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8. ORAL AND VISUAL PRESENTATIONS

Suzan Last and Monika Smith

Like any kind of advanced communication skill, the art of giving effective presentations is not in-born; it requires deliberate practice — that is, systematic practice that requires focused attention on improving, and making use of feedback from others to help you do so. An excellent way to learn more about delivering effective presentations is to follow a systematic process:

  • Observe others
  • Study their strategies and reflect on their effectiveness
  • Select and practice strategies that will work for you; reflect and get feedback from others.

Step 1: Observation

You can learn a lot simply by observing how successful public speakers “work the room” and engage their audience. Observe what they do. How do they use their voice as a tool of communication? How do they deploy tone, pausing, pacing, and projection? What do they do with their hands? How do they make use of the physical space around them? Take note of how speakers physically operate, either in person or on media: identify what they do, make note of what you think works well and what doesn’t, then put what you’ve learned into practice.

As a student, you might start by observing your professors. Aim to identify what makes one professor a great lecturer and another less engaging. Compare what they do with their voice, their hands, their gestures, their movements. Pay attention to how they pace their talk to draw you in and create emphasis. Reflect on what they do to convey a sense of enthusiasm for what they’re talking about—or fail to do so. You want to know what kinds of things to avoid—a dull monotonous tone, for example—as well as what kinds of things to adopt to ensure your voice comes across as a powerful tool for communicating your ideas clearly and emphatically.

EXERCISE 8.1: Observation in action

Whether observing your favourite professor give a lecture; watching your favourite podcaster, TV or YouTube presenter; or viewing the videos linked below, turn your observations into an active learning experience: create a list of what the speakers do well as speakers , and then use them as role models. The goal is to create a toolkit of practical tips, approaches, and ideas for building confidence, developing your own “spark” as public speaker, and engaging your audience. In short, watch, observe, and learn.

Here are some public speakers on film that you may enjoy watching and learning from:

  • Really achieving your childhood dreams by Randy Pausch, [1] computer scientist (Carnegie Mellon). As you watch the video, make note not simply of what he says, but how he says it.
  • “The Wisdom of a Third Grade Dropout” by Rick Rigsby [2]
  • “The Joy of Stats” by Hans Rosling [3] offers an engaging and inspiring description of 250,000 data points from over 200 years for 200 countries—in 4 minutes flat!

Step 2: Study and Reflect

Learning from experts who lay out a set of simple techniques is a confidence builder because it shows that great speakers are made, not born. With deliberate practice, anyone can do this. There are no mysteries, just specific, applicable strategies that anyone can adopt to establish rapport with an audience and make a meaningful impact.

Here are some more great online resources to help you develop further:

  • Advanced Public Speaking Institute (Tips )
  • Toastmasters 5 tips for public speaking (YouTube)
  • 10 Most Common Rookie Mistakes in Public Speaking – Terry Gault (Prezi Blog)
  • The Power of your Hands – Allan Pease (TED)
  • How to Sound Smart in your TED Talk − Will Stephen (TED)
  • How I Overcame my Fear of Public Speaking − Danish Dhamani (TED)

EXERCISE 8.2

Take notes from the sources while you study them.  Making written notes about points you want to remember can be an effective way to promote deep learning. As you watch each of the videos, identify 2-3 key tips. If you are doing this activity in class, share your “top two” tips with classmates and make note of their “top two” tips in turn.

Then consider the value of the tips and strategies you’ve compiled. What makes them seem to work so well and, equally important, how could you feasibly incorporate them into your presentations to make them your own?

Step 3: Select, Practice and Assess your Progress

Now that you have identified strategies that you find effective and think might work for you, try putting them into practice.  See if they add some extra “oomph” to your presentation style. Afterwards, either by engaging in self-reflection, or by asking for feedback, consider how well these strategies worked for you and whether you need to further hone, adapt, or change the way you used them.

Videos are helpful because they not only provide information, but visually demonstrate the ideas (both showing and telling); however, you can also learn from many books on the subject. Here are four classic books by public speaking experts designed to help you develop your own strong presentation skills. By focusing on aspects such as“voice,” or by getting you to create effective slideshows, they offer a range of practical, “tried and tested” approaches designed to help you build confidence, speak fluently, and hold an audience’s attention with relevant, well designed visuals.

  • Lilyan Wilder, 7 Steps to Fearless Speaking offers a lively, straightforward “how to” approach to public speaking, paying special attention to what to do before you even get on stage to deliver your talk. In short, according to Lilyan Wilder, it’s all about preparation. Wilder’s seven steps have been used by many successful public figures, including George H.W. Bush, Oprah Winfrey, Fortune 500 CEO’s, as well as network anchors at CNN, CBS, and more!
  • Lee LeFever, The Art of Explanation: Making your Ideas, Products, and Services Easier to Understand invites you to become an “explanation specialist” by using simple elements to motivate your audience and inspire them to say “yes!” to your designs and ideas.
  • Garr Reynolds, PresentationZen: Simple Ideas on Presentation Design and Delivery provides a clear, easy-to-read set of tips for cutting through the noise and blather of modern life and reaching an audience through simple, pared-down slides and story-telling:  two techniques that can help you connect with and inspire your audience in an authentic, genuine way.
  • Nancy Duarte, Slide:ology: T he Art and Science of Creating Great Presentations looks to the role of presentation software in the visualization of ideas and information. Its goal is to turn you into a “visual thinker” so you can design presentation graphics that enable your audience to easily and effectively process data—an especially valuable skill for technical presenters who often have to convey complex data in meaningful ways to non-technical audiences.

EXERCISE 8.3 Build your repertoire

Visual Aids – PowerPoint Basics

Even the most dynamic speakers often make use of visual aids to accompany their presentation and help illustrate their ideas. Having well designed visuals as part of your presentation is one way for beginners and those honing their skills can add interest and audience engagement to their talks. PowerPoint is probably the most common form of visual aid used in presentations, so much discussion has been focused on the pros and cons of this medium. Indeed, a Google search of “death by PowerPoint” brings up over 90 million results!

While there are many other presentation tools out there that you should explore (and perhaps present to your classmates or colleagues in your own presentation!), PowerPoint is a standard workplace tool, so it would be wise to gain proficiency with it. The key concept to remember is that your visual aids should supplement and illustrate what you want to say to your audience. YOU are the presenter; your slides illustrate and amplify what you want to say.

PowerPoint Terminology

When designing a PowerPoint presentation, it is helpful to be familiar with key terminology used to discuss the various elements. Here are a few terms to get started:

  • Deck :  the entire presentation (all the slides in the presentation; see Figure 8.2.1) .
  • Gloss :  what the speaker says about each slide. The speaker should not simply read what is on the slide. Slides should have minimal text in the form of key words and short bullet points. They might include key quotations. Speakers should elaborate on what is written or shown on the slide in their gloss.
  • Slide :  one “page” of the presentation ( Figure 8.2.2 shows one slide from the deck above) with the various elements identified.
  • Slide Titles :  usually at the top of the slide, the title acts as a “heading” indicating the topic to be discussed in each slide.
  • Body Text:   written text on the slide, often in the form of bullet points or key terms. This text should be kept to a minimum (key words/phrases; quotations you want to read out loud). Don’t write your “script” in the slide’s body text.
  • Exhibits :  illustrative graphics on the slides that are glossed in the presentation. You should discuss graphics and explain what is important about them.
  • Decorative Graphics : Slide motifs, themes, and other non-essential images that add visual appeal to the slides, but do not illustrate substantive ideas.
  • Notes : The section underneath the slide where you can write notes you want to cover in your gloss. The audience will not see the “notes” portion.

Click on the Sample PowerPoint Presentations listed below to see detailed examples of PowerPoint decks.

PowerPoint Presentation on PRESENTATIONS (.ppt)

Tuckman’s Model of Team Formation – Sample student presentation (.ppt)

Definitions in Technical Writing – Sample student presentation (.pdf) (Created by Isaac Morton)

Visual Rhetoric

PowerPoint is not the only visual medium you might use. Pamphlets, posters, billboards, and other kinds of displays can also work to effectively convey your message if they are well designed. Considering how to present ideas visually can be as important as determining what to say. Here are some resources to help you design visual information in a rhetorically effective way:

Visual Rhetoric page from the Online Writing Lab (OWL) at Purdue University

Rule of Thirds (Wikipedia)

Color theory (Tiger Color)

Psychology of Font Choices (The Daily Egg)

  • R. Pausch, “Really achieving your childhood dreams, Sept. 18, 2007 Youtube [Online]: Available: https://www.youtube.com/watch?v=ji5_MqicxSo ↵
  • R. Rigsby, “The wisdom of a third grade dropout will change your life,” Oct. 2017, Youtube [Online]. Available: https://www.youtube.com/watch?v=Bg_Q7KYWG1g ↵
  • H. Rosling, “The joy of stats,” Nov. 26, 2010, YouTube [Online]. Available: https://youtu.be/jbkSRLYSojo ↵
  • Keithonearth, [Bicycle image embedded in slide]. [Online]. Available: https://en.wikipedia.org/wiki/Derailleur_gears#/media/File:Derailleur_Bicycle_Drivetrain.svg . CC BY-SA 3.0 . ↵

Technical Writing Essentials Copyright © by Suzan Last and Monika Smith is licensed under a Creative Commons Attribution 4.0 International License , except where otherwise noted.

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Few of us feel entirely comfortable writing a presentation. There is something very daunting for many people about the process of moving your thoughts from your head to paper (or a series of slides on the computer).

However, there are things that you can do to help yourself. These include knowing your material well and taking time to consider what you want to say.

This page provides advice on how to write a presentation. It discusses the initial writing, and then also explains how to review and edit your work. This will help to ensure that your presentation is as effective as possible.

Before you start...

Before you start to write your presentation, you need certain information: the objective, the subject, and details of the audience, for example. For more about this, see our page on Preparing Your Presentation .

Based on the information you have gathered, you should also have started to develop your ideas and select the main points to include. For more about this, see our page on Organising Your Material .

Some basic starting points

There are two really important things to remember when starting to write a presentation:

1. Give your presentation an introduction, a main message, and a conclusion.

Some people summarise this as ‘say what you’re going to say, say it, then say what you’ve said’ .

However, that is not the whole story. Your introduction needs to ‘set the scene’ a bit and give a broad outline of what you are going to cover in your presentation. If you are using presentation software such as PowerPoint, this should be a single slide. Your conclusion needs to sum up and present your main message to your audience, probably again in a single slide.

If you are taking questions after your presentation, and you are using PowerPoint, you will probably have a slide up on the screen during questions. You could, of course, have a final slide that says something like “Thank you for listening, any questions?”, or gives your contact details.

However, you could also leave up a final slide that highlights your conclusions.

This will help to ensure that your key messages remain in the minds of your audience.

2. Think about using stories to get your message across

We are hard-wired by thousands of years of evolution to listen to stories. Stories helped us survive by reminding us about important behaviours. We therefore tend to remember them much better than dry lists of facts or bullet points.

It is much easier to work with this than ignore it.

There are two aspects of this.

First, you should try to think about your presentation as telling a story to your audience. What is the point that you are trying to make, and how can you best get it across?

Second, it is helpful to use stories as part of your presentation . For example, if you start by telling a story or anecdote, it will act as a ‘hook’ to draw in your audience. You can also use stories to illustrate each point you want to make. Of course, your story has to link to your main message, because you can pretty much guarantee that your audience will remember the story much longer than the conclusion!

Structuring Your Presentation

The structure and content of your presentation will of course be unique to you.

Only you can decide on the best way to present your messages.  However, you might like to consider some standard presentation structures for inspiration:

1. Harnessing the Power of Three

In public speaking and rhetorical debate, as well as in much communication, three is a magic number.  The brain finds it relatively easy to grasp three points at a time.

People find three points, ideas or numbers, easier to understand and remember than four or more. 

You could therefore structure your presentation using the magic number of three.

For example, your presentation should have three main elements: the introduction, middle and conclusions. Within the main body of your presentation, divide your key message into three elements and then expand each of these points into three sub-points.  If you are using a visual aid such as PowerPoint, limit the number of bullet points to three on each slide and expand on each of these as you go along.

What should you do if you have more than three points to make?

Reduce them until you don’t have more than three points!

Your audience will probably only remember three of your five or six points anyway—but which three? Do the work for them, and identify the three most important points, and leave the others out.

2. What, Why, How?

An alternative structure uses the questions “What?”, “Why?” and “How?” to communicate your message to the audience. In a way, this also harnesses the power of three, but is a special case for driving action.

“What?” identifies the key message you wish to communicate. Think about the benefit of your message for your audience. What will they gain, what can they do with the information, and what will the benefit be?

“Why?” addresses the next obvious question that arises for the audience .  Having been told “what”, the audience will naturally then start to think “why should I do that?”, “why should I think that?” or “why should that be the case?”. Directly addressing the “why?” question in the next stage of your presentation means that you are answering these questions and your talk is following a natural route through the material. This will ensure that you have the audience on your side immediately.

“How?” is the final question that naturally arises in the audience’s mind . They want to know how they are going to achieve what you have just suggested.  Try not to be too prescriptive here. Instead of telling people exactly how they should act on your message, offer suggestions as to how they can act, perhaps using examples.

You should try to back up what you say with evidence. You can use case studies, personal examples or statistics here, but try to ensure that you use them in the form of stories.

There is more about this on our page Presenting Data .

Editing Your Content

Once you have a first draft of your presentation, it is important to review and edit this.

This will help to ensure that it really does get your message across in the most effective way.

When editing presentation content, you should consider:

The language . Make sure that what you are saying will be clear to your audience. Remove any jargon and try to use plain English instead. If necessary, explain terms when you first use them.

Sentence structure .  Use short sentences and keep the structure simple. Remember that you will be talking through your ideas and that the audience will be listening rather than reading.

The flow . Make sure that your presentation structure leads your audience through your ideas and helps them to draw your conclusion for themselves.

Use metaphors and stories to aid understanding and retention.

‘Hooks’ to get and hold the audience’s attention . Ensure that you have included several ‘hooks’ at various points in the presentation. This will help you to get and then keep the audience’s attention. These might be stories, or audience participation, or some alternative visual aids , such as a short video.

Check, and double check, for spelling and grammar . Make sure that any presentation slides or illustrations, titles, captions, handouts or similar are free from spelling mistakes.

Ideally, you should take a break from the presentation before editing so that you can look at your writing with a fresh pair of eyes.

You might also want to ask a friend or colleague to have a look, particularly at the flow and the language. If possible, ask someone who is not familiar with the material .

A final thought

The actual writing of your presentation is really the final stage of your preparation.

If you have done your homework, you will already be clear about the reason why you are presenting, the subject matter, and the main points you want to make. Actually putting it down on paper should therefore be relatively straightforward.

Continue to: Deciding the Presentation Method Preparing for a Presentation

See also: Organising the Presentation Material Working with Visual Aids Coping with Presentation Nerves Dealing with Questions

Book cover

Research Methodology in Bioscience and Biotechnology pp 139–152 Cite as

Improving Writing and Presentation Skills

  • Kian Mau Goh 2  
  • First Online: 29 July 2023

171 Accesses

Many non-native speakers learn English in primary and secondary schools, and even a few credit hours at university. Although understanding what one reads is not a major challenge, writing clearly or presenting a scientific talk (or a proposal presentation) is a major hurdle. Many non-native English writers feel more comfortable submitting their manuscripts to journals with a lower JIF owing to their limited English proficiency. Authors with a weak writing style may believe that publishers, editors, and reviewers are uninterested in their manuscripts, yet wonder why similar work can be published in a journal with a higher impact factor.

But it is incorrect to make this assumption. Having high-quality scientific content is crucial, but a well-organized writing style and clear wording help the evaluators and reviewers comprehend the work. If we have conducted experiments and collected sufficient data to generate conclusions that fill a research gap, language barriers do not pose a significant problem. Language barriers can be overcome in several ways. This chapter deals with communication skills. Many scientists devote their entire lives to the advancement of their fields, without spending sufficient time learning how to write and communicate in English. The purpose of this chapter is not to serve as an English textbook or a teacher that instructs us on tenses, sentence structure, or common errors. The author explains the importance of having a human proofreader as well as an artificial intelligence proofreader, especially for non-native writers. In addition to this, the chapter discusses how modern and carefully designed slides will capture the attention of attendees.

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Alley M (2013) The craft of scientific presentations, 2nd edn. Springer, New York, NY

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Alley M (2018) The craft of scientific writing, 4th edn. Springer, New York, NY

Anderson C (2016) Ted talks: the official TED guide to public speaking. Mariner Books

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Day RA, Gastel B (2006) How to write and publish a scientific paper, 9th edn. GreenWood Publishing Group

Youknovsky A, Bowers J (2020) Sell your research. Public speaking for scientists, Springer Cham

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  1. PDF CHAPTER 5 PRESENTATIONS SKILLS

    INTRODUCTION Well-developed presentation skills enable you to communicate clearly, precisely and effectively in a variety of modes or registers and settings. It should be pointed out that they are rated as one of the most important soft skills.

  2. PDF A short guide to presentation skills

    1 What are your presentation's objectives? 2 Who is your audience? 3 What content are you going to include? 4. 4 How much time do you have? 5 What visual aids will you use? In each case, your answer should reflect the needs of your audience, plus any assessment criteria. Writing a presentation Script vs notes: always write notes eg, on index cards.

  3. PDF PRESENTATION SKILLS

    University Library PRESENTATION SKILLS This advice sheet will help you to deliver a presentation with confidence, by looking at what should be considered before, during, and after a talk. Before a presentation The success of a good presentation lies in the preparation. Take time to think about:

  4. PDF Oral Presentations

    Planning Oral presentations are one of the most common assignments in college courses. Scholars, professionals, and students in all fields desire to disseminate the new knowledge they produce, and this is often accomplished by delivering oral presentations in class, at conferences, in public lectures, or in company meetings.

  5. PDF Presentation Skills

    A certain amount of anxiety and tension before addressing a group is natural and even energising. What you need to do to succeed is to turn the experience around and focus on the positive implications of giving a presentation, rather than on the negative ones. The level of anxiety before speaking to a group will be influenced by the following ...

  6. PDF How to Give a Good Presentation

    1. Be neat 2. Avoid trying to cram too much into one slide y Don't be a slave to your slides. 3. Be brief y use keywords rather than long sentences 4. Avoid covering up slides 5. Use a large font TOP 10 POINTERS FOR A GOOD TALK 6. Use color to emphasize 7. Use illustrations to get across key concepts y May include limited animation 8.

  7. PDF Improving your Presentation Skills

    At this first stage, study Checklists 1-3: Preparing a Presentation (pages 2-3); Using Visual Aids, Handouts and Notes (pages 4-5), and Signposts and Language Signals (pages 6-7). Rehearsal . Before you start rehearsing your talk, read through Checklist 4 on Non-verbal communication (pages 8-9) and think about the points mentioned there.

  8. PDF i PRESENTATION SKILLS

    PRESENTATION SKILLS HANDBOOK How to Understand and Reach Your Audience for Maximum Impact and Success. Publisher's note Every possible effort has been made to ensure that the information contained in this book is accurate at the time of going to press, and the publishers and authors cannot ... Writing the Script 54 Structuring a script 55 ...

  9. PDF Presentation skills 1. Plan the structure and format of your presentation

    5. Notes • You may want to use both notes and the prompts given by your slides etc. • Prepare a handout to circulate to the audience. • If you use notes, make them easy to read. • Use brief notes as an "aide- memoire". Don't read out the text word for word! • Number the pages and clip them together.

  10. PDF Presentation skills workbook

    Through engaging workbook activities and videos, this Presentation Skills session aims to walk students through the process of how to plan, prepare, practice, and present powerful presentations; students will utilize the information in this workbook every time they need to create a presentation. Self - Assessment. 1.

  11. PDF Academic Writing Skills

    Part I. Academic Writing Skills . 1. A Note from the Author . Originality . 11 . Acknowledgements . 11 11 2. Overall Learning Objectives 12 3. Assessing Current Knowledge 13 ... Types of Oral Presentations. Writing Your Presentation. Writing Your Presentation. Writing Your Presentation. Using Visual Aids. Using Visual Aids. Using Visual Aids.

  12. PDF Combined Course SKILLS/TECHNIQUES

    1. acquire skills in drafting logical, clear and persuasively effective research presentations. 2. develop confidence and competence in presenting and communicating in English in academic contexts. 3. write presentation/abstracts that will be accepted by conference selection committees. 4. design and present effective research poster presentations.

  13. PDF Technical Writing and Presentation

    Know your stuff; do not read slides; time yourself and be ready to skip slides if time is short. Dress for success; speak clearly, loud enough and not too quickly; maintain eye contact with audience. Ask questions and stimulate thinking. Presentation is a story telling; be positive and keep it simple.

  14. 8.2 Developing Presentation Skills

    Body Text: written text on the slide, often in the form of bullet points or key terms. This text should be kept to a minimum (key words/phrases; quotations you want to read out loud). Don't write your "script" in the slide's body text. Exhibits : illustrative graphics on the slides that are glossed in the presentation.

  15. PDF ACADEMIC WRITING

    Academic writing is built upon three truths that aren't self-evident: - Writing is Thinking: While "writing" is traditionally understood as the expression of thought, we'll redefine "writing" as the thought process itself. Writing is not what you do with thought. Writing is thinking.

  16. PDF AN INTRODUCTION TO COMMUNICATION SKILLS

    This book is part of a series of guides on improving your interpersonal skills. These skills are about how you relate to and interact with other people, especially in person. Effective communication skills are fundamental to good interactions between two or more people. This book, An Introduction to Communication Skills, is the first in the series.

  17. Writing Your Presentation

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