Hints for giving talks and oral presentations

These notes are divided into three:

Part 1                A set of points   - a resume of things to do (and not to do)
Part 2                A few paragraphs elaborating the bullet points
Part 3                Some technical notes about presentations, PowerPoint etc

Part 1:   From Planning to giving the talk

The does not aim to be definitive or lay down precise rules, but it does aim to get you thinking about how you are going to make you presentation.  

Plan well ahead - how far depends upon the venue and task
Start taking notes and ideas at an early stage (use Word's outliner or a page in a notebook)
Talk to other members of your team (if applicable)
Think about the audience   - how knowledgeable are they, how specialised the task? What language(s) will they have?
Consider the time allotted to you (does this include question time?) remember 'set up' time
Consider the range and complexity of the materials you have to present
Remember, Keep it Short and Simple

Even if you do not intend to use PowerPoint in your presentation it is useful as a preparation tool, it helps you structure things as well as practice timings (see below)
Will you need and special diagrams to be prepared (make sure the drawing office has the material in time!)
Graphs from some types of computer output may need to be 'beefed up' from the originals.

Experience shows that you will need to prune down the materials you have collected!
There is always reluctance to prune things.
Determine what really is the message you are to wanting to get over
Can this be concentrated in a graphic (or perhaps two)   -concentrate on these
Do this early - is it fair to use time in the drawing office for illustrations you will not use?
Ask yourself the same question if you have to prepare the illustrations!
Keep mention of location/geology/climate/setting to a minimum - one slide should do it (really!)
Remember: Keep it Short and Simple

Use PowerPoint in its timing/rehearsal mode (see Part 3 if you're not aware of this)
Give a preliminary run through at what you think is a suitable pace and take the timings
Look at the times, total then 'dwell' on each slide.   How far have you gone over 'budget'
Throw away half the material you have prepared (no, this has not been misplaced from the last section!)
Are your slides (overheads or PowerPoint) too crowded, images/lettering too small
Photographs as background rarely work well
Keep good contrast between lettering and background
In PowerPoint, don't overdo the slide transitions, 'appear' will do fine
KISS - don't forget! and:
Keep it Big, Bold and Beautiful (after Andrew Goudie)

You know all about the topic - you have to explain your findings to others clearly, so,
Speak up, speak out, speak clearly, speak slowly (especially if the language of the audience is not English - include American's in this overview....)
Make sure that you have all the materials for the talk are clear and simple.  
Don't read but, you could use PowerPoint on the screen to remind you.
Eye contact with your audience is a good thing for keeping their attention, thus -
Don't read the materials verbatim from the screen - assume people can read
Once you have been over it a couple of times - a mirror is useful, then try it on a friend.  

Make sure that you have all the materials for the talk well before the session (slides, CD, USB flash, handouts)
Take several deep breaths before you get up to talk
Start with a welcome
It is a performance but: Speak up, speak out, speak clearly, speak slowly
Don't rush, you have practiced
Face the audience - remember the eye contact
If you use a laser pointer, try using both hands to avoid shake
If you are running short of time (but you should not be!) don't try and rush, bring it to a close
Finish with a 'thank you'
If there are questions after the talk keep them direct and if it is complicated say you'll see them afterwards to discuss things in detail
Don't be fazed, if you don't know - say so

Don't forget to pick up your flashcard memory stick if you used one!
Make a point of seeing people who asked questions at coffee/bar
Do have a think about how well it went and what you have prepared.
Were some things better done or received than others?
Well done! Have a drink!