Public Speaking and presentations for Engineers Part 3
This is today’s chapter of an abridged version of my serialised book Public Speaking for Engineers - enjoy it for free here!
Chapter 3: Designing Your Presentation
Designing an effective presentation is a crucial step in ensuring your message resonates with your audience. For engineers, the design process often involves distilling complex technical information into clear, engaging, and accessible visuals. However, this requires more than just creating a set of slides—it’s about crafting a visual narrative that complements your spoken content and enhances understanding. In this chapter, we will explore the principles of great presentation design, provide actionable tips, and delve into practical exercises to help you elevate your presentation skills.
1. Introduction: The Importance of Design in Presentations
The design of your presentation is the first impression your audience will have of your ideas. Even before you speak a word, your slides set the tone and establish your credibility. A well-designed presentation can make complex information appear simple and engaging, while poor design can confuse or alienate your audience.
Why Design Matters
Imagine attending a presentation where the slides are cluttered with text, the font is difficult to read, and the colours clash horribly. No matter how compelling the speaker’s content is, the poor visual design will distract and disengage the audience. Now contrast that with a presentation featuring clean, organised slides with clear visuals that support the speaker’s message. The latter not only holds the audience’s attention but also reinforces the speaker’s professionalism and authority.
Good design matters because:
It enhances clarity: Clear visuals help the audience grasp complex ideas quickly.
It engages the audience: People are more likely to pay attention to visually appealing slides.
It builds credibility: A polished presentation reflects your professionalism and attention to detail.
It supports memory retention: Visuals make your message more memorable, increasing the likelihood that your audience will recall key points.
Example: A Tale of Two Presentations
Consider two engineers presenting the same concept—a new wastewater treatment system. One engineer uses slides packed with dense text, tables, and overly technical diagrams. The other uses simplified visuals, bold headers, and a clear layout. While both engineers are equally knowledgeable, the second presenter’s design choices make their message more accessible and impactful. The audience leaves understanding the concept and feeling confident in the presenter’s expertise.
2. Key Principles of Presentation Design
Designing effective slides requires adherence to key principles that prioritise clarity and audience engagement. These principles form the foundation of any successful presentation.
Simplicity
When it comes to presentation design, less is more. Aim to keep your slides clean and focused on a single idea or key point.
Limit Text: Use bullet points or short phrases instead of paragraphs. For example, instead of writing: "The new bridge design incorporates innovative materials to enhance durability and reduce maintenance costs over a 50-year lifespan," write:
Innovative materials enhance durability.
50-year lifespan reduces maintenance costs.
Avoid Clutter: Remove unnecessary elements that don’t add value. Overcrowded slides can overwhelm your audience and dilute your message.
Emphasise Key Points: Use bold text, larger fonts, or contrasting colours to highlight critical information. Avoid overusing these features, as too many highlights can confuse the audience.
Consistency
A consistent design creates a professional and cohesive experience for your audience. Inconsistent fonts, colours, or layouts can distract and detract from your message.
Use a Template: Choose a professional template that aligns with your presentation’s tone. For example, a corporate template might use muted colours and clean lines, while a more creative template might feature bold colours and unique layouts.
Standardise Fonts and Colours: Select one or two fonts and a consistent colour palette for your entire presentation. Use colours strategically to evoke emotions or draw attention.
Align Elements: Ensure text boxes, images, and charts are aligned neatly to create a visually pleasing layout.
Hierarchy
Hierarchy guides the audience’s attention to the most important parts of your slide.
Use Headlines: Clearly label each slide with a headline that summarises the key point.
Organise Content: Arrange information in a logical order, such as from general to specific or from problem to solution.
Utilise Size and Contrast: Make important elements larger or more prominent to draw attention.
Balance
Balance ensures your slides are easy to read and visually appealing.
Use White Space: Leave empty space around text and visuals to avoid a cluttered appearance.
Balance Text and Visuals: Pair text with relevant visuals to create a harmonious design.
Avoid Overloading Slides: Stick to one or two visuals per slide and ensure they are balanced with the text.
Case Example: Simplicity vs Overload
An engineer presenting a new HVAC system initially used a slide with a full-page table detailing technical specifications. After applying these principles, they replaced the table with a bar graph highlighting energy efficiency improvements. The revised slide was clearer, more engaging, and easier for the audience to understand.
3. Using Visuals Effectively
Visuals play a central role in engineering presentations. They help convey complex information and break up text-heavy slides. However, their effectiveness depends on how they are used.
Types of Visuals
Charts and Graphs:
Use line graphs to show trends over time, such as energy consumption over the past decade.
Use bar graphs to compare values, like the cost-effectiveness of different materials.
Use pie charts sparingly to illustrate proportions.
Diagrams and Schematics:
Simplify technical diagrams to focus on key components.
Use annotations or callouts to highlight critical features.
Photos and Renderings:
Include high-quality images of projects, prototypes, or finished products.
Use before-and-after photos to illustrate improvements.
Animations and Videos:
Use sparingly to demonstrate dynamic processes, such as fluid flow in a pipeline.
Ensure videos are short and directly relevant to your message.
Tips for Clarity
Label Everything: Ensure charts, graphs, and diagrams are clearly labelled.
Use Colours Wisely: Choose contrasting colours to make visuals easy to read.
Simplify Visuals: Avoid overly detailed visuals that require excessive explanation.
Case Example: Visual Refinement
A mechanical engineer initially used a complex CAD drawing in their presentation. While detailed, it overwhelmed the audience. By simplifying the drawing to highlight only the critical components and adding clear labels, the engineer made the slide more effective and easier to follow.
4. Building a Visual Narrative
A great presentation doesn’t just present information—it tells a story. Visuals should be woven into a narrative that captures the audience’s interest and guides them through your key points.
Storytelling Framework
Introduce the Problem:
Use visuals to show the problem or challenge, such as a photo of a cracked bridge or a graph showing rising energy costs.
Develop the Solution:
Present your solution using diagrams, charts, or renderings. Highlight benefits and key features.
Conclude with Impact:
Show the positive outcomes of your solution, such as cost savings, improved efficiency, or enhanced safety.
Engaging Emotionally
While engineers often focus on logic, emotion plays a key role in persuasion. Use visuals to evoke curiosity, excitement, or concern. For example:
A photo of flood damage can underscore the urgency of flood-resistant infrastructure.
A rendering of a futuristic city can inspire excitement about innovative urban design.
Tying Visuals to Spoken Content
Ensure your visuals complement, rather than compete with, your spoken words. Avoid reading directly from slides; instead, expand on the visuals with additional context or insights.
Case Example: Visual Storytelling
An engineer presenting a city’s renewable energy plan used a narrative structure:
Slide 1: Aerial photo of the city with rising pollution levels highlighted.
Slide 2: Bar chart comparing current and proposed energy sources.
Slide 3: Renderings of solar farms and wind turbines in the city. The combination of visuals and narrative held the audience’s attention and clearly communicated the project’s benefits.
5. Tools and Software for Engineers
Modern tools make it easier than ever to create professional presentations. Engineers should leverage these tools to enhance their design process.
Software Options
PowerPoint:
Use built-in templates or customise your own.
Incorporate charts, graphs, and SmartArt for professional visuals.
Canva:
Ideal for creating modern, visually appealing slides.
Offers drag-and-drop functionality and a wide range of templates.
AutoCAD or Engineering Software:
Export simplified drawings or schematics for integration into slides.
Tableau or Excel:
Create interactive charts and graphs for data-heavy presentations.
Prezi:
Offers dynamic, non-linear presentations perfect for storytelling.
Advanced Tips for Using Tools
Integrate Data Seamlessly: Link Excel charts to PowerPoint for automatic updates when data changes.
Use Add-Ons: Enhance functionality with plug-ins, such as design tools for PowerPoint.
Collaborate: Use cloud-based platforms like Google Slides to get feedback from peers in real time.
Test Compatibility: Ensure your presentation works on the venue’s equipment by testing file formats and animations beforehand.
Practical Exercise: Tool Exploration
Choose one of the tools above and create a sample slide.
Experiment with templates, charts, and transitions to familiarise yourself with the tool.
Share your slide with a colleague or mentor for feedback.
Conclusion
Designing a presentation is about more than creating visually appealing slides—it’s about crafting a narrative that connects with your audience and reinforces your message. By applying the principles of simplicity, consistency, hierarchy, and balance, you can create slides that enhance clarity and engagement. Using visuals effectively and building a visual narrative will further elevate your presentations, ensuring your technical ideas resonate with diverse audiences.
In the next chapter, we’ll explore how to deliver your presentation with confidence, focusing on body language, vocal techniques, and audience interaction. With thoughtful design and effective delivery, you’ll be well on your way to becoming a compelling and impactful speaker.
