How togivea knockoutpresentation
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This document provides guidelines for giving an effective presentation. It discusses the importance of having clear purpose, organization, preparation, and being mindful of time. General tips are provided around using slides effectively with recommendations on formatting, content and navigation. Delivery recommendations include practicing, engaging the audience, handling questions confidently and remembering to relax. The overall message is that presentations require following best practices for slides, content and delivery to achieve a "knockout" presentation.
How togivea knockoutpresentation
- 1. How to Give a “Knockout” Presentation Willis Jensen SOS Seminar February 28, 2006 1
- 2. Outline • General Guidelines • Slide Do’s and Don’ts − Handouts − Powerpoint Navigation • Delivery Do’s and Don’ts − How to Handle Questions • Final Thoughts 2
- 3. Disclaimer I don’t claim to be an expert, I’ve just had to do a lot of presentations and have seen a lot of presentations (both good and bad) Acknowledgements While at 3M, I learned presentation skills and subsequently taught sessions on this as part of Six Sigma training 3
- 4. Why are presentation skills important? • Job Hunting • Academia (Crucial to Tenure) − Conferences, Seminars, Teaching classes • Industry (Way of Life) − Training, Project Reports, Reports to Management • Other − Speaking in church, politics, fund raising, community service, etc. 4
- 5. General Guidelines A good presentation is a “POPTA” presentation What does POPTA stand for? 5
- 6. General Guidelines • Purpose − You need to define your purpose for giving the presentation > Teach, Persuade, Prove, Review, Expository, Impress, Put to Sleep, Entertain? − Often your goal is a high level overview, even for a technical presentation − Don’t tell them everything you did, you’ll bore them 6
- 7. General Guidelines • Organization − Always have an outline − Tell them what you’re going to tell them, then tell them, then tell them what you told them > − Hint: I am doing this for this presentation Problem then solution > Not just “data then solution” or “solution then problem” 7
- 8. General Guidelines • Preparation − An unprepared presenter loses the audience before even starting − Practice makes perfect and builds confidence − Arrive early, make sure everything is set up − Dress appropriately > − Better to dress up than down Slides should be done well in advance 8
- 9. General Guidelines • Time − Be sure you know how much time you have while preparing the presentation > − Not 5 minutes before you start It is better to end early than to go over > Always have a watch or clock in view − You’ll never have enough time to tell everything so stick to the most important − Rule of thumb > At most 1 slide per minute of presentation > Better to plan 2 minutes for each slide 9
- 10. General Guidelines • Audience − Be sure you know your audience well − Tailor presentation to your audience > > − Failure to do this is probably the biggest mistake people make You should never give the same presentation twice Are there multiple audiences? > − If so, direct different slides to different audiences Watch the audience for clues 10
- 11. Slide Do’s and Don’ts • “PowerPoint doesn’t give presentations – PowerPoint makes slides” − From microsoft.com website • Your comments should be more compelling than the slides • You shouldn’t put everything on the slide − K.I.S.S. Principle 11
- 12. Slide Do’s and Don’ts • Do include 50% white space • Do make it obvious which section of your outline you’re in • Do make each slide stand on its own − Generally 1 main point for each slide • Do use animation − Don’t overuse it > Makes it difficult and annoying to navigate 12
- 13. Slide Do’s and Don’ts • Do include written conclusion for every graph Don’t forget to add meaningful labels, titles, captions, etc. to graphs Per cent age of Peopl e Needi ng Pr esent at i on Ski l l s 100 80 Per cent age − 60 40 20 0 Yes No Academia Yes No Industry Conclusion - I t is important to learn presentation skills! 13
- 14. Slide Do’s and Don’ts • Don’t use yellow text − Do use dark text and bold • Do use formatting and color to emphasize (e.g. POPTA) • Don’t include unrelated pictures 14
- 15. Slide Do’s and Don’ts • Don’t include periods at the end of a bullet. • Don’t do proofs • Do include a journal name with a reference − Jensen, Jones-Farmer, Champ, and Woodall (2006, Journal of Quality Technology) 15
- 16. Slide Do’s and Don’ts • Don’t do serif fonts (like Times New Roman) • Do use sans serif fonts (like Arial) − or Tahoma 16
- 17. Slide Do’s and Don’ts • Do save your file using “embedded fonts” − File menu->Save As->Tools (in upper right hand corner)->Save Options->Embed True Type Fonts 17
- 18. Slide Do’s and Don’ts • Don’t just copy formulas and equations from your work (dissertation, paper, etc.) − Also known as “equationitis” − Do use formulas and equations sparingly − Do explain all notation used 18
- 19. Slide Do’s and Don’ts • Do chek yor speling for mestakes − Typos instantly destroy credibility and convey lack of preparation − Do have someone else read through presentation • Do acknowledge previous work and help • Do use a template if using PowerPoint • Do put title slide at the end 19
- 20. Slide Do’s and Don’ts • Do use a light background like this 20
- 21. Slide Do’s and Don’ts • Or like this 21
- 22. Slide Do’s and Don’ts • Or like this 22
- 23. Slide Do’s and Don’ts • Don’t use a dark background like this − Even if using a lighter font color − Harder to read, especially from the back − More likely to put people asleep − Handouts often don’t look very good 23
- 24. Slide Do’s and Don’ts • Do use occasional “spice” or “pace breakers” − Humor − Surveys − Pictures − Quizzes − Sound − Videos − Animation − Physical Objects − Questions (Not just Yes/No) − Top Ten Lists − Etc. For example . . . A pace breaker can do this for your audience 24
- 25. 25
- 26. Handouts • Use them if they help achieve your objective − Especially for technical presentations − Greatly increases retention • Often best to pass out at the end − You want to keep the audience engaged 26
- 27. Navigation in PowerPoint • Always go through your presentation in slide show mode before giving it − Multiple times • Use keyboard short cuts, not the mouse • F1 (in slide show mode) − To bring up the list of all shortcut keys (Escape to hide the list) − Use this while practicing to help you learn the navigation 27
- 28. Navigation in PowerPoint • To start slide show mode − F5 (Automatically takes you to start of presentation) • To end slide show mode − Escape 28
- 29. Navigation in PowerPoint • Home − To go to the beginning slide • End − To go to last slide • Type the slide #, then Enter − To jump to any particular slide • B − Black screen • W − White screen 29
- 30. Delivery Do’s and Don’ts • Don’t read or “parrot” the slides − Otherwise, why give a presentation? • Do use the slides as a cue − Let audience read • Do use pointers sparingly − They magnify nervousness − Create slides and use animation that emphasize your points 30
- 31. Delivery Do’s and Don’ts • Do plan breaks for longer presentations − 10 minutes for every hour • Do be passionate about the topic − Have fun, this is your opportunity − If your audience doesn’t know why your topic is important, you’ve lost them • Don’t forget to practice − Record yourself, tape yourself, or use a mirror − Reading through slides does not count as practice 31
- 32. Delivery Do’s and Don’ts • Do relax, use nerves to your advantage − Breathe deeply, pause as needed − Don’t go too fast − Do watch out for mannerisms > “Um . . um” • Do empty your pockets and hands • Don’t point at computer, point at the screen 32
- 33. Delivery Do’s and Don’ts • Do use body language to help make a point − Purposeful movements • Do use appropriate posture − Don’t slouch − Sitting implies informality • Do move around if possible − Don’t pace − Don’t be hyperactive − Center yourself, rearrange setup if needed 33
- 34. Delivery Do’s and Don’ts • Do face audience more than slides − Don’t talk to the screen or wall • Do vary your voice − Don’t speak in monotone − Most people speak too soft, not too loud • Do memorize slide numbers for key slides − Or transition points • Do get honest feedback from someone you trust 34
- 35. Delivery Do’s and Don’ts • Don’t forget to smile 35
- 36. Handling Questions • Welcome them − Lots of questions are either a sign of: > Interest in what you are talking about – Audience internalizing > Failure to communicate an idea – Meaning that the person still wants to understand • Always repeat the question 1. For you to make sure you understood it 2. For audience to make sure they heard it 36
- 37. Handling Questions • Answer the question to the audience − • Then check back to the individual for confirmation Don’t be afraid to say “I don’t know” − Better than mumbling or fumbling an answer 37
- 38. Final thoughts • POPTA • Good slides go a long way • Practice, practice, practice • Remember that the audience wants you to succeed • Use other resources (Books, web, etc.) • Anyone can learn to be a better presenter! 38
- 39. How to Give a “Knockout” Presentation Willis Jensen SOS Seminar February 28, 2006 39