 2012)
Thank you very much for your
kind attention

“Great presenters start as poor speakers

 get better when learning skills for presentation success”