Technical writing presentation

1. Topic: presentation & its Types
Course Code: ENGL-1111
Instructor: Ms. Hira Yousaf

2. Contents
 What is presentation?
 Why it is important?
 Stages of the process of presentation.
 Conclusion

3. What is Presentation Skills?
A presentation is the process of presenting a topic to audience. It is typically
a demonstration, introduction, lecture, or speech meant to inform,
persuade, inspire, motivate, or to build good will or to present a new idea or
product.

4. What is Presentation Skills?
 The way in which something is said, offered, shown or explained to others.
 Presentation is a way / source of communication which can be adapted to
various speaking situations, such as talking to a group, addressing a
meeting or briefing a team. To be effective, step-by-step preparation and
the method and means of presenting the information should be carefully
considered.
 Demonstration, talk, lecture, address, speech, show, exhibition, display,
introduction, launching any thing

5. Stages of This Process
 Organizing the Presentation Material
 Preparing a Presentation
 Writing Your Presentation
 Deciding the Presentation Method
 Managing your Presentation Notes
 Working with Visual Aids
 Practice
 Presenting Data

6. Organizing the Presentation Material
 Irrespective of whether the occasion is formal or informal, you should
always aim to give a clear, well-structured presentation.
 You should know exactly what you want to say and the order in which you
want to say it. Clarity of ideas and good organization should result in a
lively, logical and compelling message.

7. Organizing
 Choose the organizational pattern that best suits your objectives. Some
common organizational patterns include:
 Topical (moves from idea to idea, theme to theme, etc.)
 Chronological (uses time sequences for a framework)
 Classification (presents information according to categories
 Problem/Solution (presents a problem with one or more solutions to it)

8. Preparing a Presentation
 Preparation is the most important part of making a successful
presentation. This is the crucial foundation and there should be no short-
cuts.

9. Writing Your Presentation
 Before you write/prepare your presentation, you should already have
started to prepare by developing your ideas and selecting the main points
to include.
 Collection of material
 Pre-writing
 Enlisting possible points

10. Deciding the Presentation Method
 Once you have decided on your key messages, and thought about
organizing your material, you next need to think about how you will
present. Presentations range from the formal to the informal, and your
choice of presentation method will depend on many factors, including the
audience, the venue, the facilities, occasion and your own preferences.

11. Managing your Presentation Notes
 Few people are able to give a presentation without notes. You will need to
know your own abilities and decide how best to make the presentation.
You might manage your talk by using full text, notes on cue cards,
keywords on cue cards, or mind maps. (write-up)

12. Working with Visual Aids
 Most visual aids will need advance preparation and should be operated
with efficiency.
 Only use visual aids if they are necessary to maintain interest and assist
comprehension: do not use them just to demonstrate your technological
prowess (great skill). If visual aids are used well, they will enhance a
presentation by adding impact and strengthening audience involvement,
but if not, they can ruin a presentation.

13. Practice
 Practice your presentation at least:
 Three times by yourself
 Two times in front of a friend/colleague
 One more time than you think you need to Time your presentation and
remember that you may talk faster if you are nervous.

14. Presenting
 Some people have an innate talent for public speaking. Most of us,
however, have to work hard to get up in public and give a good talk.

15. Presenting Data
 There are times when using data in a presentation can really help you to
tell the story better. But it’s important not to blind your audience with
statistics, and also to remember that many people find numbers difficult
to understand.

16. Conveying of a Good Presentation
 Be enthusiastic (showing excitement)
 Use body language
 Talk to the audience
 Dress appropriately
 Be prepared

17. Closing the Presentation
 Too important to fix it
 Last chance to tell what to know and do
 Direct, brief, and strong
 Recapitulate
 Nut shell ending

18. “Speaking.”
‘To speak’ and ‘to speak well’ are two things. A fool may talk, but a wise
man speaks. ~Ben Johnson
It is better to keep one's mouth shut, and be thought a fool, than to open it
and resolve all doubt. ~Abraham Lincoln
The words you choose to say something are just as important as the
decision to speak. ~Author Unknown

19. Closing Styles
 Summarize
 Call to action
 Anecdote or story
 Rhetorical question
 Quotation
 Encapsulation ( phrases)

20. Summary
Elements of a good presentation
– Be clear about its purpose.
– Prepare.
– Have an attention-getting opening.
– Make the content organized and interesting.
– Be enthusiastic.
– Talk to the audience.
– Have a memorable closing.
– Compose your presentation with your objectives in mind.

21. Other Qualities to Improve This Skill
 Attend Other Presentations.
 Don’t Try to Cover Too Much Material.
 Work on Your Pauses.
 Actively Engage the Audience.
 Be Entertaining.
 Admit You Don’t Have All the Answers.
 Don't Fight the Fear.
 Control your body gesture posture (body language).

22. Common Problems to Overcome
 Fear of public speaking
 Lack of confidence
 Lack of control
 Physiology and stress
 Lack of knowledge about subject
 Lack of preparation
 Lack of practice
 Shyness
 Stage phobia

23. PRESENTATION TIPS
 REMEMBER….
• CONTENT
• DESIGN
• DELIVERY

24. GENERAL RULES
1. KNOW YOUR AUDIENCE
2. BE PREPARED
- confidence
- mechanical issues
- notes/no notes?
3. BE ON TIME
- slides or no slides?
- how many slides?
- remember: Effectiveness is
- the key word

25. Continue…
4. HAVE A MESSAGE
HAVE A STORY TO TELL
(make sure it is clear to you!)
5. TELL THE AUDIENCE
 WHAT YOU WILL DO
DO IT
TELL THEM WHAT YOU DID

26. 6. Be COURTEOUS
& GIVE CREDITS
- co-authors
- sponsors
- slides “borrowed”
- Data
7. LESS IS MORE
- (BEAUTY IN SIMPLICITY)
- Brevity is the soul of wisdom

27. Continue…
8. NO JOKES
- fine line between being
- entertaining and unprofessional
- USE PERSONAL STORIES THAT
- STRENGTHEN MESSAGE
9. ENGAGE THE AUDIENCE
CONNECT WITH THEM
10. BE EXCITED ABOUT
THE SUBJECT; BE POSITIVE

28. SPECIFIC SKILL SETS
1. DO NOT LOOK AT SLIDES/SCREEN
 LOOK AT THE AUDIENCE
 IMPORTANCE OF EYE CONTACT
2. ATTENTION SPAN OF AUDIENCE (1/3rd RULE)
DO NOT BARRAGE THEM WITH SLIDES
3. CLARITY
- in writing
- in graphs and tables
- color scheme
- sentences vs bullets
- photos
- margins
- movies

29. Continue..
4 POSE QUESTIONS...
AND THEN ANSWER
5. HANDOUTS OR
NO HANDOUTS?

30. SPECIFIC SKILL SETS
1 UNDERSTAND THE Q
2. DID EVERYONE HEAR IT?
3. BE HONEST… NO YAWP! ( noise/sound off)
4. THINK OUT LOUD
5. THANK PEOPLE FOR THE Q
6. GET BACK TO THOSE WHO ASKED Q
7. HAVE FUN AND EXUDE ENTHUSIASM

31. Conclusion
 Presentation is life and soul of presenting Knowledge and skills to other. It
is the apex form of communication using integrated skills. An effective
presentation is a KEY to success in the every field of life.

33. End of Lecture