Presentations Best Methods


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This is my "best practices" MS PowerPoint presentation.

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Presentations Best Methods

  1. 1. Electronic Presentations with Microsoft PowerPoint Flagler College Fall 2009
  2. 2. Outline <ul><li>Why Microsoft PowerPoint? </li></ul><ul><li>Examples </li></ul><ul><li>Text exercises </li></ul><ul><li>Practice </li></ul><ul><li>Practice </li></ul><ul><li>Practice </li></ul>
  3. 3. Objectives <ul><li>Review the key concepts of planning and designing presentations </li></ul><ul><li>Learn how to create a well-organized presentation with Microsoft PowerPoint </li></ul>
  4. 4. Objectives <ul><li>Review the fundamentals of graphs and charts </li></ul><ul><li>Learn the importance of choosing the appropriate graph or chart for the type of data or message to be presented </li></ul>
  5. 5. Key Concepts <ul><li>Define presentation graphics </li></ul><ul><li>Review the advantages of presentation graphics </li></ul><ul><li>Review the principles of good presentations </li></ul><ul><li>Review the principles of design excellence </li></ul>
  6. 6. Key Concepts <ul><li>Types of business graphics </li></ul><ul><ul><li>Presentation graphics </li></ul></ul><ul><ul><li>Analytical graphics </li></ul></ul>
  7. 7. Definition <ul><li>Presentation graphics are: </li></ul><ul><ul><li>the visualization of information and ideas </li></ul></ul><ul><ul><li>in an easily understood format </li></ul></ul><ul><ul><li>supporting a message </li></ul></ul>
  8. 8. Definition <ul><li>Electronic presentations are: </li></ul><ul><ul><li>the visualization of information and ideas </li></ul></ul><ul><ul><li>in an easily understood format </li></ul></ul><ul><ul><li>supporting a message </li></ul></ul><ul><ul><li>using computer to present the presentation </li></ul></ul>
  9. 9. Advantages <ul><li>Generates and sustains interest </li></ul><ul><li>Centers attention on the topic </li></ul><ul><li>Identifies the most important points </li></ul><ul><li>Clarifies the spoken word </li></ul><ul><li>Helps understand abstract information </li></ul>
  10. 10. Even More Advantages <ul><li>Gets a point across - numeric data </li></ul><ul><li>Makes topics more interesting </li></ul><ul><li>Assists in comprehension and retention </li></ul><ul><li>Brightens up lessons, reports, documents </li></ul><ul><li>Gives the appearance of being prepared, organized, professional </li></ul>
  11. 11. What’s Involved <ul><li>Time </li></ul><ul><li>Creative efforts </li></ul><ul><li>PC’s and software </li></ul><ul><li>Anyone can do it – it’s not a luxury – it’s expected </li></ul>
  12. 12. Principles of Good Presentations 1 <ul><li>Delivering presentations effectively involves a four-step process or the 4-P’s: </li></ul><ul><ul><ul><li>1. Plan </li></ul></ul></ul><ul><ul><ul><li>2. Prepare </li></ul></ul></ul><ul><ul><ul><li>3. Practice </li></ul></ul></ul><ul><ul><ul><li>4. Present </li></ul></ul></ul><ul><li>Copyright 1996 © Dale Carnegie & Associates, Inc. </li></ul>
  13. 13. Plan - Audience <ul><li>Know your audience </li></ul><ul><ul><li>Knowledge </li></ul></ul><ul><ul><li>Experience </li></ul></ul><ul><ul><li>Needs </li></ul></ul><ul><ul><li>Goals </li></ul></ul>
  14. 14. Plan - Purpose <ul><li>Define the purpose of your talk based on the outcome you seek with your audience </li></ul><ul><ul><li>Inform? </li></ul></ul><ul><ul><li>Persuade / Sell? </li></ul></ul><ul><ul><li>Motivate? </li></ul></ul><ul><ul><li>Teach / Train? </li></ul></ul>
  15. 15. Prepare <ul><li>Prepare an attention-getting opening </li></ul><ul><li>Illustrate and support key points with evidence and visuals </li></ul><ul><li>Prepare a memorable close </li></ul>
  16. 16. More Preparation <ul><li>Determine the results to display </li></ul><ul><li>Determine the text </li></ul><ul><li>Determine the data </li></ul><ul><li>Determine the timing of the presentation </li></ul>
  17. 17. Timing: The 8 Minute Rule 1 <ul><li>Time your talk! </li></ul><ul><li>An audience’s ability to focus on what’s being said --- and remember what’s being said --- drops off at 8 minutes </li></ul><ul><li>Exception: For example, classroom lectures supported by electronic presentations. </li></ul>
  18. 18. Timing: Breaking the Tedium <ul><li>Go to Q and A after 15 minutes to touch on details </li></ul><ul><li>Use another speaker </li></ul><ul><li>Show a video </li></ul><ul><li>Tell a story </li></ul><ul><li>Stop! Stop! Stop! </li></ul>
  19. 19. Timing: The 8 Second Rule <ul><li>The “Fast Start 8 Second Rule” </li></ul><ul><li>Most people decide within 8 seconds if a speaker is worth hearing or not </li></ul><ul><li>Therefore, begin STRONGLY! </li></ul><ul><ul><li>Get to the point immediately - </li></ul></ul><ul><ul><li>Share your message clearly - </li></ul></ul><ul><ul><li>Give the audience take-away </li></ul></ul>
  20. 20. Practice <ul><li>Practice your presentation before an audience, coach, mirror, video camera </li></ul><ul><li>Review your slides for </li></ul><ul><ul><li>Clarity and Relevancy </li></ul></ul><ul><ul><li>Eye-appeal and Visibility </li></ul></ul><ul><ul><li>Quality </li></ul></ul><ul><ul><li>Memorability </li></ul></ul>
  21. 21. More Practice <ul><li>Receive feedback and coaching for </li></ul><ul><ul><li>Strong opening and memorable close </li></ul></ul><ul><ul><li>Clear message - key points </li></ul></ul><ul><ul><li>Logical flow </li></ul></ul><ul><ul><li>Timing </li></ul></ul><ul><ul><li>Distracting mannerisms </li></ul></ul>
  22. 22. Presentation - Fundamentals <ul><li>Establish a positive attitude </li></ul><ul><li>“ Own” your subject </li></ul><ul><li>Project the value of your message </li></ul>
  23. 23. Presentation - First Impression <ul><li>Establish eye-contact </li></ul><ul><li>Display poised body language </li></ul><ul><li>Project confidence </li></ul><ul><li>Be well groomed </li></ul>
  24. 24. Presentation - Rapport <ul><li>Be sincere </li></ul><ul><li>Be yourself </li></ul><ul><li>Say “we” not “you” </li></ul><ul><li>Involve your audience </li></ul><ul><li>Like your audience or at least pretend to like them </li></ul>
  25. 25. Presentation - Attention <ul><li>Be enthusiastic </li></ul><ul><li>Use vivid words </li></ul><ul><li>Express yourself clearly and concisely </li></ul><ul><li>Have an upbeat voice </li></ul><ul><li>Have proper body language </li></ul><ul><li>Remember you are the expert </li></ul>
  26. 26. Successful Presentations <ul><li>Repeatedly Prepare, Practice, Perform </li></ul><ul><li>K-I-S-S </li></ul><ul><li>Personalize your presentation </li></ul><ul><li>Q and A - Interaction </li></ul><ul><li>Listen to the questions </li></ul><ul><li>Be flexible </li></ul><ul><li>Be prepared for the unexpected </li></ul>
  27. 27. Successful Presentations <ul><li>Talk - use notes sparingly </li></ul><ul><li>Don’t watch the slides </li></ul><ul><li>Web-erize the presentation </li></ul><ul><ul><li>SlideShare or Web or YouTube or …. </li></ul></ul><ul><li>Use annotation </li></ul><ul><li>Use pointers </li></ul><ul><li>Use timing </li></ul>
  28. 28. Successful Presentations <ul><li>Have back-up presentation files </li></ul><ul><li>Have alternative presentation files </li></ul><ul><li>Know your location and facilities </li></ul><ul><li>Leave time for set-up </li></ul><ul><li>Don’t panic </li></ul><ul><ul><li>----- power, bulbs, cables, crashes, handouts </li></ul></ul>
  29. 29. General Principles of Design <ul><li>Plan, organize, and review </li></ul><ul><li>Keep slides simple </li></ul><ul><li>Spell-check </li></ul><ul><li>Be consistent </li></ul><ul><li>Credit sources </li></ul><ul><li>Use restraint </li></ul>
  30. 30. General Principles of Design <ul><li>Project design and logical flow </li></ul><ul><li>Remember timing </li></ul><ul><li>“ Own” your message </li></ul><ul><li>Focus on your theme </li></ul><ul><li>Use restraint </li></ul>
  31. 31. Principles of Design - Text <ul><li>Use only 2 or 3 typefaces </li></ul><ul><li>Use upper and lower case </li></ul><ul><li>Don’t use fonts too small to read </li></ul><ul><li>Limit the use of decorative typefaces </li></ul><ul><li>Use different sizes and styles of one typeface not different typefaces </li></ul><ul><li>Use restraint </li></ul>
  32. 32. Principles of Design - Layout <ul><li>Use titles and subtitles </li></ul><ul><li>Use punctuation carefully </li></ul><ul><li>Consider alignment and layouts </li></ul><ul><li>Use borders and boxes for impact </li></ul><ul><li>Use restraint </li></ul>
  33. 33. Principles of Design - Visual <ul><li>Don’t use busy backgrounds </li></ul><ul><li>Avoid fancy borders and symbols </li></ul><ul><li>Coordinate text and background colors </li></ul><ul><li>Use organization’s colors and logos </li></ul><ul><li>Use restraint </li></ul>
  34. 34. Principles of Design - Special Effects <ul><li>Effects are powerful tools </li></ul><ul><li>Animation increases the impact </li></ul><ul><li>Reserve movement for key points </li></ul><ul><li>Justify every special effect </li></ul><ul><li>Practice timing </li></ul><ul><li>Use restraint </li></ul>
  35. 35. Special Features <ul><li>Graphics - Pictures and Clipart </li></ul><ul><li>Music and Audio </li></ul><ul><li>Videos </li></ul><ul><li>Web publishing </li></ul><ul><li>Web links </li></ul><ul><li>Special effects </li></ul>
  36. 36. Business Graphics <ul><li>Define and represent data in a visual and easily understood format </li></ul><ul><li>Describe, explore, and summarize a set of numbers quite effectively </li></ul><ul><li>Communicate complex ideas with clarity, precision, and efficiency </li></ul><ul><li>Communicate with a powerful tool </li></ul>
  37. 37. Business Graphic Programs <ul><li>Presentation graphics </li></ul><ul><li>Analytical graphics </li></ul>
  38. 38. Graphics Software <ul><li>1. Presentation Graphics </li></ul><ul><ul><li>Example - Microsoft PowerPoint </li></ul></ul><ul><li>2. Analytical Graphics </li></ul><ul><ul><li>Example - Microsoft Excel </li></ul></ul>
  39. 39. Presentation Graphics <ul><li>Offer quality business graphics </li></ul><ul><li>Prepare charts, graphs, and other visual aids </li></ul><ul><li>Include multimedia effects – audio, music, videos </li></ul><ul><li>Embrace libraries of symbols, drawings, clip art, pictures </li></ul><ul><li>Control easy, fast, professional look </li></ul>
  40. 40. Analytical Graphics <ul><li>Encourage the viewer to think about the substance </li></ul><ul><li>Present many numbers in a small space </li></ul><ul><li>Make large data sets coherent </li></ul><ul><li>Reveal the data at several levels of detail </li></ul>
  41. 41. Analytical Graphics <ul><li>Encourage the eye to compare </li></ul><ul><li>Help users analyze and understand specific data </li></ul><ul><li>Serve a clear purpose, description, exploration, tabulation, or decoration </li></ul>
  42. 42. Analytical Graphics <ul><li>Construct and view line, bar, pie-chart graphs </li></ul><ul><li>Produce useful, simple illustrations </li></ul><ul><li>Present elaborate presentations </li></ul><ul><li>Integrate closely with the statistical and verbal descriptions of a data set </li></ul>
  43. 43. Practice Graphical Integrity <ul><li>Reveal the truth </li></ul><ul><li>Communicate clearly </li></ul><ul><li>Follow principles of integrity </li></ul>
  44. 44. Remember! <ul><li>Presentations are very powerful </li></ul><ul><li>They are fun to develop </li></ul><ul><li>You will appear to be an expert </li></ul><ul><li>Enjoy Microsoft PowerPoint 2007 </li></ul>