Creating Your 11 188 11 520 Presentation and Report Cherie Miot Abbanat Lecturer Writing and Humanistic Studies Cherie Miot Abbanat Slide 1 Creating and Presenting Effectively Draft the Short Report First Finalize the report after the presentation Create the presentation Begin with the ending Craft the beginning Prepare yourself Present the presentation Connecting with the audience Delivering the presentation PowerPoint Do s and Don ts Cherie Miot Abbanat Slide 2 Goals To Write and Explain Findings Clearly in writing and while presenting Technical Reports Writing Reader controls order pace Reader is active Reader cannot question Cherie Miot Abbanat Oral Presentations Speaking Speaker controls order pace Speaker is active Speaker can respond to and ask for feedback Slide 3 The Formal Structure of the Presentation Report Title Abstract Table of Contents Introduction Problem Method Findings Constraints Conclusion Cherie Miot Abbanat Written Report Presentation Slide 4 Step 1 Before you begin writing Content is the Key Know your project Collect more information than you will use Review your research questions Review your notes Review your graphs and charts Anticipate problem areas Cherie Miot Abbanat Slide 5 Organize your data locate data trends work on conclusions Start with figures Summarize findings in plots figures and maps Print hard copies of your maps or sketch figures you d like to have in the presentation report Locate trends in results e g Did population in urban areas during the time period Then use words Summarize what you ve done in a few sentences Cherie Miot Abbanat Slide 6 Think about Audience Expectations t time 15 T temperature 32 t 0 T 25 t 6 T 29 t 3 T 27 t 12 T 32 t 9 T 31 Cherie Miot Abbanat Slide 8 Audience Expectations Time min 0 3 6 9 12 15 Cherie Miot Abbanat Temperature C 25 27 29 31 32 32 Slide 9 Audience Expectations Temperature C 25 27 29 31 32 32 Cherie Miot Abbanat Time min 0 3 6 9 12 15 Slide 10 Step 2 Analyze context Who is the audience Technical expertise Size of audience Level of interest Familiarity with subject How much time do you have 5 to 6 slides for a 7 minute talk Budget under time You will be filmed Equipment constraints or other considerations Disk e mail file or bring your own laptop Multiple speakers on same day Cherie Miot Abbanat Slide 11 Step 3 Draft the written document and the presentation Story board method Sketch candidate slides 6 or less title Develop 2 3 bullet points for each slide Integrate slides into a story board Revise slides and bullet points to better fit story board Add slides to fill in gaps Remove slides to eliminate redundancy Cherie Miot Abbanat Slide 12 Create the Presentation Report Order 1 2 3 4 5 6 7 8 Title Abstract Introduction Problem Method Findings Limitations Conclusion Cherie Miot Abbanat Drafting Order 1 Findings 2 Limitations 3 Conclusion 1 2 3 4 5 Method Introduction Problem Abstract Title Slide 13 Begin with the End Findings What trends can you point out What did you notice Limitations of the study Explain the problems with your results Can you explain why these problems happened Conclusion What do you want your reader to remember about your work Remind your reader of your primary findings Cherie Miot Abbanat Slide 14 Draft the Beginning Report Order Introduction Problem Method Findings Limitations Conclusion Cherie Miot Abbanat Drafting Order Findings Limitations Conclusion Method Introduction Problem Slide 15 Draft the Methodology Methodology Describe the process used to study the question Briefly describe the data sets used e g censes surveys etc Introduction Explains the goals and purpose of the project the problem you are solving Problem Explains the specific problem you focused on Cherie Miot Abbanat Slide 16 Make Your Title Clear Informative and Understandable at a Glance weak Title Abstract Table of Contents Introduction Problem Method Findings better Constraints Conclusion Solar Absorption by Clouds Cherie Miot Abbanat November 29 2004 11 204 Department of Urban Studies and Planning Direct Observation of Excess Solar Absorption by Clouds Cherie Miot Abbanat November 29 2004 11 204 Department of Urban Studies and Planning Cherie Miot Abbanat Slide 17 The Abstract Summarizes the Entire Report Title Abstract Table of Contents Introduction Problem Method Findings Constraints Conclusion The Abstract 150 200 words Problem Describe the key topic or problem of your document 1 2 sentences Method State your main approach to solving the problem 1 2 sentences Findings Provide the primary results 1 2 sentences Conclusion Include your main conclusions 1 2 sentences Cherie Miot Abbanat Slide 18 Step 4 Present Now that you are about to Deliver the Presentation Rehearse Prepare yourself Connect with the audience Cherie Miot Abbanat Slide 19 Rehearse Practice at least 6 times Practice with a colleague for feedback Is your content clear Do you rock squirm gesture too much Is there room for improvements adjustments Time yourself 7 min or less What 3 questions will your professors likely ask Cherie Miot Abbanat Slide 20 Rehearse Non verbal behavior should be deliberate Cherie Miot Abbanat Slide 21 Preparing the Morning of Focus and center yourself Be excited about your subject If you aren t excited about your subject your audience won t be either Be yourself don t imitate others styles Speak in a natural tone Speak at a natural rate Cherie Miot Abbanat Slide 22 Connect with the Audience Put yourself in the audience s place Use the terms that your audience knows Explain any novel ideas terms or references Engage the audience Establish eye contact look at people not the screen Use friendly hand gestures Speak to specific individuals if you know them A presentation is two way communication Pay attention to audience reaction modify your talk as needed are they listening or reading email Cherie Miot Abbanat Slide 23 Deliver the Presentation Watch for disconnect between your meaning and audience understanding Cherie Miot Abbanat Slide 24 Deliver the Presentation Standing Stand on the left of the room from the audience s view so you can point to slides from left to right and stand at a 45 degree angle to the audience Keep your hands at your sides Speaking Introduce yourself Pause after complicated ideas so that the audience can keep up Take questions at the end to maintain focus Cherie Miot Abbanat Slide 25 PowerPoint Do s and Don ts Color Be easy on the eyes don t distract from content Dark background light type