Developing Successful Technical Presentations · 10/10/2007 7 Developing Successful Technical...

10/10/2007

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Howard Goldstein

HGAI

Developing Successful

Technical Presentations

Developing Successful Technical Presentations

© Copyright 2007 Howard Goldstein Associates, Inc.

SNIA – HGAI Legal Notice

The material contained in this tutorial is copyrighted by HGAI.

Member companies and individuals may use this material in presentations and literature under the following conditions:

Any slide or slides used must be reproduced without modification

HGAI must be acknowledged as source of any material used in the body of any document containing material from these presentations.

This presentation is a project of the SNIA Education Committee & HGAI.

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10/10/2007

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Abstract

Developing Successful Technical PresentationsSoft Skills Development for the Technical Professional is often overlooked

and underestimated in terms of the critical skills needed by technical

professionals for success.

Like a computer system requiring both hardware and software to provide

system benefits, technical professionals need hard skills and soft skills in

their Professional Development.

This seminar provides an entertaining and informative set of practical tips

and tricks that technical presenters can incorporate. It addresses traps that

they can fall prey to. This as a practical approach to integrating commonly

used tools and improving both the presentation creation and delivery of

technical topics that will appeal to a large segment of SNW attendees. The

ability to build clear technical messages and to communicate those

messages is as important as the message itself.

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Why?

Developing & Delivering Successful Technical

Presentations?

This venue?

Hardware & Software

10/10/2007

3



Why?

Skills



Why?

Hard Skills & Soft Skills

Address all skills needs of technical people

Hard Skills - Technical

10/10/2007

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Hard Skills & Soft Skills

Address all skills needs of technical people

Soft Skills – Technical

Why?



Session Pledge

I will look for 3 practical tips to

take away from today’s session

I pledge to share one tip with a

colleague

I promise to use at least one tip

from today’s session in my next

presentation!

10/10/2007

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Session Agenda

Practical Presentation Tips

Presentation Remotes

Presentation F/X

Ctrl F, Ctrl Z, Ctrl M, Ctrl W, Ctrl B, Ctrl X,

Drawing Tablet – Electronic Whiteboard

PowerPoint Tips

Presentation keyboard entry

– W or Comma, B or period, Number + enter, Esc

Hyperlinks for presentation structure

Developing & Delivering Successful Technical

Presentations

“Creating Presentations”



Outline

Teaching, Learning and Presenting

Presenting and the Brain

Creating Presentations

Delivering Presentations

Tips

Tricks

Traps

Questions

Answers

Power Statements

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0010 Teaching, Learning & Presenting.ppt

0020 Presenting & the Brain.ppt

0030 Creating a Presentation.ppt


0040 Presentation Delivery Tips, Tricks & Traps.ppt







0090 Questions.ppt

0080 Questions, Answers & Power Statements Menu.ppt


0100 Answers.ppt


0110 Power Statements.ppt

10/10/2007

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Outline



Howard Goldstein Associates, Inc.

Howard Goldstein1044 Monarch Way

Superior, Colorado 80027Phone/Fax (303)-554-0755Website: WWW.HGAI.COM

Email: [email protected]

Visit Our Website
















0090 Questions.ppt

0100 Answers.ppt

10/10/2007

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Developing Successful

Technical Presentations

Thanks for coming!

Use at least one thing you learned

here in your next presentation.

It is very satisfying!

For your audience!

For You!

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Page 2 © Copyright 2007 Howard Goldstein Associates, Inc.


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Presentation Remotes - Gyro


Multi-Function Remotes

InFocus 369402 Remote Control

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• My favorite

Section End

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Teaching, Learning &

Presenting


Teaching, Learning & Presenting


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Teaching

“He who can, does. He who cannot, teaches.”

George Bernard Shaw

“I love to learn, I hate being taught.”

Winston Churchill


Excellence vs. Mediocrity

• They are expecting greatness,

but they are conditioned for mediocrity

Presentation S.O.S. by Mark Wiskup

– The audience loves when their expectations are met.

– They are delighted when it happens.

– The interesting thing to me is just how achievable that

greatness is up against the conditioning!

– All it takes is a dash of creativity and a pound of effort.

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A Special Relationship


Traditional Teaching vs. Presenting

• Teaching • Presenting

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Traditional Teaching vs. Presenting

Presenting

Information transfer

Presenter focused

Objectives:

Inform

Enlighten

Persuade

Limited active

participation

Teaching

Skills transfer

Learner focused

Objectives:

What learners can

do after training is over

Active participation

Section End

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Presenting & the Brain


Presenting & the Brain


9


Instructor Introduction

• Location• Academic and Professional Background• Teaching Methodologies

– Frequent Breaks– Answers vs. Questions


Frequent Breaks

• Why take frequent breaks?

• By understanding how the brain works we are better able to teach it!

• Brain cells reach out and connect via dendrites

• Learning is split second chemical reactions of sodium and potassium

• Breaks provide time to create these neural pathways– For adults: Break every 45-50 minutes

for 10 minutes

• Einstein’s brain size was average but he had more connections and glial cells (thinking lubricants)

Unstimulated BrainStimulated Brain

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Teaching Methodologies

• Questions vs. Answers

– Which is more important?

• Confucius was a master teacher and understood the importance of questions.

• “There is no learning if there is no thinking.”

• Questions enable thinking!


Timing

• Learning time is optimized at 20-50 minutes

• Breaks – Rid muscular & mental tension that builds during

concentration

– Glial cell potassium and sodium release & chemical reaction

– Enable neural pathway creation

• There are no logical breaking points, only physical– If logical breaking points work out, fine

– If not, break anyway, and pick things up from where you left off

• Break when you should!– Use it as an opportunity to review

– Do not try to cram the last few slides in before you break

• Squeezing in additional content actually squeezes out earlier content!

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Comparative Address Ranges

• 1 Address = 1 Gram

• SATA Point-to-Point

– 20 = 1

• SATA II “Port Multiplier”

– 24 = 16

• SAS “Expanders”

– 214 = 128 x 128 = 16,384

• All Fibre Channel

– 224 = 16,777,216

• All IPv4

– 232 = 4,294,967,296

• All IPv6

– 2128 = 340,282,366,920,938,463,463,374,607,431,768,211,456

X 56

Billion

Section End

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Creating a Presentation


Creating a Presentation



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Tips for Creating Technical Presentations

• Over Delivering

• This is rarely an opportunity to make you feel good in describing unnecessary detail

• We know you are excited but stop “showing home movies”!

• Learn to “net”

Stop


Technical People Do It Backwards

• Develop a presentation on a technical topic

• Technical people are squirrels

• They don’t think about it

• They go into gather mode

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• Develop a presentation on a technical topic

• Technical people are squirrels

• They don’t think about it

• They go into gather mode

• They gather acorns



• They become drunk with information

overload

• Their presentations become bloated

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• They try and start whittling

• They are already lost

• They are going in circles!


Phrase to live by!

More is less,

Less is more

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Technical people - Extremely passionate

• Technical people are extremely passionate

about technology

• They are compelled to learn and share all

• Their passion inhibits the ability to let go

• They don’t believe in the phrase to live by

• Let’s look at ways to help!

More is less,

Less is more

Less is less,

More is more

They

think


Multitasking does not Work

• 2001 University of Michigan Study

shows:

– Inefficient and counter-productive

– Short-term memory loss, hypertension

– Slower reflexes, insomnia, mental fatigue

– Impaired judgment

• Multitasking is the art of looking

busy while accomplishing squat

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Presentations require Real Work

• Research

• Organization

• Inspiration

• Concentration

• Creativity

• Imagination

• Etc….


Brody Communications, Ltd

Informative Planning Worksheet

Informative Planning Worksheet

Consider: Purpose, Audience, and Logistics

Main Point:

Supporting Data:

Main Point:

Supporting Data:

Main Point:

Supporting Data:

Introduction 10-15%

Grabber: Source Credibility:

Wiift: Preview:

Conclusion 5-10%

Review:

Memorable Statement

Transition Transition

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Have a Purpose in Mind

• What are you trying to do?

• What do you want your

audience to know, feel or do?

• Without this clarity Nothing

Happens!

• With a specific objective in

mind, presentation

development is easier.


Know Your Audience

• Who are they?

• Audience Size? Age?

Men? Women? Mixed?

Rank? Education Level?

• How knowledgeable

about the topic?

• Why are they there?

• WIIFT – What’s in it for

them?

• How will they react to

your presentation?

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Understand the Logistics

• Are you in a panel or team of presenters?

• What are they discussing?

• What type of audience?

• How much time do you have?

• What time of day?

• What equipment will you be using?


Organizing Content

• Organize to an audience, not a topic

• Prepare presentation backwards

– Big picture to small details

– Conclusion to Opening

• What do you need to accomplish -

Outcome?

– Awareness, Attitude, Action

• With an objective in mind you can:

– Be more selective with content

– Save time

– Produce a more powerful presentation

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Wilbur Howell - Central Theme

• Will someone who attends your presentation

be able to describe it in one sentence to

someone who missed it?

– Central Theme

– Discussion

– Conclusion

• Create one sentence that states your overall

objective.


Speaking in 3’s

http://images.google.com/imgres?imgurl=http://www.loc.gov/exhibits/bobhope/images/vcvg20.jpg&imgrefurl=http://www.loc.gov/exhibits/bobhope/thebill.html&h=513&w=640&sz=46&tbnid=US7NVaP3ohqelM:&tbnh=108&tbnw=135&prev=/images%3Fq%3Dthree%2Bstooges&start=2&sa=X&oi=images&ct=image&cd=2

http://www.imdb.com/title/tt0092086/posters

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Speaking in 3’s

• Healthy, Wealthy and Wise

• Morning, Noon and Night

• Drill’em, Fill’em and Bill’em

• Dewey, Cheathem and Howe


Key Points

• Write your

summary/conclusion first

• 3 key points (at most 5)

• Build your presentation

around them

• Build a story

1

2

34

5Presentation

Conclusion1

2 3

Presentation

Conclusion

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Introduction

• Goal of Introduction

– Capture interest & attention

– Let them know where you’re going with presentation

– Use a “Grabber”

• Survey

• Unexpected statistic


Organizing Content

• Never just ad-lib to present your content

• Never memorize a script

• Use notes, the trick is:

– Craft notes as thoughts and concepts

– Write down your main points as a sequence of

thoughts

– Remain faithful to your sequence

– Thought to thought, not word for word

– Use notes sparingly

• Practice with an audience

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Attention Deficit

• Charles Graves:

– It’s not just Information, it’s Interpretation

– It’s Content and Context

• The trick to maximizing multimedia is timing

• Think of slides as spices in a recipe

Don’t overdo it

• MS PowerPoint is only one of your tools


Use Other Tools

• Use MS PowerPoint slides that

encourage audience

participation

– Interpret a Drawing, Questions

• Electronic Whiteboard, Drawing

Tablet

• Presentation F/X Software– http://www.infocus.com/service/mindpath/i

ndex.asp?site_lang=1&site_region=1&

• Remote with Laser Pointer

• Capture the audience’s

thoughts

http://www.infocus.com/service/mindpath/index.asp?site_lang=1&site_region=1&

http://www.infocus.com/service/mindpath/index.asp?site_lang=1&site_region=1&

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It’s a Safari: Remember to Guide!

• Provide an overview of

where you will be taking us

• Point out highlights as you

discuss them

• Let people know what’s

coming up and the

progress we have made on

the journey

• Point out upcoming danger

(difficult areas)

• Content and context

• At the end of the day,

provide summary of their

accomplishments

Section End

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Presentation Delivery:

Tips, Tricks & Traps


Tips, Tricks & Traps








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Keys to Improving Presentation Skills

• Observe presenters

– Others

– Yourself

• Be aware of your own presentations skills

• Be open to change


Smile

• Frowning says bad news is

coming or “Get Lost”

• Biting your lip says you are

unsure

• Smiling builds trust

• Smile at

– Start

– Important points

– Close

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Stand & Wait

• Stand and wait for

everyone’s attention

– Start

– Important points

– Closing

• It may take a few

seconds!

• Be patient!

• It’s powerful

• Your information will

feel more valuable


Move away from the lectern

• Let them see you are more

than a talking head

• You will be more powerful

and connected to your

audience

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Move away from the lectern

• If you must see your notes

stand beside the lectern

• Don’t lean on it!

• Walk away from it at times

• Stand strong and be seen

• BE BIG!


Stance & Movement

• Stand up straight

• Forward Lean

• Should a presenter move around?

• Avoid

– Aimless Wandering

– Rocking

– Ping Pong

• Go someplace & visit

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Your Audience is a Mirror

• The audience will mirror you

• If you frown, they frown

• If you want them to smile, you

must smile

• There are no ugly audiences,

only ugly speakers

Section End

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Questions


Questions

0090 Questions.ppt

31


Questions

1. How many have ever given a presentation?

2. How many will be giving a presentation in the next 6 months?

3. How many will be giving a presentation in the next 4 days!?

4. How many have a good question they plan to ask?

5. How many have a good non-recall question they plan to ask?

6. How many have rehearsed an answer to a question you expect to get?

7. How many have a question they hate getting?Not counting this one!

Answer these questions

with a show of hands


Confucius

“Learning without thought is labor lost; thought without learning is perilous.”

Confucius was a master teacher and understood the importance of questions.

There is no learning if there is no thinking!

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Questions

• Those interested in solutions prefer answers;

Those interested in learning prefer questions

• Questions :

– Excite imagination

– Set our thoughts in motion

– Determine our focus

• I’d rather know

some of the questions,

than all of the answers

James Thurber, Humorist


Are Questions Better than Answers?

• The better the quality of

question, the more the brain is

challenged to think

• Studies show

– Learner performance scores

improved when the questions asked

improved in depth

• Try “thought-provoking”

questions rather than recall

questions

– Ask Questions, Ask for Questions

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Questions

• Your Opening Question

– It is so important!

– Explore it

– Massage it

– Reshape it

– Ask why?

• Ask “What If” Questions


Questions

Question TypesFacts: Right Answer

Interpretation: Meaning - Author Viewpoint

Evaluation: Meaning - Student Viewpoint

Questions Types:Recall Processing Applications

Identifying Comparing Applying

Completing Sequencing Generalizing

Matching Inferring Speculating

Listing Classifying Modifying

Observing Contrasting Forecasting

Reciting AnalyzingDistorting

Describing Organizing Deleting

Defining Inventing

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Your Worst Question

• Always be prepared to answer

your worst question

• You know what it is, the one

you dread

• When it is posed, you can

smile and give the answer you

rehearsed


I Don’t Know

• It’s OK to say “I don’t know”

– Just not too often

• Try conjecture instead – it’s

much more effective

– Let them watch you think

– Take your time

– Come up with a plausible answer

– Let them know you are

conjecturing and you will check on

it later and report back

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Asking Questions

• Questions are one of your most powerful tools for furthering training outcomes

• Always be clear on your outcomes when asking questions

• Be cautious if using: – Socratic method (leading with loaded questions)

– Creeping poison

– Heart failure


Eliciting Questions

• Use presuppositions intentionally when

asking questions

• Use spatial marking to indicate when you

want questions and when you don’t

• Frame your question sessions to set any

limits you want

– Frames can be open

– Frames can be very tight

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Section End

Answers

37


Answers


Why are Answers Important?

0100 Answers.ppt

38


Select the one different from all the others!

a. c.b.

d. e.


The Right Answer

• B The only one with just straight lines

a. c.b.

d. e.

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The Right Answer

• C The only one that is asymmetrical

a. c.b.

d. e.


The Right Answer

• A The only one with no points

a. c.b.

d. e.

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The Right Answer

• D The only one with both straight lines and

curved lines

a. c.b.

d. e.


The Right Answer

• E The only one that looks like a projection

of a non-Euclidean triangle into Euclidean

space

a. c.b.

d.e.

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The Right Answer

• They are all right answers!

a. c.b.

d. e.


Listening

• Two Ears, One Mouth

• Listening is a learned skill

• Use a listening voice

• Make sure they can hear you

• Make sure you can hear them

• Allow time for Q&A

– Before, During, After

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Respect their response

• When you ask a question –

show that you respect their

response

• Pause, look around the

audience, nod your head with

approval, smile

• Think about their response,

follow up with clarifying

questions

• Show them you really wanted

an answer


Answer Ownership

• For fun, try answer ownership

• Students own answers for the duration of the

class

– “It Depends”

– 3 simple questions of routing

– Identifier vs. address

• Facilitates a clean review and summary

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Section End

Power Statements

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Power Statements


Power Statements


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Power Statements

• That’s Unacceptable!

• You!

• Thank You!

I Love


Power Statements - Communications Channels

• Visual, Voice quality, Touch, Words

• When these aspects reinforce each other then you have congruency

• If the words do not match body and voice, no one remembers your words

UCLA Professor Albert Mehrabian

55%

38%

7%

BodyLanguage

VoiceTonality

Word

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An Elephant and Your Audience?

• What’s the difference

between an elephant and

your audience?

• An elephant never forgets!

• An audience occasionally

remembers!


Make your close effective

• Make your close effective and memorable

• Always leave time for a complete close

• End with– Quote, Your Opening, Summary of key

points, Story

– If you remember one thing remember that . . .

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Make your close effective

• Close with a “Call to Action”

• Go for applause

• Avoid ending with thank you –they can thank you after the applause

Section End

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