Assignment 6

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“E-presentations” Program Transcript

SLIDE 1

IMAGE: Dr. Fredercia Hendricks-Nobel is seated at a table in a library smiling.

DR. HENDRICKS-NOBLE: Hello. My name is Dr. Frederica Hendricks-Noble. I'm a faculty member in the College of Social and Behavioral Sciences at Walden University.

Today, you are viewing a PowerPoint slide show on electronic presentations. Here at Walden, when we do presentations, very few of them are actually done in front of a live audience. Many of the techniques we use in electronic presentations can be used in a live audience, but there are some things that are slightly different.

SLIDE 2

First, why are presentation skills important? Chances are that at some point in your career, you will have to give a presentation. It could be to team members, colleagues, managers or to the members of your professional organizations or associations. I think we all know that if we need to convey information or persuade groups of people of the importance of a topic, or some information, one of the best ways to do that is through an electronic presentation with an oral overlay, in this case, or possibly standing up in front of the group. Presentations help us to establish credibility and may even improve your professional opportunities. So there are some very good reasons to have presentation skills and to develop them to the highest level you can.

SLIDE 3

Presentation Basics using PowerPoint—you need to begin by asking yourself this question: “What's the purpose of the presentation? What am I trying to say here? What information am I trying to convey?” Next, you need to prepare an outline.

Now, the nice thing about PowerPoint is it's specifically designed as an outlining tool. So your outline, you can actually create electronically using PowerPoint.

Your presentation has to have three basic areas. One, you have to have an introduction. What are you going to tell people? Second, you have to have a body. Tell them what it is that you need to tell them. And finally, you need a summary or conclusion, what is it you told them?

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Summaries basically are a summation of what you've covered in the presentation. A conclusion is usually something that if you're presenting an argument, trying to persuade or convince somebody of something, you may have a conclusion based on the data you presented.

Finally—well, second to finally, actually, after you have prepared the PowerPoint presentation, you need to prepare a narrative. PowerPoint makes it fairly easy to perform narratives. You just create a narrative overlay and match it up to your slides.

Finally, you need to practice. The nice thing about an electronic presentation is if you make mistakes the first time through, you can create a second narrative to go over the top and you could modify your slides. If you're doing a live presentation, you only get one shot. So practice is very important.

SLIDE 4

Not all presentations have the same goal. For the sake of this presentation, we're going to break types of oral presentations down into three categories— informative, demonstrative, and persuasive.

Informative presentations are designed to convey information to the audience. They may be explaining a topic, providing instruction, or describing. This is probably the most common type of oral presentations that you'll be doing in the university classroom.

A demonstrative presentation is where you're trying to demonstrate some kind of a process. For example, you might be showing students how to develop a particular type of computer program. You may be demonstrating how to perform a particular assessment during an intake session with a patient or client.

Finally, the third type is the persuasive oral presentation. In this case, you're trying to reinforce or change the attitudes or beliefs of your audience, possibly to motivate the audience to act, maybe to go out and participate in a community project, go out and vote, or something along those lines. The other type of persuasive presentation we might consider to be a debate. Typically, in something like this, one side takes on the pro of a particular idea, and the other side presents the con.

SLIDE 5

IMAGE: A group of 5 young professionals is standing, smiling, and clapping while listening to a presentation.

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Know your audience. Who are you presenting to? Are these colleagues? Are they managers? Are you presenting to a board of directors? Who is it that you're presenting to? And that's fairly important in how you develop the presentation.

SLIDE 6

The Content—you need to be organized. Break the content of the presentation into logical sections. Usually, there are several points you're trying to make. And each one of these points could be a section. Usually, a section will have anywhere from one to three slides, depending on exactly what it is you're trying to say and how you choose to say it.

Be concise. Don't be wordy with either the slides or the narrative. Yet at the same time, you want to cover the topic completely. So being concise means not too much, not too little, just right. If you're stating an opinion, be sure to justify it. This could include documentation. It could include a citation, whatever it is. If it's your opinion—not necessarily a belief backed by all—make sure you justify it.

SLIDE 7

IMAGE: A woman stands at the front of a conference room delivering a presentation to a group. The group appears to be pleased with the presentation.

Be professional. Even if your presentation is to classmates or colleagues, at all times you want to be professional, not only in your presentation format, but in your dress, in your appearance, in your voice, in the words you use.

SLIDE 8

Organization is very important in a presentation. You need to have an introduction and a purpose. These need to be clear, and they need to be engaging. Again, I mentioned earlier, the purpose basically is why is this presentation important? Why is it important to the audience? Why should they listen to what you have to say?

The body—the slides need to be presented in an easy to follow, logical order. You need to have transitions between sections of the presentation, and they should flow smoothly. Often, the PowerPoint methodology itself provides these presentations. But you don't want to jump from one topic to another, and back, and forth. Hit each topic consistently and in order.

And finally, your summary, your conclusions—these are the key points that you want the viewer to take away from the presentation. Again, a summary, you're basically restating the important points of the presentation. A conclusion you may be telling the audience why it is that they should purchase a product. Why it is

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that they should believe in something. It's some kind of a conclusion based on the evidence you've presented.

SLIDE 9

Presentation Aids—your slides should be clear, legible, and attractive. Use an appropriate font size for readability. When appropriate, you can use graphs and pictures. And they can be very helpful to convey information. Try to limit each slide to 8 to 10 lines.

SLIDE 10

IMAGE: A man stands at a podium delivering a presentation before a group of people. The man and the people all appear to be laughing.

Add a little humor. There's no problem, especially if you're presenting to a larger group. A lot of people like to start out with some kind of what they call an icebreaker, a little bit of a funny story or something. Or even as you're going along, you can add a little humor to the presentation. It reengages your audience. It lets them know that, hey, you're a human being. And that maybe what you have to say is not only important, but it can be presented with a little bit of humor.

SLIDE 11

IMAGE: A man in a business suit is carrying a briefcase and climbing a ladder. The ladder appears to be quite lengthy and he seems to be somewhere near the middle.

A picture is worth a thousand words. With an online PowerPoint presentation that contains just text, viewers may sometimes get a little bit complacent and lose track of what you're saying. The pictures can be used to break up the presentation a little bit or to provide additional information. Sometimes a visual cue is more useful than just an oral narration or reading text. Here's an example of a man climbing the ladder of success, and it makes a point that you cannot make with just text.

SLIDE 12

IMAGE: Pie charts and bar graphs

Data and Graphs—data is something that can be very important in certain types of presentations. And a graphical representation of that data can be invaluable in conveying information to your viewers. In this particular case, we show several different types of graphs.

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We've got a 3D pie chart. We've got a bar graph. And any of these can be very, very helpful when you're, again, trying to convey information related to some kind of data that you're presenting.

SLIDE 13

The Oral Narrative—with an electronic presentation like this one, you don't have the advantage of body language, gestures, and things like that. Those are all very important if you're doing a presentation in front of a live audience. With an electronic presentation, your voice is all you have. So you must be enthusiastic. You have to keep the audience's attention with your voice.

Use vocal choice changes. Put in emphasis. Put in pauses. Pronounce words clearly—use proper grammar and sentence structure. Do not speak too fast. Do not speak too slowly. Personally, sometimes when I'm doing a presentation, I tend to speak softly. I have to focus on speaking loud enough so my audience can hear me.

Avoid filler words. Um, you know what we mean, like when you start um using too many, "like," "um," filler words, pretty soon um, the audience loses track of um what it is you're um trying to say. And like all they can do is focus on your filler words. OK? I think you've got that.

Practice and critique yourself. Again, with a presentation in front of a live audience, you have to practice ahead of time. With an electronic presentation, you get to do this presentation, and you get to critique yourself. You can also bring others in for the critique—family, friends, whatever. You may overlook things they may point out. And it could be a lot of the things we're talking about here—speaking too slow, speaking too fast, or putting in too many filler words. So again, with an electronic presentation, you get to do it and do it again.

It's OK to read the slides. You'll notice I've pretty much read every slide. In fact, I think if the information is worth putting on the slide, I probably want to read it back to the audience, because it's the important information. The narrative, however, is designed to enhance the story you're telling. If all you do is read the slides, well, there's no need for an oral narrative. People can read the slides themselves. So the narrative, again—I must repeat this, is designed to enhance the story you're telling.

And this goes back to the first line on the slide; the enthusiasm you convey can be contagious. So be enthusiastic. Use your voice. Tell a story.

SLIDE 14

Grammar and Spelling—to me, this goes without saying. But at the same time, we're going to say it. Use spell check. Double-check for incorrect words that are

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spelled correctly. For example, Joey went form here to there. Perfect spelling. However, the wrong word is used. Spell check does not know that I meant to say "from here to there," not "form here to there." So be sure and double check for that.

Check for various grammatical errors. Complete sentences are not required with PowerPoint presentations. As long as you use parallel construction within a given slide with all your phrases and sentences. If you're not sure what I mean by parallel construction, please look it up.

SLIDE 15

Presentation Length—for most people, the problem they have with the presentation is that they make it too long. You're going to have a limited time to say what it is you need to say. What I do for myself on the first draft, I pretty much try and say everything. Then I use subsequent drafts to get the presentation down to the right length and timing. Quite often, this means making slides more concise, removing slides. It might even mean adding a few slides.

What's the right timing? Well, you're going to be given a time limit. If it's a course, you may be told you've got 8 to 10 minutes to complete your presentation. If it's for an organization, there may be several presenters. You may be allotted 30 minutes for your presentation if you're the keynote presenter. Or, you may be allotted 10 minutes for your presentation if you're presenting a particular part of what's going on. Whatever that time is, you have to stay within that time.

SLIDE 16

The presentation you will be doing is for a course. You're going to have some kind of a grading rubric that your instructor's going to be using to grade your final presentation. Here's an example of a grading rubric that I've used in my classes.

You'll notice that the content out of 100 points is only worth 30. You say, wait a minute. The content's the most important part. Well, it is, and it isn't. It is in a presentation that you're doing to convey information. But if you're doing a presentation that is designed to help you develop presentation skills, all of a sudden, those skills become the most important part. In fact, in this case, we're looking at 70% of the points. You'll notice the items that are in this rubric pretty much parallel the things we've looked at in this presentation.

Organization—are the slides clear? Do you have good transitions? Do you have an introduction and a summary?

Presentation Aids—are the slides clear, legible, and attractive? Do you include graphs and pictures where appropriate?

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The Oral Narrative—do you have appropriate emphasis in your voice? Are you enthusiastic? Do you have vocal changes? Are your words clearly pronounced? Do you avoid filler words?

Grammar and Spelling—did you double check the spelling? No grammatical errors. And finally the length—is the presentation length within whatever guidelines you were provided on the initial assignment?

SLIDE 17

Finally, every assignment includes some form of a rubric scale to go with the rubric. In this case, we can see that in order to score a “10”, which is a perfect score, a “10” out of “10”, your assignment needs to be completed exceptionally. It needs to be very complete, very clear, and perhaps even exceed the performance criteria that are listed.

Most of your work will hopefully fall at least in the category of competent. Competent means that you've done an excellent job. You've met all the performance criteria. There may be an item or two you need to clarify, maybe add a little more depth, or thoroughly address an item. This should be explained to you in the feedback from your instructor. The more problems there are or little things that are missing, the more likely you are to receive an “8” rather than a “9” on that particular part of the assignment.

Developing—If you get a “7”, this means you need to work on this one a little bit. Hopefully, again, your instructor gives you some feedback of exactly what is missing here. But you haven't necessarily addressed all the performance criteria. You're still developing some of your ideas and some of the content.

Deficient—there's some problems here. If you get a “6” out of “10”, basically, you're looking at 60%. Your response in this particular area of the assignment was weak or vague. And you're not really approaching those performance criteria.

Finally, if your assignment is unclear, it doesn't really show that you even understand exactly what the assignment is, your instructor's going to give you somewhere between a “1” and a “5”, and a “0” should only be granted if you don't turn in the assignment.

SLIDE 18

Summary—the first thing is to remember to know your topic, know your audience.

Break the topic into logical sections. Include an introduction, a body, and a summary.

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Your slides should be clear and legible. Include some pictures, some graphs— something to break up the words that you put there.

Your voice must be clear, properly paced, and modulated to keep the audience interested. You don't want to talk in a monotone—everybody goes to sleep.

Practice the Narrative—critique yourself. Get a critique from somebody else.

And finally, use the rubric to grade your final presentation.

SLIDE 19

So we've talked about how to develop this PowerPoint presentation and the important steps. Here's a slide that lists exactly how to include a narrative in your PowerPoint.

I'm not going to read these slides. You can take the time to do it. But it will, step by step, allow you to create a narrative to overlay your PowerPoint presentation.

SLIDE 20

IMAGE: A man stands, arms raised, on the rooftop of skyscraper. He is looking out above a city skyline.

Just how far can you go? Someday, you too will be doing a presentation in front of a group of professional colleagues, or perhaps a board of directors at a company in which you've achieved some level of management status. Hopefully, this presentation will help you to achieve that goal and move you further in that direction.

There are several presentation platforms you can use to given an electronic presentation, so, whatever tool you choose – PowerPoint, Prezi, Haiku Deck, Slideshow – remember the key elements we have covered in this presentation and you’ll have a firm foundation for making a great presentation!

I hope you're all having a great day. And that's the end of this presentation. Thank you.

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