Technical Presentation Workbook: Winning Strategies for Effective Public Speaking PDF
Preview Technical Presentation Workbook: Winning Strategies for Effective Public Speaking
TECH N ICA L TECH N ICA L S u TTEECCHHNNIICCAALL l l i v a n PRESE N TATION PRESE N TATION • W i PPRREESSEENNTTAATTIIOONN rc e n WORKBOOK s WORKBOOK k i WWOORRKKBBOOOOKK T e c h n WINNING STRATEGIES FOR EFFECTIVE PUBLIC SPEAKING Third Edition i c Thisfullyrevisedthirdeditionincludesanentirelynewchapterdevotedtoonlinepre- a sentations.ThisWorkbookalsoincludesupdatedmaterialoninteractivetrainingand l W I N N I N G questioning,aswellasextensivecoverageofelectronicpresentations. Packedwithtips,ideas,andexamples,thisbookconsistsofprovenstep-by-stepap- Pr S T R A T E G I E S F O R proachestoplanninganddeliveringeffectivetechnicalpresentations. e Includesinformationonhowto:gearpresentationstoengineeringmeetings,brief- se E F F E C T I V E ipnogsse,;caonnafleyrzeentcheesa,uadnidentrcaei;nainrrgansegsestihoensr;ozoemrotoinboonosatpefrfeescetnivteantieosns';satnodpikcnaonwdypouurr- nt P U B L I C S P E A K I N G supportmediaoptions. a t The Workbook's easy-to-follow worksheets, exercises, and checklists present the i o fundamentalskillsandadvancedtechniquesthatwillhelpmakeeverypresentation n successful. W Bestofall,theWorkbookformatallowsthereadertoworkthrougheachchapteror tojumpdirectlytoaspecificskill. o r k b o o k ThreeParkAvenue NewYork,NY10016,USA www.asme.org Richard L. Sullivan Jerry L. Wircenski • TTEECCHH NN IICCAA LL PPRREESSEENNTTAATTIIOONN WWOORRKKBBOOOOKK WINNING STRATEGIES FOR EFFECTIVE PUBLIC SPEAKING Third Edition by Richard L. Sullivan and Jerry L. Wircenski ©2010,ASME,3ParkAvenue,NewYork,NY10016,USA (www.asme.org) Allrightsreserved.PrintedintheUnitedStatesofAmerica.ExceptaspermittedundertheUnited StatesCopyrightActof1976,nopartofthispublicationmaybereproducedordistributedinany formorbyanymeans,orstoredinadatabaseorretrievalsystem,withoutthepriorwrittenpermis- sionofthepublisher. INFORMATION CONTAINED IN THIS WORK HAS BEEN OBTAINED BY THE AMERICAN SOCIETY OF MECHANICAL ENGINEERS FROM SOURCES BELIEVED TO BE RELIABLE. HOWEVER,NEITHERASMENORITSAUTHORSOREDITORSGUARANTEETHEACCURACY OR COMPLETENESS OF ANY INFORMATION PUBLISHED IN THIS WORK. NEITHER ASME NORITSAUTHORSANDEDITORSSHALLBERESPONSIBLEFORANYERRORS,OMISSIONS, ORDAMAGESARISINGOUTOFTHEUSEOFTHISINFORMATION. THEWORKISPUBLISHED WITH THE UNDERSTANDING THAT ASME AND ITS AUTHORS AND EDITORS ARE SUPPLY- ING INFORMATION BUT ARE NOT ATTEMPTING TO RENDER ENGINEERING OR OTHER PROFESSIONAL SERVICES. IF SUCH ENGINEERING OR PROFESSIONAL SERVICES ARE REQUIRED,THEASSISTANCEOFANAPPROPRIATEPROFESSIONALSHOULDBESOUGHT. ASMEshallnotberesponsibleforstatementsoropinionsadvancedinpapersor...printedinits publications (B7.1.3).StatementfromtheBylaws. Forauthorizationtophotocopymaterialforinternalorpersonaluseunderthosecircumstances not falling within the fair use provisions of the Copyright Act, contact the Copyright Clearance Center(CCC),222RosewoodDrive,Danvers,MA01923,tel:978-750-8400,www.copyright.com. RequestsforspecialpermissionorbulkreproductionshouldbeaddressedtotheASMEPublishing Department,orsubmittedonlineat: http://www.asme.org/Publications/Books/Administration/Permissions.cfm ASME Press books are available at special quantity discounts to use as premiums or for use in corporatetrainingprograms.Formoreinformation,[email protected] Library of Congress Cataloging-in-Publication Data Sullivan,RichardL. Technicalpresentationworkbook:winningstrategiesforeffectivepublicspeaking/byRichardL. SullivanandJerryL.Wircenski.--3rded. p.cm. ISBN978-0-7918-5957-5 1. Publicspeaking.2. Communicationoftechnicalinformation. I.Wircenski,JerryL.II.Title. PN4129.15.S852010 808.5'1--dc22 2010009580 Acknowledgments Writing a book is a challenging, often frustrating, yet rewarding experience. Completion of this book would not have been possible without a strong support team. Wewouldliketothankourillustrator,ChristopherJennings,forallofhiscreativework. Specialthankstoourwives,EmilyandMickeyfortheircontinuinglove,supportand understanding when the authors were bickering. Our children, Bryan, Shawn, Erin, and Sarah were always there to provide additional stress whenever possible. Finally, thank goodness we could always turn to M*A*S*H, Seinfeld, and Johnny Carson reruns for needed humor breaks. iii C ON T E N T S Acknowledgments ........................................................iii What This Workbook Will Do for You ........................................ix How to Use the Technical Presentation Workbook ........................... xiii Part I — Technical Presentation Skills Chapter 1 Getting Started ............................................... 2 Whatisyourpresentationtopic? Guidelinesforchoosingapresentationtitle Presentationtopicandtitleworksheet Whyareyoumakingthispresentation? Purpose(s)ofyourpresentationworksheet Who’sintheaudience? Theaudienceworksheet Whatarethepreferredtimesforschedulingapresentation? Howlongshouldyourpresentationbe? Presentationdateandtimespanworksheet Whereisthepresentationsite? Presentationlocationworksheet Howwillyoudeliveryourpresentation? Referencesandresourcesworksheet Keypointstoremember Chapter 2 Know Your Audience ..........................................20 Audienceprofile Analyzingyouraudienceworksheet#1 Analyzingyouraudienceworksheet#2 Numberofparticipants Whyareindividualsattendingyourpresentation? Analyzingyouraudienceworksheet#3 Keypointstoremember Chapter 3 Arranging the Facilities ...................................... 31 Needsoftheparticipants Seatingarrangements Facilitychecklist Needsofthepresenter Determiningyourfacilityandequipmentneedsworksheet Yourpresentationfloorplan Keypointstoremember Chapter 4 Selecting Your Presentation Strategies ........................ 48 Thesevenmostcommonpresentationstrategies Criteriaforselectingpresentationstrategies Selectingyourpresentationstrategiesworksheet Keypointstoremember Chapter 5 Preparing Your Presentation Notes ............................63 Whyyoushouldusenotes v Guidelinesforpreparingyournotes Addpromptstoyouroutline Developingyourpresentationoutlineworksheet Formatoptionsforpresentationnotes Preparingyourpresentationnotesworksheet Keypointstoremember Chapter 6 Developing and Using Presentation Media ...........................................88 Benefitsofpresentationmedia Selectingpresentationmedia Identifyingyourpresentationmediaworksheet Commonpresentationmedia Selectingyourpresentationmediaworksheet Keypointstoremember Chapter 7 Kicking Off Your Presentation ............................... 112 Introducingyourself Writingapersonalintroductionworksheet Participantintroductions Introducingyourparticipantsworksheet Whattoincludeinyourpresentationintroduction Presentationintroductiontechniques Kickingoffyourpresentationworksheet Keypointstoremember Chapter 8 Delivering Your Presentation ................................ 129 Tipsforreducinganxietyor“stagefright” Thosefirstcriticalmoments Effectiveverbalcommunicationtechniques Effectivenonverbalcommunicationtechniques Whyaskquestionsduringyourpresentation? Effectivequestioningtechniques Howtosummarizeyourpresentation Presentationskillschecklist Keypointstoremember Part II — Advanced Presentation Skills Chapter 9 Presenting a Technical Demonstration ....................... 154 Whatisatechnicaldemonstration? Planningatechnicaldemonstration Presentingatechnicaldemonstration Technicaldemonstrationchecklist Keypointstoremember Chapter 10 Using Brainstorming, Case Studies, and Role Plays .......... 168 Whyusebrainstorming? Conductingabrainstormingsessionworksheet Whyusecasestudies? Facilitatingtheuseofacasestudyworksheet Casestudydevelopmentform Whyuseroleplays? vi Facilitatingtheuseofaroleplayworksheet Roleplaydevelopmentform Keypointstoremember Chapter 11 Leading a Discussion .......................................190 Whatisadiscussion? Whentousethediscussionstrategy Planningforagooddiscussion Leadingagooddiscussion Discussionskillschecklist Keypointstoremember Chapter 12 Adding Humor to Your Presentations ........................205 Thebenefitsofhumor Developingyoursenseofhumor Guidelinesforappropriatehumor Tipsforaddinghumor Addinghumortoyourpresentationworksheet Keypointstoremember Chapter 13 Delivering Team Presentations .............................215 Planningateampresentation Planningateampresentationworksheet Workingwithsubject-matterspecialists Workingwithasubject-matterspecialistworksheet Planningforconference-typepresentations Planningforaconference-typepresentationworksheet Keypointstoremember Chapter 14 Delivering International Presentations ......................234 Culturaldifferences Understandingyouraudience Preparingforyourpresentation Planninganinternationalpresentationworksheet Deliveringyourpresentation Deliveringaninternationalpresentationworksheet Keypointstoremember Chapter 15 Delivering Online Presentation .............................248 OnlinePresentationTechnologies PreparingandDeliveringYourVideoconferencePresentation PreparingandDeliveringYourWebinar Keypointstoremember Chapter 16 Evaluating Your Presentation ...............................268 Whyevaluateyourpresentation? Informalevaluationtechniques Formalevaluationtechniques Samplepresentationsatisfactionform Keypointstoremember Index .................................................................283 vii What This Workbook Will Do for You Asanengineerortechnicalprofessional,youareoftencalleduponto make technical presentations. These include group (often called “stand up”) and online presentations made during meetings, briefings, reports, discussions, demonstrations, the sharing of research findings, or during education and training courses. You may find yourself making a presenta- tion to engineers within your department, to members of a management team,toengineersandtechniciansinthefield,toanaudienceataconfer- ence,ortoagroupofparticipantsinacourse.Yourpresentationmightbe deliveredwithinyourorganizationinaconferenceroom,inatrainingroom orclassroom,oronline.Oryoumaypackyourbagsandtakeyourpresen- tationontheroadtoanothercountry.Whereverthesiteandwhateverthe topic,you’llwantyourpresentationtobetop-notch.Sowheredoyouturn forhelpinmakingatechnicalpresentation?We’regladyouaskedthatques- tion! Your best source is this book. The Technical Presentation Workbook is just that — a workbook! It is specially designed to help you plan and deliver effective technical presentations. It contains a proven, practical, step-by-step approach for making winning presentations. But why a workbook? Because the work- bookformatpermittedustodesigntheinformation,worksheets,andexer- cisessothatyoucanactuallyplanyourpresentationasyoumovethrough the chapters. The Technical Presentation Workbook is loaded with tips, ideas, examples, and checklists you can use as you prepare your presen- tations. You will learn many effective techniques, including how to: • Analyze your audience • Set up the presentation room • Prepare your notes • Use supporting media ix
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