Notes for Presentations Frame

<body stylesrc="Notes_for_Presentations_No_Frames.html" background="../../../images/scarletback.gif" bgcolor="#FFFFCC" text="#000000" link="#FFFFFF" vlink="#FFFFFF" alink="#FFFFFF">  <div align="left"> <table border="0"> <tr> <td align="right" valign="top" width="115"><table border="0" cellpadding="0" cellspacing="0" width="115" height="95%"> <tr> <td align="right" valign="top" width="115"><font color="#FFFFFF" size="4" face="Arial"><strong>CONTENTS</strong></font></td> </tr> <tr> <td align="right" valign="top" width="115"><img src="../../../images/dot_clear.gif" align="top" width="110" height="10"></td> </tr> <tr> <td align="right" valign="top" width="115"><a href="notes_for_presentations_no_frames.html#Top"><font size="1" face="Arial"><strong>TOP</strong></font></a></td> </tr> <tr> <td align="right" valign="top" width="115"><a href="notes_for_presentations_no_frames.html#SELLING"><font size="1" face="Arial"><strong>SELLING YOURSELF</strong></font></a></td> </tr> <tr> <td align="right" valign="top" width="115"><a href="notes_for_presentations_no_frames.html#PREPARATION"><font size="1" face="Arial"><strong>PREPARATION</strong></font></a></td> </tr> <tr> <td align="right" valign="top" width="115"><a href="notes_for_presentations_no_frames.html#PRESENTING"><font size="1" face="Arial"><strong>PRESENTING</strong></font></a></td> </tr> <tr> <td align="right" valign="top" width="115"><a href="notes_for_presentations_no_frames.html#VISUAL AIDS"><font size="1" face="Arial"><strong>VISUAL AIDS</strong></font></a></td> </tr> <tr> <td align="right" valign="top" width="115"><a href="notes_for_presentations_no_frames.html#QUESTIONS"><font size="1" face="Arial"><strong>QUESTIONS</strong></font></a></td> </tr> <tr> <td align="right" valign="top" width="115"><a href="notes_for_presentations_no_frames.html#GROUP PRESENTATIONS"><font size="1" face="Arial"><strong>GROUPS</strong></font></a></td> </tr> <tr> <td align="right" valign="top" width="115"><a href="notes_for_presentations_no_frames.html#GRADING OF GROUP PRESENTATIONS"><font size="1" face="Arial"><strong>GRADING</strong></font></a></td> </tr> <tr> <td align="right" valign="top" width="115"><img src="../../../images/dot_clear.gif" align="top" width="110" height="10"></td> </tr> <tr> <td align="right" valign="top" width="115"><a href="../AIS01.html#copyright" target="_parent"><font size="1" face="Arial"><strong>COPYRIGHT NOTICE</strong></font></a></td> </tr> <tr> <td align="right" valign="top" width="115"><img src="../../../images/dot_clear.gif" align="top" width="110" height="10"></td> </tr> <tr> <td align="right" valign="top" width="115"><img src="../../../images/dot_clear.gif" align="top" width="110" height="10"></td> </tr> <tr> <td align="right" valign="top" width="115"><img src="../../../images/dot_clear.gif" align="top" width="110" height="10"></td> </tr> <tr> <td align="right" valign="top" width="115"><img src="../../../images/dot_clear.gif" align="top" width="110" height="10"></td> </tr> <tr> <td align="right" valign="top" width="115"><img src="../../../images/dot_clear.gif" align="top" width="110" height="10"></td> </tr> <tr> <td align="right" valign="top" width="115"><img src="../../../images/dot_clear.gif" align="top" width="110" height="10"></td> </tr> <tr> <td align="right" valign="top" width="115"><a href="../AIS01.html#Notes on Presentations" target="_parent"><font size="3" face="Arial"><strong>BACK</strong></font></a></td> </tr> <tr> <td align="right" valign="top" width="115"><img src="../../../images/dot_clear.gif" align="top" width="110" height="10"></td> </tr> <tr> <td align="right" valign="top" width="115"><font color="#FFFFFF" size="2"><em>Last updated</em></font></td> </tr> <tr> <td align="right" valign="top" width="115"><font color="#FFFFFF" size="2"><em>09/03/01</em></font></td> </tr> </table> </td> <td valign="top" width="15"><img src="../../../images/dot_clear.gif" width="15" height="1"></td> <td valign="top" width="450"><p align="center"><img src="../../../images/rutgers.gif" alt="Rutgers" width="152" height="53"><br> <img src="../../../images/dot_clear.gif" width="300" height="1"></p> <h1 align="center"><a name="Top"><font color="#000099">Group Presentations</font></a></h1> <h2 align="center">33:010:458<br> <font size="6">Accounting Information Systems</font><br> Fall 2001<br> </h2> <div align="left"><table border="0" cellpadding="3"> <tr> <td valign="top" colspan="2"><img src="../../../images/dot_clear.gif" hspace="10" width="1" height="1"></td> <td valign="top" colspan="3"> </td> </tr> <tr> <td valign="top" colspan="5">Accounting professionals and the Accounting Education Change Commission agree that communication skills are an essential ingredient for successful accounting careers. Communication skills take many forms, including writing skills and the ability to express ideas clearly and persuasively in one-on-one situations. This semester, however, we shall be focusing on two important aspects of communication skills: the ability to operate effectively as part of a team, and formal presentations.<br> <img src="../../../images/dot_clear.gif" hspace="10" width="1" height="1">Formal presentations by teams involve all the skills that are required for individual presentations, but also pose additional challenges in terms of organization and time management.<br> </td> </tr> <tr> <td colspan="5"><img src="../../../images/dot_clear.gif" hspace="1" vspace="10" width="1" height="1"><br> </td> </tr> <tr> <td valign="top" colspan="5"><a name="SELLING"><font size="4" face="Arial"><b>PROFESSIONAL PRESENTATIONS:<br> SELLING YOURSELF</b></font></a><font size="4"><strong><br> </strong></font></td> </tr> <tr> <td valign="top" colspan="5">In the classroom environment, it may often appear that the main purpose of presentations is to inform, to supply knowledge, to teach. In the business context, however, it is apparent that the primary purpose of presentations is to PERSUADE. The accountant is not selling used cars, or snake oil. All the same, as an accountant you do have something to sell: firstly, of course, your ideas, your advice; but also, the services of your firm, and the reputation of your profession.<br> <img src="../../../images/dot_clear.gif" hspace="10" width="1" height="1">Decisions are frequently made based on perceptions. The key to successful communication, then, is CREDIBILITY. You need to be believed, so that you can persuade people to take the actions you want them to take. The best technical advice on accounting issues is useless unless you are able to convince your clients of your abilities and persuade them to follow your recommendations. Usually, your clients will not have the requisite technical skills to judge your advice based on its technical merit  thats why they need you  so, of course, their views on your technical advice are influenced significantly by their impressions of you. <i>People buy people</i>. <br> <img src="../../../images/dot_clear.gif" hspace="10" width="1" height="1">Studies have shown that in face-to-face communications three critical factors affect believability:<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">VERBAL: the message itself, what you have to communicate<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">VOCAL: the variety, projection, and resonance of your voice<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">VISUAL: what people see, specifically in your body language.<br> </td> </tr> <tr> <td valign="top" colspan="5"><br> </td> </tr> <tr> <td valign="top" colspan="5">The following were the percentage values for the impact each factor has on <i>believablility</i>:<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">VERBAL 7%<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">VOCAL 38%<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">VISUAL 55%<br> </td> </tr> <tr> <td valign="top" colspan="5"><img src="../../../images/dot_clear.gif" hspace="1" vspace="10" width="1" height="1"><br> </td> </tr> <tr> <td valign="top" colspan="5">To summarize: accountants make presentations in order to persuade clients to take desired actions. The key to success is credibility. 93% of the impact on credibility is nothing to do with the technical content of the presentation.<br> <img src="../../../images/dot_clear.gif" hspace="10" width="1" height="1">It is clear that communication skills are not just a matter of appearing slick or "professional." They represent the difference between pointless embarrassment and successful professional practice. Persuasive communication is achieved when the message is received, understood, accepted and actioned.<br> </td> </tr> <tr> <td valign="top" colspan="5"><img src="../../../images/dot_clear.gif" hspace="1" vspace="10" width="1" height="1"><br> </td> </tr> <tr> <td valign="top" colspan="5"><a name="PREPARATION"><font size="4" face="Arial"><b>PREPARATION</b></font></a><br> </td> </tr> <tr> <td valign="top" colspan="5">Successful presentations are not improvised like brilliant violin cadenzas. They are the result of careful (and, if necessary, painstaking) PREPARATION. Often a vital component of that preparation is PRACTICE. This is not just a matter for inexperienced students. Successful partners in major CPA firms and CEOs of large corporations will often rehearse important client presentations. Why would they not, when millions of dollars are at stake? Nothing is more important for confident presentations than the feeling of having at least some control over what is happening, and what is going to happen next, as the presentation proceeds.<br> </td> </tr> <tr> <td colspan="5">In preparing for a presentation:<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Know your audience(*)<font size="5"> </font>and consider the listeners point of view:<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top"> </td> <td valign="top" colspan="2">I am important and want to be respected.<br> Consider my needs.<br> Will your ideas help me?<br> What are the facts?<br> What are the snags?<br> What shall I do?<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Decide the objectives of the presentation and the action you wish to happen afterwards.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Design the structure of the presentation; e.g.,<br> </td> </tr> <tr> <td colspan="2"> </td> <td> </td> <td colspan="2">Introduction<br> </td> </tr> <tr> <td colspan="2"> </td> <td> </td> <td> </td> <td>Articulate your goals<br> Establish the credibility of your presenters<br> Create expectations of how your presentation will proceed (and then meet them!)<br> </td> </tr> <tr> <td colspan="2"> </td> <td> </td> <td colspan="2">Beginning<br> </td> </tr> <tr> <td colspan="2"> </td> <td> </td> <td> </td> <td>Capture the audiences interest<br> </td> </tr> <tr> <td colspan="2"> </td> <td> </td> <td colspan="2">Middle<br> </td> </tr> <tr> <td colspan="2"> </td> <td> </td> <td> </td> <td>Make your arguments clearly<br> Support arguments with any necessary facts or evidence<br> </td> </tr> <tr> <td colspan="2"> </td> <td> </td> <td colspan="2">Conclusion<br> </td> </tr> <tr> <td colspan="2"> </td> <td> </td> <td> </td> <td>Summarize your presentation<br> Close with positive impact<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Decide on the content:<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top"> </td> <td valign="top" colspan="2">What needs are to be met?<br> What are the benefits?<br> What are the likely objections?<br> How can they be overcome?<br> What action is required?<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Decide on the presentation methods to be used:<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top"> </td> <td valign="top" colspan="2">How will the points be made (description, analogy, example, etc.)<br> What visual aids will be used?<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Decide on the timing, both overall and for individual sections.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Prepare notes that you can easily read without peering.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">* Do not forget that your primary audience when making presentations in class is your fellow class members NOT your instructor. <br> </td> </tr> <tr> <td valign="top" colspan="5"><img src="../../../images/dot_clear.gif" hspace="1" vspace="10" width="1" height="1"><br> </td> </tr> <tr> <td valign="top" colspan="5"><a name="PRESENTING"><font size="4" face="Arial"><b>CONDUCTING THE PRESENTATION</b></font></a><br> </td> </tr> <tr> <td valign="top" colspan="5">Remember that your success depends on creating credibility not only through the message that you have but also through its delivery. With an air of quiet confidence, you want to project openness and involvement. When you are open, others perceive you to be more confident, receptive and believable. Now you need to involve your listeners so that they hear and remember your message despite any other stimuli or distractions. Here are some things to think about:<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Posture:<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top"> </td> <td valign="top" colspan="2">When standing, stand straight with your knees relaxed and your weight and energy forward.<br> When sitting, lean forward slightly.<br> Move about purposefully, walking toward people and engaging them; do not wander idly.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Gesture and expressions:<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top"> </td> <td valign="top" colspan="2">Use natural gestures to show personal impact and enthusiasm: do not suppress them or exaggerate them.<br> When not gesturing, rest your arms at your sides in a natural position: avoid "fig leaf" postures or "parade rest."<br> DO NOT FIDDLE with pens, loose change, rings, laser pointers or other props.<br> Use appropriate facial expressions.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Voice:<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top"> </td> <td valign="top" colspan="2">Be sure you reach all listeners; use a microphone if necessary.<br> Use vocal projection to create attention and focus.<br> Relax and let your voice out rather than pushing it out.<br> Breathe to tap the source of your vocal power so that you can project without straining.<br> Vary your sentence length, pitch, tone and pace.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Eye communication:<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top"> </td> <td valign="top" colspan="2">Maintain 3  6 seconds of eye contact with each listener.<br> This helps to focus your thoughts as well as to engage listeners. Fleeting glances do not count: they suggest insincerity. Practice this when you are with friends; 4 seconds is longer than most people think. Try counting: "one, one thousand; two, one thousand; three, one thousand; four, one thousand."<br> Proper eye contact is the single most important presentation skill to practice. Many people do not find it natural at first: work on it.<br> Finish a thought or sentence with one person or portion of the audience at a time before you move on.<br> Focus on individuals, but from different parts of the room.<br> When seated, remember to include the people sitting close to you.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Language and pauses:<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top"> </td> <td valign="top" colspan="2">Be brief, pointed and specific in your language.<br> Pause silently rather than use "filler" noises.<br> Create word pictures to help your audience visualize your points.<br> Use vivid, specific language, adjectives and verbs to make your presentation come alive.<br> Use questions as well as statements, metaphors, similes, examples and analogies.<br> Pace the presentation so that it gathers momentum towards the end rather than fading away: have a climax.<br> Summarize freely before, during and after the main parts of the presentation.<br> Be enthusiastic throughout.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Humor:<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top"> </td> <td valign="top" colspan="2">Use personal stories or humorous asides.<br> Keep humor appropriate and relevant.<br> Balance professionalism with your natural sense of humor and fun.<br> </td> </tr> <tr> <td valign="top" colspan="5"><img src="../../../images/dot_clear.gif" hspace="1" vspace="10" width="1" height="1"><br> </td> </tr> <tr> <td valign="top" colspan="5"><a name="VISUAL AIDS"><font size="4" face="Arial"><b>VISUAL AIDS</b></font></a><br> </td> </tr> <tr> <td valign="top" colspan="5">It should be apparent from the comments so far that your single most important visual aid is yourself. Other visual aids may be useful in reinforcing important points, but they are subsidiary and should not be allowed to draw too much attention away from you and the presentation as a whole. Visual aids are most important in achieving retention, since about 70% of learning takes place through the eyes. Here are some sobering statistics:<br> </td> </tr> <tr> <td valign="top" colspan="5"><div align="left"><table border="0" cellpadding="0" cellspacing="0"> <tr> <td valign="top"><strong>% retention of information after: </strong></td> <td valign="top"> </td> <td valign="top"><strong>3 hours </strong></td> <td valign="top"> </td> <td valign="top"><strong>3 days</strong><br> </td> </tr> <tr> <td valign="top">Speech </td> <td valign="top"> </td> <td valign="top">70 </td> <td valign="top"> </td> <td valign="top">10<br> </td> </tr> <tr> <td valign="top">Sight </td> <td valign="top"> </td> <td valign="top">72 </td> <td valign="top"> </td> <td valign="top">20<br> </td> </tr> <tr> <td valign="top">Speech and sight </td> <td valign="top"> </td> <td valign="top">85 </td> <td valign="top"> </td> <td valign="top">65<br> </td> </tr> </table> </div></td> </tr> <tr> <td valign="top" colspan="5">A great deal has been written about the successful use of visual aids, including some contradictory advice. This is too large a topic to be covered in detail here, and experience is a great teacher. Nevertheless, here are some ideas:<br> </td> </tr> <tr> <td valign="top" colspan="5"><div align="left"><table border="0" cellpadding="0" cellspacing="0"> <tr> <td valign="top" colspan="4">Visual media suitable for audience sizes up to:<br> </td> </tr> <tr> <td valign="top" colspan="3">Flipcharts/whiteboards </td> <td valign="top">15<br> </td> </tr> <tr> <td valign="top" colspan="3">Overheads </td> <td valign="top">50<br> </td> </tr> <tr> <td valign="top" colspan="3">35 mm slides </td> <td valign="top">200<br> </td> </tr> <tr> <td valign="top" colspan="3">Computer presentations: </td> <td valign="top"><br> </td> </tr> <tr> <td valign="top"> </td> <td valign="top"> </td> <td valign="top">17 inch monitor </td> <td valign="top">8<br> </td> </tr> <tr> <td valign="top"> </td> <td valign="top"> </td> <td valign="top">25 inch monitor </td> <td valign="top">13<br> </td> </tr> <tr> <td valign="top"> </td> <td valign="top"> </td> <td valign="top">projection panel </td> <td valign="top">50<br> </td> </tr> <tr> <td valign="top"> </td> <td valign="top"> </td> <td valign="top">desktop projector </td> <td valign="top">100<br> </td> </tr> </table> </div></td> </tr> <tr> <td valign="top" colspan="5">Flipcharts or whiteboards require no power source, can be desktop size or larger, are easily modified or prepared freehand on the spot, and can be shown in daylight so that the audience can take notes. They are expensive to have professionally produced, are not easily portable if large, do not facilitate masking, and usually require an easel.<br> </td> </tr> <tr> <td colspan="5">Overheads can be used in a lit room, give a large picture from a short throw, can be handwritten during the presentation or altered at the last moment, are used while facing the audience, and can be masked or overlaid. However, the equipment can obscure the audiences view, and overheads require a suitable screen or wall, and suffer from "tombstone" effects unless the screen is angled.<br> </td> </tr> <tr> <td colspan="5">35 mm slides make a very professional impact, can be operated by remote control using neat, compact equipment and give accurate color reproduction. They require a darkened room and a suitable wall or screen, and need a long throw unless a special lens is available. Masking is not facilitated, last minute modification is not possible, and it can be difficult for the audience to take notes.<br> </td> </tr> <tr> <td colspan="5">Computer facilities for generating visual aids now offer new combinations of advantages and disadvantages. The major issues, however, continue to be legibility, flexibility, equipment and cost.<br> </td> </tr> <tr> <td valign="top" colspan="5">Look out for the following:<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Is the font size sufficiently large?<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Is there sufficient contrast? Light text on dark backgrounds works best for 35 mm slides and computer images; dark text on light backgrounds is preferred for overheads.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Dont write on the bottom third of flipcharts or whiteboards if they cant be seen by everyone.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Dont put too much information on one visual aid.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Allow the audience sufficient time to read what you do display.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Say more than you show. The audience can usually read, and you dont want to be redundant: this is YOUR presentation!<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Do not show poor or illegible slides and then apologize for them. Excuses are not credible.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Use color to:<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top"> </td> <td valign="top" colspan="2">Attract attention<br> Add vitality<br> Increase willingness to read<br> Add emphasis<br> Indicate structure.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Do not use color indiscriminately; dont use too many different colors at once.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Use different fonts for contrast and emphasis, but maintain a consistent use of typefaces throughout the presentation to establish continuity and sophistication. Too few fonts are better than too many!<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">TOO MANY WORDS IN UPPER CASE ARE HARD TO READ AND SLOW THE AUDIENCE DOWN. USE UPPER CASE FOR TITLES AND OTHER KEY WORDS, BUT OTHERWISE USE LOWER CASE.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">A picture paints a thousand words. Use charts and images where appropriate.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Remember that simplicity highlights important concepts, aids understanding and facilitates recall.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Proper balance looks organized and neat, distributes elements for clarity and achieves emphasis by placement.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Proper balance looks organized and neat, distributes elements for clarity and achieves emphasis by placement.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Do not look at the screen behind you while you are addressing the audience. Look at the projector if your are using overheads, or the computer monitor if you are using computer images. Otherwise, refer discreetly to your notes.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Pause if you need to work with the equipment, and continue only when you are ready.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Do not wave vaguely at the screen. With 35 mm slides, use a laser pointer. With overheads you can point at the projector  but be sure the pointer touches the plattern; dont just wave over it!<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Only show visual aids when you want the audience to read them. Otherwise, cover them up or turn them off. Consider using blank slides or flipping the overhead projector mirror down. Do not leave the projector on when you have no overhead to display.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Remember that handouts can be used as visual aids, as well as serving as reminders after the presentation is over. Be aware that audience members will be tempted to read anything you give them, possibly as an alternative to attending to your presentation.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Be careful where you stand so that you do not block the audiences view.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">If possible, work with the lights on.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Be sure that visual aids are in the right sequence.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Be sure you have backups: spare bulbs, fuses, notes, paper copies, overheads (if you plan on using computer images), etc.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Practice.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">If things still go wrong, laugh along with the audience. Sulk later in privacy!<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Remember that visual aids are not the presentation. YOU are the presentation.<br> </td> </tr> <tr> <td valign="top" colspan="5"><img src="../../../images/dot_clear.gif" hspace="1" vspace="10" width="1" height="1"><br> </td> </tr> <tr> <td valign="top" colspan="5"><a name="QUESTIONS"><font size="4" face="Arial"><b>QUESTIONS</b></font></a><br> </td> </tr> <tr> <td valign="top" colspan="5">Plan how you will handle questions. Tell the audience whether you want to be interrupted as questions arise, or prefer to defer questions to the end. You may not always get your way, but it helps to have a plan. In team presentations you may wish particular team members to handle certain types of questions. Plan how you will persuade the audience to ask any questions that you particularly want to answer. When answering, be sure that all members of the audience know what the question is. Repeat it if necessary, but not otherwise.<br> </td> </tr> <tr> <td valign="top" colspan="5"><img src="../../../images/dot_clear.gif" hspace="1" vspace="10" width="1" height="1"><br> </td> </tr> <tr> <td valign="top" colspan="5"><a name="GROUP PRESENTATIONS"><font size="4" face="Arial"><b>GROUP PRESENTATIONS</b></font></a><br> </td> </tr> <tr> <td valign="top" colspan="5">In addition to all the foregoing, a few further points need to be considered when making a group presentation. At the heart of these is the need to give the audience the impression that the presentation is in fact a team effort, rather than a sequence of short individual presentations. Ideally, of course, a team will have worked extensively together, and members will be sufficiently well attuned to each others skills and interests to be able to function seemingly effortlessly as a unit. In reality, however, team presentations are often essential steps in proposals for major new assignments, where teams are assembled in response to perceived needs of the prospective clients, and have not necessarily worked together extensively in the past. There is less received wisdom in this area about how to succeed, but a few pointers from personal experience include:<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Dont have team members standing or sitting in front of the audience unless they have an active role to play in the near future.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Dont have team members in front of the audience unless they have been introduced to the audience or will be very soon. <br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Be sure that all team members involved in the presentation appear to be contributing significantly. Audiences tend to be skeptical of presenters who have nothing to contribute. <br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">When team members are presenting, be sure that other team members who are still in front of the audience continue to behave appropriately. Silence does not confer invisibility, and the audience may be distracted or distressed by inappropriate behavior. Sit or stand still, do not confer unless absolutely necessary, follow the presentation with apparent interest, and do not draw attention from speakers.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Plan transitions and handovers between speakers particularly carefully. Fumbling the ball here does not create a positive image of credibility. Do not leave projectors on unless there are transition visual aids. Try to avoid muttered private conversations. Thou shalt not screw up thy team members slides!<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Team players need to know team members names  even if they only met in the parking lot just before the presentation!<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">In team presentations, it is usually best to be clear about who is in charge, and especially who will "manage" audience interactions. This needs to be done carefully, however, because a team member who appears to lack authority even in his own sphere may also lack credibility.<br> </td> </tr> <tr> <td valign="top" colspan="5"><img src="../../../images/dot_clear.gif" hspace="1" vspace="10" width="1" height="1"><br> </td> </tr> <tr> <td valign="top" colspan="5"><a name="GRADING OF GROUP PRESENTATIONS"><font size="4" face="Arial"><b>GRADING OF GROUP PRESENTATIONS</b></font></a><b><br> </b></td> </tr> <tr> <td valign="top" colspan="5">Group presentations will be graded based on:<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Content<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Delivery<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Visual aids and handouts<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Effective question handling<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Time management<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Effective use of team members<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Interest and originality<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3">Overall impression.<br> </td> </tr> <tr> <td valign="top" colspan="2"> </td> <td valign="top" colspan="3"> </td> </tr> </table> </div></td> <td valign="top" width="5" height="23"><img src="../../../images/dot_clear.gif" width="5" height="1"></td> </tr> </table> </div>  </body>