Presentation
Planning and getting started
Effective presentations—planning and preparation
Audience
1. expectations
2. technical knowledge
3. size
4. questions and /or discussion
Speaker’s competence
1. knowledge
2. presentation technique
Content
1. what to include
2. length/depth (technical detail)
3. number of key ideas
Structure
1. sequence
--beginning, middle, end
2. repetition, summarizing
Delivery
1. style
--formal/informal
--enthusiasm/ confidence
2. voice
--variety/ speed
--pauses
3. body language
--eye contact
--gesture/ movement
--posture
Visual aids
1. type/ design/ clarity
2. relevance
Practice
1. tape recorder
2. script or notes
Room
1. size/seating
2. equipment
3. sound quality
Language
1.simple/ clear
2.spelling
3.sentence length
4.structure signals
The Introduction to a Presentation
Greeting
Good morning/afternoon ladies and gentlemen.
(Ladies and ) Gentlemen…
Subject
I plan to say a few words about…
I’m going to talk about…
The subject of my talk is…
The theme of my presentation is…
I’d like to give you an overview of…
Structure
I’ve divided my talk into (three) parts.
My talk will be in (three ) parts.
I’m going to divide…
First…
Second…
Third…
In the first part…
Then in the second part…
Finally…
Length
My talk will take about ten minutes.
The presentation will take about two hours…
But there’ll be a twenty minute break in the middle. We’ll stop for lunch at 12 o’clock.
Policy on questions/ discussion
Please interrupt if you have any questions.
After my talk there’ll be time for a discussion and questions.
The Middle of the Presentation
Signaling different parts in a presentation
Ending the introduction
So that concludes the introduction
That’s all for the introduction
Beginning the main body
Now let’s move to the first part of my talk, which is about…
So, first… To begin with…
Listing
There are three things to consider. First… Second… Third..
There are two kinds of… The first is… The second is…
We can see four advantages and two disadvantages. First, advantages.
One is… Another is… A third advantages is… Finally…
On the other hand, the two disadvantages. First… Second…
Linking: Ending parts within the main body
That completes / concludes…
That’s all ( I want to say for now) on..
Linking: Beginning a new part
Let’s move to ( the next part which is)…
So now we come to…
Now I want to describe…
Sequencing
There are (seven) different stages to the process
First/ then/ next/ after that/ then(x)/ after x there’s y, last…
There are two steps involved. The first step is… The second step is…
There are four stages to the project.
At the beginning, later, then, finally…
I’ll describe the development of the idea.
First the background, then the present situation, and then the prospects for the future.
Image, impact and making an impression
Types of visual support
Visual
Film /video
Picture
Diagram
Chart
Pie chart
--segment
table graph
--x axis / horizonatal axis
--y axis / vertical axis
--left hand / right hand axis
line graph
--solid line
--dotted line
--broken line
Equipment
(slide) projector
--slides
overhead projector(OHP)
--transparency
flip chart
whiteboard
marker board
Introducing a visual
I’d like to show you…
Take a look at this…
This (graph) shows/ represents…
Here we can see…
Let’s look at this…
Here you see the trend in …
Comparisons
This compares x with y
Let’s compare the…
Here you see a comparison between…
Describing trends
to go up/ to increase/ to rise/ to climb/ to improve
an increase/ a rise/ a climb/ an improvement
to recover/ to get better
a recovery/ an upturn
to level off/ to stabilize/ to stay the same
a leveling off
to reach a peak/ to reach a maximum/ to peak
a peak
to undulate/ to fluctuate
an undulation/ a fluctuation
to go down/ to decrease/ to fall/ to decline/ to deteriorate
a decrease/ a fall/ a decline/ a deterioration
to get worse
a downturn
to reach a low point
to hit bottom
Describing the speed of change
a dramatic/ a marked/ a significant/ a slight
increase/fall
to increase/ fall dramatically
markedly
slightly
significantly
The End of the Presentation
Skills
A Summary
1. Restates main points
2. Restates what the audience must understand and remember
3. Contains no new information
4. Is short
A conclusion
1. States the logical consequences of what has been said
2. Often contains recommendations.
3. May contain new and important information
4. Is short
Questions
1. Inviting questions implies that the audience is less expert than the speaker
2. Be aware of the “nigntmare scenario”—total silence! Have one or two prepared questions to ask the audience.
3. Keep control of the meeting.
Discussion
1. Inviting discussion gives the impression that the audience has useful experience, so is often more diplomatic
2. You still need to control the discussion
Inviting discussion and Questions
1. Often the best solution
2. Keep control, limit long contributions, watch the time
Language
Ending the main body of the presentation
Okay, that ends (the third part of ) my talk.
That’s all I want to say for now on…
Beginning the summary and /or conclusion
I’d like to end by emphasizing the main points.
I’d like to end with…
--a summary of the main points.
--some observations based on what I’ve said.
--a brief conclusion.
--some conclusions/ recommendations
Concluding
There are two conclusions/ recommendations.
What we need is…
I think we have to…
I think we have seen that we should…
Inviting questions and / or introducing discussion
That concludes (the formal part of ) my talk.
(Thanks for listening)… Now I’d like to invite your comments
Now we have (half an hour) for questions and discussions.
Alright. Now, any questions or comments?
So, now I’d be very interested to hear your comments.
Handling questions
Skills
1. Listen very carefully
2. Ask for repetition or clarification if necessary
3. Paraphrase the question to check you understand it
4. Give yourself time to think—perhaps by paraphrasing the questions
5. Check that the question is relevant. If not,don’t answer if you don’t want to
6. Refer questioner to another person if you can’t answer.
7. Suggest you’ll answer a question later if you prefer.
8. Check that the questioner is happy with your answer: eye contact and a pause is often sufficient.
9. Keep control
10. Don’t allow one or two people to dominate.
11. Be polite.
12. Signal when time is running out—“Time for one last question”
13. At the end, thank the audience
Language Skills
Understood but difficult or impossible to answer
That’s a difficult question to answer in a few words.
--It could be…
--In my experience…
--I would say…
--I don’t think I’m the right person to answer that. Perhaps (Mr. Holmes) can help…
--I don’t have much experience in that field…
Understood but irrelevant or impossible to answer in the time available
I’m afraid that’s outside the scope of my talk/ this session.
If I were you I’d discuss that with…
I’ll have to come to that later, perhaps during the break since we’re running
out of time.
Not understood
Sorry, I’m not sure I’ve understood. Could you repeat?
Are you asking if…?
Do you mean… ?
I didn’t catch (the last part of) your question.
If I have understood you correctly, you mean…? Is that right?
Checking that your answer is sufficient
Does that answer your question?
Is that okay?
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