The job of a technical presenter is often difficult. Not only are topics complex and at times hard to decipher, but you often must walk a fine line between how much your audience knows and what they need to learn. And in the end you are often rewarded with blank stares and poor reviews.

If you present technical topics regularly, there are a few adjustments you can make in your delivery and content to ensure your message will be understood, and quite possibly enjoyed, by the audience.

The introduction

If you are speaking to an audience unfamiliar with your topic, start by relating your first experience with the subject. Be sure to include any misconceptions you originally had, and then discuss how you overcame the obstacles your audience now faces. This approach puts the audience at ease with their current knowledge of the topic and hopefully results in a few laughs as well.

Once you have established that you were not always an expert on the topic at hand, and you can relate to the audience's frustrations and questions, ask them what they hope to gain from the seminar. Many attendees have preconceived notions about what they'll learn. As your audience comments on their needs, write down a three- to seven-word description of each need on a flipchart and summarize your understanding of the request. Then, let your audience know which points you'll cover (and ones you won't). Be sure to note any topics you are not covering as material for future presentations, because other audiences will likely have similar requests.

A balance of details

When dealing with technical concepts or products, you must be careful to limit the number of key points you make throughout the presentation. A good rule of thumb is to discuss one high level topic per 30 minutes of speaking.

Furthermore, the slides need to include visual aids that tell the story with pictures rather than bullet points. Clip art and charts help explain certain topics, but for technical presentations, visuals can make or break the audience's understanding. Choose visuals that explain the results in pictures.

For example, if you are discussing Internet search engines, take screen shots of Google and Yahoo. Include shots that show the keyword you type in and the search results. Bullet points, charts and clip art can be used to introduce topics but should not be relied upon to translate the message.

When possible, a live demonstration of the technology is best, just be sure you've rehearsed the demonstration several different ways. You will need to know the product you're demonstrating so well that you are prepared to handle almost any request. Audiences have a way of identifying extreme scenarios that aren't in your presentation. If necessary, explain to them that the presentation is based on specific circumstances and, if time allows, you'll address the scenario at the end of the presentation.

If you don't know the answer to a question, you have two good options: First, ask if anyone in the audience can briefly answer the question (it's worth a shot sometimes); or, simply admit that you do not know the answer and have the person leave their business card so you can get back to them later.

Handouts

Handouts for technical presentations should avoid the typical PowerPoint print options. Instead, handouts should provide "fill in the blank" information that allows the audience to participate. People learn by doing, not only by observing. This method will keep the crowd more awake and discourage people from reading ahead.

Closing remarks

As you wrap up the presentation, summarize the key points and reinforce one or two of them with a memorable, personal example. After the summary, review the topics on the flipchart to be sure you addressed everything you agreed to cover. This reminds your audience that you delivered everything they asked for at the beginning of the presentation.

While a lot of work is needed to prepare for a technical presentation, in the end it's worth it. By placing your audience's needs first, you will be rewarded with a satisfied group of people that will appreciate the knowledge you've shared.


Dale T. Denham is senior vice president of Information at the Advertising Specialty Institute in Trevose, Pennsylvania and can be reached at ddenham@asicentral.com.



Originally published in the March 2004 issue of Presentations magazine. Copyright 2004, VNU Business Media.