Organization

Content

Visual aids

Delivery

I. REQUIREMENTS

Oral reports will be evaluated on both communication and technical results. The grade sheet that we will use is provided for your information.

Power point versions of your presentation must be E-mailed to the instructor handling your section by 5PM one day before you are scheduled to talk.

The time limit is eight (8) minutes (assumes no interruptions from audience). Your grade will suffer if you exceed the allocated time period.

Be prepared to answer questions on technical aspects for up to 4 minutes.

All team members must speak.  You may divide the total as you see fit, but avoid switching back and forth between speakers

II. ORGANIZATION

Imagine that you are presenting your results to company management and orient your talk accordingly.  Here is a typical organization for such a talk:

Briefly state the objectives, summarizing your team's actions, and the main recommendations (which should be repeated at the end).

Orient the audience to the physical context.  Give an overview of the equipment used, the measurements mader, etc.  A schematic helps.  A photo of the apparatus is rarely effective as an overview, as it includes too much detail.  You might use a photo to highlight a specific item, however.

Very briefly discuss theoretical background. Include only that essential for clarity.

Focus on the data collected, main results (including uncertainties).  This section should convince the audience that you used appropriate procedures, and your results are credible.

End with strong, specific conclusions and recommendations (supported by previous discussion!).  Motivate the audience to take the next step, whatever that may be.

It can be helpful to prepare extra slides to deal with questions on technical details.

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III. CONTENT

It is is better to cover a few key points well.  Do not rush to cover every possible aspect of your project.

Time your talk to be on the short side so you're confident you will finish on time.

Avoid getting bogged down in procedural details, equations, etc.

A little humor is a good way to connect with your audience, but make sure it is appropriate and do not overdo it.

End with concrete recommendations that are supported by the results. 

Make your ending strong with a call for further action (not "Well, I guess that's all." )

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IV. VISUAL AIDS

We have provided a template and guidelines for preparation of visual aids.  These are both optional, and are in PowerPoint format.  The template is black and white, which is fine for this class but you should feel free to use colors (don't overdo it though).

Prepare all visuals in advance.  Do not write on the board or on a transparency (although this may be necessary during the questions period).

Include a title slide that introduces you and your team members.

Use the appropriate number of slides.  Most presenters spend 1-2 minutes per slide.  This means you should have no more than 10-15 slides for a 10-minute talk (not including title slide).  If you show a visual for less than 30 seconds you probably should not include it at all.  If it takes more than 2 minutes, it is probably too detailed.

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V. DELIVERY

PRACTICE-there is no substitute. Deliver your speech out loud and use a stop watch to record the length of time your presentation takes. This will help you to master awkward phrasing and is essential for proper timing.

Speak clearly and with volume adequate for listeners at the back of the room.

Strive for vitality. The enthusiasm you project will be sensed by the audience and will affect their enthusiasm for you and your subject. You should change your pitch, volume, and rate of delivery. Appropriate (brief!) pauses can be helpful.

The physical aspects of your delivery are also important. You should maintain eye contact with the audience and you should appear to be poised and relaxed. Good posture helps. Some movement helps but fidgeting and pacing should be avoided.

Do not read your talk! Word-for-word reading is fatal to the spontaniety and enthusiasm that is so important. Reference to notes or an outline is fine.

It is almost as bad if you seem to be reciting the whole thing from memory.  Memorize the first sentence or two (for a good start), then shift to a more extemporaneous approach.

Answer questions directly. Do not hedge or ramble.

If unsure of a question, rephrase it and ask for confirmation before answering (This is good technique in large rooms when some audience members may not have heard the question.)

Dress as you usually would for class.

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