Presentation manual and elsp text bank

МОДУЛЬ II. ПРАВИЛА ПОДГОТОВКИ ПРЕЗЕНТАЦИИ

ПОДБОРКА ТЕКСТОВ ПО СПЕЦИАЛЬНОСТИ

PRESENTATION MANUAL

ELSP TEXT BANK

PREPARING A PRESENTATION

STEP 1. Know the context of the presentation: Who are the audience, and what are their interests? How big will the audience be? How long is the presentation to be? What facilities are available for visual aids? What about time for questions?

STEP 2. Decide on your topic. Think carefully about the main point or points that you want to communicate. You should be able to write these clearly in one or two sentences.

STEP 3. Structure the content. Most people begin with an unordered collection of ideas and then put them into sequence. Then decide on the relative weight of each section of the talk.

STEP 4. Think of ways of catching the listeners' interest: examples, anecdotes, impressive statistics, interesting quotations.

STEP 5. It is useful to 'rough-draft' visual aids at this stage, because they can help you make the sequence of points more clear and logical. Think about whether some information should be put into handouts.

STEP 6. Check overall length, and the relative weight of sections. A little too short is better than even a little too long. As a rough guide, allow about 1 minute for every 100 words, plus time if necessary for changing transparencies. One A4 page, double-spaced, takes about 3 minutes of speaking time.

STEP 7. Finish preparation of visual aids. If you are using PowerPoint data projection, having slides or transparencies is a useful back-up in case of last-minute technical problems.

STEP 8. Prepare handouts, if you want them. Make copies.

STEP 9. Plan the exact words you will use for the opening, the transition points, and the conclusion. Practice them again and again. If you are anxious, write on cards the introductory and concluding sentences. Make more notes if you need them (see Checklist 2).

STEP 10. REHEARSE your presentation, as often as necessary. Do not omit this step! You can practice alone, or ask a friend or colleagues to listen to you. With practice, you will become more fluent and at ease. Make sure you speak simply, but in academic not conversational style. Project your voice across the room. You will find this slows your speech. Check the timing carefully and make adjustments if necessary. Mark a time reference at one or two points in the presentation.

STEP 11. Think about the questions the audience may want to ask you. Plan how you will answer them.

STEP 12. On the day of your presentation, be calm and organized. If you are unfamiliar with the location, go beforehand to plan where you will stand and where you will put your papers and to see how the projection works. Arrive in good time for your presentation. Remember to take all your visual aids, notes and papers.

If you feel nervous, do not worry. That's normal. Breathe slowly and deeply for a few minutes beforehand, and try to relax the muscles of your face, mouth and neck. This will make you look relaxed, and will improve the quality of your voice. Then remind yourself how well prepared you are, and enjoy it. Concentrate not on yourself or your notes, but on the audience and making clear to them what you have to say.

 

 

VISUAL AIDS

If you are using an overhead projector, follow steps 1-4 below.

1. Before your presentation check that the equipment works. Decide on the best place to stand, so that you do not obscure the view of the audience; decide where to put transparencies before and after use; decide whether you will point at the transparency or at the screen (or not at all).

2. If you point at the transparency, use a pen as a pointer.

3. Detach the transparencies from their backing paper to make things easier during your presentation. Interleave them with plain paper.

4 Number the transparencies in case you drop them.

 

If you are using PowerPoint data projection, follow steps 1-6 below.

1 Check beforehand whether you should bring your presentation on diskette or CD or DVD. If you are bringing a computer, check on the type of connection required for the data projector.

2 If possible, set up your presentation before your talk. This can take several minutes, even if all goes well.

3 Have a blank slide at the start and end of your presentation. This makes your start and finish smooth.

4 Power Point has an excellent online tutorial and help system. Use it when you are preparing your presentation so that you can make full use of its faculties (such as time monitoring, handouts and notes).

5 Don't be tempted, because of PowerPoint's capabilities, to make your slides too 'busy'. That will distract the audience's attention.

6 Even if you are giving your presentation in a well-equipped room, technology can go wrong. Print out your PowerPoint slides on to

transparencies, so that you have an alternative.

 

 

HANDOUTS

Handouts are useful in three ways.

1 They show data that are too detailed for a visual aid, such as transcript data from interviews, or mathematical calculations. If there is a lot of detail, the points you want to refer to in your presentation should be clearly highlighted in the handout. The handout is given immediately before the presentation, and then referred to.

2 They provide a 'signposting' framework to guide the audience through your talk. In this case, the handout will be a note-frame, which is given out before the presentation. Don't put too much into it, or the audience will read the handout instead of listening to you.

3 They act as a record of your presentation, which the audience can take away. This could be either a note-frame or a fuller text. For this 'record' type of handout, it's common practice to add your address and email address, so that people working in the same field can contact you later. Some presenters like to give out this type of handout at the end of their talk, so that the audience listens with full attention. Others give it out at the start, as a support to listening.

Keep your handout short - one page if possible.

 

NOTES

Visual aids often provide sufficient support for your presentation. If you feel

you need notes as well, remember that they will be more to cope with during the presentation: you will have to deal with the visual aids, the notes, and the audience.

1. Cards or A5 paper are often recommended because they are neater in the hand than big pages. Make sure you number them clearly!

2. A good alternative is to use photocopies of your visual aids, with notes written on them. It is then easier to coordinate your progress through notes and visual aids.

3. Write very large and clear, with plenty of space.

4. Use colour, so that you can quickly locate key points or words.