The Short Guide to Effective Presentations

1.    What is your audience’s level of experience or knowledge about your topic?

2.    What is the general education level and age of your audience?

3.    What is the audience’s attitude toward the topic you are speaking about, and—based on that attitude—what concerns, fears, or objections might your audience have?

4.    Are there subgroups in the audience that might have difference concerns or needs?

5.    What questions could your audience ask about this topic?
 

• Gather information 
  Now that you’ve focused the presentation, you need to find the facts that will support your point of view or the action you propose.  Keep in mind you should give the audience only the facts necessary to accomplish your goals; too much information will overwhelm the audience, and too little information will leave the audience either with a sketchy understanding of your topic or with the feeling that you have not provided enough information to support the course of action you wish the audience to take.
   

• Structure the presentation 
  Keep the focus on the audience.  As listeners, they remember openings and closings best because they are freshest at the outset and refocus their attention as you wrap up your remarks.  Take advantage of this pattern.
   

• Use visual aids  
  Well-planned visual aids add interest and emphasis to your presentation, and you can clarify and simplify your message because they communicate clearly, quickly, and vividly.  Charts, graphs, and illustrations greatly increase audience understanding and retention of the information, especially for complex issues and technical information that could otherwise be misunderstood or glossed over by your audience.  You can create and present your visual aids in a variety of media, including flip charts, whiteboards and chalkboards, overhead transparencies, 35mm slides, and computer-presentation software.
   

• Practice the presentation 
  Begin by familiarizing yourself with the sequence of the material—major topics, notes, and visuals—in your outline.  Once you feel comfortable with the content, you’re ready to practice the presentation itself.  Practice out loud, practice with your visuals, and if you can, videotape your practice session.  Make eye contact, use movement, use gestures, adjust your vocal inflection and pace, and project your voice.
   

• Listen actively 
  Active listening enables the listener to understand and then implement the instructions of a teacher, the goals of a manager, and the needs and wants of customers.  As the speaker, you can help by organizing and presenting your message logically and succinctly.  As issues and questions arise, screen out personal biases or preconceptions, ask for more information, paraphrase messages, and take notes to help you listen more effectively.

TYPICAL Grading Criteria for Presentations

Overall, presentation grades reflect these attributes:

A (Exceptional) - Incisive, unique, and highest quality presentation

B (Above Average) - Appropriate, relevant and good quality presentation

C (Average) - Sufficient, somewhat relevant and adequate quality presentation

D (Passing) - Less than sufficient, lacking relevance, and less than average adequacy in quality of presentation

F (Failing) - Unacceptable presentation

Evaluation is based on the following nine criteria:

1. preparedness, 2. confidence, 3. appearance, 4. eye contact, 5. enunciation, 6. tone & pace, 7. completeness, 8. transition, and 9. presence in front of an audience

 “A” presentations demonstrate the following:

1. Fully prepared presentation with complete knowledge of material and ability to answer impromptu questions;
2. Uses visual aids effectively (focus on audience, not visual aids);
3. Exudes confidence when presenting;
4. Appropriately dressed for the type of presentation;
5. Maintains eye contact with everyone in the audience;
6. Speaking is clearly understood;
7. Maintains an appropriate tone and pace;
8. Smooth transitions from point to point (and to the next speaker if applicable);
9. Maintains an appropriate relationship with the audience

“B” presentations realize 1 through 9 well, but some areas can be strengthened to make the presentation more effective overall.

“C” presentations realize 1 through 9 adequately—and demonstrates overall competence—but contains a few, relatively minor problems or flaws. 

“D” presentations fail to realize some elements of 1 through 9 adequately—and contains several, relatively serious problems or flaws, or many minor ones. 

“F” presentations fail to realize several elements of 1 through 9 adequately—and contains many serious problems or flaws, and usually many minor ones, as well.