Creating and Delivering Effective Presentations<br />Strategy and Programs Team – Global Enablement<br />February, 2010<br />
What Do You Think A Good Presentation Needs?<br />?<br />?<br />?<br />
Planning in Analog<br />“If you have the ideas, you can do a lot without machinery. <br />Once you have those ideas, the m...
Getting Started - Pen, Paper & Whiteboards<br />Get away from your computer<br />Use your hands to story board your presen...
Make Time<br />“Others inspire us, information feeds us, practice improves our performance, but we need quiet time to figu...
Table of Contents<br /><ul><li> Getting Started – Before your first slide
 Plan your Presentation Content
 Create the Content
 Delivering Your Presentation</li></li></ul><li>Create a Document OR Slides<br />Slides are Slides<br />Documents are Docu...
Handouts Can Set you Free!<br />Three Parts of a Presentation<br />Sales up in all Quarters<br />Slowdown in growth in Q4<...
A Complete Approach for Presentations<br />Speaker-Enabling<br />Visuals<br />Planning<br />REAL<br />Delivery<br />Intera...
Plan your Presentation Content Thoughtfully<br />Build Core <br />Message<br />Design<br />Add Color & <br />Interest<br /...
Interactions
Stories
Analogies
Quotes</li></ul>Main Supporting<br />Ideas & <br />Information<br />Objectives &<br />Audience <br />Analysis<br />S->C->I...
Planning<br />What Are your Presentation Objectives?<br />Every presentation should have a FEW clear objectives!<br />E.G....
Audience Analysis - Needs<br /><ul><li>Solve a Business Problem
Make a Decision
Educate / Train
Others?</li></li></ul><li>Audience Analysis - Attitude<br />Eager<br />Concerned-Fearful<br />Apathetic<br />Others?<br />
Audience Analysis - Knowledge<br />Technical / non-technical<br />No Awareness<br />Other??<br />
Audience Analysis - Environment<br />Physical<br />Room setup<br />Time Issues?<br />Microphone / Lighting<br />Psychologi...
Audience Analysis - Demographics<br />Audience Size<br />Age(s)<br />Culture<br />Language<br />
Presentation Goals vs. Audience Needs<br />Needs<br />Attitude<br />Knowledge<br />Environment<br />Demographics<br />AUDI...
Plan your Presentation Content Thoughtfully<br />Build Core <br />Message<br />Design<br />Add Color & <br />Interest<br /...
Interactions
Stories
Analogies
Quotes</li></ul>Main Supporting<br />Ideas & <br />Information<br />Objectives &<br />Audience <br />Analysis<br />S->C->I...
Build Your Core Message - S.C.I.P.A.B. 1ST Step<br />The Entry / Introduction: Set the Context - S->C->I<br />Situation – ...
Build Your Core Message - S.C.I.P.A.B.2nd Step<br />The Core Message: Get to the Point – P->A->B<br />Position – Create a ...
Situation Example – HP Software Sales 2009<br /><ul><li>25% Quota Increase
125+ plus products
Little to no new hiring</li></li></ul><li>Complication - Exercise<br />Describe:<br /> Constraints<br /> Obstacles <br /> ...
Implication - Example – HP Software Sales<br />Probable consequences of failing to act on the issues in the complication?<...
Position - Example – HP Software Sales<br />The Core Message: Get to the Point  P->A->B<br /><ul><li>Use Persona framework...
Benefits - Exercise – HP Software Sales<br />WHAT IS IN IT FOR THE SALES TEAM?<br />
Plan your Presentation Content Thoughtfully<br />Build Core <br />Message<br />Design<br />Add Color & <br />Interest<br /...
Interactions
Stories
Analogies
Quotes</li></ul>Main Supporting<br />Ideas & <br />Information<br />Objectives &<br />Audience <br />Analysis<br />S->C->I...
Main Supporting Ideas<br />Software Industry is Consolidating <br />Companies Need to keep their Web Operations up 24x7<br...
Plan your Presentation Content Thoughtfully<br />Build Core <br />Message<br />Design<br />Add Color & <br />Interest<br /...
Interactions
Stories
Analogies
Quotes</li></ul>Main Supporting<br />Ideas & <br />Information<br />Objectives &<br />Audience <br />Analysis<br />S->C->I...
Add Color & Interest to the presentation<br />Visuals – Graphics save words <br />Interactions – Questions encourage discu...
Simple Graphics <br />Save words and Increase retention!<br />Keep graphics simple!<br />THIS!<br />NOT THIS!<br />OBESITY...
Keep Your message Simple & Easy to Read<br />Eat only until 80% Full.<br />
Focus on the Essentials<br />NOT THIS!<br />THIS!<br /><ul><li>Project and portfolio management
Demand management
Project management
Time and resource management
IT financial management
Financial planning and analysis
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Creating And Delivering Effective Presentations

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Creating And Delivering Effective Presentations

  1. 1. Creating and Delivering Effective Presentations<br />Strategy and Programs Team – Global Enablement<br />February, 2010<br />
  2. 2. What Do You Think A Good Presentation Needs?<br />?<br />?<br />?<br />
  3. 3. Planning in Analog<br />“If you have the ideas, you can do a lot without machinery. <br />Once you have those ideas, the machinery starts working for you…<br /> Most ideas you can do pretty darn well with a stick in the sand.” – Alan Kay<br />
  4. 4. Getting Started - Pen, Paper & Whiteboards<br />Get away from your computer<br />Use your hands to story board your presentation<br />Then and ONLY then create your Power-point slides<br />
  5. 5. Make Time<br />“Others inspire us, information feeds us, practice improves our performance, but we need quiet time to figure things out, to emerge with new discoveries, to unearth original answers.” – Esther Buchholz<br />
  6. 6. Table of Contents<br /><ul><li> Getting Started – Before your first slide
  7. 7. Plan your Presentation Content
  8. 8. Create the Content
  9. 9. Delivering Your Presentation</li></li></ul><li>Create a Document OR Slides<br />Slides are Slides<br />Documents are Documents <br />Attempts to merge them create slide-uments<br />Attempting to “kill 2 birds with 1 stone” only kills your ability to communicate<br />
  10. 10. Handouts Can Set you Free!<br />Three Parts of a Presentation<br />Sales up in all Quarters<br />Slowdown in growth in Q4<br />Broad slowdown last few months<br />Slides the Audience will see<br />Notes only you <br />will see<br />Handouts to be<br />taken away<br />
  11. 11. A Complete Approach for Presentations<br />Speaker-Enabling<br />Visuals<br />Planning<br />REAL<br />Delivery<br />Interaction<br />Audience-Engaging<br />
  12. 12. Plan your Presentation Content Thoughtfully<br />Build Core <br />Message<br />Design<br />Add Color & <br />Interest<br />Add Detail<br /><ul><li>Visuals
  13. 13. Interactions
  14. 14. Stories
  15. 15. Analogies
  16. 16. Quotes</li></ul>Main Supporting<br />Ideas & <br />Information<br />Objectives &<br />Audience <br />Analysis<br />S->C->I<br />P->A->P<br />Don’t forget to anticipate and prepare for tough questions!<br />
  17. 17. Planning<br />What Are your Presentation Objectives?<br />Every presentation should have a FEW clear objectives!<br />E.G. Teach a subject, Convince them to buy a Product, Visit a city<br />
  18. 18. Audience Analysis - Needs<br /><ul><li>Solve a Business Problem
  19. 19. Make a Decision
  20. 20. Educate / Train
  21. 21. Others?</li></li></ul><li>Audience Analysis - Attitude<br />Eager<br />Concerned-Fearful<br />Apathetic<br />Others?<br />
  22. 22. Audience Analysis - Knowledge<br />Technical / non-technical<br />No Awareness<br />Other??<br />
  23. 23. Audience Analysis - Environment<br />Physical<br />Room setup<br />Time Issues?<br />Microphone / Lighting<br />Psychological<br />Other / Previous speakers?<br />Current Events<br />Time of Day<br />
  24. 24. Audience Analysis - Demographics<br />Audience Size<br />Age(s)<br />Culture<br />Language<br />
  25. 25. Presentation Goals vs. Audience Needs<br />Needs<br />Attitude<br />Knowledge<br />Environment<br />Demographics<br />AUDIENCE ANALYSIS<br />Presentation Outcomes<br />PRESENTER GOALS<br />It’s a Balancing Act!<br />
  26. 26. Plan your Presentation Content Thoughtfully<br />Build Core <br />Message<br />Design<br />Add Color & <br />Interest<br />Add Detail<br /><ul><li>Visuals
  27. 27. Interactions
  28. 28. Stories
  29. 29. Analogies
  30. 30. Quotes</li></ul>Main Supporting<br />Ideas & <br />Information<br />Objectives &<br />Audience <br />Analysis<br />S->C->I<br />P->A->P<br />Don’t forget to anticipate and prepare for tough questions!<br />
  31. 31. Build Your Core Message - S.C.I.P.A.B. 1ST Step<br />The Entry / Introduction: Set the Context - S->C->I<br />Situation – current commonly known info about your business or technical environment<br />Complication – describe obstacles, opportunities and risks. Could be new and/or controversial information!<br />Implication – What are consequences of failing to act on the issues in the complication? This is the SO WHAT?<br />
  32. 32. Build Your Core Message - S.C.I.P.A.B.2nd Step<br />The Core Message: Get to the Point – P->A->B<br />Position – Create a high level succinct statement of what you believe needs to be done<br />Actions - Provide your audience direction regarding their role in the presentation. What should they do, believe or understand!<br />Benefit – WHAT IS IN IT FOR THEM?<br />
  33. 33. Situation Example – HP Software Sales 2009<br /><ul><li>25% Quota Increase
  34. 34. 125+ plus products
  35. 35. Little to no new hiring</li></li></ul><li>Complication - Exercise<br />Describe:<br /> Constraints<br /> Obstacles <br /> Opportunities <br /> Risks<br /> Could be new and/or controversial information!<br />
  36. 36. Implication - Example – HP Software Sales<br />Probable consequences of failing to act on the issues in the complication?<br />Not make quota<br />Fall behind competition in market share<br />???<br />
  37. 37. Position - Example – HP Software Sales<br />The Core Message: Get to the Point P->A->B<br /><ul><li>Use Persona framework to help Sales teams penetrate accounts and increase likelihood to meet quota</li></li></ul><li>Actions - Example – HP Software Sales<br />Attend the Persona Trainings<br />Apply the Persona information<br />Learn how to think like your customer!<br />Give them what THEY need!<br />Cut costs<br />
  38. 38. Benefits - Exercise – HP Software Sales<br />WHAT IS IN IT FOR THE SALES TEAM?<br />
  39. 39. Plan your Presentation Content Thoughtfully<br />Build Core <br />Message<br />Design<br />Add Color & <br />Interest<br />Add Detail<br /><ul><li>Visuals
  40. 40. Interactions
  41. 41. Stories
  42. 42. Analogies
  43. 43. Quotes</li></ul>Main Supporting<br />Ideas & <br />Information<br />Objectives &<br />Audience <br />Analysis<br />S->C->I<br />P->A->P<br />Don’t forget to anticipate and prepare for tough questions!<br />
  44. 44. Main Supporting Ideas<br />Software Industry is Consolidating <br />Companies Need to keep their Web Operations up 24x7<br />Customers want solutions not products<br />
  45. 45. Plan your Presentation Content Thoughtfully<br />Build Core <br />Message<br />Design<br />Add Color & <br />Interest<br />Add Detail<br /><ul><li>Visuals
  46. 46. Interactions
  47. 47. Stories
  48. 48. Analogies
  49. 49. Quotes</li></ul>Main Supporting<br />Ideas & <br />Information<br />Objectives &<br />Audience <br />Analysis<br />S->C->I<br />P->A->P<br />Don’t forget to anticipate and prepare for tough questions!<br />
  50. 50. Add Color & Interest to the presentation<br />Visuals – Graphics save words <br />Interactions – Questions encourage discussion<br />Stories – Make points memorable<br />Analogies – Simplify complex concepts<br />Quotes – Use meaningful credible sound bites<br />Have fun! Engage with the audience. <br /><ul><li>Don’t take yourself too seriously</li></li></ul><li>Design and Use Visuals for Maximum Impact<br />Put Titles to work in the Slide<br />One slide for every 2-4 minutes<br />Put Raw data in handouts<br />Use animation sparingly - if at all!<br />Informative<br />Intuitive<br />Interesting<br />Design Criteria<br />
  51. 51. Simple Graphics <br />Save words and Increase retention!<br />Keep graphics simple!<br />THIS!<br />NOT THIS!<br />OBESITY<br />Percentage of adults with BMI > 30<br />OBESITY – An American epidemic?<br />Percentage of adults with BMI > 30<br />32.2%<br />9.8%<br />3.2%<br />U.S.A.<br />France<br />Japan<br />
  52. 52. Keep Your message Simple & Easy to Read<br />Eat only until 80% Full.<br />
  53. 53. Focus on the Essentials<br />NOT THIS!<br />THIS!<br /><ul><li>Project and portfolio management
  54. 54. Demand management
  55. 55. Project management
  56. 56. Time and resource management
  57. 57. IT financial management
  58. 58. Financial planning and analysis
  59. 59. Portfolio management
  60. 60. Asset management
  61. 61. Requirements management
  62. 62. Requirements definition
  63. 63. Requirements linking / traceability
  64. 64. Application quality management
  65. 65. Test management
  66. 66. Functional testing
  67. 67. Performance testing
  68. 68. Application security testing
  69. 69. Defect management
  70. 70. Test data management
  71. 71. Application governance
  72. 72. Application architecture and standards
  73. 73. Service definition
  74. 74. Application / service registry
  75. 75. Policy development
  76. 76. Policy enforcement
  77. 77. Application security management
  78. 78. Vulnerability detection
  79. 79. Vulnerability assessment
  80. 80. Vulnerability remediation</li></ul>Processes - Individual processes as defined in ITIL<br />Solutions - Logical set of integrated processes working in concert<br />Initiatives - Cross-portfolio perspectives and characteristics<br />
  81. 81. Don’t be Afraid of Empty Space<br />Work-life <br />Balanceis essential<br />
  82. 82. EXAMPLES OF WHAT NOT TO DO WHEN CREATING SLIDES!!!<br />
  83. 83. IUM Product Evolution<br />1996<br />IP / Data Usage<br />Batch Mediation<br />Voice Usage Batch Mediation<br />1998<br />GPRS<br />IPDR standards<br />2000<br />Prepaid Data<br />ASN.1 / BER data formats<br />Packet Cable<br />2002<br />Real Time<br />Charging Manager<br />2004<br />DCCA Diameter<br />Convergence Content/Data/Voice<br />2006<br />IMS Charging<br />Blended, complex svc. charging<br />2008<br />QoS based RT charging<br />Real Time services<br />Full Convergence<br />Real Time Policies<br />2010<br />
  84. 84. 2010 Go to Market Solution Framework<br />STRATEGY<br />APPLICATIONS<br />OPERATIONS<br />TRANSFORMATIONAL INITIATIVES<br /><ul><li>Governance, Risk and Compliance
  85. 85. Service Management Transformation
  86. 86. Application Transformation
  87. 87. Datacenter Transformation
  88. 88. NGOSS Assurance Solutions
  89. 89. IT Outsourcing
  90. 90. Cloud
  91. 91. Virtualization</li></ul>CROSS DISCIPLINE PROCESSES<br /><ul><li>Application Lifecycle Management
  92. 92. Agile Delivery Management
  93. 93. Closed Loop Incident and Problem Management
  94. 94. Configuration, Change & Release Management
  95. 95. Application Performance Lifecycle
  96. 96. Service Request Management
  97. 97. IT Financial Management</li></ul>IT CORE COMPETENCIES<br />IT Planning and Control<br />Quality Management<br />Business Service Management<br />IT Service Management<br />Business Service Automation<br />Requirements Management<br />Data Management<br />Configuration Management System / Universal CMDB<br />ClientAutomationCenter<br />Data CenterAutomationCenter<br />BusinessAvailability Center<br />Operations Center<br />NetworkManagement Center<br />Project and PortfolioManagement Center<br />SOA Center<br />Quality Center<br />Performance Center<br />Application Security Center<br />Service Management Center<br />BTO PRODUCT CENTERS<br />
  98. 98. Sample time line – DAY ONE<br />
  99. 99.
  100. 100. Wednesday, February 3, 2010RS Cupertino CAC47 UPR (CONF-Santa Margarita N E5)RS Cupertino CAC46 UPR (CONF-Project Room 2 R8) for break-out session<br />SaaS NOC Tour – Nancy Estrella and a member of Vaughan Sheridan’s team<br />Leave the Santa Margarita room @ 7:45am, or you will have to carry your materials for an hour<br />Executive Briefing Center – Nancy Estrella and Teresa Heng<br />Meet at Executive Briefing Center @ 8:30am<br />Persona Based Case Studies – Alex Gousinov<br />Originally presented in Q1 WorldCup events, this material will give us insight to HPS&S sales approaches and processes<br />Soft Skills – Becky Middleton<br />Financial Acumen – Randy Porter<br />S&P provides and develops the execution of GE’s vision. Having a understanding of financial terms like, cost of sale, Aspire, run rate, etc will ensure that we communicate consistently internally to GE and our counterparts in finance and management.<br />Career Planning – member of Mark Cooper’s team<br />Your career is your responsibility to manage and make future plans. This session is not individual career planning, but rather a review of the tools available to you, your manager and HP to help you with your career plan. <br />Break-out sessions<br />PMO – Tony Hinojosa<br />BIS/CMS/Onboarding – Becky Middleton<br />Group meal or Free evening<br />California Café – Los Gatos @ 7:00 see Mark Pierson for final headcount by lunch Wednesday<br />
  101. 101. A COUPLE OF GREAT SLIDES BY THE MASTER – STEVE JOBS<br />
  102. 102. i-Pad Unveiled<br />
  103. 103. i-Pad Publishers<br />
  104. 104. Frame Questions to Encourage Audience Interaction<br />Open - Ended<br />Interaction<br />Closed – <br />Ended<br />Show of <br />Hands<br />Rhetorical<br />Time<br />
  105. 105. Analogies<br />Creating software is like building a house<br />If you don’t have a good plan / blue-print with clear requirements you don’t know what you could end up with<br />
  106. 106. Using Humor – “Slide-ware” explained<br />
  107. 107. Delivering Your Presentation<br />How you Present may be more important than What you present<br />Posture<br />Pausing<br />Eye Contact<br />Movement<br />Gestures<br />Vocal Animation<br />Facial Expressions<br />
  108. 108. Posture<br />Stand with weight balanced and your feet several inches apart<br />Stand erect with shoulders back and head held high<br />Rest your arms at your side when not gesturing<br />Avoid shifting or rocking<br />Keep your body oriented to the audience<br />
  109. 109. Pausing, Speaking and Breathing<br />Your base rate of speech should be conversational<br />Vary your rate of speech<br />Use pauses of different lengths and frequency<br />While breathing take time to exhale fully and inhale deeply<br />Eliminate clutter words such as ah, um and fillers like and, so, actually, basically, you know…<br />Pause when working with visual aids, checking notes or allowing listeners to take notes<br />
  110. 110. Interactions - Slide Transition to Maintain Audience Focus<br /><ul><li>Verbally Preview the slide to provide context
  111. 111. Show the slide
  112. 112. Let the audience process the slide
  113. 113. Look at the Audience and comment on the slide</li></ul>PAUSE<br />Say it…. Show it… Talk it…<br />
  114. 114. Eye Contact<br />Establish and maintain eye contact with one person while you complete a phrase or short sentence (3-5 seconds)<br />Have eye contact in a random fashion<br />Include listeners in back and sides of room<br />Look at listeners while speaking; avoid talking to floor ceilings or walls<br />Pause when looking at notes; re-establish eye contact before you speak<br />Honor individual and cultural preferences for shorter period of eye contact<br />
  115. 115. Movement<br />Initiate movement with eye contact<br />Use the majority of space available<br />Move intermittently<br />Vary distance and pace of your movement to match your content<br />Maintain appropriate social space between yourself and listeners<br />
  116. 116. Gestures<br />Use a variety of natural and spontaneous gestures<br />Gesture from the shoulder, not the elbow or wrist<br />Let your arms rest at your side between gestures<br />
  117. 117. Vocal Animation<br />Breathe deeply before speaking and when pausing<br />Speak with enough volume to reach the audience members farthest from you<br />Use a variety of low, medium and higher tones<br />Vary the rate of your speech<br />Use a microphone if needed. <br />
  118. 118. Facial Expressions<br />Use the full range of appropriate facial expressions<br />Smile<br />Speakers shouldn’t look like <br />they are playing poker!<br />
  119. 119. Now What???<br />Practice, Practice, Practice your skills and presentations!!!!<br />Did you know Steve Jobs spends over 40 hours practicing a 1 hour presentation????<br />Spanish<br />Hola!<br />Espanol<br />Como estas?<br />
  120. 120. PMO Team Exercise for Tomorrow<br />Each person create one slide written on a piece of paper <br />(NO POWERPOINT SLIDES ALLOWED!)<br />Apply some what you learned today about slide creation and delivery<br />Be ready to come and share on a whiteboard or flip chart<br />You have NO MORE than 3 minutes to ‘present’ to the PMO <br />Build your slide around answering ONE of the following questions<br />What do I like most about working in our Project Management office?<br />What about my skills or personality do I bring as a special strength to the team and how can the team use that more?<br />How can we as a team be more effective in the next 6 months?<br />REMEMBER!: KISS – Keep info slides simple!<br />

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