Presentations Best Methods

Electronic Presentations with Microsoft PowerPoint Flagler College Fall 2009

Outline Why Microsoft PowerPoint? Examples Text exercises Practice Practice Practice

Objectives Review the key concepts of planning and designing presentations Learn how to create a well-organized presentation with Microsoft PowerPoint

Objectives Review the fundamentals of graphs and charts Learn the importance of choosing the appropriate graph or chart for the type of data or message to be presented

Key Concepts Define presentation graphics Review the advantages of presentation graphics Review the principles of good presentations Review the principles of design excellence

Key Concepts Types of business graphics Presentation graphics Analytical graphics

Definition Presentation graphics are: the visualization of information and ideas in an easily understood format supporting a message

Definition Electronic presentations are: the visualization of information and ideas in an easily understood format supporting a message using computer to present the presentation

Advantages Generates and sustains interest Centers attention on the topic Identifies the most important points Clarifies the spoken word Helps understand abstract information

Even More Advantages Gets a point across - numeric data Makes topics more interesting Assists in comprehension and retention Brightens up lessons, reports, documents Gives the appearance of being prepared, organized, professional

What’s Involved Time Creative efforts PC’s and software Anyone can do it – it’s not a luxury – it’s expected

Principles of Good Presentations 1 Delivering presentations effectively involves a four-step process or the 4-P’s: 1. Plan 2. Prepare 3. Practice 4. Present Copyright 1996 © Dale Carnegie & Associates, Inc.

Plan - Audience Know your audience Knowledge Experience Needs Goals

Plan - Purpose Define the purpose of your talk based on the outcome you seek with your audience Inform? Persuade / Sell? Motivate? Teach / Train?

Prepare Prepare an attention-getting opening Illustrate and support key points with evidence and visuals Prepare a memorable close

More Preparation Determine the results to display Determine the text Determine the data Determine the timing of the presentation

Timing: The 8 Minute Rule 1 Time your talk! An audience’s ability to focus on what’s being said --- and remember what’s being said --- drops off at 8 minutes Exception: For example, classroom lectures supported by electronic presentations.

Timing: Breaking the Tedium Go to Q and A after 15 minutes to touch on details Use another speaker Show a video Tell a story Stop! Stop! Stop!

Timing: The 8 Second Rule The “Fast Start 8 Second Rule” Most people decide within 8 seconds if a speaker is worth hearing or not Therefore, begin STRONGLY! Get to the point immediately - Share your message clearly - Give the audience take-away

Practice Practice your presentation before an audience, coach, mirror, video camera Review your slides for Clarity and Relevancy Eye-appeal and Visibility Quality Memorability

More Practice Receive feedback and coaching for Strong opening and memorable close Clear message - key points Logical flow Timing Distracting mannerisms

Presentation - Fundamentals Establish a positive attitude “ Own” your subject Project the value of your message

Presentation - First Impression Establish eye-contact Display poised body language Project confidence Be well groomed

Presentation - Rapport Be sincere Be yourself Say “we” not “you” Involve your audience Like your audience or at least pretend to like them

Presentation - Attention Be enthusiastic Use vivid words Express yourself clearly and concisely Have an upbeat voice Have proper body language Remember you are the expert

Successful Presentations Repeatedly Prepare, Practice, Perform K-I-S-S Personalize your presentation Q and A - Interaction Listen to the questions Be flexible Be prepared for the unexpected

Successful Presentations Talk - use notes sparingly Don’t watch the slides Web-erize the presentation SlideShare or Web or YouTube or …. Use annotation Use pointers Use timing

Successful Presentations Have back-up presentation files Have alternative presentation files Know your location and facilities Leave time for set-up Don’t panic ----- power, bulbs, cables, crashes, handouts

General Principles of Design Plan, organize, and review Keep slides simple Spell-check Be consistent Credit sources Use restraint

General Principles of Design Project design and logical flow Remember timing “ Own” your message Focus on your theme Use restraint

Principles of Design - Text Use only 2 or 3 typefaces Use upper and lower case Don’t use fonts too small to read Limit the use of decorative typefaces Use different sizes and styles of one typeface not different typefaces Use restraint

Principles of Design - Layout Use titles and subtitles Use punctuation carefully Consider alignment and layouts Use borders and boxes for impact Use restraint

Principles of Design - Visual Don’t use busy backgrounds Avoid fancy borders and symbols Coordinate text and background colors Use organization’s colors and logos Use restraint

Principles of Design - Special Effects Effects are powerful tools Animation increases the impact Reserve movement for key points Justify every special effect Practice timing Use restraint

Special Features Graphics - Pictures and Clipart Music and Audio Videos Web publishing Web links Special effects

Business Graphics Define and represent data in a visual and easily understood format Describe, explore, and summarize a set of numbers quite effectively Communicate complex ideas with clarity, precision, and efficiency Communicate with a powerful tool

Business Graphic Programs Presentation graphics Analytical graphics

Graphics Software 1. Presentation Graphics Example - Microsoft PowerPoint 2. Analytical Graphics Example - Microsoft Excel

Presentation Graphics Offer quality business graphics Prepare charts, graphs, and other visual aids Include multimedia effects – audio, music, videos Embrace libraries of symbols, drawings, clip art, pictures Control easy, fast, professional look

Analytical Graphics Encourage the viewer to think about the substance Present many numbers in a small space Make large data sets coherent Reveal the data at several levels of detail

Analytical Graphics Encourage the eye to compare Help users analyze and understand specific data Serve a clear purpose, description, exploration, tabulation, or decoration

Analytical Graphics Construct and view line, bar, pie-chart graphs Produce useful, simple illustrations Present elaborate presentations Integrate closely with the statistical and verbal descriptions of a data set

Practice Graphical Integrity Reveal the truth Communicate clearly Follow principles of integrity

Remember! Presentations are very powerful They are fun to develop You will appear to be an expert Enjoy Microsoft PowerPoint 2007

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