Lecture 2

Preparing effective presentation

Learning objectives

You are able to:

1.Develop strategies for preparing and
delivering an oral presentation
2.Recognize how to reduce anxiety when
giving public speech
3. Assess your own performance for
presentations
 Purposes of presentation
• Purposes
– gets discussion going
– produces a variety of perspectives
– presents information better verbally
than on paper
• Is a skill required in many jobs

Cottrell, S. (2013). The Study Skills Handbook, 4th Ed., Palgrave Macmillan
 Prepare your presentation
• Divide your material into different sections or essential
points
• Structure your presentation in three parts:
– Introduction
– Contents
– Conclusion
• Use PowerPoint slides
• Dress smartly
– Do not let your appearance distract the audience

Cottrell, S. (2013). The Study Skills Handbook, 4th Ed., Palgrave Macmillan
 Structure of presentation
Consider:
•Who are the audience?
•What points do I want the audience understand?
•How much time have I got?

http://www.kent.ac.uk/careers/presentationskills.htm
 Structure of presentation
Introduction
•Presentation topic
– E.g. Are standard working hours good for Hong Kong?
•Objectives
•Brief outline
– Areas to be covered

http://www.kent.ac.uk/careers/presentationskills.htm
 Structure of presentation
Content
•Present your viewpoints/arguments clearly
– E.g. Are standard working hours good for Hong Kong?
• Agree or not agree?

•Give relevant examples

– E.g. Employers could face an additional wage, range from HK$8
billion to HK$55.2 billion
•Use graphics, diagrams, and other visual aids, etc, to display
information

http://www.kent.ac.uk/careers/presentationskills.htm
 Structure of presentation
Conclusion
•Briefly summarize your main points
•No new information

http://www.kent.ac.uk/careers/presentationskills.htm
 Visual Aids: PowerPoint slides
• Use larger font size: at least 24- Sample
point
Visual Aids: PowerPoint slides
• Give each slide a title/heading • Use larger font size: at least 24-point
• Give each slide a title/heading
• Use keyword point form • Use keyword point form
– Not full sentences
– Not full sentences – Divide key points into different levels
 Not more than three levels
– Divide key points into different – Use different bullet for each level
– Align text after a bullet
levels • Use charts, diagrams, tables and pictures
 Not more than three levels
– Use different bullet for each level
– Align text after a bullet Cottrell, S. (2008). The Study Skills Handbook, 3rd Ed., Palgrave Macmillan
http://www.kent.ac.uk/careers/presentationskills.htm

• Use charts, diagrams, tables and

pictures

Cottrell, S. (2013). The Study Skills Handbook, 4th Ed., Palgrave Macmillan
http://www.kent.ac.uk/careers/presentationskills.htm
 Visual Aids: PowerPoint slides
• DO NOT PUT EVERYTHING IN UPPER CASE
• Use color or special format (e.g. bold, underlining, etc.) to
emphasize main points, but do not over do

Cottrell, S. (2013). The Study Skills Handbook, 4th Ed., Palgrave Macmillan
http://www.kent.ac.uk/careers/presentationskills.htm
 Activity: Preparing PowerPoint slides
Sample: Human Resource Managers’ Duties (_______)

• Staff function (assist and advise)

– Staff authority gives the manager the right (authority)
(____) to assist and advise other line managers (even senior
managers) (i.e. staff manager)
E.g. hiring employee, complying with safety rules

(____)
Fill in the blanks: Select the following relevant to the format of the above
(a) Give each slide a title/heading
(b) Use keyword point form
- Not full sentences
- Divide key points into different levels: not more than 3 levels
- Use different bullet for each level
- Align text after a bullet
(c) Use color or special format (e.g. bold, underlining, etc.) to emphasize main points, but do not over do
 Use of delivery card
• Keyword point form, not full sentences
• Break your speech into sections
– Give each section a heading
• Give text on one side
• Number each card
• Loosely tie all cards together with a ring

Cottrell, S. (2013). The Study Skills Handbook, 4th Ed., Palgrave Macmillan
 Practicing
• Do practicing in front of a mirror
• Record your presentation and play it back to yourself
– Do not judge yourself harshly
• Only focusing on bad areas
– Also notice good areas when hearing or seeing a recording
• Practice your presentation several times with group mates
• Going slowly
• Timing yourself
• If it is too long, edit it down

Cottrell, S. (2013). The Study Skills Handbook, 4th Ed., Palgrave Macmillan
http://www.kent.ac.uk/careers/presentationskills.htm
 Overcoming nerves
• Preparation and practice will reduce nerves
• Get enough sleep the night before presentation
• Make effort to relax, especially 2-3 hours before the
presentation
– Close your eyes and breathe out slowly several times
– Put on relaxing music
• Arrive early
– No need to worry unnecessarily about the journey
• Check the computer and the visual aids to make sure they
work

Cottrell, S. (2013). The Study Skills Handbook, 4th Ed., Palgrave Macmillan
 Speech delivery
• Speak from your PowerPoint slides, delivery cards, or
memory, rather than reading
• Speak more slowly than usual
• Speak up so everyone can hear
• Speak clearly, firmly and confidently to make you sound in
control
• Do not speak in monotone
• Keep within the allotted time for your presentation
• Move around while giving speech
– Do not stand behind the podium or sitting at a desk
• Walk closer to the audience

Cottrell, S. (2013). The Study Skills Handbook, 4th Ed., Palgrave Macmillan
http://www.kent.ac.uk/careers/presentationskills.htm
 Speech delivery
• Interact with the audience throughout the delivery
– Ask them questions
– Involve them in some activities
• Proper gesture
– Do not stand stiff, shake your body, or give any distracting gestures
• Be creative in delivering your speech
– Role play, show video, etc.
• Use pointer to give pointing
• Look at the audience from time to time
• Keep smiling
• Repeat the main points

Cottrell, S. (2013). The Study Skills Handbook, 4th Ed., Palgrave Macmillan
 Activity: Speech delivery
Situation   Reason

Mary,
what do
you
think?

Can’t
hear !!
 After presentation: How effective am I in
giving a presentation
Rating How could I improve this
Aspects of giving a presentation Low High aspect?

Was my main argument clear? 1 2 3 4 5

Did I begin with a brief outline? 1 2 3 4 5

Did I stick to my outline? 1 2 3 4 5

Did I sum up at the end? 1 2 3 4 5

How good was my opening? 1 2 3 4 5

How well did I finish? 1 2 3 4 5

How proper were my handouts or 1 2 3 4 5

audio-visual aids?

Cottrell, S. (2013). The Study Skills Handbook, 4th Ed., Palgrave Macmillan
 After presentation: How effective am I in
giving a presentation
Rating How could I improve this
Aspects of giving a presentation Low High aspect?
Did I move logically from one point 1 2 3 4 5
to the next?
Did I give good examples to 1 2 3 4 5
support my points?
Did I answer questions well? 1 2 3 4 5

Did I make eye contact with most 1 2 3 4 5

of those present?
Did everyone feel included? 1 2 3 4 5

Did I respect the different 1 2 3 4 5

viewpoints of those present?
What feedback did the audience 1 2 3 4 5
give me?

Cottrell, S. (2013). The Study Skills Handbook, 4th Ed., Palgrave Macmillan