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The Art of Giving Effective Presentations
Zachary A. Wong, [email protected]
San Francisco Regional Water Quality Control BoardFebruary 18, 2010
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Difference between “good” and “bad”presentations
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Content
Process Behaviors
Purpose, Material
Set-Up, Visuals Communications
3 Key Elements of a Good Talk
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Purpose
Ten strategies for improvingyour technical presentations
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…take it to the next level
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What is the case for change?
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“Our challenge as scientists is not to add to the complexity but to
simplify”
Z. A. Wong
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Simplicity is the ultimate sophistication
Leonardo da Vinci
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Process
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Interactive Session: 10 Strategies
Interrupt with “Questions”
I will ask you questions too!
15 min intermission
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Making the Presentation
Engaging the Audience
Speaking with Excellence
Designing Powerpoint Visuals
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ScopeTen Strategies
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80% of success or failure happens before the talk
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#1
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Clearly state purpose and scope
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#2
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#3
Sandwich your story
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Sandwich Your Story
Data , Analysis and “Experiences”“Meaning”: Interpretation
Significance of Issue“Listening Points”
Summarize Key PointsNext Steps
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#4
Battle of the senses
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What “sense” is overloaded?
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BEST Practice to Prevent Conflict:1. Having Clear Project Goals and Expectations and clear Agendas.2. Spending time on team introductions at the start and having good team
rules and processes.3. Support from organization in the form of training resources, ways
to release stress and perception can help prevent conflict.4. Manage your time to maximize interactive time and to ensure that
everyone feels heard and valued. 5. Have mechanisms in place to help resolve interpersonal conflicts and poor
behaviors that affect team performance.6. When in doubt, check with your HR department or legal to get
clarification before addressing a persistent conflict
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•The Motivation addressed three elements of motivation ContentProcess and Behavior•Several questions were present in duplicate with one question a “reverse code” of the
other, to cross‐validate the response
0% 20% 40% 60% 80% 100%
1. If I could choose the project I was assigned to, this would not have been it.
2. I prefer to work on high visibility projects.
3. I feel energized by the premise of this project.
4. I think the project goals will be met.
5. I think I will bring valuable insight to the project.
6. In general, rules and structure are necessary to achieve team goals.
7. In general, I prefer to achieve my goals without rules and structure.
8. I work best with well‐defined project goals.
9. It is important to me that everyone have clear deadlines and objectives.
10. I feel that it is important that the team members contribute equally.
11. It is important to me to work on teams with successful past working …
12. I prefer to work with a teams with new colleagues.
13. I feel that it is important that the team work without conflict.
14. I think my ideas will be well received.
15. I’m not sure what I can add to this project.
16. I am driven by the process of learning new things.
17. I find the learning curve on projects intimidating.
Please rank the importance to each of the following questions.Strongly Disagree Disagree No Opinion Agree Strongly Agree
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Death by Powerpoint
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Conflict Prevention:
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Based on key questions like most effective way to
prevent conflicts ?Your approach to teams /
meetings ?what is the most typical cause of conflict ?
Core value of openness and
frankness
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What “sense” is overloaded?
You are not responsible for how other people feel – you can neither control nor be responsible for someone else’s space
(i.e., the feelings of others).
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Powerpoints are not documents
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Vision predominates all other senses
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Understand
Recognize other views
Ladder of Communication
Look & Listen
Think and Feel
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Making the Presentation
Engaging the Audience
Speaking with Excellence
Designing Powerpoint Visuals
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Ten Strategies
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Engage listening, re‐engage for understanding
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#5
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Help Direct Audience Focus
…the widespread nature of the problem.”
…the large amount of data collected to date.”
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“When I am speaking, please note….
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Re‐Engage Your Audience Often
Ask a questionCheck for understandingPictures, examples, photos
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Emotional Balance
Think Feel
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Make it Real
Experiences
Metaphors and analogies
Personal testimonies – quotes
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#6
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Why are analogies and metaphorseffective?
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Use “space” with difficult audiences
#7
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Organizational Space
Regulations, Standards, Proceedings, Law & Science
Water Board
Team Space
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Personal Space
Presenter
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Difficult Audiences
How do I plan my presentation for a possible unfriendly public audience?
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Content
Process Behaviors
3 Key Elements of a Good Talk
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“Narrow” scope, broad perspectiveKnow concerns and land minesSimplify the science“No truths, just evidence”
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Content
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Agenda and ground rules
Roles and responsibilities
Owner: Organizational Space
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Process drives behaviors
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Difficult Audiences
For difficult audiences, how do I keep my composure and avoid getting
“rattled”?
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What human factor drives audiences to be “difficult”?
Behavior
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Stay in your space
Externalize
Repel space invaders
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Personal Space
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How do I respond calmly to criticism and hostile questions and avoid
getting defensive?
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Difficult Audiences
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Recognize behaviors first
Speak from your space
Spin forward
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Personal Space
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Content
Process Behaviors
3 Key Elements of a Good Talk
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Making the Presentation Engaging the Audience Speaking with ExcellenceDesigning Powerpoint Visuals
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Ten Strategies
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Tools
Microsoft “presenter”Monitor Microphone/audio
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Three C’s of successful speaker
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#8
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Confidence
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Credibility
Unbiased
Sincerity
Present both sides
No exaggerationsTransparency
Be specific
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Cancer Rates Are Skyrocketing
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Cancer Rates
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#9
Stack your rocks
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Control
CloseDefensiveImpatient
“Personalize”
OpenPositive
Forward-thinking“Externalize”
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Making the Presentation Engaging the Audience Speaking with ExcellenceDesigning Powerpoint Visuals
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Ten Strategies
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#10
Create “CLEAR” visuals
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Compelling storyLook and listen Easy-on-the-eyesArtistic designRestraint
CLEAR Visuals
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No Distracting Motions
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Moving Clip Art
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Learn the key components and concepts of building a high‐performing teamGreatly increase your interpersonal skills and confidence in working with others Learn how to bring out the best in yourself and others
When to use motion or sound
Draw the audiencePut audience in story Demonstrate method/event
“Live” personal testimonies
Change the mood
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Video clips
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Anyone can “present” facts and data
Only you can give it “meaning”
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10 Strategies 1. 80% of success or failure happens
before the talk2. Clearly state purpose and scope3. Sandwich your story4. Battle of the senses5. Engage listening, re‐engage for
understanding
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10 Strategies
6. Make it real7. Use space with difficult audiences8. Three C’s of successful speakers9. Stack your rocks 10. Create “CLEAR” visuals
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Content
Process Behaviors
3 Key Elements of a Good Talk
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Thank you!
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