Research Methodology

Making presentations.

ISM20 Project management and Research Methods

OUTLINE
Introduction Making presentations, Put your audience first! Speaking style, Time keeping Using notes, Composure Practical issues, pitfalls to avoid Preparing the content Tell `em, Tell `em, and Tell `em Visual aids What makes a good presentation? - Some guidelines Conclusions References
ISM20 Project Management and Research Methods

Introduction: Making presentations

The aim is good, clear communication. Most people are afraid of public speaking. There is no substitute for preparation. Collect and order relevant material.
ISM20 Project Management and Research Methods

Introduction: Put your audience first!

Prepare the opening sentences carefully. Use a non-technical opening but only if its relevant. Avoid openings like Thank you Mr Chairman for those kind words. It is a great pleasure to be here again in this great Throw your audience straight into the story Is it possible to improve on the reliability of Airbus software?

ISM20 Project Management and Research Methods

Introduction: Speaking style.

An informal, conversational style is best. Avoid long, complicated sentences. Vary tone of voice to give expression. Vary the speed of delivery to provide emphasis. But dont speak too quickly: fast deliveries are difficult to understand.

ISM20 Project Management and Research Methods

Introduction: Time keeping.

Dont speak for too long. People remember up to 40% of a 15 minute talk, but only 20% after 45 minutes. Assume a presentation rate of 100 words per minute. Keep to time!

ISM20 Project Management and Research Methods

Introduction: Using notes.

NEVER read a script. Write out the text. List the key words to form your notes. Produce notes on cards rather than paper. Keep notes in order with a treasury tag. Practise in front of a mirror!

ISM20 Project Management and Research Methods

Introduction: Composure.
Hold your notes in one hand; let the other hang by your side. Look at the audience - but not at one person! Start slowly, having learned the first sentence. Be aware of mannerisms and repeated gestures.
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Introduction: Practical issues

Explore the layout of the lecture room BEFOREHAND. Understand how to control the projectors, microphones, lights, video.. Do not speak while turning away from the microphone to look at a slide. Overhead projectors should project upwards Do not obscure the slide projection.
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Introduction: pitfalls to avoid

Never, NEVER apologies for being an inexperienced speaker. Never say You will have seen all this before You will know more about this than I do Audiences will be embarrassed - they are on your side. Nervousness leads to uncertainty about your material.

ISM20 Project Management and Research Methods

Introduction: pitfalls to avoid.

Never try to be a stand up comic. Be humorous, but humour is often at someones expense - make it your own. It is easy to offend people and lose their sympathy. Humour depends on timing. A joke that falls flat is embarrassing.

ISM20 Project Management and Research Methods

OUTLINE
Introduction Making presentations, Put your audience first! Speaking style, Time keeping Using notes, Composure Practical issues, pitfalls to avoid Preparing the content Tell `em, Tell `em, and Tell `em Visual aids What makes a good presentation? - Some guidelines Conclusions References
ISM20 Project Management and Research Methods

Preparing the content: Tell `em, Tell `em, and Tell `em

The old salesmans adage contains a good deal of truth: Tell em what youre going to tell em; Tell em; Tell em what youve just told em. Dont pack too much information into a talk. Start with a brain map - and then order the material into a sequence.
ISM20 Project Management and Research Methods

Preparing the content: Visual aids

OHPs can build on one another and are easy to produce. 35mm slides are more professional, easier to manipulate but more difficult to produce. Computer screen projection is becoming the preferred option. Laser pointers need practice and can be dangerous.
ISM20 Project Management and Research Methods

Preparing the content: Visual aids

To point to an OHP place a pencil on the projector. Slides should not be cluttered with information. Use colour to emphasise a point and not for its own sake. The minimum size font on an OHP should be 16 point.
ISM20 Project Management and Research Methods

OUTLINE
Introduction Making presentations, Put your audience first! Speaking style, Time keeping Using notes, Composure Practical issues, pitfalls to avoid Preparing the content Tell `em, Tell `em, and Tell `em Visual aids What makes a good presentation? - Some guidelines Conclusions References
ISM20 Project Management and Research Methods

What makes a good presentation? - Some guidelines Tell em 1

Guideline 1 - Consider whom the presentation is designed for. Think about the audience. Do they know much about the subject? Are you using jargon or symbols that they are unfamiliar with? If you are talking to a small number of people, then they should be able to see the computer screen without any problems. If there are a large number of people, then you will need to use a projector of some sort. Guideline 2 - Keep the charts simple and uncluttered. Dont put in any more or any less than is required Guideline 3- Make sure that the charts are legible, even from the back of the room. If you are making a presentation using a projector, then the characters need to be a minimum of 0.5 cm high for members of the audience who are 100 metres away. For more mature people, the minimum height needs to be 1 cm. Guideline 4 - Highlight key information Make it easy for the audience to pick out the most important details. Guideline 5 - Focus attention on one concept at a time Make sure that you are not giving the audience too much to think about at any one time. Guideline 6 - Reinforce your conclusion Finish the presentation with a summary of the main points that you want to make sure that the audience has understood.

ISM20 Project Management and Research Methods

Good presentation guidelines: Tell m 2

Guideline 1 - Consider whom the presentation is designed for
The audience Terminology, Jargon or symbols Number of people

ISM20 Project Management and Research Methods

Good presentation guidelines

Guideline 2 - Keep the charts simple and uncluttered.
Dont put in any more or any less than is required

ISM20 Project Management and Research Methods

Good presentation guidelines

Guideline 3 - Make sure that the charts are legible, even from the back of the room
If you are making a presentation using a projector, then the characters need to be a minimum of 0.5 cm high for members of the audience who are 100 metres away. For more mature people, the minimum height needs to be 1 cm.

ISM20 Project Management and Research Methods

Good presentation guidelines

Guideline 4 - Highlight key information

Make it easy for the audience to pick out the most important details

ISM20 Project Management and Research Methods

Good presentation guidelines

Guideline 5 - Focus attention on one concept at a time
Make sure that you are not giving the audience too much to think about at any one time

ISM20 Project Management and Research Methods

Good presentation guidelines

Guideline 6 - Reinforce your conclusion
Finish the presentation with a summary of the main points that you want to make sure that the audience has understood

ISM20 Project Management and Research Methods

Presentation Guidelines: Tell m 3

In summary, we have Six Guidelines Who the presentation is designed for Keep charts simple Charts must be legible Highlight key information One concept at a time Reinforce your conclusion

ISM20 Project Management and Research Methods

Project Costs
10. Smart Project Cost Cash Flow Forecast (April 1998 - June 1999) Months Expenditure ('000) Pay of personnel Overheads Materials consumed Consultancy fees Sub-contract charges Fees for trials/mapping data Prepartion of technical manuals Intellectual property costs Capital equipment/hardware Market assessment Training Software Other Total Income DTI Balance Apr-98 May-98 Jun-98 3000 400 50 0 0 1000 0 0 0 500 1000 0 0 5950 3000 3000 400 400 50 50 0 2500 0 0 1000 1500 0 0 0 0 0 3000 500 0 500 500 0 2500 0 0 5450 13450 Jul-98 Aug-98 Sep-98 Oct-98 Nov-98 Dec-98 Jan-99 Feb-99 3000 400 50 1000 0 0 0 0 5000 0 0 0 0 9450 3000 400 50 0 0 500 0 0 0 0 0 0 0 3950 3000 400 50 0 0 0 0 0 0 0 0 0 0 3450 3000 400 50 0 0 0 0 0 0 500 0 2500 0 6450 3000 400 50 0 0 0 0 0 0 0 0 0 0 3450 3000 400 50 0 0 0 0 0 0 0 0 0 0 3450 3000 400 50 0 0 0 0 0 500 0 0 0 0 3950 3000 400 50 0 0 0 0 0 500 0 0 0 0 3950 Mar-99 Apr-99 May-99 Jun-99 Total 3000 400 50 2500 0 100 0 500 0 0 0 0 0 6550 3000 400 50 0 0 100 0 500 0 500 0 0 0 4550 3000 400 50 0 0 50 0 1000 0 500 0 0 0 5000 3000 45000 400 6000 50 750 0 6000 0 0 50 4300 500 500 1000 3000 0 9000 500 3000 0 2000 0 5000 0 0 5500 84550

15000 9050

3600

-4400

12000 -1850

-5800

2500 4000 -9250 -13200 -16650 -20100 -20050 -24000

4750 38250 -30550 -30350 -35350 -40850

ISM20 Project Management and Research Methods

Project Costs

Costs per month

16000 14000 12000 10000 8000 6000 4000 2000 0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 Months

Pounds

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Cost by Category

COSTS
2% 4% 6%

Pay of personnel Overheads

11%

Materials consumed Consultancy fees Sub-contract charges

52%

4% 1% 5%

Fees for trials/mapping data Prepartion of technical manuals Intellectual property costs Capital equipment/hardware

7% 1% 7%

Market assessment Training Software Other

ISM20 Project Management and Research Methods

OUTLINE
Introduction Making presentations, Put your audience first! Speaking style, Time keeping Using notes, Composure Practical issues, pitfalls to avoid Preparing the content Tell `em, Tell `em, and Tell `em Visual aids What makes a good presentation? - Some guidelines Conclusions References
ISM20 Project Management and Research Methods

Conclusions
The aim is good, clear communication, there is no substitute for preparation. In Preparing the content remember to Tell `em, Tell `em, and Tell `em Use good Visual aids Follow good presentation guidelines
Who the presentation is designed for Keep charts simple Charts must be legible Highlight key information One concept at a time Reinforce your conclusion
ISM20 Project Management and Research Methods

References
Campbell, J., (1990), Speak for yourself, BBC Books, London, ISBN 0563215119 Boothe, V., (1984), Communicating in science: writing and speaking, Cambridge University Press, ISBN 052127771 X Tufte, E., (1983), The Visual Display of Quantitative Information, Graphics Press
ISM20 Project Management and Research Methods

Good luck: better still, prepare thoroughly! And Practice

ISM20 Project Management and Research Methods