Cleveland State University EEC 414/503, ESC 720 Writing in Electrical and Computer Engineering

Cleveland State UniversityEEC 414/503, ESC 720Writing in Electrical and Computer Engineering Lecture 9 – Oral Presentations Dan Simon

Oral Presentations • Organizing a Presentation • Dealing with Nervousness • Presentation Tips • Common Mistakes • Responding to Questions Oral Presentations

1. Organization • Title slide: Title, name, company, date, acknowledgments • Let your audience know what they are going to hear and how it will help them • You are often “competing” with other speakers • Outline and introduction • Body of presentation (sections) • Summary and conclusion Oral Presentations

1. Organization Outline and introduction – your first impression • Create a favorable atmosphere • Introduce yourself if your listeners don’t know you • Take your time introducing yourself • Confident but not overbearing • Get the listeners’ attention (story, statistic, …) • Relate the subject to the listeners • Present the main ideas in a clear, concise way Oral Presentations

1. Organization Body of Presentation • Support your central idea • Maintain audience interest • Be accurate and organized – mistakes are AMPILFLIED on a screen • Allocate your time carefully • Transition clearly from one topic to the next Oral Presentations

1. Organization Presentation and Conclusion • Better too short than too long – “less is more” • Conclusion • Restate your central idea • Propose action, response, or future work • Invite discussion and questions; make sure that you’ve allowed time for questions • References are optional Oral Presentations

1. Organization • Repetition is needed to a certain extent “Tell your audience what you’re going to tell them, then tell them, and then tell them what you’ve told them.” • Also, repetition is needed to a certain extent Oral Presentations

1. Organization • Number your slides • When giving a presentation to superiors, prepare handouts • Organization is more important in a presentation than in a paper • Audiences are often reluctant to ask questions • If your audience gets lost, they are gone for good Oral Presentations

1. OrganizationPrepare handouts for your audience.But handouts could be misleading by themselves … In this example, six slides fit on each page of the handout Oral Presentations

1. Organization • How many slides for a presentation? • Fewer is better; the audience should focus on you, not on your slides • Minimum 30 seconds per slide • One minute per slide is a good rule of thumb • It depends on the content of the slide • Use bullet points, not full sentences • Do not read your slides Oral Presentations

2. Nervousness Top fears according to a Gallup Poll, Feb. 2001 12. Iatrophobia: Going to the doctor – 9% 9. Brontophobia: Thunder and lightning – 11% 9. Demophobia: Crowds – 11% 9. Cynophobia: Dogs – 11% 8. Aviophobia: Flying – 18% 7. Musophobia: Mice – 20% Oral Presentations

2. Nervousness 6. Aichmophobia: Needles and getting shots - 21% 5. Arachnophobia: Spiders Entomophobia: Insects 4. Claustrophobia: Confined spaces – 34% 3. Acrophobia: Heights – 36% 2. Glossophobia: Public speaking – 40% 1. Ophidiophobia: Snakes – 51% 27% Oral Presentations

2. Nervousness Why am I afraid of public speaking? • I may be judged by all those people • I might make mistakes and be humiliated • I’ll never be as good as ______ (fill in the blank) • They won't like me • They won't understand what I’m trying to say Oral Presentations

2. Nervousness Expect to be nervous • Have some water (or beer) • Your audience is probably not aware of your nervousness • Nervousness energizes you • Your audience is there to learn • Distract yourself while waiting for your talk to begin • Be prepared Oral Presentations

3. Presentation Tips • Rehearse: Practice makes (almost) perfect • Use graphics liberally • Use Color! • No page limit! (But plan for at least 30 sec/slide) • Keep your slides simple: “less is more” • Maintain eye contact (improves credibility) • Use a pointer (laser or stick) Oral Presentations

Documentation • Software Requirements: 35% • Microcontroller System Requirements: 75% • Software Design Document: 10% • Software process management plan: 0% • Schedule, change control, verification, etc. Oral Presentations

3. Presentation Tips • Use humor spontaneously and carefully • Ignore distractions (snoring students, cell phones, etc.) • Use visual aids if possible • Ask questions (maybe rhetorical) to keep the audience involved • Move around • Be energetic and passionate Oral Presentations

3. Presentation Tips Find interesting tidbits, stories, and quotes to spice up your presentation. For example: • The first robotic arm became operational in 1961 at GM • The robot population is now at 6.5 million • In the 1950s, it was said robots would be everywhere in 5 years.In the 1960s, it was said robots would be everywhere in 10 years.In the 1970s, it was said robots would be everywhere in 20 years.In the 1980s, it was said robots would be everywhere in 40 years. • Marvin Minsky, MIT professor Oral Presentations

4. Common Mistakes • Reading your slides or notes (boring) • Talking at the screen • Slides are cluttered, wordy, font too small • Presentation is too short or too long • Don’t try to cram too much material into your time allotment • Not enough time on each slide • Too much math, too many equations Oral Presentations

4. Common Mistakes Graphics are not suitable for presentation Oral Presentations

4. Common Mistakes • Speaking too softly • Speaking too fast or too slow • Blocking the screen • Not setting up ahead of time • Assuming that your PowerPoint slides will look the same on every computer • Instead create a PDF Oral Presentations

4. Common Mistakes • Verbal tics: “you know, uh, I mean, like, …” • A thoughtful pause is better • Physical distractions: jangling keys, tapping pencil, … • Not being prepared for mishaps: projector or computer failure Oral Presentations

5. Responding to Questions • Make sure you understand the question • Don’t make up answers • Even if you don’t know the answer, still address the question • Turn the question back to the audience • Don’t be afraid to postpone your answer • Suggest how to find the answer • Suggest further discussion after the meeting Oral Presentations

Conclusion • Be organized • Be interactive • Be interesting • Deal with your nervousness • Practice out loud, not just in your mind Oral Presentations

Conclusion How to Give a Bad Talk, by David Patterson and Mark Hill • Thou shalt not be neat. Why waste your research time preparing slides, worrying about spelling, and so on? • Thou shalt not waste space. Disk space is expensive. Cram as much as possible onto each slide. • Thou shalt not covet brevity. Use complete sentences, never just key words. If possible, use whole paragraphs and read every word, because maybe the audience can’t read. • Thou shalt cover the screen. The suspense will add an aura of mystery to your presentation. Anyway, people should look at you, not at the screen! Oral Presentations

Conclusion How to Give a Bad Talk (continued) • Thou shalt not write large. Be humble; use a small font. Anyway, important people sit in front. Who cares about the riff-raff in the back? • Thou shalt not use color. Flagrant use of color indicates sloppy research. Serious reseach is not colorful. It's also discriminatory to emphasize some words over others. • Thou shalt not illustrate. It takes too much time to create graphics. • Thou shalt not make eye contact. Avert your eyes to show respect. Oral Presentations

Conclusion How to Give a Bad Talk (continued) • Thou shalt not skip slides in a long talk. You prepared the slides; people came for your whole talk; just talk faster. Skip your summary and conclusions if necessary. Or just go over your allotted time; after all, your talk is more important than the next person’s talk. • Thou shalt not practice. Why waste your time practicing a talk? It could take a full hour out of your two years of research. How can you appear spontaneous if you practice? If you do practice in front of others, argue with any suggestions you get to establish your expertise. Oral Presentations

Acknowledgments • Technical Communication, by Mike Markel (Chapter 21) • Pocket Book of Technical Writing, by Leo Finkelstein (Chapter 17) • A Guide to Writing as an Engineer, by David Beer and David McMurrey (Chapter 9) • www.aresearchguide.com/3tips.html • www.faceyourfearstoday.com/Top_10_Fears.html • http://pages.cs.wisc.edu/~markhill/conference-talk.html Oral Presentations

Cleveland State University EEC 414/503, ESC 720 Writing in Electrical and Computer Engineering