TECHNICAL WRITING &

PRESENTATION SKILLS (ENG-2111)

COURSE INSTRUCTOR PROF. MR. NAVEED UL HASSAN
TOPIC Presented By:
 Faisal Iqbal
Overview of Technical  Toqeer Abbas (004)
writing & Presentation  Samia Yaseen (035)
 Razia Khalid (084)
Skills  Sadia Naseer (061)
 Maria Maqbool (002)
 Rabia Munir (043)
 Mahnoor Malik (055)
 Arshi Mahreen Sabir (092)
CONTENTS

Technical Writing Presentation Skills

 Introduction  Introduction
 Types
 Importance
 Comparison with other writing
 Characteristics  How to Present?
 Tips to improve technical writing
 How to improve skills?
 Importance
 Conclusion  Conclusion
TECHNICAL WRITING (INTRODUCTION)

 It is a type of expository writing.

 It conveys specific information about a technical subject to a specific
audience for a specific purpose.
 Efficient and clear way of explaining complex concept.
 Examples are Action plans, E-mail, Incident report, Budget, Contract etc.
TYPES
CHARACTERISTICS

The four C’s:

– Clarity -- it is easily understood by your intended audience
– Comprehensiveness -- all of the necessary information is
present
– Conciseness -- it is clear without excess verbiage
– Correctness -- it is grammatical and follows conventions
 clear - Technical writing presents information clearly, leaving little to no room for misunderstanding. It requires the use of clear, concise sentences. 
 straightforward - This type of writing is straightforward; it requires relaying information in a way that is direct and straight to the point, without the use of 
literary devices. 
 precise - The language used in technical writing should be very precise, describing objects and procedures in an exact manner. 
 easily understood - Effective technical writers avoid words that people may not understand and will avoid an eloquent writing style.
 denotative meanings - This type of writing relies on the denotative meanings of words to ensure that misunderstandings don’t occur due to differing 
interpretations based on connotation. 
 detailed - Technical writing is very detailed and informative, leaving nothing to the imagination. The perfect example of technical writing is a textbook. Most
textbooks describe the subject matter as fully as possible.
 very structured - Technical writing is very structured. This type of writing needs to have an obvious composition that makes it easy for readers to follow along. The
audience needs to be able to rely on technical writing for step-by-step instructions. 
 skimmable - Technical documentation should be designed with skimmability in mind, so it’s easy for readers to scan through the full document and easily find
information they need. Technical writers should incorporate meaningful, descriptive headings and include a thorough table of contents and/or index. 
 problem-solving focus - Technical documents should be created with problem solving in mind. Readers use these documents to learn how to perform certain tasks or
gain technical information, so they should be easy to follow and organized in a way that’s easy to refer back to as questions come up.
PRESENTATION SKILLS (INTRODUCTION)

Those skills that enable a presenter to:

 Interact with audience.
 Transmit the messages with clearity.
 Engage the audience in presentation.
 Understand the mindset of listeners.
 Examples are body language, eye contact, tone etc.
CONT..

 Communication and presentation skills are a part of each other.

 To be effective in the communication you need presentation skills.
 Presenter use presentation tools and methods so that audience do not
need to think, analyze, and feel stress to understand the message in
meeting and classroom.
IMPORTANCE

 Presentation skills help you to communicate more effectively and

professionally with your audience, boss, team members, students, and
teachers.
It helps an individual in enhancing his own growth opportunities.
It also grooms the personality of the presenter and elevates his
levels of confidence.
 Your time management will improve.
CONT..
 It help students to present in the classroom what they have learned.
 Helpful in career development.
 It is helpful in front of interviewers matter the most for you to crack the
interview or get hired for the project.
 Lastly, business professionals have to arrange seminars and give
presentations almost every day. Having good presentation skills not only
increases an individual’s chances of success, but also enable him to add
greatly to the organization.
SKILLS RELATED TO PREPARATION

 Conducting research related to your presentation topic.

 Learning about your audience to better tailor your presentation to their needs.
 Set goals.
 Creating digital slides.
 Incorporating concrete examples and stories to illustrate points and maintain
audience attention.
 Preparing handouts or digital references so the audience isn't preoccupied
with note-taking.
SKILLS RELATED TO DELIVERY

 Delivery is the part the audience sees. A good delivery depends on careful
preparation and confident presentation.
 The process start when you face the task to speak or present. 
 Delivering an attention-grabbing opening for a talk.
 Providing a summary of what will be covered to introduce a presentation and
provide context.
 Using body language and eye contact to convey energy and confidence.
 Present with the right posture.
 Dressing to impress.
CONT..
 Modulating vocal tone for emphasis.
 Injecting humor.
 Projecting confidence.
 Keep the presentation precise.
 Summarizing key points at the conclusion.
 Handling Questions /Answer Session.
 Treat the Questioner properly.
AVOID BEING THESE TYPE OF PRESENTERS
 The Banker.
 The Tailor.
 The Jeweller.
 The toy maker.
 The hair stylist.
 Avoid swaying back and forth.
 Avoid burying your hands in your pockets.
 Avoid standing with your folded arms.
HOW TO IMPROVE SKILLS?
To improve your presentation skills, you must:
 Research the audience before presenting.
 Structure your presentation effectively.
 Do a lot of Practice.
 Arrive early. 
 Adjust to your surroundings.
 Meet and greet.
 Attend other presentations.

IMPROVE

 1. Practice! 
 Naturally, you'll want to rehearse your presentation multiple times. While it can be difficult for those with packed schedules to spare time to practice,
it's essential if you want to deliver a rousing presentation. I’m famous around the office for staying up late the night before a big presentation,
practicing over and over. If you really want to sound great, write out your speech rather than taking chances winging it – if you get nervous about
speaking, a script is your best friend.
 Try to practice where you'll be delivering your talk. Some acting strategists suggest rehearsing lines in various positions – standing up, sitting down,
with arms open wide, on one leg, while sitting on the toilet, etc. (OK, that last one may be optional.) The more you mix up your position and setting,
the more comfortable you'll feel with your speech. Do a practice run for a friend or colleague, or try recording your presentation and playing it back to
evaluate which areas need work. Listening to recordings of your past talks can clue you in to bad habits you may be unaware of, as well as inspiring the
age-old question: "Is that what I really sound like?"
 2. Transform Nervous Energy Into Enthusiasm. 
 It may sound strange, but I'll often down an energy drink and blast hip-hop music in my earphones before presenting. Why? It pumps me up and helps
me turn jitters into focused enthusiasm. Studies have shown that an enthusiastic speech can win out over an eloquent one, and since I'm not exactly the
Winston Churchill of presenters, I make sure that I'm as enthusiastic and energetic as possible before going on stage. Of course, individuals respond
differently to caffeine overload, so know your own body before guzzling those monster energy drinks.
 . Attend Other Presentations. 
 If you're giving a talk as part of a conference, try to attend some of the earlier talks by other presenters to scope out their presentation skills and get
some context. This shows respect for your fellow presenters while also giving you a chance to feel out the audience. What's the mood of the crowd?
Are folks in the mood to laugh or are they a bit more stiff? Are the presentations more strategic or tactical in nature? Another speaker may also say
something that you can play off of later in your own presentation.
 4. Arrive Early. 
 It's always best to allow yourself plenty of time to settle in before your talk. Extra time ensures you won't be late (even if Google Maps shuts down)
and gives you plenty of time to get adapted to your presentation space.
 5. Adjust to Your Surroundings. 
 The more adjusted to your environment you are, the more comfortable you'll feel. Make sure to spend some in the room where you will be
delivering your presentation. If possible, practice with the microphone and lighting, make sure you understand the seating and be aware of any
distractions potentially posed by the venue (e.g., a noisy road outside).
 . Meet and Greet. 
 Do your best to chat with people before your presentation. Talking with audiences makes you seem more likeable and
approachable. Ask event attendees questions and take in their responses. They may even give you some inspiration to
weave into your talk.
 7. Use Positive Visualization. 
 Whether or not you’re a Zen master, know that plenty of studies have proven the effectiveness of positive visualization.
When we imagine a positive outcome to a scenario in our mind, it's more likely to play out the way we envision.
 Instead of thinking "I'm going to be terrible out there" and visualizing yourself throwing up mid-presentation, imagine
yourself getting tons of laughs while presenting with the enthusiasm of Jimmy Fallon and the poise of Audrey Hepburn
(the charm of George Clooney wouldn't hurt either). Positive thoughts can be incredibly effective – give them a shot.
  Remember That Most Audiences Are Sympathetic.
 One of the hardest fears to shake when speaking in public is that the audience is secretly waiting to laugh at your missteps or mistakes.
Fortunately, this isn’t the case in the vast majority of presentations.
 The audience wants to see you succeed. In fact, many people have a fear of public speaking, so even if the audience seems indifferent, the chances
are pretty good that most people listening to your presentation can relate to how nerve-racking it can be. If you start to feel nervous, remind
yourself that the audience gets it, and actually wants to see you nail it.
 9. Take Deep Breaths. 
 The go-to advice for jitters has truth to it. When we're nervous, our muscles tighten--you may even catch yourself holding your breath. Instead, go
ahead and take those deep breaths to get oxygen to your brain and relax your body.
 10. Smile. 
 Smiling increases endorphins, replacing anxiety with calm and making you feel good about your presentation. Smiling also exhibits confidence
and enthusiasm to the crowd. And this tip works even if you're doing a webinar and people can't see you.
 Just don't overdo it – no one enjoys the maniacal clown look.
 Delivery is the part the audience sees. A good delivery depends on careful preparation and confident presentation and requires its own distinctive skill set. 
 Skills related to delivery include:
 Delivering an attention-grabbing opening for a talk
 Providing a summary of what will be covered to introduce a presentation and provide context
 Using body language and eye contact to convey energy and confidence
 Pausing to emphasize key points
 Modulating vocal tone for emphasis
 Articulating clearly and smoothly
 Injecting humor
 Speaking with enthusiasm and animation
 Projecting confidence
 Summarizing key points at the conclusion
 Fielding questions to clarify points
 Skills related to follow-up include:
 Creating an evaluation form to solicit feedback from attendees
 Interpreting feedback from evaluations and modifying content and/or delivery for future presentations
 Organizing a database of attendees for future presentations
 Interviewing key attendees to gain additional feedback
 Emailing presentation slides to attendees
 Organization
 You do not want to be the person who spends half of their presentation time trying to find a cable to connect their
laptop to the projector. Many things can go wrong just before a presentation, and they probably will, unless you
are organized.
 Presentation preparation also means keeping track of notes, information, and start/stop times.
 How to Improve Presentation Skills
 Development of good presentation skills requires efforts and hard work. To improve your presentation skills, you must:
 Research the Audience before Presenting: This will enable you to better understand the traits of the audience. You can then develop
messages that can be better understood by your target audience. For instance, in case of an analytical audience, you can add more
facts and figures in your presentation.
 Structure your Presentation Effectively: The best way to do this is to start with telling the audience, in the introduction, what you
are going to present. Follow this by presenting the idea, and finish off the presentation by repeating the main points.
 Do a lot of Practice: Rehearse but do not go for memorizing the presentation. Rehearsals reduce your anxiety and enable you to look
confident on the presentation day. Make sure you practice out loud, as it enables you to identify and eliminate errors more efficiently.
Do not memorize anything as it will make your presentation look mechanical. This can reduce the degree of audience engagement.