TECHNICAL WRITING

AND
PRESENTATION SKILLS

1
 OBJECTIVE:

Teach participants how to:

• Prepare for a Presentation

• Practice your Presentation

• Design Appropriate Visual Aids

• Deliver the Presentation

• Use Visual Aids

• Handle Nervousness

• Handle Questions
2
 OUTLINE

• Overview of Presentation
• Preparation
• Organizing the content of your Presentation
• Content of a Presentation
• Visual Aids
• Practicing your Presentation
• On D-Day
• Handling Question & Answer Session
• Elements of a Good Presentation
• Seven deadly sins of Presentation
• What next?
• Presentation films
• Participants’ Presentation.
3
GO GET THEM!
PRESENTATION SKILLS WORKSHOP OVERVIEW

Prepare
Handle
Questions Practice
WORKSHOP
Use Visuals Design
OBJECTIVE
Visual

Handle Deliver
Nervousness

HOW TO:
4
 PRESENTATIONS
P Reporting
R Training
E Influencing Views
S Selling Ideas
E Presenting Facts
N BUSINESS
T COMMUNICATION Expressing
Opinions
A
T Making Proposals
I
Updating knowledge
O
N
S 5
 PREPARATION

* Identify Objectives
* Research Your Audience
* Choose Logical Structure
* Kiss/Think of Real Examples
* Anticipate Questions/Design Visual Aids
* Rehearse/Learn Opening Sentences
* Check Room Layout/Equipment.

6
 OBJECTIVES
EXAMPLE

Subject
Product “X” is Expressed with Precision to
Losing Market
Share

Provoke action Convince Draw Attention Inform

I want That To the Tell Management

Management to Product“X” Consequence of a That Product “X”
change the is losing Loss of 1 Point of is Losing
Pricing Policy Market Share Market Share Market Share

7
 WHY REHEARSE

* REVEALS WEAKNESSES IN DESIGN.

* ENABLES IMPROVEMENT IN DELIVERY.

* CHECK DURATION OF YOUR TALK.

* APPORTION TIME TO EACH PART OF

YOUR TALK.

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 REHEARSAL

P MAINTAINING EYE CONTACT.

R CONGRUENCE BETWEEN VERBAL AND NON-
A VERBAL SIGNALS.
C WITH YOUR VISUAL AIDS
T STANCE AND STAGE MOVEMENT
I TONE PACE, GESTURES
S LEARN OPENING SENTENCE
E RESPONSES TO QUESTIONS.

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 HANDLING NERVOUSNESS

• KNOW YOUR MATERIAL WELL.

• KNOW YOUR AUDIENCE.
• KNOW THE FACILITIES.
• FOLLOW YOUR PREPARED OUTLINE.
• DRESS APPROPRIATELY.
• REHEARSE YOUR PRESENTATION.
• PRACTISE RESPONSES TO QUESTIONS.
• ARRANGE YOUR VISUALS LOGICALLY.
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 THE VENUE

• KNOW VENUE BEFORE PRESENTATION.

• REMOVE DISTRACTORS.

• DECIDE WHETHER TO STAND OR SIT.

• CHECK VISIBILITY OF YOURSELF/VISUAL AIDS.

• CHECK LEVELS OF LIGHT/HEAT.

• FAMILIARISE YOURSELF WITH EQUIPMENT.

• CHECK ERGONOMICS..
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 DELIVERY PATTERN

THE BEGINNING
INTRODUCTION
SELF & OBJECTIVE

THE MIDDLE
KEY IDEAS
FACTS, ANOLOGY, BENEFITS

THE END
CONCLUSION(LINKED TO OBJECTIVE)
ACTION DESIRED, BENEFITS.

12
 PRESENTATIONS

“TELL THEM WHAT YOU ARE GOING TO TELL THEM,

TELL THEM,

THEN TELL THEM WHAT YOU HAVE TOLD THEM”.

13
TEAM PRESENTATION

• IDENTIFY EACH MEMBER’S CONTRIBUTION,

ENSURE THEY MAKE IT.

• REHEARSE (LINKS, CONTRIBUTION).

• AGREE ON INTRODUCTION.

• SUPPORT EACH OTHER.

• AVOID REPETITION.

• DECIDE HOW QUESTIONS WILL BE HANDLED. 14

ON D-DAY

• ARRIVE VENUE BEFORE AUDIENCE.

• CHECK FACILITIES/ARRANGEMENTS

• DRESS APPROPRIATELY.

• FOLLOW PRESENTATION FORMAT.

• CHECK STANCE, MANNERISM & LANGUAGE.

• TELL YOURSELF – I AM IN-CHARGE.

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 AUDIENCE RESEARCH

WHO
ATTITUDE
SENIORITY
KNOWLEDGE
SENSITIVITY
NUMBER
WHY
JOY RIDERS
CAPTIVE AUDIENCE
WANT TO KNOW
NEED TO KNOW

EXPECTATIONS
INTERESTS
BENEFITS 16
 OVERVIEW OF PRESENTATION

NOTE:
1) To reach the height of your career, communication
(written and oral) is important
2) You should speak convincingly too.

Examples where you may be called to make presentations:

(a) Present your work to co-workers, conferences, etc.
(b) As a manager, to persuade your workers from going
on strike.
(c) To defend your budget.
(d) As a politician, to present your programmes, etc.
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 OVERVIEW OF PRESENTATION

Do not shy away from presentation because:

* It is the best form of communication.
* Gives people opportunity to discuss your work.

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 1.1 BASIC PURPOSES OF PRESENTATIONS

• To inform – e.g. new products, new techniques etc.

• To persuade or convince – To persuade people to take

a particular step.

• To inspire – Towards a specific goal.

• To entertain – Welcome new employee etc.

Presenter needs to know the categories to tailor his

presentation along those lines.
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 1.2 USES OF PRESENTATIONS

* Business * Communication
* Reporting * Training
* Influencing Views * Selling Ideas
* Presenting Facts * Expressing Opinions
* Making Proposals * Updating

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 USES OF PRESENTATIONS

OBJECTIVES: You want to speak so that people will

hear, understand, accept, and act on what you said.

What is involved? PREPARATION. Even great

communicators (Late Azikiwe, Reagan, etc.) prepared.

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 2.1 PREPARATION

• Identify Objectives.
• Research Your Audience.
• Choose Logical Structure.
• Think of Real Examples.
• Design Visual Aids.
• Anticipate Questions.
• Rehearse/Learn Opening Sentences.
• Check Room Layout/Equipment.
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 2.1.1 STEPS INVOLVED IN PREPARATION

• Collect relevant facts

• Organize content of your talk
• Prepare visual aids
• Practise at home
• Arrange for venue

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 THE VENUE

•Know Venue Before Presentation

•Check Visibility of Yourself/Visual Aids.

•Familiarise Yourself with Equipment.

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 Collecting Facts
• Facts on Subject
• Facts on Audience
Consider Interest of Audience because:
* We prefer to deal with reason, but we cannot avoid
emotion.
* You need to understand what forces motivate an
audience and link them with your ideas.
* Allow for how people feel, need, believe.
To do this, you need Audience Research.

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 2.2 AUDIENCE RESEARCH & ANALYSIS

* Audience is major focus

* Without audience, no presentation.
Consider:
• Audience capability
• Attitude to the presenter
• Knowledge
• Benefit/Interest

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 2.2 AUDIENCE RESEARCH & ANALYSIS

(a) Audience Capability - know what your audience can

handle.
(b) Knowledge - You need to know what your audience
knows about the subject already. (Experts or
Beginners)

Note: To retain their interest:

Do not underestimate or overestimate
• Take them at their levels
• If you underestimate, it will be too elementary
• If you overestimate, you loose their interest and
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attention.
 2.2 AUDIENCE RESEARCH & ANALYSIS

(c ) Attitude of audience to presenter:

• Group influences - what influences the people as a group -

e.g. religious beliefs, social norms etc.

• Individual backgrounds - Economic status, achievement

level, social standing, environment, training, experiences etc.

• Cultural/generation gap - old or young, Western or

African or Oriental

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2.2 AUDIENCE RESEARCH & ANALYSIS

(d) What is in there for the audience:

• Consider what will interest the audience.
• Benefits?
• Business prospects?

If so, highlight them to motivate audience.

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Diagrammatic Representation of Audience Research

WHO
ATTITUDE
SENIORITY
KNOWLEDGE
WHY
SENSITIVITY
JOY RIDERS
NUMBER
CAPTIVE AUDIENCE
WANT TO KNOW
NEED TO KNOW

EXPECTATIONS
INTERESTS
BENEFITS 30
 2.3 AUDIENCE REACTION PATTERNS

2.3.1 STEP 1 - LISTENING

• At this stage you catch the attention of audience and
try to keep it throughout
• Do not assume that your facts will speak for
themselves.
• Your audience will listen to you when:
* The presenter is enthusiastic
* Believes in his own message
* Wants others to hear about it.
* You speak on a topic that is of interest
* Gives them something of value.
* When your language is clear and can be readily
understood. 31
 2.3.1 STEP 1 - LISTENING

* You arrive with respectable credentials.

* Make audience feel comfortable and put them in an
enjoyable mood.
* You liven the talk with punchy visuals
* You make them think or act.
* You recognize when it is time to take a break.

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2.3.2 STEP 2 - UNDERSTANDING
Your audience will understand you when your presentation:

• Clearly organized, with a definite theme, major points

that stand out, and plenty of road maps to mark the way.
• Presents material in digestible amounts, at a suitable
level, and in a clear language.
• Explains and interprets material, not just presents it.
• Identifies key and difficult points by highlighting,
repeating and vocally emphasizing them.
• Illustrates points by visual aids, examples, analogies,
demonstrations, or hands-on activities.
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2.3.3 STEP 3 - ACCEPTING/ BELIEVEING.
People accept your propositions when it has the following
characteristics.
• The speaker is judged personally competent and
trustworthy or the speaker or her organization has a
proven record that bears directly on the proposition.
• The audience was leaning in the direction of your
proposition
• It seem valid because of the reasoning and
substantiation offered or if competitive viewpoints are
made weaker by such reasoning.
• If major objections have been satisfactorily addressed. 34
2.3.4 STEP 4 – RETAINING

To remember afterwards:
• They have to understand.
• They must retain at least the main message.

Main message - The summary of your presentation in one

sentence. Example, the main message of a 20-minutes
presentation could be “The new software has more
features than the old one and so it should be adopted as the
company standard software.”

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 2.3.4 STEP 4 – RETAINING

To have a main message helps in:

• checking whether it is the right one for your audience.

• check the trend of your presentation.

• ensuring that what you want to say it said in the right

way and emphatically.

Note: Your introduction, body and conclusion and every

other point is supposed to support or tie directly with the
main message (key point or residual message). 36
 2.3.5 STEP 5 – DOING

For action,
• They are asked to do it.
• It is feasible and not too much trouble
• Not too big a step beyond their normal action range.
• They were inclined to do it in the first place.
• They like and believe in the presenter or have had previous
experiences with the speaker or the organization
• The course of action proposed by the speaker meets their
major needs better than other options
• The potential benefits outweighs the risks.
• Proposal is compatible with the goals of the group or valued
individuals.
• Their ideas are incorporated into the proposition.
• Their fears have been allayed. 37
 ORGANIZING THE CONTENT

• Design or sharpen your ideas.

• The effectiveness of a message is enhanced by clear,

logical organization.

• Organization helps keep the attention of the audience

because the presenter takes them from one point to the
other in logical sequence.

• Organization takes away the irrelevancies

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3.1 Helpful Hints about Organization
• Always keep the audience in mind.

• Break the talk into introduction, body and summary or

conclusion.

Note: An effective presentation is supposed to accomplish

specific tasks in these 3 different stages. Do not overlook
any part.

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 3.1 Helpful Hints about Organization

• Capture the essence of the talk in one complete

statement
• Test key points against three requirements for
soundness
* Relevance
* Independence
* Adequacy

Note: List out your topics in order of priority so as to

know which ones to present first and which ones can be
tackled during question and answer sessions.
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ORGANIZATION TOOLS

3.2.1 Brainstorming and Sorting

• List all the topics the presentation might cover

• This is more effective when you enlist the help of

other knowledgeable and imaginative participants.

• Sort and evaluate materials to identify priorities and

eliminate irrelevancies.

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 ORGANIZATION TOOLS

3.2.2 Disciplined Doodling (draw(figures) while

preoccupied)

• Could be in form of diagrams, charts, decision trees,

flowcharts, exploded drawings etc.

• They provide insight and structure because they help

generate ideas and reveal relationships.

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 ORGANIZATION TOOLS
3.2.3 Outlining
• Best tool for setting a solid foundation from which you
build the other parts of the presentation.
• Planning tool and a way of forcing the selection and
ordering of ideas.

Note: Outlines and Notes are different.

Outline - planning tool, more wordier and more complete.

You build on it.
Notes - delivery tool, essentially to keep ideas in order
and to trigger thoughts. 43
 ORGANIZATION TOOLS

3.2.4 The Storyboard - combining visual and verbal

messages (Slides, transparencies, flipcharts etc.)
• Layout of presentation in a series of sketches.
• Each sketch represents a slide.
• Message of visuals comprises the topics and sub-topics.

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 ORGANIZATION TOOLS
2.3.5 Titles
• May be the determining factor in the choice of
which talk to listen to.
• Title must be concise, and catchy.
• Characteristics of Catchy Titles:
(a) Appropriate to the occasion.
(b) Provides enough information about subject.
(c) Arouses the interest
(d) It is concise
To come up with a punchy title, You must be imaginative. 45
Some Useful Hints include:

• Play on words.
• Satire on the subject.
• Vary a common axiom.
• Tie to current “in” topics - movies, slogans, songs,
books, sports, current events, etc.
• Make use of Figures of Speech - analogies,
metaphors, alliterations etc.
• You can use slang, jargons, or “street” expressions.

Caution: Do not use unrefined language

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 CONTENT OF A PRESENTATION

Three Sections: Introduction (Beginning),

Main Body (Middle), Conclusion (End).

There are different presentation patterns. They include:

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4.1. STANDARD PRESENTATION PATTERN –
Introduction (Beginning), Body (Middle) and Conclusion

THE BEGINNING
INTRODUCTION
(SELF & OBJECTIVE)
THE MIDDLE
KEY IDEAS FACTS,
FACTS,
ANALOGY,
BENEFITS
CONCLUSION (END)
(LINKED TO OBJECTIVE)
ACTION DESIRED,
BENEFITS 48
STANDARD PRESENTATION PATTERN
4.1.1 What to do in Introduction

Tell the audience your name/put your name on title slide.

• Introduce the subject.
• Explain why your audience should listen – the useful-
ness of your subject.
• If you have time, give outline of talk.

What you must achieve in Introduction

• Get attention
• Focus on central idea
• Link your audience view to your idea
• Forecast what is to come
• Take charge
• Transition to Body 49
 STANDARD PRESENTATION PATTERN

Some options for an effective introduction:

• Use an illustration, real or hypothetical
• An analogy
• A demonstration or example, but make sure it is
relevant to the topic
• A testimonial or quotation
• A troubling statistics
• A strong opinion or interesting observation
• Reference to the occasion or group, a recent event,
comments of previous speakers, or preceding
activities. 50
STANDARD PRESENTATION PATTERN

4.1.2 What to do in Main Body

• Develop your ideas
• Present your data
• Motivate your audience
• Hold attention of your audience
• Transition to conclusion.
4.1.3 What to do in Conclusion
• Review materials covered
• Present your main ideas for the last time
• Tell audience what they should do
• Secure agreement
• Thank audience
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• Transition to question and answer session.
STANDARD PRESENTATION PATTERN

In other words:

“TELL THEM WHAT YOU ARE GOING TO TELL

THEM,
TELL THEM,

THEN TELL THEM WHAT YOU HAVE TOLD THEM”

52
 4.2 OTHER PATTERNS

4.2.1 MOTIVATED SEQUENCE

Main message is not stated until late in the talk. The
sequence is:
•Attention – Catch attention of audience.
•Need – Focus the attention on problem.
•Satisfaction – Put forth your solution to that problem.
•Visualization – Describe your solution’s benefit to
listener.
•Action - Ask for a commitment to your solution.
53
 4.2 OTHER PATTERNS
4.2.2 AIDA
• Attention – Catch attention of audience.
• Interest – Arouse the interest of the listeners.
• Desire – Create or stimulate the listeners’ desire.
• Action – Move the listeners to the desired action.
This type of presentation is used mostly for advertisements.

4.2.3 EXAMPLE-POINT-REASON
Example – Describe an observation or experience. This
Description will be the bulk of your talk.
Point – State your point – what do you want the
audience to do.
Reason – State the reason for the action or the benefit that is
likely to occur, especially that which you have
suggested in your example. 54
 4.2 OTHER PATTERNS

4.2.4 PREP (Point - Reason-Example-Point).

Point - You state the point you want the listeners

to know.
Reason - State why you want them to do it.

Example - Give them examples of people that have

done it and the Benefits of doing that
particular thing.
Point - Restate your point again for emphasis.
No matter the pattern chosen, the aim is to communicate.
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 TYPES OF CONCLUSION

(a) Happy Ending Close - provides perfect answers to

questions raised in closing.
(b) Funnel Close - zeros in and emphasizes most
important points you like audience to remember –
most widely used.
(c) Iceberg Close - make proof of each of central thoughts
convincing – people will remember.

56
 TYPES OF CONCLUSION

(d) Shotgun Close – makes use of:

(a) Repetition – seen at beginning, elaborated while
presenting, reviewed at close.
(b) Verbal and written participation
• Test taken during opening
• Answers written on handout as they are covered
• Group retakes test verbally during close.
Presenter should:
•Think through each question – make it interesting and
provocative
•Provide space in handout for answers. 57
 TYPES OF CONCLUSION

(e) “I’m here to help” Close

• Define client objectives

• Present individual features of your product – relate
them to how it can help client achieve objective.
• Summarize and present composite view of how
product will help clients objective.

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 TYPES OF CONCLUSION

(f) Jigsaw Puzzle Close

• Define major problem
• Break it down into components
• Provide solution for each part
• Show how your solutions for each part solves the total
problem

(g) Predictions of the Future Close

• Establish where we are today.
• Discuss strategies & facts, events & circumstances that
affect our future.
• Make predictions for the future
• Make your predictions plausible by making it farther out.
• End with good news because people like it. 59
 TYPES OF CONCLUSION

(h) Bridge over troubled waters close

• Define a goal audience will like to achieve
• Discuss “shark infested waters” – dangers, risks &
uncertainties.
• Provide a bridge over the troubled waters – show how
your product helps audience minimize risks and reach goal
(i) Authoritative Quote Close – Not suitable for technical
people
• You quote an authority in the area to support your
argument.
• Designed to appeal to logic & common sense
(j) Emotional Close – Appeal to emotions – used mostly by
lawyers. 60
 TYPES OF CONCLUSION

NOTE: In All Cases Do Not Allow Your Presentation To Just End,

Bring It To A Conclusion - Plan to use only allocated time.

4.3 PSYCHOLOGICAL FACT

Audience concentration is at peak at the beginning and ending.

ï Send strong message at the beginning (introduction) and

ending (conclusion).
Beyond allotted time, audience concentration drops sharply.
ïi. Do not exceed allotted time or speak for usually long time.

For conference, allotted time is  20 min. For non-conference,

allotted time is  50 min.
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 VISUAL AIDS

What are they? – Slides, transparencies, flipcharts

blackboards, etc.

Merits and demerits –

5.1 Why Use them:

(a) To enhance communication
(b) To give facts, illustrate points, evoke emotion,
motivate viewer
(c)We remember more of what we see than what we hear
62
5.2 SOME POINTS TO NOTE ABOUT VISUAL
AIDS
(a) Choose type of visual aid that best meets objectives
of presentation.
(b) Bad visual aids are good if goal is to obstruct idea,
obscure meaning or mislead viewers
(c) Most effective visual aid presents a single idea in the
simplest form
(d) Several ideas on a single slide distracts
(e) A slide should make a point
(f) A slide should be legible. We recommend minimum
of 18 point size. What you are reading on the
63
projector now is 24 point size.
5.2 SOME POINTS TO NOTE ABOUT VISUAL AIDS

(g) A message that cannot be read is worse than no

message
(h) Remove unnecessary words, lines, numbers in a slide.
They distract.
(i) Most of your information should be given orally. Use
visual aids to reinforce.
(j) Each visual should be shown for at least 1.5 min.
(k) Maximum No. of slides = minutes allowed/1.5.
(l) Rule of thumb: Adequate no of slides = minutes
allowed/2.
(m)You can prepare extra slides, to help you answer
64
questions.
5.2 SOME POINTS TO NOTE ABOUT VISUAL AIDS

(n) Visual aid should have artistic appeal – add colour if

you can.

(o) Letter sizes in graphs and charts should be

proportional to drawing size.

(p) Organization chart slide should not contain more than

10 boxes. You can use, primary and secondary slides.

(q) Cartoons can be used. They attract attention, lighten

65
tone, give a punch.
Examples of Visual Aids - Merits & Demerits

Overhead Transparencies – called Foil by some people

Advantages
• Suitable for wide ranges of audiences – small &
large
• Relatively easy to create, look professional.
• Easy to maintain and travel with.
• Lend themselves to creativity – colour overlays,
drawings cartoons etc.
• Can be used with lights reasonable bright
• Gives presenter complete control of presentation.
• Promote audience participation.
• Not expensive – personal computer & quality
printer.
• Easy to maintain and keep current, easy to replace. 66
Examples of Visual Aids - Merits & Demerits

OVERHEAD TRANSPARENCIES - Disadvantages

• Not practical for group sizes in excess of 400.
• They age with time, turn yellow and accumulate
fingerprints.
SLIDES - Advantages
• Used for larger group of over 400.
• Looks professional
Disadvantages
• Look too formal
• Usually require the lights to be turned down.
• Inhibit discussion and participation.
• Script often terrible
• Expensive to make 67
 Examples of Visual Aids - Merits & Demerits

• Difficult, awkward, expensive to change and keep

current
• Impersonal – presenter loses flexibility and control.
Flipcharts - Advantages
• Effective for small groups.
• Allow bright lighting of venue.
• Relatively easy to make, creates an atmosphere of
informality & promotes audience participation.
• Easy to change, add to, keep current.
• Economical.
Disadvantages
• Not practical for small larger groups
• Tend to get tattered with use and travel – awkward to
68
travel with.
 Examples of Visual Aids - Merits & Demerits

Blackboard or chalkboard - Advantages

• Good for presenting a progression or flow.
• Helpful for referencing back & show similarities &
contrast.
• Aids comprehension – audience see entire picture
before them.
Disadvantages
• Messy, clarity is compromised.
• Ability to write and talk at the same time.
• Not portable.
• Hinders eye contact especially for the amateur. 69
 Examples of Visual Aids - Merits & Demerits
Talking Picture Box – movie, music machine or picture
Advantages
• Excellent in presenting complex concepts, ideas &
interrelationships
• Can help accomplish in lesser time what you can not
describe by mere words.
• Helps you interact live with computer & show results
on screen.
Disadvantages
• Cannot be a total substitute for human presenter.
• Lights have to be turned down.
• Clarity is not guaranteed.
• Screen is often full of numbers – becomes confusing.
• Might be viewed by audience as complex. 70
 Examples of Visual Aids - Merits & Demerits

Magnetics – things attached to magnetic boards or surfaces.

Advantages
• Very effective in explaining complex subjects &
relationships where end result is built up piecemeal of
its component parts.
• Solution for those who cannot talk & write at the same
time.
Disadvantages
• Magnetics are expensive
• You might not have magnetic boards
• Best used in conjunction with other mediums.
Objects – used as symbols or gimmicks to focus attention
and emphasize key points 71
 Examples of Visual Aids - Merits
& Demerits

Advantages

• People remember it easily

• Good in comparing products

Disadvantages
• Not suitable for larger groups
• Expensive

72
 PRACTISING YOUR PRESENTATION
6.1 WHY PRACTICE?
(a) Reveals Weaknesses in Design.
(b) Enables improvement in delivery.
(c) Ensure that relevant materials are presented within allotted
time.
(d) Enables you choose language your audience can understand
(e) Check duration of your talk.
(f) Apportion time to each part of your talk.
(g) Helps you plan when to use visual aids
(h) Enables you learn how to present materials without reading
(i) Helps you get rid of bad mannerisms and nervousness

73
6.2 PRACTICE INVOLVES THE FOLLOWING:

P Maintaining eye contact.

R Congruence between verbal and non.
A Verbal signals
C With your visuals aids
T Stance and stage movement.
I Tone pace, gestures
S Learn opening sentence.
E Responses to questions/overcome bad mannerism.

74
6.3 HANDLING NERVOURSNESS

• Know Your Material Well.

• Know Your Audience.
• Know The Facilities.
• Follow Your Prepared Outline.
• Dress Appropriately.
• Rehearse Your Presentation.
• Practise Responses To Questions.
• Arrange Your Visuals Logically.

75
6.4 HOW TO PRACTICE

(a) Deliver the talk and time it at home

(b) Record the talk to detect bad mannerisms, voice
level
(c) Use video recorder or mirror and watch eye contact,
distracting movements
(d) Write down speech and watch:
• Logical sequence
• Transitions
• Visual aid position
76
CONSEQUENCES OF NOT REHEARSING

• You switch your brain into a deep-think mode – you

think up what you are going to say – task your brain too
much.
• Leads to limited eye contact – Not possible to have eye
contact in deep – think mode – Looking at floor, ceiling
or into space with glazed-over looks.
• It will not help your facial expression – frowning instead
of smiling, tone will be monotonous.
• No matter how good your content, you cannot keep
audience attention if you don’t rehearse. 77
Notes on Rehearsal

• Not just flipping through your notes or cheat cards

• Duplicate conditions of your presentation – dry run,

in actual room, using actual visual aids, actual
movements, gestures and actual words if possible.

• Rehearse in front of people, let them be your

audience.

• Ask for specific suggestions for improvement.

78
 Notes on Rehearsal
• If you have given a presentation a number of times, mind
forms mental image of your notes – able to visualize it.
• Take many forms & media depending on presenter.
• You can make notes (cheat cards or sheets).
(a) around the sides of frames (transparencies)
(b) underneath the page.

79
 ON D-DAY

7.1 PRESENTATION DAY REQUIREMENTS

• Arrive Venue Before Audience.

• Check Facilities/Arrangements.

• Dress Appropriately.

• Follow Presentation Format.

• Check Stance, Mannerism and Language.

• Tell Yourself – I AM IN-CHARGE.

80
7.2 TEAM PRESENTATION

• Identify Each Member’s Contribution, ensure they

make It.

• Rehearse (Links, Contribution).

• Agree on Introduction.

• Support Each Other.

• Avoid Repetition.

• Decide How Questions Will Be Handled.

81
 HANDLING QUESTION & ANSWER SESSIONS

8.1 YOUR ROLE

• Always Listen

• Identify Why a Question is Being Asked.

• Check if You Have Answered the Question.

• Use Appropriate Tone of Voice and be Calm.

• If Unable to Answer Certain Questions, Say So.

82
8.2 Planning for questions -

• Put your self in the position of the person asking the

question..
• You need to consider:
▪ Objective of the question
▪ Why the question is asked.

83
Considerations in planning for Questions

Objective: What is the Objective of the Question

Why: Why is he asking the question
Audience: Who will be there when he asks it
Whom: Who will ask the question.
Content: What will the question involve.
What: What actually is the question.
How: How will he frame the question
Form: What form will it take – direct answer or
just clarification. 84
8.3 HANDLING QUESTIONS

Prepare - Anticipate questions, so read wide for any

question.
Practice - Rehearse how you will answer the questions
you anticipate.

Design Visual - If you require visual aids to answer

effectively, prepare them and keep in
case you need them.

85
 8.3 HANDLING QUESTIONS

Deliver-Deliver the answer in a simple and clear language.

Handle Nervousness - There is a tendency that you will

get nervous when asked a difficult question,
especially by a superior.

Use Visuals -Do not hesitate to use visuals to answer

effectively.

86
 HANDLING QUESTIONS

• SUGGEST QUESTION TIME.

• ALWAYS LISTEN.
• IDENTIFY WHY A QUESTION IS BEING
ASKED.
• CHECK IF YOU HAVE ANSWERED THE
QUESTION.
• USE APPROPRIATE TONE OF VOICE & BE
CALM.
• IF UNABLE TO ANSWER CERTAIN
QUESTIONS, SAY SO. 87
9.1 ELEMENTS OF GOOD PRESENTATION

(a) Arrest attention

(b) Arouse interest in the subject

(c) Create a desire to hear more

(d) Convince audience

(e) Get favorable reaction

88
SUMMARY OF HOW TO FULFILL OBJECTIVES

• A lot of preparation especially for new ones

• Don’t read, deliver fluently. You may use outline

cards.

• Speak loudly and clearly and at an even pace.

(c) Avoid bad mannerisms.
(d) Face your audience.
(e) Define terms and units if necessary.
(f) Use good and adequate visual aids

89
TIPS FOR PRESENTATION

(1) Rule of 60 percent. Assume only 60% of the people

will probably show up. Make provisions and add
extras.
(2) Room size must be proportionate to group size. – Not
too big or too small.
(3) You can be special – give something free or extra-
people like it. If it not right, it is not right – fix
misspelled name tags before audience arrives or
provide empty badges.
(4) Always start and end with lights full bright.
90
TIPS FOR PRESENTATION

(5) If in doubt – Don’t. If you doubt the state of a

microphone, or equipment don’t use it.
(6) Control sitting arrangement – pre-position names in
advance or usher them accordingly. Position a female
between 2 males. This will control mumbling,
whispering and cliques.
(7) Don’t head for the rest room straight at the start of a
break. You will meet a queue – people might want to
discuss with you – A good opportunity for to get
feedback. 91
TIPS FOR PRESENTATION

(8) Use colours but not too much of it. - No bright colours
like pink, orange or yellow – they do not show well.
(9) Use colour coding to enhance or complement points –
red could indicate danger, problem or your competitor.
(10) Distance from audience to screen should not be more
than six times the width of projected image.
(11) You can spot difference between amateur and
professional before first slide. The amateur puts on
projectors with no transparency on it before putting it.
(12) Make sure you have a spare bulb. It might save your
presentation and “life”.
92
TIPS FOR PRESENTATION

(13) Never, never pack and ship your presentation. Carry it as

hand luggage – can get missing or arrive late.
(14) Everybody loves cartoons – use those that highlight a
point. If central to presentation, use them but show what
they mean.
(15) Use outline – structured format will keep mind of
audience on target and help you accomplish your
objective.
(16) Make a one time decision of whether to stand on the left
or right side of projectors. Don’t mix it up. Determine
whether you are turning used transparencies to left or
right – you might get mixed up. 93
TIPS FOR PRESENTATION

(17) Do your filing on your own time – fixing back

transparencies you used.

(18) If you can read it on the floor, you have got it right.
Place it on the floor, if you can read it while
standing up, its probably large enough.

94
QUALITIES OF A GOOD PRESENTER

• Objectives clearly stated

• Develops interest in the subject
• Logical flow of presentation
• Material is current (up to date)
• Correct level of detail
• Stimulates questions
• Good visual aids
• Good appearance
• Pleasant and varied tone pace
• Creativity
95
QUALITIES OF A GOOD PRESENTER

• Positive body language

• Gestures and movement
• Analogies
• Confidence and conviction
• Credibility and Integrity
• Dedication
• Sincerity and concern
• Smiling
• Eye contact – way of making everybody feel important
and a sure source of feedback
• Sense of timing – starting and ending on time
• Summarizes key points
• Achieves objectives 96
BAD PRESENTATION HABITS & DISTRACTIONS

(a) Posture
* slouching
* speaking with heads bowed
* hanging on to supports for dear life – lectern, flip
chart stand, table etc.
* rigid – military position, rocking from side to side
(b) Smoking and drinking
(c) Facial expression – frowning & scowling
(d) Misspelled words
(e) Talking to the board
(f) Off-center projection & out of focus projection
(g) External noises –music, kitchen etc.
(h) External view – open windows, etc. 97
SEVEN DEADLY SINS OF PRESENTATIONS

(1) Show an obsolete Organizational Chart and apologize for

it in advance. Explain to me why you have not corrected
it instead of apologizing.

(2) Do not explain any reason why the subject has any value
to the audience – if there is non, you have nothing to say.

(3) Use a presentation designed for one audience for a

different one. - You can spot this sin in the first 60
seconds.

98
SEVEN DEADLY SINS OF PRESENTATIONS

(4) Tell the audience more than or less than they want to know –
Not too much or less details.
(5) Turn the lights out and show slides or foils while reading a
script – Do not go out of sequence.
(6) Do not read verbatim every word on every visual – It
becomes a reading competition.
(7) Do not rehearse – play it by the ear.
Remember:.
“There is no easy and painless road to presentation. As is
every other endeavour, you have to pay your dues”.
99
9.3 AIDS FOR SMOOTH PRESENTATION

(a) Prepare good slides on time

(b) Practice your presentation.
(c) Plan slides for good visual placement.
(d) Do not leave slide on screen after discussing subject.
(e) Prepare duplicate slide if you need to refer to same
slide at different times.
(f) Thumb-spot all slides to avoid projecting any upside
down.
(g) Number slides for easy reorganization.
(h) Carry your slides on you.
(i) Check facilities before time.
100
(j) Speak loudly and clearly.
(k) Face your audience.
(l) Make audience understand what the problem is,
how you solved it and results.
(m) Do not get lost in details.
(n) Listen to questions carefully before you start to
answer.
(o) Never give a rude answer.
(p) Dress properly and be confident. 101
9.4 BASES FOR JUDGING YOUR PRESENTATION

(a) How informative it was.

(b) How well you covered the subject.
(c) The quality of our visual aids and how well you used
them.
(d) Your organization.
(e) Fluency.
(f) Your response to questions.

102
 CLOSING THOUGHT

Must I make a Presentation?

Might be the only viable option!
• Best form of communication.
• Gives people opportunity to discuss your work.
• Makes you a breed apart – others mail or phone.
• Can shorten decision making process – all the
decision makers are there – might not be any more
consultations or getting appointments.

103
 CLOSING THOUGHT

• Creates an air of professionalism – know what you are

doing.
• Quality of presentation – mirror image of quality of
company, product, services & people.
• Quality rubs off on other areas – tasting quality makes
you settle for nothing less in other spheres of life –
confidence booster.

104
RECOVERING NIGERIAN HEAVY CRUDE OIL IN
NONCONVENTIONAL RESERVOIRS USING
THERMAL RECOVERY METHODS

MIKE ONYEKONWU
UNIVERSITY OF PORT HARCOURT
105
 OBJECTIVES

• ESTIMATE POROSITY AND SATURATION

• CHOOSE THERMAL RECOVERY METHOD

• CREATE AWARENESS.

106
 WHAT IS HEAVY CRUDE?
API GRA VITY RANGE: 40 - 20°

VISCOSITY RANGE: > 100 CP (Res. Cond.)

WHAT IS BITUMEN?
HEAVY CRUDE WITH: ° > 1000 CP (Res. Cond)
API° < 10

WHAT IS TAR SAND?

BITUMEN AT SHALLOW DEPTHS
107
 CALCULATION OF POROSITY

ma − 
 b
= ma − r

CALCULATION OF SATURATION

FR w , a
n
Sw = F+ m
Rt 
108
 OPTIONS FOR RECOVERY

• MINNING

• THERMAL RECOVERY

109
Table 3: Criteria For Application of Thermal Recovery Methods

Parameters In-Situ Combustion Steam or Hot Water

Flooding

Reservoir Conditions
Depth, m >100 <1000
Reservoir pressure, TL <100
bars NC NC
Temperature, C
Reservoir Rock
Type Sand, sandstones Sand, sandstone with
low clay content
Thickness, m 3 – 25 or more 10 – 100
Porosity, fraction >0.18 >0.18
Permeability, m >0.1 >0.1
Oil saturation, fraction >0.3 >0.3
Reservoir Oil
Specific gravity 0.82 – 0.98 >0.98
Viscosity at reservoir
conditions, Pascal-s 0.02 0.05 – 2
Oil type with asphalt and naphta
compounds NC
Favourables Low vertical permeability, High net to gross pay
consolidated sands sand, shallow sands,
economic fuel available

TL = Technical limit 110

NC = Not a critical factor
 CONCLUSIONS

• OIL CAN BE RECOVERED FROM TAR SAND

• IN-SITU COMBUSTION PREFERABLE

• WATER INJECTION NECESSARY

• NEED FOR FURTHER STUDIES

111