Embed Size (px)
Citation preview
Arts of negotiation and presentationtechniques
1-3
Presentation techniques 1-3.
Neuman - Szabó – TanácsBME Filozófia és Tudománytörténet Tanszék2016/17 ősz
AgendaHow to...
• turn a lengthy written piece to an enjoyable presentation?
• draw attention, make our presentation remarkable, transfer ourmessages effectively?
• use wisely the technical tools?
• prepar for important negotiations and develop negotiation strategy?
2
• use the negotiation toolbox and become goodnegotitators?
• avoid infavorable deals, dangerous andunstable agreements?
Presentation techniques1-3.Presentation from written materialThe structure of a presentationVisual and technical tools (powerpoint, Prezi, etc)Verbal and nonverbal communicationPractice, stress managementQuestions, helps, follow-upTypical mistakes
PRESENTATION FROM WRITTEN MATERIAL
7
Usually we need to convert a longer text into a shorterpresentation.
• Examples: scientific paper, dissertation marketingmaterial, business proposal,
• We are talking about presentations of 15-20 minutes,presentations are rarely longer than 45 min
• To includes everything in the presentationis not realistic!
4
„Math”
7
• The aim of a presentation is not the same as that of thewritten text.
• Communication exercise. • Numbers:▫ 12 point Times New Roman text approximately 2000/2200
character/page.▫ To read such a page takes approximately 2.5 minutes.▫ A 15-20 min presentation may contain 5,6,7,8 such page▫ But we need to „squeeze in” texts of any length into a 15-
20 min presentation
▫ THIS IS THE GOAL OF THE EXERCISE!
5
Example
7
• 15 page text of 1,5 line spacing, Times New characterpaper (cca. 50 k characters) : maximum 32% could bepresented in 15-20 min.• Papers may get longer during a scientific career for
example!
▫ Pl. You get about 20 minutes for defending your dissertation,while the length may be as much as 300 k character
• It is sometimes useful to redo this calculation applied toyou own presentation before you start the preparation
6
Dilemma
7
• How to speak in an enjoyable way about your subject, andhow to pick the content that you include in thepresentation!• Dilemma: the size of the material vs. the limits of a
presentation
• Creating an understandable and enjoyable presentation isthe task – it is not an excuse to blame the complexity andthe length of the original material
7
11
How would you create a presentation from this?
Structure of thepresentation
7
• We need to dismantle the text and bulid apresentation?
• The presentation does nothave to follow the order ofthe text: we do not necessarilystart from the beginning andcontinue till the end.
▫ This method will very soongenerate an unusable pile ofslides!
9
Deconstruction
7
Building up the structure of the oral presentation =dismantling the written text• Going backward: you move backward starting from the
conclusion.
How to deconstruct:
1. What is the moral of the presentation? Statement, thesis,etc.
2. What further pieces of information do we need inorder to formulate the conclusion
• From this point you can incude side-stories depending onthe time limits!
10
PPT, PREZI, PDF
Visual, technical aids
PPT – A POSSIBLE STRUCTURE
7
1. Table of Content: what is the presentation about?
2. Your thesis, your question, the problem
3. What is the background: the world before your work?
4. Results in detail, presenting the work that has be done, qualitatively and quantitatively
5. Conclusion, the core of the results in brief
6. Consequences , their relevance, importance, open questions
(This is approximately 7-8 slides. Points 3., 4., 6. may containmore than one slide, the others are just one)
12
Your thesis your question, theproblem
7
It is useful to state at the beginning what you are going tospeak about:• Opening should be interesting enough to draw attention
• Clarify what you are going to speak about and what you are notgoing to...
The thesis can be formulated as a yes or no question:• E.g. If you do not want to say the conclusion ath the beginning• Never forget to answer the opening question!
The thesis should be: informative, straight to the point fittinginto one extended sentence
13
Examples of wrong these
7
• My claim is that you need to prepare for a publicspeech.
• The 6-month study showed that facebook is mainly usedby young people.
• Internet is useful
14
Good examples for theses
7
• This is the best graph coloring algorithm
• Why is it that the Internet has not replaced TV completely yet?
• I managed to prove that Buckman was wrong.
15
The Audience
20
We can speak about the same subject (in this case ourresearch) to different audiences, such as:
• Experts active in the same field of research as us
• Experts active in other fields of the same scientificbranch (chemists for example)
• Intelligent laymen (e.g. Potential customers,clients, journalists, etc.)
The size of the audience and the GOAL of thepresentation needs to be clarified!
16
Results
17
• Conclusion: summary of the researchconsequences, disclaimer, limitations of ourapproach, etc..
• What’s next: What are the next steps of ourresearch?
• AID: Where did you find the data? – From thefigure of Mr XY that I have shown
• If you don’t remember something, feel free tolook it up in your notes!
The presentation must have
18
• Title: like a newpaper headline
• Opening slide: with the credentials, your name,contact details, etc
• Table of contents
• Theoretical, literature framework: just a sketch,the purpose is to show that you are relying onexisting data from the literature
The look of the presentation
19
Font size: should not be smaller than 18 pt, otherwisewill be hardly visible!
Number of lines: Never more than 4 independentelements on a slide
Never a dense text, but the one word sentences arealso avoidable
Try to avoid typos!
Colors: rehearse! See if the text is readable
Look20
• Don’t mix font types! You mayvary the size
• Use internal title pages!
• We are using bothhemispheres! The left for therational messages and theright with the emotionallytractable elements likepictures, music, etc.
How to visualize?21
Pieces of content you can endorse your arguments:• statistical figures, facts, quotes, figures, pictures• keywords, key sentences, definitions
Never forget to indicate the source of data(even if it isyour own research)
The technical aids are here to help YOU! The presenteris the key character.
Don’t address the slides, talk to the audience!
Your role is NOT to read the text on the slide loudly!
22
The background shouldnot be too colorful!
Try different font colors!
23
Choose the backgroundcarefully!
24
Don’t be overly romantic!
25
No good if there aretoo many pictures with
no role. Especially ifthey cover the text
The informationshould be large
enough.
25
Your presentation is NOT aboutthe features of the ppt software!
26
• Too much animation may harm
• Sometimes they can make your presentationlook ridiculous, unserious
• Especially if you change the types of theanimation within one slide.
Contrasted colors
27
• Never rely on the quality of the projectors!• What looks great on the computer screen is not
always beautiful in the projected picture!• You need to take this into account when you
use graphs, pictures, tables!
Does this look familiar?
28
Prezi
29
1. Advantages:a. It is obvious that you invested time and energy in putting the
presentation together.b. Youthful, fun and interesting.c. Because it is not necessarily linear, it makes more complex and
complicated relations between parts of the presentation possible..
Prezi30
2. Disadvantages:a. It is sometimes too tiresome to watch.b. The presenter can easily lose control.c. Not that easy to make steps back.d. If your presentation follows a linear structure, Prezi may be too
much and much too effort to work with it.
Prezi
31
3. Specális elemek, melyekre külön kell figyelni:qItt is érvényes a kevesebb több elve: nem kell minden
technikai lehetőséget kiaknázni! Csak akkor használjPrezit, ha értesz is hozzá!
32
1.Advantages: „anywhere anyhow” it can beplayed on any kind of device
2. Disadvantage: No animations.
23
1. Take notes for yourself
2. Use the presentation to underline, strenghten your talk andnot the other way around.
3. Prepare handout materials that you distribute among thelisteners.
3 tricks33
VERBAL AND NON_VERBAL COMMUNICATION
RETORIKAPractice and stress management
Verbal communication
Language and speechRoman Jakobson’s 6 speech functions:1. Referential to transfer knowledge2. Emotive = emotional touch3. Conative = express wishes, orders4. Phatic = establish contact5. Poetic = esthetic effect6. Metalingual = lingual formation
35
35
Non verbal communicationAttributes:q More ancient than the verbal.q More direct, easier to understand, automatic.q Quick reaction (both consciously and
unconsciuosly).q Less attention.q Less conscious control.q More effective in communicating emotions and
and attitudes.
36
36
Functions:q Managing interpersonal relationsq Introducing Selfq Communicating emotional statesq Communicating attitudesq Channel management
37
37
Non verbal tools
38
• Enthusiasm is easy to transfer
• Maintaining eye contact
• Movement but not overmovement!
• Harmony between gesturesand verbal communication!
• Energy management: save forthe end!
• Never be late, prepare!
Voice volume control, dynamics, articulation
39
• Because you are in a competition kind of situation you might forgetto pay attention on how you speak, move.
• The solution is practicing before the „performance”.
• If we do not have problem with finding the right words, we canfocus on the quality of the presentation. All this can be achievedvia practicing
• If you are prepared you stay calm. Without being too nrevous yourvoice will not be broken, etc.
• You cannot be too loud: the sound level should be so that yourvoice can be heardeven in the last row
To be funny or not to be funny
40
Rules, threats:▫ It has to be connected to the
topic.▫ Don’t mislead your audience! It is
not the joke they shouldremember▫ Don’t offend anyone!
Advantages:▫ Helps remembering .▫ Easier to digest the information.▫ Audience will not fall asleep.▫ Relaxing
Rehearsing
41
Rehearsing is profitable if:
• you prepare well. You have to imitate thepresentation situation even in your clothing.
• Try to rehearse in front of an audience!
Stress management42
Another reason why rehearsing is important because thisway you can check your stress level.
q What movements do you make when stressed?q You can check if you are okay with reading your
presentation.
q No problem if you read your text,but in this case the reading has to beperfect!
Stress management43
q No problem to be stressed, don’t be overstressed
q A small mistake will not do any harm.
q Both the presenter and the audience would like to have thepresentation to be successful
q Inside we always feel nore nervousthan how it looks.
q There is no presentation withoutstress!
The facade – what is visible formthe self
q Permanent expressions.q The individual always attempts to maintain a facade that is
coherent with his/her actual situation, goals.
Parts of the facade:q Environment: physical, furniture, etcq Personal facade: clothing, age sexual, racial etc
characteristics, posture, speech panels, gestures
44
44
Collapse of the facade
q We all are trying to protect the facade from collapse.q It means hard work to maintain the facade.q It leads to agitation, embarassment when the facade
collapsesq The whole company is trying to restore the facade
during a meeting or presentation
45
45
What we can actively do46
• Breathe deeply– even before the presentation!
• Use „props” – to calm down
• There is no problem with speaking slowly
• Prepare notes with instructions foryourself
• Don’t eat too much before yourpresentation!
• Drink one cup of coffee less thanusually!
What is it that you should not worry about?
47
▫ No problem if you are nervous!
▫ No problem is you sweat!
▫ No problem if you turn red
All this reflects the burden of the work youare doing, nothing else
Attributes of reception- memory
26
• We need to pay attention to the fact that : thememory of the audience is not infinite.
• The received information gets to the short termmeory first, and we need to work in order to moveit to the long term memory.
• This is why we need to sleep sometimes so thatthe transfer makes place.
48
Memory-capacityShort term memory
7 +/- 2 pieces of cognitice unita cognitive unit may be complex, can be
measured in seconds
Long term memoryspans over a lifetimeno well-defined limitcan be trainedselective and constructiveexponential forgetting
Implicit memory (language knowledge, cardriving)
49
49
Information ordering
a k i n h c e t s é l e v r éa t i v s i l á n o i c a r
a r g u m e n t a t i o n sr a t i o n a l d e b a t e
The order of the pieces counts!
50
50
Remembering is a constructiveintellectual processAll this applies both to negotiations and argumentation!
Memories exponentially weaken with time:• Jokes, gestures, unusual words are easier to remember.• „take-home message”, one of the most valuable moments!• You need to repeat the important messages reformulated.• Strong arguments should come after the weaker ones in order
to get use of their strength.• We should use the language of the target audience with
examples, analogies.• Well-known structures, panels can be used
51
51
Attributes of reception - attentionWhich curve describes the attention ofthe audience?
„C”, i.e. constant?Is our attention really constant?
„G” Gaussian?Does our attention really increase with time?
„U” form?May be even if the presenter is qualified theattention may go down with time?
15
20
25
30
35
40
45
50
t1
t2 t3
t4 t5
„U”curve
„C” curve
29
„G” Gaussian curve
52
Attributes of reception - attention
30
If you are a professional presenter youa are able to very yourstyle, change the presentation depending on the actualattention curve!
Depending on the type of attention curve, thepresentation differs in
- Its opening,
- process,
- end
53
Attributes of reception - understanding
31
The audience needs to fulfill the following tasks:• Understand the sentence he/she is acually listening to.
• Understand the relationship between the actual sentenceand those preceding it.
• Understand how the actual sentence relates to thepresentation as a whole
54
Features of the reception– how to helpunderstanding
32
The above mentioned 3 types of intellectual activity already by itself is tiresomefor the audience.
We cannot expect more from him/her.
Moreover: we need to help the audience by taking over some of the burden ofunderstanding.
Summarizing:
1. Don’t rely on the audience’s ability completely!
2. You have to do some of the „duties” of the audience.
55
HOW TO MAKE THE PRESENTATION INTERESTING?
33
Presentation types- Linear, descriptive
- Alanytic
- Argumentative
- Narrative, story-telling
The limear structure is sometimes boring. The analystpoint of view is of great importance here. Theargumentative is interesting, active but not interactive.Nowedays the narrative is the most popular, we lovestories.
Advice: argumentative + narrative mixture
56
Questions, aids, follow-up
DISZKUSSZIÓCommon mistakes
The presentation situation
58
The two parts of the presentation:1. Monologue part2. Questions and Answers part
q Both parts are law-court trial kind of presentations.
q We are always addressing many people not just theone who asked the question.
q Either encourage future questioners or discouragethem.
q Therefore, it is important to answer all questions.
Questions – Answers
59
• Save energy for the Q and A.
• Asking a question is not against you!
• Let the questioner finish his/her question!
• Repeat the question to find out if we understood itcorectly!
• Praise the question – we can gain some time.
• We may be silent for a while before answering.
Question – Answer60
• Practice in advance!.
• If you don’t know the answer, tell the audience that youwill answer via email.
• Don’t let them see you are afraid of the question!
• Address the answer to the whole audience!
Equivocate speech
q You do not give the answerappropriate to the question.
q Local or question and answerirrelevance
q Global or subject irrelevance
Video: Jeremy Paxman wantsan answer
61
61
Morals
62
Our strengths:▫ What did I do right?▫ What can I learn from this? What is the
trick that I can use next time
Areas for development:▫ What was it that did not work?▫ How to do it better?▫ How to do it next?
SELF-DEVELOPMENT
35
The following scheme helps us organize the thoughts analyzethe experiences:
PERCEIVE > IDENTIFY > ANALYZE >>>> USE
e.g. unexpected circumstances, technical mischief,
humorous presenter, the success of a humorous remark
Consequence: use redundant technology (multiple pen
drives, diferent ppt versions...
63
SELF- DEVELOPMENT
36
• What are my skills that help me in presenting?
• What necessary skills do I lack?
• Which part of the presentation is the mostdemanding for me?
• What are the 3 most important aspects I would like tofocus on?
64
• Public speech is not common everywhere
• It is common that even the best professionals are not verygood at presenting in front of a diverse audience.
37
Public speech65
Public speech
39
Our skills are different , but we can learn to become a good pubicspeaker if we practice:
Articulate clearly, speak evenly.
•Stand up!
•Berathe!
•Silence!
•read difficult text loudly!
•Record it!
66
40
• When you practice pay attention to yourself, how youstand, how you move, etc...
• Practoce the eye contact
• Behave naturally even in unnatural situations!
• Dress-code, clothing: know your audience, clothaccordingly
• To present is intellectual work! Eat well, sleep well...!
Public speech
67
Practice practice practice!
41
•Try to reproduce the presentation situation!
•Practice loudly!
•Pay attention to your speech, your
body language!
•Do it right!
• Imagein that you are in front of an
audience!
•Speak in front of a friend! Talk
about the experience! Tray it
once again
68
Before...• Technical check
• Assess the auditorium, the audience!
• Find your physical place!
42
69
During
43
• Meeting with your audience: have everything ready, try to benot caught by surprise
• Breathe deep!
• Establish connection with the audience as soon as possible! Sayhello, and start the presentation
• Kepp the eye contact, you can get support. Pay
attention to your own moevements, speech, etc.
• Close it firmly, keep the time limit!
70
Closing your presentation
71
• ON SCHEDULE!!!
• Don’t expect the audienceto symphatize with you ifyou speak overtime!!
• Be self-confident,calculated and orderly!
After ....
45
• Soon after the presentation do not be misled by theimmediate reactions, do not feel depressed because ofsome mean comments
• Recap a few days later, analyze the experience and try tocollect what you could learn from the experiance
• Make notes!
72
Common mistakes 1 - Where shall the presentation be held ?
73
Common mistakes 2 - Where is the USB/HDMI/VGA port?
74
Common mistakes 3 - More piece of art than presentation
75
Common mistakes 4 - All information in just one slide… J
76
Common mistakes 5. - Structure impossible to follow
77
Common mistakes 6 - just data no emotion…
78
Common mistakes 7 – the hipnotizer
79
SUMMARY
53
• You need to know your material• PPT is there to help your communication
(content, form)• Prepare the techniqal apparatus• Your presentation is ready• Practice, rehearse• Know your audience, stay in contact with them
during the presentation• Stay always in control, act
consciously during the talk• Assessment of experiences
self-reflection
80
References
• Garr Reynolds: Presentation Zen• Peter Levin & Graham Topping: Perfect Presentations!• Joseph Lewis: Rockstar Presentations• online előadások:• TED lectures: ted.com
81
Thank you for the attention!
Neuman Péter: [email protected]ó Krisztina: [email protected]
Tanács János: [email protected]
82
