Bài giảng Technical writing and presentation - Chương 1: Introduction to presentation skills - Vũ Văn Thiệu
Technical Writing and Presentation
2016
The aims of the lesson
TRƯỜNG ĐẠI HỌC BÁCH KHOA HÀ NỘI
HANOI UNIVERSITY OF SCIENCE AND TECHNOLOGY
° Training skill of talking to an audience
° Contents involved in public speaking
° Understanding what influences the audience?
Introduction to Presentation skills
° Ability to speak clearly, concisely and
Technical Writing and Presentation
convincingly
° Developing both personal confidence and
skills to take into your future career
SoICT - 2020
© SoICT 2020
Technical Writing and Presentation
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The importance of presentation skill
Presentation skill in the 21st century
° People are exposed to vast volumes of
° We all need to do this in on an
everyday basis
° It is an integral part from most subjects
information
° You need to maximize your message in a
minimized amount of time.
° Example – On a televised interview, the interviewee
has an uninterrupted amount of time of between 2 -3
minutes.
at school, work, and life
° Efficiency in performing a task
° Increase motivation
° Can you get your point across in such a short amount
of
° Using simple explanation and allocating
time?
° Remember, the audience has a choice, they
a small amount of time
don’t have to sit and listen to you !
© SoICT 2020
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© SoICT 2020
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Technical Writing and Presentation
2016
Choice of words in presentation
Speaking is an art
° Depends upon
° Think carefully about:
°
°
°
the meaning we want to convey,
° Do the audiences really want to listen?
the person receiving the message and
the situation in which the communication takes place
° Do they know how to interpret our tone of
voice and our body language?
° Examples
° Words for a pleasant feeling of general goodwill: cheerfulness,
jollity, merriment, pleasure, joy, happiness.
° Are they preoccupied with their own
thoughts?
° Use appropriate words
•
merriment vs joy
° Are conditioned both by the person who is going to hear them
and the situation in which we find ourselves.
° Is their knowledge of the language we’re
speaking good enough for our purposes?
° Talking to a friend: can be informal, even careless about our
words
° Speaking to a prospective employer: must be formal and careful.
© SoICT 2020
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© SoICT 2020
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10 tips for Presentation
Contents
1. Practice, practice, practice
I. Introduction to Presentation skills
II. Non-verbal Communication
III. Voice, Silence, Body language
IV. Model digital introduction
2. Speak, don’t read
3. Be yourself
4. Aim for a positive state of mind and a confident attitude
5. Use verbal signposting
6. Use examples, illustrations and humor
7. Ask questions and invite participation
8. Be aware of eye contact and body language
9. Learn from the Pros
10. Be aware of technique
© SoICT 2020
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© SoICT 2020
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Technical Writing and Presentation
2016
I. Introduction to Presentation skills
How to Give an Effective Presentation: Structure
° Basic rule
1. Structuring your story
° Say what you are going to say
2. Preparing your data/information
3. Preparing and giving the presentation
4. Concluding your presentation
5. Questions and answers
•
1-3 main points in the introduction
° Say it
•
Give the talk
° Then say what you said
•
Summarize main points in the conclusion
° Don’t try to build suspense and then
unveil a surprise ending
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Tell a Story
Audience
° Prepare your material so that it tells
a story logically
° Why and to whom are you
°
°
°
°
°
Subject: title, authors, acknowledgements
Introduction/overview
Method/approach
Results/information/analysis
Conclusion/summary
giving this presentation?
° What do you want the
audience to learn?
° Think about this as you
construct your talk
° Use examples, anecdotes, and
significant details
° Create continuity so that your slides
° Edit your slides -- delete what
is unnecessary, distracting,
confusing, off point
flow smoothly
°
Guide the audience through your story
°
Your last point on one slide can anticipate
the next slide
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Technical Writing and Presentation
2016
Presenting Your Methods, Data, and Results
Preparing Your Data (continue)
° Methods, Instrumentation
° Figures
° For most talks, only present the minimum
° ‘1 figure ≈ 1000 words’
° Figures should be readable, understandable,
° Data Tables
uncluttered
° Tables are useful for a small amount of data
° Include units
° Keep figures simple, use color logically for clarification
• Blue = cold, red = warm, dark = little, bright = a lot
• Invisible color
° Indicate data source if they are not your own
• Meaning attached to colors (color blindness is more
common than you think
° Explain axes and variables
° Include reference on figure
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Figures continued ...
Problem: Classìication. An
algorithm tries to predict the
label for a sample.
° Create a summary
Sample: feature data (gene
expression level for a patient
+ label
cartoon with major
findings, or an illustration
of the processes or
problem
Label : What category
(basal, luminal) the sample
falls in
° Consider showing it at the
beginning and the end
The Machine Learning
algorithm takes many
samples to a training set
and builds an internal model
° You can use web
sources for figures
° Include reference
ML algorithm predicts
labels of other sample called
testing set.
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Technical Writing and Presentation
2016
Preparing the Presentation
Variable importance-feature of Random Forest
° Average not more than 1 slide per minute
° MS Powerpoint is now standard
° If you use something else, be careful to check it in advance
° No sounds! Some logical animations good
° Use 3-7 bullets per page
° Avoid writing out, and especially reading, long and complete
sentences on slides because it is really boring to the audience
° Slide appearance (font, colors) should be consistent
° Spell check
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What Font to Use
Color
Type size should be 18 points or larger:
18 point
20 point
Dark letters against a light background work
24 point
28 point
Dark letters against a light background
are best for smaller rooms, especially when the
lights are on for teaching
36 point
AVOID USING ALL CAPITAL LETTERS
BECAUSE IT’S MUCH HARDER TO READ
http://www.fw.msu.edu/orgs/gso/documents/GSOWorkshopDocsS
p2006/PresentationTipsinPowerPoint.ppt#302,5,Powerpoint
basics: 1. What font to use
* References can be in 12-14 point font
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Technical Writing and Presentation
2016
Preparing Yourself...
Color
° Immerse yourself in what you are going to say
° Web of Science/Google it: use the latest news
° Make sure you are familiar with the projection
equipment, remote control and Powerpoint
Light letters against a dark background
° Bring your presentation on a memory stickAND a
laptop with power supply AND an extension cord ꢀ
also work
Many experts feel that a dark blue or black
background works best for talks in a large
room
sSp2006/PresentationTipsinPowerPoint.ppt#302,5,Powerpoint
basics: 1. What font to use
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What to Wear ꢀ
Print Your Slides
° Don’t read the
° Dress up – maybe wear a
jacket?
presentation
° More formal attire makes you
appear more authoritative and you
show you care enough to try to
look nice
° Print out copies of your
slides (‘handouts’)
° You can annotate them and
use them as notes
° From “Ask Dr. Marty”
AnimalLabNews (Jan-Feb 2007)
° You can review them as
° Dark clothes are more powerful
than light clothes
you’re waiting
° If everything crashes – the
bulb blows, you can still
make your main points in a
logical way
° Shirts or blouses with collars are
better than collarless ones
° Clothes with pressed creases (!)
are signs of power
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Technical Writing and Presentation
2016
Giving the Presentation
Rehearsing
°
Practice – actually stand up and say the words out loud
° You discover what you don’t understand
° Starting out is the hardest part
° You develop a natural flow
of the talk
° To get going, memorize the first
° You come up with better phrasings and ways to describe things
•
It is harder to explain things than you think, practicing helps you find
the words
few lines
° “Hello, I’m Huong Nguyen. The title
of my presentation is, ‘Machine
Learning for cancer’ .I want to
combine computer science and
biology.Machine learning
techniques have been exploited as
an aim to model or to simulate the
progression and treatment of
cancerous condition.”
° Stay within the time limit
° Try speaking too loud to get a feeling where the upper limit is
Don’t over rehearse or memorize the talk
°
° The first practice things will improve at least 10 fold -- the second
will make things twice as good -- the third may add a bit of
polish, but from there it can easily get worse
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Giving the Presentation
Giving the Presentation
° Stand where the figures can be seen
° Look at people during presentation
° Be enthusiastic
Experienced speakers:
° Speak freely and look directly at audience
Inexperienced speakers:
° Put outline and key points of your presentation on your slides
° Don’t worry about stopping to think
° Don’t rush
• You don’t have to remember what to say
• Eyes are on the slide not on you
° Figure out which slide is your half-way mark and use that to check
your time
• Key points are there for people who weren’t listening or who
are visual learners
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Technical Writing and Presentation
2016
Giving the Presentation
Concluding Your Content
° Announce the ending so that people are prepared
° For example, with a slide titled “Conclusions”
° Don’t apologize or make comments about
yourself
° Or by saying, “In my final slide ꢀ” or “My final point is ꢀ”
° “I hope you’re not bored”
° Have only a few concluding statements
° “I was working on this ‘til 3 am”
° Come back to the big picture and summarize the
significance of your work in that context
° Don’t overuse the pointer
° Don’t try to be cute and don’t force being funny
° Don’t forget acknowledgements, always give
° Extend logically beyond your limited study – but don’t overreach
° Open up new perspective
° Describe future work, raise questions, potential implications
proper credit
° Tip: Everyone in the audience has come to listen to your lecture
with the secret hope of hearing their work mentioned
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What Can Go Wrong?
Finishing Your Presentation
° Think carefully about your final words and how
to finish your presentation strongly
° Uncertainty about material
° Interruptions
° Don’t just drift off ꢀ “I guess that’s all I have to say ꢀ”
° You may want to actually memorize your ending lines, just as
you do your starting points
° Running out of slides
° Running out of time
° Ending your talk
° Say “Thank You” ꢀ pause for applause ꢀ then
° Say: “Any questions?”
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Technical Writing and Presentation
2016
Uncertainty About the Material
Minor Interruptions during Your Presentation
° Try to structure your talk so that you are sure about
° Don’t look irritated or rushed
the material you present
° Answer – briefly – just enough to
° If you have to address something important that you
are unsure of
straighten it out
° Then carry on with your presentation without
checking back
° Acknowledge the gap in your understanding
•
“I’m working on it” or “I’m looking into it”
° This is better than being pressed to admit something
° Also it may very well be an open question
° A question that you will answer later in
your talk?
° Another way to handle this is to raise it as a
° Say “Good point; just wait two slides”
question yourself
° Requires a long answer and is not critical
understanding?
° Say “Good point; I’ll come back to it at the
end of the talk.”
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Running Out of Slides
Major Interruptions During Your Presentation
° Short talks are better than ones that are too long
° What to do:
° If most in the audience are non-specialists
° Explain the issue to the audience
° Don’t make a personal comment
° Delay discussion until after the talk
• “hum, I’m running out of slides ꢀ”
° Stretch it a little -- see if you can think of an example, or
° If most of the audience is knowledgeable
° Make your point as clearly as you can
story, to bolster your points
° Conclude unhurriedly, summarizing your main points, but
don’t be repetitious
° Discuss it out – don’t try to diminish or avoid it
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Technical Writing and Presentation
2016
Questions and Answers
Running Out of Time
° Questions after your talk can be difficult but they
definitely help you in writing up your research
° Identifies parts the audience did not understand
° Focuses and adds dimension to your analysis
° Avoid this – impolite to other speakers
and the audience: if it happens ꢀ
° Do not assume that you can carry on past
your time
° You can repeat the question
° Do not skip all of your slides looking for
the right one to put on next
° Conclude – on time wherever you are in
your talk -- by making your main points
° This gives you time to think
° The rest of the audience may not have heard the question
° Also if you heard the question incorrectly, it presents an
opportunity for clarification
• In Powerpoint you can just type the
number of your concluding slide and
press Enter to skip right to it
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Questions and Answers (continued)
Difficult Questions
° Keep your answers short and to the point – don’t
° Usually you have thought more about the material than
anyone else -- this puts you in a stronger position than
you may think
respond with another lecture
° Don’t say that a question is bad, or that you addressed it
already
° Anticipate typical questions and prepare for them
° Rephrase it into something that you want to talk about
° Generalizability of your findings to other times? Other places?
Other conditions?
° Never demean the question or questioner
° They may have friends in the audience, and you never
need more enemies
° Methodological bias? Uncertainties? Exceptions? Priorities?
° Still concerned about questions?
° The research world is smaller than you think and you will
continue to encounter people throughout your career
° Make extra slides – perhaps on details of instrumentation or
methodology
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Technical Writing and Presentation
2016
Difficult Questions (continued)
Deal with difficulties
° Taking the high road and thinking long term
° If you really don't know the answer
° If your host or the session chair handles
something badly, don’t refer to it in public
° Say "Interesting, I will look into that" or “That’s a good
point, let’s discuss it afterwards”
° Don't feel that you have to invent an answer on the fly -
- you are only human and you can't have thought of
everything
° If other panelists take too long – don’t complain,
just make your main points within the remaining
time
° If the questioner disagrees with you and it looks
like there will be an argument then defuse the
situation
° If something happens to make you angry, think
of a way to turn it around rather than having a
public confrontation,
° "We clearly don't agree on this point, let's go on to
other questions and you and I can talk about this later"
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Conclusions
° Structure your content in a way that is
comfortable for you
° Use your own style to your advantage
° Think ahead about where you might encounter
difficulties and figure out ways to overcome them
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