Delivering Effective Technical Presentations

Delivering a presentation, let alone a technical presentation, can be an arduous and often scary feat. Making sure you get your point across without boring or under-stimulating the audience is something that takes a great deal of practice and understanding. Keys to success are understanding your audience, developing the right presentation strategy, assessing and accommodating your audience, using graphics properly, and effectively delivering a concise message. Further, a key element of presentation success is the ability to combine verbal and visual content in a clear, concise and compelling manner.


Introduction and Objectives

To deliver an effective presentation, you must first understand that the subject matter presents a unique challenge in itself. Your goal is to transfer ideas and information to the audience. Technical information and data is something that can be very easily lost on a person if not “gift-wrapped” properly. People being presented large amounts of data and facts have a tendency to disengage and lose interest. It is up to the presenter to strategize and create interesting ways to communicate that information. Pictures, graphics and even sounds help keep senses and minds from wondering to other thoughts, while also effectively communicating your message.

One of the most common mistakes when preparing for a speech or large presentation is not thinking about the audience. For example, you want to steer away from using jargon if you are speaking to a group of people who are not familiar with your topic. A person would become very frustrated and lost with the “special” terms and eventually stop paying attention. Therefore, researching and understanding your audience and presenting on their level are very important to your success. What does the audience have in common with each other? Why has this particular audience been brought together? Why did they ask me to make a presentation? Do they want me to talk about a specific subject? Understanding why you have been brought to speak will help when it comes to outlining the content of your presentation.


In addition to keeping your audience’s attention span and characteristics in mind, you must also establish a process in which your presentation will flow. Outlining and knowing how one subject matter will flow to the next will not only help with how comfortable you will be, but also help keep the audience on target. Begin by understanding the audience -- what language will you use when addressing them? Outline the content, the aesthetics and the material flow. Also, what other things can contribute to the success besides the content of your message? For example, are there visuals or something other than words that will help relay or reinforce your message?

Further, be sure to review the necessary preparation needed. How much time should you spend practicing and how does that fit into your schedule? Finally, it is important to anticipate what kinds of questions the audience might ask. Having a good understanding and game plan about your presentation will help eliminate the nervousness that comes with being unprepared.


Developing Your Presentation Message

Developing the content can sometimes get a little daunting and at times overwhelming. That is why breaking it down into sections and how you want to come across to your audience is very important. Not only will it give you a starting point, but it will also make you more comfortable with the material.

First, identify the topic about which you feel most comfortable speaking. A successful topic is one for which you have unique expertise or experience and is timely. Also, pick a topic that can be supported with relevant case study examples, research, testing and practical applicable tips. The more comfortable you are with your topic, the easier it will be to make the presentation, which will in turn enable a rapport to be developed with the audience. Also, be sure that your message is perceived as high-level in terms of expertise, otherwise it may appear to be a gimmicky commercial and you will lose credibility.

Building the Presentation

Now it’s time to outline your presentation: Knowing how one point will lead to the next in a logical and coherent flow is key. Start by writing down the main points you wish to discuss. If you are describing a process, write down the steps to the process in order. From there, you will flesh out the subject matter with details, keeping in mind that this is a presentation and not a manual. Be sure to use transferable concepts as they engage the audience. Remember, your goal is to communicate ideas and information. Further, ensure that every minute counts and that there are no wasted opportunities. For example, the first 60 seconds with the audience are critical. It is in those moments that the audience ascertains whether or not this is worth their interest.

While writing, keep in mind the visuals you think of, and see if you can incorporate any of those images into your presentation. Your slides must be engaging, not distracting. The use of pictures, graphics, color and graphs all help in terms of audience comprehension. In certain cases, videos and animated graphics are effective means of communicating with the audience. Use formulas, graphs and charts prudently. Further, since everyone learns differently, having different means of delivering the message through a balance of graphics and words will help convey your message. Graphics should be used to reinforce a verbal point, not the other way around. Graphics and slides can divert attention, but if used effectively, they can give you credibility and authenticity. Do not, however, leave the delivery of information solely to graphics; it is to be used in combination with your narrative.


Building the Presentation

Once the content is outlined, the next step is actually drafting the presentation. Start by thinking of the presentation as a performance. One tip is to think of the technical presentation as a three-act play: beginning (introduction), middle (body) and end (conclusion). Each part of the presentation must be clear and distinct, but the three parts must work as one with the theme or topic holding all three parts together. It is said that the best presentations can be summarized in a single sentence. Keeping this in mind, think of what you want the audience to carry away from your presentation.


Slides should contain bullet points and not a narrative description. People do not want to read a novel on a projection screen. Make clear and concise points and move on to the next. The audience will be too busy trying to figure out what is on the screen and won’t be paying any attention to what you are saying. Bullet points need to be the highlights of what you are going to say because it is your job to flesh that out when talking. To avoid confusion, a brief synopsis of what will take place will help clarify the audience’s expectations.

Ensuring Presentation Success

Thinking beyond the content and structure requires you to prepare for the big day. In order to make sure that you are as comfortable as possible with the content, it is absolutely necessary to practice with passion. It is a good idea to practice with a “rehearsal audience.” This can be made up of family, friends or peers and will aid in alleviating nerves. The will also help you establish the pace of your delivery and get a better feel for timing, transition and balance of your presentation. It is also important to rehearse with props and all equipment that will be used. Ideally, a dry-run in the venue that you will be presenting will help work out any kinks or possible malfunctions.

Being prepared is one of the most important things you can do to ensure success. Studies have shown that practice actually results in spontaneity because you are more comfortable with the information. Practicing with a wide variety of audiences that will constructively critique you afterwards will help you with that comfort level. The more prepared you are, the less nervous you will be.

It’s also a good idea to think about the presentation room logistics. For example, consider the location of the audience, where you will be situated and your equipment will reside, room temperature, and what opportunities you will have to interact with the audience. A connection is possibly one of the most important elements to the success of a presentation. Obviously, if you are in a large auditorium or theater, you are not going to be able to have one-on-one time or dialogue with all audience members. If you are unable to have that close interactive time with participants, it is prudent to make yourself available during breaks or after the session. Handouts can be effective tools for communicating information and reinforcing your messages, but they can also be a distraction. Consider distributing handouts at the end of the presentation.

Follow-up also is very important. It is smart to make your contact information easily accessible and clear to participants. The same goes for contacting the participants yourself. If the presentation host supplies audience contact information, it is best to contact participants within a week to offer additional information as appropriate.


The Presentation: Always be Prepared

Often times, some of the keys to success are overlooked. For example, it is important to know when the host wants you to arrive. Further, it is crucial to ensure you are dressed appropriately. You will not bestow very much confidence on your peers if you are late to your own presentation or show up in jeans and a t-shirt. But, if your audience is dressed casually, a suit may be overkill. Check with the host to find out what is appropriate, but it is always best to be overdressed than underdressed.

The delivery of the presentation is as important as the content itself. The first step is to build rapport with the audience so they can relate to you. You also want to build confidence, trust and credibility. If the audience is unable to understand what you are saying because of an accent or you are speaking too fast or have poor diction, everything you have worked for is a complete loss. Make sure that you speak slowly and concisely. Try to eliminate crutch words and vocalized pauses (uh, um, ah, etc.) or any other nervous habit (fidgiting, fumbling, gestures, etc.) that distracts the audience. And, while ice-breakers or jokes are good ways to alleviate nervousness, keep them clean and light. When used properly, humor can help you build a rapport and engage the audience. Do not target anyone specifically, including yourself. Self-deprecating humor can be funny, but don't make yourself look stupid. Body language and non-verbal communication also has a tremendous impact on the audience. Be sure to stand up straight, lean forward and make direct contact with the audience by making eye contact with different people in the audience.

And, always try to avoid the unexpected. While it is impossible to account for everything that can go wrong, making sure that all computer programs are running correctly during a dry-run will help avoid kinks and malfunctions that might pop up. For example, making sure any instant messengers are closed, Outlook is closed (email notifications), sound checks (microphones and speaker system is working correctly), the projector is working properly and that you have a back-up cd or flash-drive in case something breaks or malfunctions.

Next Steps

By following the aforementioned steps, you’ll alleviate many of the stresses related to making a technical presentation. But, even more important, by making a successful technical presentation, you’ll benefit from the third-party credibility earned through such professional opportunities.

Raising the Next Generation of Specialty Contracting Professionals

Concrete Construction , August 2001

Structural Group's Project Engineer Program develops its national engineering and project management talent, while providing grads with flexible career opportunities.

How does a growing specialty contracting organization with a continuing need for new project engineers attract and retain strong talent in a tight professional labor market? Faced with such a challenge, Baltimore-based Structural Group responded by establishing its Project Engineer Program. This program - unique in the industry - attracts top engineering, industrial technology and construction management grads from throughout the United States, who are eager to establish and build their professional careers at the company.

The highly successful program has benefited Structural Group in diverse ways. The $120-million, 800-person organization is made up of six business units, including Structural Preservation Systems, VStructural (VSL), and Pullman Power. It has completed more than 40,000 projects in structural repair, protection and strengthening, post-tensioning, chimney and silo construction. Strong growth has led to the opening of 16 regional operation centers across the country, as well as the acquisition of new businesses. The company is active in four market sectors (commercial, industrial, power, and public structures). Its philosophy - "One Source, Many Solutions" - underscores its mission to deliver a broadening range of technologies and practical solutions to customers.

Structural Group's Project Engineer Program was formally established in 1995. It evolved out of ongoing efforts to attract new engineering and project management talent to the growing company. "We realized that in order to maintain the growth we were experiencing, we needed to attract quality people," explains Bonnie Martin, a member of the Project Engineer recruiting team. "It was a continual challenge to find engineers who were experienced in our specific activities. We could find experienced project managers, but usually not in our field. So, we began to focus more on graduates from university engineering and construction management programs who were enthusiastic about concrete and other aspects of our business, and who saw an opportunity to build a career with our company."

Gaining Experience via a Mentor and a Team
The Project Engineer program is designed to immerse each participant in all aspects of the company's business activities. Participants typically spend 18 to 24 months in the program, and rotate throughout several different areas of the business. Immediately upon entering the program, each participant begins working with a mentor who guides him or her through the program. The two establish a close working relationship, which creates a positive environment for learning, career planning, and other factors that ensure mutual success. This also represents the nucleus from which a larger working team is formed. The company's team management approach encourages interaction and shared decision making by all employees.

Program participants also have access to the company's proprietary knowledge management system. This system, called Comprehensus, is comprised of thousands of video segments of field procedures and solutions, management practices, project overviews and costs, and industry-specific information. "The Comprehensus system is unique in the industry, and it's an invaluable tool for our project engineers," notes Brian Gallagher, Director of Marketing. "It's a very effective means of transferring knowledge, and delivering ideas and skills."
According to Gallagher, Structural Group has an extensive formal training program, in addition to its culture of mentoring and team management. The company offers a considerable variety of opportunities for Project Engineer Program participants, because of its diversified business units. These include Structural Preservation Systems, which focuses on concrete repair and protection, VSL for post-tensioning and reinforcement, the GeoStructural Division for geotechnical services, the Strengthening Division for restoring and adding capacity to structures, as well as its recently acquired Pullman Power subsidiary for construction and repair of chimneys, stacks and silos.

"Because of this wide range of opportunities, our program participants have many choices," he says. "Based on our experience, we know the program has been effective not only in developing our professional staff, but also in providing great opportunities for growth and development, and in enabling our people to fulfill both their professional and personal aspirations." Gallagher notes that upon completion of the program, each participant can move into engineering, project management, estimating, or business development.

Engineering Success
The experience of Mike Miller, an estimator at Structural Preservation Systems' Baltimore operation center, is typical of the participants in the Project Engineer Program. Miller, a University of Delaware Civil Engineering graduate, entered the program in 1996. Initially, he spent approximately 80% of his time in the field, working on numerous concrete repair projects, including several parking garage projects. Miller's field responsibilities included tracking project costs, managing job site safety and quality control, as well as applied learning about concrete and structural systems. His office activities included assisting with scheduling, specification submittals, and job planning strategies.

"My mentor was a project manager, who assisted me all along my learning curve," Miller says. "The team environment was conducive to learning the basics of the building restoration industry quickly, with ready input from field technicians, branch managers, and other professionals."

In 1997, Miller rotated into the Business Development Division of the Baltimore branch, where he began to focus on project estimating. In this role, he performs surveys, writes condition evaluation reports, attends pre-bid meetings for potential projects, and prepares quotes. "This gave me the opportunity to learn about bid strategies, and how our toolbox of specialized concrete repair options can lower costs on our projects," he notes.

In January 1999, Miller was promoted to Head Estimator of the General Repair Division. He is now responsible for bidding projects successfully to meet the General Repair Division's financial goals. "I work closely with project managers and field personnel, and draw from their knowledge to make our estimates as accurate as possible," he reports.

Miller believes he made the right career move in joining Structural Preservation Systems after completing his education. "This program has allowed me to grow and find my niche in the company. For me, the company is a great working environment, with a great team spirit," he says. "I've been working here for almost five years, and I still learn something new every day. But now I also have the responsibility to pass on the knowledge I've learned to our newer project engineers and estimators."

The company has reaped a bountiful harvest, too. Peter Emmons, Structural Group's Chief Executive Officer states, "Our Project Engineer Program has generated a steady stream of strong talent, and enabled us to develop the Project Engineer into highly successful professionals. Participants learn hands-on about the practical applications of concrete technology, gain a thorough understanding of our work processes and systems, and become immersed in our corporate culture." Emmons characterizes Structural Group's culture as an "open" one that values a teamwork approach to solving challenges for customers and sharing knowledge, and that also fosters the development of leaders.

The Talent Search
With strong annual growth in recent years, coupled with the opening of new operation centers throughout the United States, the Project Engineer Program is now central to Structural Group's overall recruiting effort. At present, there are two dozen participants in the program. Approximately 15 schools are targeted each year, including several with programs that emphasize concrete construction and industrial contracting disciplines, such as the University of Missouri - Rolla, University of Texas - Austin, the Universities of Delaware, Illinois and Maryland, Virginia Polytechnic University, and the Industrial Technology degree program at Middle Tennessee State University.

But Bonnie Martin emphasizes that recruiting isn't limited to these schools. "We're looking for any candidate who has an interest in concrete construction, and would like to become part of a growing national company that focuses on doing the work, not merely the design engineering," she notes. Structural Group also identifies candidates through the Chi Epsilon engineering society, as well as student chapters of several professional associations. Many participants in the program are graduates with either a B.S. or M.S. degree in Civil Engineering, but Martin reports that neither of these degrees is a prerequisite for being considered.

"We look beyond degrees and college transcripts. We look for enthusiasm and passion for the concrete business, as well as a team-oriented spirit. These may seem like intangible measures, but our group of interviewers are very adept at identifying candidates who will mesh with our corporate culture, and who will succeed in the program," says Martin. More than 40 engineers, project managers and other Structural Group employees are involved in some way in the recruiting process - from conducting on-campus interviews to interviewing candidates during follow-up visits to the company. As proof of the success of the recruiting effort, Martin cites a retention rate of 95% for the program.

Structural Group is currently considering new candidates for its Project Engineer program. Those interested in learning more about this unique career opportunity are invited to visit the careers section of the company's corporate web site, at www.structural.net. 

Brick-and-Mortar Streams

Streaming Media Magazine , March 2001
Author(s): Max Bloom

Quite naturally, streaming and other technology-oriented corporations have been quickest in their implementation of streaming in the enterprise. But "old-school" companies - the ones propping up the Dow while many tech sectors languish - should not be counted out of the potential market for streaming products and services.

Case in point: Structural Group. Based in Hanover, MD, Structural may be the quintessential "brick-and-mortar" company: The group does retrofits and upgrades for everything from buildings and parking decks to bridges and large industrial facilities like refineries and chemical plants. But Structural is also an innovator in the use of streaming video for corporate training and education. The company has created a library of more than 500 streaming videos, many of which detail arcane production processes.

The streaming files are indexed with Virage's Video Logger. Brian Gallagher, director of marketing for Structural Group, notes, "A lot of what we do is very procedure and process intensive. We wanted to capture the essence of what our workers do, and we wanted to capture them in their environment, because they're talking to their peers."

To qualify for advanced training, workers are often required to watch certain of these videos to gain a base of knowledge, and then must pass tests on the material.

Gallagher also notes another, softer return on investment that Structural realizes through its streaming library. "Peter Emmons, president of the company, saw that every time someone retires or leaves the company, there's a lot of knowledge that goes with him. He wanted to find a way that we could tap into this knowledge, capture it, and help more people benefit from it."

Structural even uses its streaming video library to close sales. When making presentations to potential customers around the country, the Structural sales staff must often overcome stiff competition. Gallagher notes, "Our sales guys are able to go in and say, "We've done that before.' They'll pull up their laptop or put on their projector. "Here's the structure, here's the problem, and here's the repair that we've performed.' The customer can actually see it. That gives us a lot more credibility and makes the sales process much easier, which figures into the ROI equation."