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Presentation on Presenting
Presentation on Presenting
Presentation on Presenting
Presentation on Presenting
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Presentation on Presenting
Presentation on Presenting
Presentation on Presenting
Presentation on Presenting
Presentation on Presenting
Presentation on Presenting
Presentation on Presenting
Presentation on Presenting
Presentation on Presenting
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Presentation on Presenting

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  • 1. Are You Being Heard:Speaking That Gets You What You Want Presented by Ariane David, PhD Senior Partner THE VERITAS GROUP Senior Lecturer CALIFORNIA STATE UNIVERSITY, NORTHRIDGE Adavid@TheVeritasGroup.com
  • 2. A Presentation About Presenting Agenda • Preparation • Content • Creating a great PPT • Preparing to present • Delivery: speaking • Delivery: using your body • Answering questions • Going after money
  • 3. Preparation
  • 4. Your Audience • Who are they?
  • 5. Your Audience • Who are they? • What are their interests?
  • 6. Your Audience • Who are they? • What are their interests? • What are their needs, expectations, beliefs, culture, norms, history as a group? As individuals?
  • 7. Your Audience • Who are they? • What are their interests? • What are their needs, expectations, beliefs, culture, norms, history as a group? As individuals? • Is there a generational issue?
  • 8. Your Thinking • What is the purpose/goal of the presentation? – Educate/inform – Convince – Elicit action – Be liked
  • 9. Your Thinking • What is the purpose/goal of the presentation? – Educate/inform – Convince – Elicit action – Be liked • What is your purpose/goal for the presentation? – Stated – Personal
  • 10. Your Thinking • What is the purpose/goal of the presentation? – Educate/inform – Convince – Elicit action – Be liked • What is your purpose/goal for the presentation? – Stated – Personal • What point do you want to get across? – Stated – Personal
  • 11. Your Knowledge: Rule of Ten • Know ten times more than you say • Say ten times more than your slides say
  • 12. Critical Thinking • Are all my points, premises, assumptions substantiated?
  • 13. Critical Thinking • Are all my points, premises, assumptions substantiated? • Can I show the “logic” of my conclusions?
  • 14. Critical Thinking • Are all my points, premises, assumptions substantiated? • Can I show the “logic” of my conclusions? • Play Devil’s advocate - try to shoot yourself down, because someone else will.
  • 15. Content
  • 16. Organizing Content • Decide on the most important points (5 to 7)
  • 17. Organizing Content • Decide on the most important points (5 to 7) • How many points and how deeply you delve depends on available time
  • 18. Organizing Content • Decide on the most important points (5 to 7) • How many points and how deeply you delve depends on available time • Add only what directly contributes to your points
  • 19. Organizing Content • Decide on the most important points (5 to 7) • How many points and how deeply you delve depends on available time • Add only what directly contributes to your points • Make an outline and stick to it
  • 20. Organizing Content • Decide on the most important points (5 to 7) • How many points and how deeply you delve depends on available time • Add only what directly contributes to your points • Make an outline • and stay on point!
  • 21. Illustrating Content • People learn best when ideas become concrete • Give examples • Tell short relevant stories
  • 22. Content: Three “C”s • Clear
  • 23. Content: Three “C”s • Clear • Concise
  • 24. Content: Three “C”s • Clear • Concise • Complete
  • 25. Content: Language Beware of: • Acronyms, abbreviations and jargon that you have not defined in this presentation
  • 26. “ The RFP calls for an SOW on the ASP before theSAP go-live. Also, need RSVP to ASE: ASAP!”Taken from a major consulting firm’s PPT briefing to a newchange management team
  • 27. Content: Language Beware of: • Acronyms, abbreviations and jargon that you have not defined in this presentation • Fuzzy words
  • 28. Fuzzy Words …are judgmental in nature …are not actionable …carry no specific meaning …and you’re going to be surprised what words count as “fuzzy”.
  • 29. Examples of Fuzzy Words • team player • (in)effective • (ir)responsible • doesnt listen • is overbearing • crazy • lazy
  • 30. Creating Powerful PowerPoints
  • 31. Power Point: Rules Rule # 1: YOU are the show.
  • 32. Power Point: Rules Rule # 1: YOU are the show. Rule # 2: Go for clarity: clean and simple
  • 33. Power Point: Rules Rule # 1: YOU are the show. Rule # 2: Go for clarity: clean and simple Rule # 3: Form follows function Fun is good when appropriate!
  • 34. Business PPT Slide Design: DO’s • One thought per slide
  • 35. Business PPT Slide Design: DO’s • One thought per slide • White or light background
  • 36. Business PPT Slide Design: DO’s • One thought per slide • White or light background • Dark type - color highlights OK
  • 37. Business PPT Slide Design: DO’s • One thought per slide • White or light background • Dark type - color highlights OK • Cite your facts where possible
  • 38. Business PPT Slide Design: DO’s • One thought per slide • White or light background • Dark type - color highlights OK • Cite your facts where possible • Poof read
  • 39. Business PPT Slide Design: DON’Ts • Negative (white on black)
  • 40. Business PPT Slide Design: DON’Ts • Negative (white on black) • Dark on dark; light on light; red on green
  • 41. Business PPT Slide Design: DON’Ts • Negative (white on black) • Dark on dark; light on light; red on green
  • 42. Business PPT Slide Design: DON’Ts • Negative (white on black) • Dark on dark; light on light; red on green • Animation, graphics, cartoons, special effects
  • 43. Business PPT Slide Design: DON’Ts • Negative (white on black) • Dark on dark; light on light; red on green • Animation, graphics, cartoons, special effects •Fancy fonts and small type
  • 44. Business PPT Slide Design: DON’Ts • Negative (white on black) • Dark on dark; light on light; red on green • Animation, graphics, cartoons, special effects •Fancy fonts and small type • Decorative or personalized background
  • 45. Business PPT Slide Design: DON’Ts • Negative (white on black) • Dark on dark; light on light; red on green • Animation, graphics, cartoons, special effects •Fancy fonts and small type • Decorative or personalized background • Slides crammed with “stuff” Note: these things might look good on your monitor but often don’t work when projected.
  • 46. Business PPT Slide Design: Exceptions Charts, graphs and diagrams • Clarify • Simplify • Add a visual component
  • 47. Pie Chart • Represents a bounded/whole • Shows how the bounded whole is divided into parts • Depicts an instant in time Ex. Budget
  • 48. Financials: Expenses by Category Personnel, $203,550 (18%) Other Operational Expenses, Program $81,726 (7%) Expenses, $795,536 Program and (70%) Fund Development, $61,700 (5%) 48
  • 49. Bar Graph • Unbounded –no limit to size or number of entries • Compares or charts values of related but discrete quantities • Can represent numerous items at one instant in time or in a small number of time frames
  • 50. Long-term Priorities Long-term Priorities Form Partnerships 69% Fundraise 38% Develop Board 31% Increase Awareness 23% Percentage of Board 23% Members Diversify Funding Sources Innovate 15% 0% 20% 40% 60% 80% 100% Note: Priorities were counted only once per board member (even if the board 50 member mentioned it 2 or more times).
  • 51. Line Graphs • Unbounded –no limit to size or number of entries • Each line represents the trend in one item over time • Can show numerous lines to compare trends
  • 52. The Little Shop of PPT HORRORS!
  • 53. MLE Service Level Agreement (SLA) Matrix MLE RFI/RFP Process XXXXXX) Critical Service Levels Tower - Finance and Accounting Total Supplier At Risk - Expressed in term of percentage of the Monthly Charge 15% At Risk Pool Percentage Available For Allocation - Expressed as a % of the "At Risk" amount 350% At Risk Pool Available Unallocated -- Expressed as % of the Pool not Allocated 0% F&A Tower % of All Towers 0%Section Ref - Accounts Payable Allocation of Pool Percentage 40% Measurement 100.00% % of 1.1 Invoice Processing and Disbursements - Performance category Eff + mos** Expected Minimum Window Allocation* Invoice 1.1.1 Timely and Accurate Processing of Invoices 0 98.00% 97.00% Monthly 30.0% 0.00% 1.1.2 Timely and Accurate Accounts Payable Disbursements 0 98.00% 97.00% Monthly 30.0% 0.00% 1.1.3 Timely and Accurate Payment of "Urgent" Payment Requests 0 98.00% 97.00% Monthly 40.0% 0.00%Section Ref - Travel and Entertainment Allocation of Pool Percentage 25% Measurement 100.00% % of 1.2 T&E Report Processing and Disbursements - Performance category Eff + mos** Expected Minimum Window Allocation* Invoice 1.2.1 Timely and Accurate processing of Expense Reports 0 98.00% 97.00% Monthly 50.0% 0.00% 1.2.2 Expense Report Reimbursements 0 98.00% 97.00% Monthly 50.0% 0.00%Section Ref - Treasury Support / Cash Management Allocation of Pool Percentage 30% Measurement 100.0% % of 1.3 Treasury Support and Cash Management Services - Performance Category Eff + mos** Expected Minimum Window Allocation* Invoice 1.3.1 Bank accounts reconcile to the general ledger 0 98.00% 95.00% Monthly 100.0% 0.00%Section Ref - Projects/Fixed Asset Accounting Allocation of Pool Percentage 25% 5.5 Measurement 100.0% % of 1.4 Projects and Fixed Asset Accounting - Performance Category Eff + mos** Expected Minimum Window Allocation* Invoice 1.4.1 Timely and accurate settlements processing, internal order processing, and reconciliations 0 98.00% 95.00% Monthly 50.0% 0.00% 1.4.2 Timely and accurate depreciation entry 0 98.00% 95.00% Monthly 50.0% 0.00%
  • 54. PROCESS / TECHNOLOGY ARIBA Spend Analysis Module eSourcing Module•A comprehensive view of spend across •Template driven on-line RFP/RFQall categories business •Repeatable formats and contentunits, suppliers, and systems •Enables knowledge transfer through deep knowledge base•Rapid, cost effective and repeatable •Formatted supplier responses for easier comparisonvisibility •On-line reverse auctions•Natural language processing to classify Category Management Modulefree form text descriptions •Single dashboard with multiple views – single project status•Rich granular, normalized spend detail – all projects - Supplier name normalization •Document repository - Parent / subsidiary relationship •Module where all sourcing project specific steps are built - Commodity category assessment •Provides e-mail warnings or updates on events or steps of an event ORACLE iProcurement Module• Provides intuitive web-based screens with the look and feel of a commercial shopping site•Catalogs channel requisitioner to approved suppliers
  • 55. Generalized Process for User Engagement Research 1 2 3 4 Research & Analysis Synthesis Rapid Design Specificatio /Visualization n & User Plan & Develop Testing Create Gather Document Generate Perform Design Specs for Contextual Findings Requirements User Insights Iterative Production Research Research- Industry: - Create Research - Label tapes - Refine personas - Consider user - Create high-level - Create detailed Benchmark leaders Plan - Tag artifacts and scenarios pain points information information& - Prep interview - Identify associated - Consider user architecture architecture & best practices - Review tapes to interaction flows guides based on fill in notes data points mental - Build out sample- Company bkgrnd process maps (if required models & metaphors scenarios in either - Prototype addtl available) - Update process in scenario tasks low- or high-fidelity scenarios & screens- Company’s flows as needed - Consider leadingproducts, - Site visits: - Distill user practices & - Validate with internal if services, markets, - Observe & - Log research requirements from standards experts needed audiences interview users observations in all - Create addtl UCD ob log - Generate design - Create question- Company’s - Record all w/ - Filter against ideas guide wireframes ifbusiness audio - Create initial existing user & for user design needed or video user personas - Document design processes business reqs ideas in UCD logs reviews - Create Style Guide- Company’s - Take pictures - Create initial - Load new reqs - Validate with external & scenarios of use - Develop prototype all screen & UIbusiness, - Collect artifacts to requirements scenarios / task users marketing & - Create initial database specifications - Capture notes for flows - Create test plan forstrategies requirements data maps usability test - Create all - Whiteboard / production- Research - Initial design storyboardcompetitors: graphics ideas interaction site audits, case and UI designs studies - Capture profile data - Design templates - Use other specific for prototype methods as 56 needed,
  • 56. Evidence of the Leadership Labyrinth Ed u c a tio n a l a n d Wo rk Atta in m e n t Women Men In Ma n a g er i a l /P r ofessi on a l P osi t i on s 50.8% 50.8% 49.2% In U .S . La b or For ce 46.7% 46.7% 53.3% Ea r n i n g Ba c h el or ’s D eg r ees 57.5% 57.5% 42.5% Th e Le a d e rs h ip Ga p Women Men CEO s i n For t u n e 500 Com p a n i es 3% 97% H ol d i n g Boa r d S ea t s i n For t u n e 500 Com p a n i es 15.2% 15.2% 84.8% Mem b er s of U .S . Con g r ess 16.8% 16.8% 83.2%
  • 57. Liens Process Example: Support Order terms are entered in System - Pay $300 per month on behalf of Johnny effective 1/1/11 and $150 per month towards arrears.” CP Source “E-Record” Real Property Lien Notice of Support Judgment Notification Conditions Are Met Real Property Lien Notice of Support Judgment TaskNCP Address & NCP’s Automation Parents’ Address Generates OR Traditionally Record Lien - OR - Local CSP Notice of Support Generates County Recorder Judgment Office 90 Day Other State Forms Agency Generation Interstate Notice of Lien Lien Recording Info Info Recording Info Task SDU Responding Case Recording Info 1 Request for Demand Enter Recording Title 3 Info 2 Demand Local Agency Company Professional 4 Release Task
  • 58. CSG: CONSOLIDATED SOURCING GROUPS Design Legal HR Engineering Manufacturing IT Other Key Stakeholders & Marketing Business Units Finance Accounts Payable Through Consolidated Sourcing Groups (CSG), Global Procurement will collaborate with cross-functional teams of all relevant stakeholders to drive results, meet requirements and achieve savings.
  • 59. CSG: CONSOLIDATED SOURCING GROUPS Design Legal Engineering HR Manufacturing IT Other Key Stakeholders & Marketing Business Units Finance Accounts Payable Global Procurement will collaborate with cross-functional teams of all relevant stakeholders to drive results.
  • 60. Delivery
  • 61. Preparing The Show • Know exactly what you want to say (clear and concise)
  • 62. Preparing The Show • Know exactly what you want to say (clear and concise) • Rehearse, rehearse, rehearse
  • 63. Preparing The Show • Know exactly what you want to say (clear and concise) • Rehearse, rehearse, rehearse • Send out pre-reads where possible
  • 64. Speaking • Start powerfully!
  • 65. Speaking • Start powerfully! • Stay on point
  • 66. Speaking • Start powerfully! • Stay on point • Say it once the best way
  • 67. Speaking • Start powerfully! • Stay on point • Say it once the best way • Big words don’t make you look smart
  • 68. Speaking • Start powerfully! • Stay on point • Say it once the best way • Big words don’t make you look smart • Neither do filler words (white space)
  • 69. Speaking • Start powerfully! • Stay on point • Say it once the best way • Big words don’t make you look smart • Neither do filler words (white space) • Abide by time limits
  • 70. Using Your Body • Use the space in the room – move around • Use your voice: less is more • Make eye contact – Small group: look each person in the eye – Larger group: pan the room – OK to speak to particular people • Look for dead spots in the room
  • 71. Taking Questions If the questions are about how you created your PPT special effects…you’ve failed!
  • 72. Taking Questions • Anticipate questions
  • 73. Taking Questions • Anticipate questions • Be your own devil’s advocate
  • 74. Taking Questions • Anticipate questions • Be your own devil’s advocate • Take a full breath before speaking
  • 75. Taking Questions • Anticipate questions • Be your own devil’s advocate • Take a full breath before speaking • Understand the question before answering - ask
  • 76. Taking Questions • Anticipate questions • Be your own devil’s advocate • Take a full breath before speaking • Understand the question before answering - ask • Keep answers short (3 Cs)
  • 77. Taking Questions • Anticipate questions • Be your own devil’s advocate • Take a full breath before speaking • Understand the question before answering - ask • Keep answers short (3 Cs) • Be on point
  • 78. Taking Questions • Anticipate questions • Be your own devil’s advocate • Take a full breath before speaking • Understand the question before answering - ask • Keep answers short (3 Cs) • Be on point • Stay cool
  • 79. Going After Money
  • 80. The Law of Giving Law : People give because they are moved i.e., their emotions are engaged.
  • 81. The Law of Giving Law : People give because they are moved i.e., their emotions are engaged. Corollary: People are NOT moved by the thought of writing a check.
  • 82. How to Engage Emotions Make them care. – What moves them? Why are you talking to them? – Tell a story; avoid emotionally loaded words. – Provide moving facts • ex., “50% of kids in Los Angeles County drop out of high school.” • ex.,“6000 violent crimes a year can be traced to the high school dropout rate.”
  • 83. Let them become excited and when they are… give them the opportunity to participate by giving money.
  • 84. Are You Being Heard:Speaking That Gets You What You WantQuestions/Comments/Feedback? Ariane David adavid@TheVeritasGroup.com Additional Information The Veritas Group TheVeritasGroup.com 818-704-6718

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