Presenting with PPT - Basics

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Presenting with PPT - Basics

  1. 1. Management Development Program Presenting to Clients “ It is amazing what you can accomplish if you do not care who gets the credit." (President Harry S Truman)
  2. 2. Important <ul><li>A confident presentation boosts effectiveness of your work </li></ul><ul><li>A poor presentation ruins it … </li></ul>January 6, 2005 Management Development Material P. Courtois ©2005
  3. 3. Some thoughts ... <ul><li>A craft not an art … </li></ul><ul><ul><li>everyone can learn to present competently </li></ul></ul><ul><li>If you’re not nervous you’re not trying </li></ul><ul><li>The audience is on your side </li></ul><ul><li>Practice .. </li></ul><ul><ul><li>Take every opportunity to give presentations </li></ul></ul>January 6, 2005 Management Development Material P. Courtois ©2005
  4. 4. Presentation components January 6, 2005 Management Development Material P. Courtois ©2005 Presentation Understanding your material Visuals Words Preparation & practice Body Language
  5. 5. Presentation components January 6, 2005 Management Development Material P. Courtois ©2005 Presentation Understanding your material Visuals Words Preparation & practice Body Language
  6. 6. Understanding your material <ul><li>You can’t present what you don’t understand </li></ul><ul><ul><li>obvious, but … </li></ul></ul><ul><li>Presenting your own material is easy </li></ul><ul><ul><li>Presenting others’ material is difficult … </li></ul></ul><ul><ul><li>ask them questions about it ! </li></ul></ul><ul><li>Constructing the presentation gives you understanding </li></ul>January 6, 2005 Management Development Material P. Courtois ©2005
  7. 7. Presentation components January 6, 2005 Management Development Material P. Courtois ©2005 Presentation Understanding your material Visuals Words Preparation & practice Body Language
  8. 8. Visuals <ul><li>Valuable to keep the presentation on track </li></ul><ul><ul><li>But not too many </li></ul></ul><ul><ul><li>May be all the notes you need </li></ul></ul><ul><li>You are the presentation, not the visuals </li></ul><ul><li>PowerPoint is now the standard </li></ul><ul><ul><li>Learn it, including graphics / animation </li></ul></ul>January 6, 2005 Management Development Material P. Courtois ©2005
  9. 9. Style (by an amateur) <ul><li>SIMPLE </li></ul><ul><li>Don’t go over the top </li></ul><ul><ul><li>relatively few colours </li></ul></ul><ul><ul><li>keep the animation under control </li></ul></ul><ul><li>Variety </li></ul><ul><ul><li>not all text. Add helpful diagrams </li></ul></ul><ul><li>Can they read it at the back ? </li></ul>January 6, 2005 Management Development Material P. Courtois ©2005
  10. 10. Eye test ... <ul><li>This line is 32 point </li></ul><ul><li>28 point </li></ul><ul><li>24 point </li></ul><ul><li>20 point </li></ul><ul><li>18 point </li></ul><ul><li>16 point </li></ul><ul><li>14 point </li></ul><ul><li>12 point </li></ul>January 6, 2005 Management Development Material P. Courtois ©2005
  11. 11. Cartoons ... <ul><li>Love ’em or hate ’em </li></ul><ul><ul><li>I hate ‘em </li></ul></ul><ul><li>What’s wrong ? </li></ul><ul><ul><li>Most look tired </li></ul></ul><ul><ul><li>Everyone has PowerPoint … </li></ul></ul><ul><ul><li>so everyone has the same cartoons as you </li></ul></ul>January 6, 2005 Management Development Material P. Courtois ©2005
  12. 12. Pictures... <ul><li>Better </li></ul><ul><ul><li>Original </li></ul></ul><ul><ul><li>“ Serious” </li></ul></ul><ul><ul><li>Striking </li></ul></ul><ul><li>Take your own ? </li></ul>January 6, 2005 Management Development Material P. Courtois ©2005
  13. 13. Animations and colours ... January 6, 2005 Management Development Material P. Courtois ©2005 Don’t do too many animations ... And as for colour schemes, this is apparently one of Microsoft’s ...
  14. 14. Presentation components January 6, 2005 Management Development Material P. Courtois ©2005 Presentation Understanding your material Visuals Words Preparation & practice Body Language
  15. 15. Words <ul><li>It’s fun to improvise … </li></ul><ul><ul><li>and not that difficult </li></ul></ul><ul><ul><li>but you need to feel comfortable </li></ul></ul><ul><li>Think of </li></ul><ul><ul><li>importance of the presentation </li></ul></ul><ul><ul><li>audience </li></ul></ul><ul><ul><li>yourself ! </li></ul></ul>January 6, 2005 Management Development Material P. Courtois ©2005
  16. 16. Don’t over-fill slides <ul><li>Choose a line spacing you like </li></ul><ul><li>Don’t be tempted to change it </li></ul><ul><li>Start a new slide if you have to </li></ul><ul><li>If you make the bullet points too long then they become difficult to read and tedious on the eye </li></ul><ul><li>If you try to get too much on the slide then people won’t read it </li></ul><ul><li>Or they’ll try to read it and not listen to you .. </li></ul><ul><li>And that is not what you want, is it ? </li></ul>January 6, 2005 Management Development Material P. Courtois ©2005
  17. 17. Presentation components January 6, 2005 Management Development Material P. Courtois ©2005 Presentation Understanding your material Visuals Words Preparation & practice Body Language
  18. 18. Body Language <ul><li>Pace </li></ul><ul><ul><li>Not too fast </li></ul></ul><ul><ul><li>Time to read each slide </li></ul></ul><ul><li>… look at me … </li></ul><ul><ul><li>discipline yourself to make eye contact </li></ul></ul><ul><ul><li>it helps me listen to you </li></ul></ul><ul><li>Be aware of your habits </li></ul><ul><ul><li>ask a friend ! </li></ul></ul>January 6, 2005 Management Development Material P. Courtois ©2005
  19. 19. Humour <ul><li>It’s OK not to be too serious ... </li></ul><ul><li>… usually </li></ul><ul><li>BUT ... </li></ul><ul><li>telling stories often doesn’t work </li></ul><ul><li>watch the “isms” </li></ul><ul><ul><li>racism </li></ul></ul><ul><ul><li>sexism </li></ul></ul><ul><ul><li>disability </li></ul></ul><ul><ul><li>religion/belief </li></ul></ul><ul><li>Never make fun of anything or anyone </li></ul>January 6, 2005 Management Development Material P. Courtois ©2005
  20. 20. Presentation components January 6, 2005 Management Development Material P. Courtois ©2005 Presentation Understanding your material Visuals Words Preparation & practice Body Language
  21. 21. Preparation the 6 P rule January 6, 2005 Management Development Material P. Courtois ©2005 P roper P reparation P revents P owerfully P oor P erformance
  22. 22. Preparation in practice <ul><li>Rehearse - “for real” </li></ul><ul><ul><li>no-one ever wants to do it, it feels so stupid </li></ul></ul><ul><ul><li>But it always improves things </li></ul></ul><ul><li>Timing </li></ul><ul><ul><li>All unrehearsed presentations overrun </li></ul></ul><ul><li>Presenting the presentation </li></ul><ul><ul><li>introduction, who am I </li></ul></ul><ul><ul><li>what about questions ? </li></ul></ul>January 6, 2005 Management Development Material P. Courtois ©2005
  23. 23. Notes January 6, 2005 Management Development Material P. Courtois ©2005 No notes at all Written speech There must be another way ... What did this slide mean ? “ Dead” to deliver and listen to
  24. 24. Alternatives ... <ul><li>Write on “ notes pages ” to prompt you </li></ul><ul><li>Or .. </li></ul><ul><li>Record yourself .. </li></ul><ul><ul><li>And write how you speak </li></ul></ul><ul><ul><li>How we speak is not how we write </li></ul></ul>January 6, 2005 Management Development Material P. Courtois ©2005
  25. 25. Handouts <ul><li>Give copies of your slides out in advance </li></ul><ul><ul><li>and they’ll read ahead of you... </li></ul></ul><ul><li>Give copies of slides out at the end </li></ul><ul><ul><li>and they’ll make notes, which they won’t link to your slides... </li></ul></ul><ul><li>Don’t give out copies </li></ul><ul><ul><li>and they’ll think you have something to hide... </li></ul></ul>January 6, 2005 Management Development Material P. Courtois ©2005 Each is equally wrong ...
  26. 26. Presenting handling questions <ul><li>Don’t ... </li></ul><ul><ul><li>panic </li></ul></ul><ul><ul><li>waffle </li></ul></ul><ul><ul><li>insult </li></ul></ul><ul><ul><li>dismiss </li></ul></ul><ul><ul><li>patronise </li></ul></ul><ul><ul><li>bluff </li></ul></ul><ul><li>Do … </li></ul><ul><ul><li>take your time </li></ul></ul><ul><ul><li>answer an appropriate question </li></ul></ul><ul><ul><li>answer all the question(s) </li></ul></ul><ul><ul><li>make the questioner feel appreciated </li></ul></ul><ul><ul><li>say “I don’t know” if you don’t </li></ul></ul>January 6, 2005 Management Development Material P. Courtois ©2005
  27. 27. Remember... January 6, 2005 Management Development Material P. Courtois ©2005
  28. 28. Management Development Program End of Presentation For any information, email [email_address]

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