Research Methodology Making presentations. ISM20 – Project

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 it’s 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 don’t speak too quickly: fast deliveries are difficult to understand. ISM20 – Project Management and Research Methods

Introduction: Time keeping. Don’t 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. ISM20 – Project Management and Research Methods

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. ISM20 – Project Management and Research Methods

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 someone’s 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 salesman’s adage contains a good deal of truth: Tell ‘em what you’re going to tell ‘em; Tell ‘em; Tell ‘em what you’ve just told ‘em. Don’t 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. Don’t 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. Don’t 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 15000 9050 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 3600 -4400 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 12000 -1850 -5800 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 2500 4000 -9250 -13200 -16650 -20100 -20050 -24000 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 4750 38250 -30550 -30350 -35350 -40850 ISM20 – Project Management and Research Methods

Project Costs Pounds 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 ISM20 – Project Management and Research Methods

Cost by Category COSTS 2% 6% 4% Pay of personnel Overheads 11% Materials consumed Consultancy fees Sub-contract charges 4% 52% 1% Fees for trials/mapping data Prepartion of technical manuals 5% Intellectual property costs Capital equipment/hardware 7% Market assessment 1% 7% 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