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Deliver your message! Organizing your PowerPoint and presenting to audiences

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This session covers how to build a PowerPoint presentation and deliver it to full effect. Presented at IBM TechU in Johannesburg, South Africa September 2019

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Deliver your message! Organizing your PowerPoint and presenting to audiences

  1. 1. Deliver your message! Organizing your PowerPoint and presenting to audiences Tony Pearson IBM Master Inventor, Senior IT Management Consultant, TechU Content Manager 2019 IBM Systems Technical University 10-12 Sep 2019 | Johannesburg, SA
  2. 2. What Sucks the Energy Out of a Presentation? • Dull opening • Bad technology / AV issues • Body language, voice and movement • Toomuch content • Weak closing IBM Systems Technical University © Copyright IBM Corporation 2019 2
  3. 3. Agenda 3IBM Systems Technical University © Copyright IBM Corporation 2019 1. Prepare 2. Practice 3. Present
  4. 4. Gather your requirements • Where and When will the presentation take place? • Who is the audience? • Why? What is the Goal? • How long? How many minutes? • How will it be delivered? In person? Over video conference? IBM Systems Technical University © Copyright IBM Corporation 2019 4
  5. 5. Gather Requirements – Who, Where and When Ballroom Classroom Boardroom Speaker: More time to prepare Use of visual imagery Lecture with no questions Speaker: Less time to prepare Bullet points and details Discussion and questions Audience: Easily distracted Mixed levels of expertise Listening, not reading Audience: Motivated to listen Reading slides for details Highly interactive IBM Systems Technical University © Copyright IBM Corporation 2019 5
  6. 6. Gather Requirements – Why? What is the Goal? Why? Speaker’s Goal Transfer Audience’s Goal Inform Raise awareness, Status Report Knowledge Learn something new, Be better informed Persuade Agree to buy your product or service Enthusiasm Make smarter purchase decision Warn Prevent and/or prepare for specific scenario Emotion Mitigate Risk, Identify opportunity Train Teach audience how to do something Skills Get certification, job, or promotion Survey Initiate conversation, Learn from audience Insight Influence product future design/features IBM Systems Technical University © Copyright IBM Corporation 2019 6
  7. 7. Why Use PowerPoint at all? Without PowerPoint • Memorize entire presentation • This is how stories were passed from one generation to the next, hundreds of years ago • Hand gestures and box full of props as only source of visual aids With PowerPoint • No need to memorize entire presentation • Your deck is not a teleprompter, but can serve as a cheat sheet • Hand gestures and props complement what you are presenting on screen IBM Systems Technical University © Copyright IBM Corporation 2019 7
  8. 8. Gather Requirements – How Long? How long you have will determine what you say and how you say it No less than 15 seconds per slide No more than 3 minutes per slide Tony’s Rule-of-Thumb Aim for 36 slides per hour: • 15 minutes  9 slides • 30 minutes  18 slides • 45 minutes  27 slides • 60 minutes  36 slides IBM Systems Technical University © Copyright IBM Corporation 2019 8
  9. 9. Determine Appropriate Structure – Here are three examples Follow the AIDA formula A – Attention Grab attention with title page and some introductory slides I – Interest Identify who should be interested in this product, offering or solution D – Desire The benefits of buying this product, attending this conference, using this approach, etc. A – Action Next steps – call your sales rep, schedule meeting with your boss, etc. Follow the SCI-PAB® formula S – Situation, Setting or Status Quo Introduction and context C – Complication or Challenge What makes this story difficult or interesting I – Implication What does this mean for us? P – Position or Proposal What does this speaker feel should be the right thing to do A – Action What should the audience do? B – Benefit The benefits to the audience for taking this action A list should have an opening to introduce the items on the list, and how they are all related • Ideas and Concepts • Trends and Directions • Products or features • Skills or techniques • Timeline of events • Lessons learned • Step-by-Step instructions (How to) Close your presentation with final thoughts, your perspective, opinions and observations Product or Solution Story List SCI-PAB is registered trademark of Mandel CommunicationsIBM Systems Technical University © Copyright IBM Corporation 2019 9
  10. 10. The Infamous “Rule of Three” IBM Systems Technical University © Copyright IBM Corporation 2019 10 People are more likely to remember a trio of events, characters or concepts Examples: • Liberté, égalité, fraternité • Three Little Pigs, the Three Blind Mice, Goldilocks and the Three Bears, the Three Musketeers, the Three Wise Men, and the Three Stooges • Government of the people, by the people, for the people • Veni, Vidi, Vici - I came, I saw, I conquered
  11. 11. Determine Appropriate Structure – Initial Steps 11IBM Systems Technical University © Copyright IBM Corporation 2019 Title Speaker Last Slide Title Speaker Last Slide Background Materials, TrademarksBiography Title Speaker Last Slide Plan for the first slide to be on screen for several minutes before you talk, and last slide remains on screen long after you finish Add “Back Matter”: biography, reference links, trademarks and disclaimers, etc. Insert Section Separators Background Materials, TrademarksBiography
  12. 12. Provide a “You Are Here” map for your audience 12IBM Systems Technical University © Copyright IBM Corporation 2019 Agenda Agenda Agenda Final Thoughts Section 1 Section 2 Section 3 Section 1 Section 2 Section 3 Section 1 Section 2 Section 3 Key message Pick a relevant graphic, and repeat for all the sections in the agenda Highlight subsequent sections with yellow highlighter Summarize your final thoughts and key message in one or two sentences
  13. 13. Determine Appropriate Structure – AIDA Section Separators 13IBM Systems Technical University © Copyright IBM Corporation 2019 Title Speaker Back Matter Last Slide Introduction You, the Audience Benefits Next Steps Introduce yourself, and explain why you chose your title, thank the organizers and the audience Connect with the audience, explain that you understand why they should be interested. Answer WIIFM? Sell the sizzle, not the steak. Focus on the benefits of a solution, not the features and functions Call for Action What should the audience do next, Call their sales rep, schedule follow-up meeting with their boss In some cases, the “Next Steps” will be your last slide
  14. 14. Determine Appropriate Structure – SCI-PAB® Section Separators 14IBM Systems Technical University © Copyright IBM Corporation 2019 Title Speaker Last Slide Situation, Challenge Implications, Position Action, Benefits Situation/Challenge, what is happening now, what complications or challenges are present Implications, Position, what does this mean for the stakeholders involved, what is speaker’s position on this Action/Benefits. Call for Action, and focus on the benefits of a solution, not the features and functions Last slide can provide a summary or final thoughts Back Matter SCI-PAB is registered trademark of Mandel Communications
  15. 15. The Five C’s for Content Concise Your deck is a visual aid, NOT a teleprompter Convey Use visual imagery to enhance your message Consistent Don’t confuse your audience Clean Don’t clutter or distract your audience Contrast Choose your text, graphic and background colors carefully 15IBM Systems Technical University © Copyright IBM Corporation 2019
  16. 16. Be Concise with “Caveman Speak” – Fewer Words, Larger Fonts 16IBM Systems Technical University © Copyright IBM Corporation 2019
  17. 17. SQL Injection Spear Fishing DDoS 3rd Party SW Physical Malware XSS Watering hole Undisclosed Security Incidents by Attack Type – 2011 to 2013 Source: IBM X-Force Threat Intelligence Quarterly 1Q 2014 2011 2012 2013 Size of circle estimates relative impact of incident in terms of cost to business Convey with Pictures – Graphs and Charts 17IBM Systems Technical University © Copyright IBM Corporation 2019
  18. 18. Convey with Pictures – Picture and Text Placement 18IBM Systems Technical University © Copyright IBM Corporation 2019 tree tree Put pictures and general concepts on the left side of the slide • Processed by the right side of the brain that handles art, creativity, holistic ideas Put words and technical details on the right side of the slide • Processed by the left side of the brain that handles language, logic, math and science
  19. 19. Convey with Pictures – Eye-Movement Studies 19IBM Systems Technical University © Copyright IBM Corporation 2019 Lorem ipsum dolor sit amet, consectetur adipiscing elit. Source: Analyst Title of this slide. Source: Analyst Title of this slide. Lorem ipsum dolor sit amet, consectetur adipiscing elit.
  20. 20. Compress your pictures! 20IBM Systems Technical University © Copyright IBM Corporation 2019 150 ppi  106 KBHigh Definition 800 ppi  4166 KB Pictures Compression pictures down to 150 pixels per inch (ppi) Videos Keep videos out during peer reviews and development Add them day before event for rehearsals
  21. 21. Agenda 21IBM Systems Technical University © Copyright IBM Corporation 2019 1. Prepare 2. Practice 3. Present
  22. 22. Jerry Seinfeld on Public Speaking “According to most studies, people's number one fear is public speaking. Number two is death. Death is number two. Does that sound right? This means to the average person, if you go to a funeral, you're better off in the casket than doing the eulogy.” -- Jerry Seinfeld IBM Systems Technical University © Copyright IBM Corporation 2019 22
  23. 23. Research all aspects of your presentation SCIPAB Research areas S – Situation, Setting, Status Quo Details on current status/setting, statistics, facts about audience C – Complication or Challenge Details on the challenge or complication, what factors made it worse, more difficult to deal with, timing, resource shortages I – Implication What are the business implications, technical implications, financial costs, risk to reputation, loss of skilled employees P – Position or Proposal What do you and your company feel should be the right thing to do, what assumptions are being made, what future direction are you betting on A – Action Call for Action -- What should the audience do? Make sure you have all the answers, how to order product or service, who to contact for more B – Benefit The benefits to the audience for taking this action, client reference examples, case studies, IT Analyst reports IBM Systems Technical University © Copyright IBM Corporation 2019 23
  24. 24. Research Pronunciations of Acronyms and Initialisms Acronyms are pronounced as words • ACID, ASCII, ASIC, AWK, BIOS, BSAM, CAD/CAM, CEC, CICS, COBOL, DOS, EBCDIC, ESCON, FICON, FIFO, FUD, HARD, ITIL, JBOD, JPG, JSON, LAMP, LUN, MIPS, NIC, PEP, RACF, RADAR, RDBMS, RHEL, ROBO, SLES, SCSI, SCUBA, SED, SQL Initialisms are pronounced letter-by-letter • AI, API, BYOB, BYOD, CD, CPU, CSP, DBCS, DVD, EOL/EOS, ESS, ETL, FPGA, FTP, GPU, HBA, HTTP, IFL, IMS, IPL, ISP, JDBC, JFS, KFC, KVM, LPM, MSP, MTBF, NTFS, NVMe, ODBC, PCIe, PHP, SMB, SQL Watch YouTube videos or listen to podcasts to hear how industry terms are pronounced IBM Systems Technical University © Copyright IBM Corporation 2019 24
  25. 25. Rehearse – Practice Out Loud • Do not present in front of a mirror or your family! • Record yourself (audio or video) and listen to and watch the recording yourself afterwards IBM Systems Technical University © Copyright IBM Corporation 2019 25
  26. 26. Rehearse – The Legal Pad Method The Water Cycle 14 Condensation Precipitation Evaporation IBM Systems Technical University © Copyright IBM Corporation 2019 26
  27. 27. Agenda 27IBM Systems Technical University © Copyright IBM Corporation 2019 1. Prepare 2. Practice 3. Present
  28. 28. What you need to present Laptop —Fully charged and plugged into electricity —Connected to Audio/Visual equipment —PowerPoint application running and your deck loaded to Title page Remote control —Turned on, batteries charged Digital Clock —Apps on Smartphone available Something to drink —Avoid alcoholic, caffeinated or carbonated beverages —Room temperature water or decaf coffee IBM Systems Technical University © Copyright IBM Corporation 2019 28
  29. 29. Come Prepared – Electrical and Projector Connections • Don’t run your presentation laptop off your battery! • Have adapters for different countries • Have adapter for HDMI, VGA and Mini DV connections IBM Systems Technical University © Copyright IBM Corporation 2019 29
  30. 30. Recite the Three Affirmations of Public Speaking The Audience cloud be: Boardroom • Single Client or Executive Classroom • System Administrators Ballroom • Existing and Prospective Clients • IT Analysts / Consultants • Sellers and Business Partners Three Affirmations: “This audience believes I am the expert.“ "They don't know what I'm going to say.“ "They want me to succeed.“ IBM Systems Technical University © Copyright IBM Corporation 2019 30
  31. 31. • Avoid the mistake of trying to make no mistakes • Your response to a mistake defines the audience’s response • Only memorize the first 5-7 minutes of your presentation We all make mistakes IBM Systems Technical University © Copyright IBM Corporation 2019 31
  32. 32. Don’t Use Your Laser Pointer! • Some remote controls have laser pointers • Only valid use is to check if batteries are dead • Instead, use words like “On your lower right…” IBM Systems Technical University © Copyright IBM Corporation 2019 32
  33. 33. Like Pouring Wine You are the host of your cocktail party • Focus on those drinking the wine • Skip those not drinking IBM Systems Technical University © Copyright IBM Corporation 2019 34
  34. 34. • When to take questions? • Always repeat the question! • Never end the presentation asking for questions • Trouble-making questions Handling Questions IBM Systems Technical University © Copyright IBM Corporation 2019 35
  35. 35. Closing – Landing on your feet End on time • 45-60 minutes for an hour-long presentation • Too early or overtime – FAIL! Leave them with the message you want them to take away • Recap your presentation • Offer some final thoughts • Call for Action IBM Systems Technical University © Copyright IBM Corporation 2019 36
  36. 36. Final Thoughts “There are two types of speakers: those that are nervous and those that are liars.” -- Mark Twain "One of the greatest discoveries a person makes it to find they can do what they were afraid they couldn't do" -- Tom Ford IBM Systems Technical University © Copyright IBM Corporation 2019 37
  37. 37. Thank you! IBM Systems Technical University © Copyright IBM Corporation 2019 38 Tony Pearson tpearson@us.ibm.com +1-520-799-4309 Please complete the Session Evaluation!
  38. 38. Some PowerPoint Terminology 39IBM Systems Technical University © Copyright IBM Corporation 2019 Presentation – a speaker performing in front of a live audience, delivering a message with voice and visual aids like props or PowerPoint Slides – What is shown on the screen Deck – a set of one or more slides used to support the presentation Charts – Pie charts, Bar graphs, etc. Some decks may have 4 or 5 charts on a single slide Pages – Printed sheets of paper for handouts, you can have one or more slides per page when printed or saved as PDF file
  39. 39. Convey with Pictures – Free Sources for Images and Graphics 40IBM Systems Technical University © Copyright IBM Corporation 2019 —Royalty vs. Royalty-Free vs. Free —Personal vs. Commercial use —Attributions to the Photographer —Sites for Free images/graphics: • https://www.freeimages.com/ • https://openphoto.net/ • https://www.pexels.com/ • https://picjumbo.com/ • https://pixabay.com/ • https://slideshare.net/
  40. 40. About the Speaker Tony Pearson is a Master Inventor, Senior IT Management Consultant, and Content Manager for the IBM Systems Technical University events. Tony joined IBM Corporation in 1986 in Tucson, Arizona, USA, and has lived there ever since. Tony presents briefings on storage topics covering the entire IBM Storage product line, IBM Spectrum Storage software products, and topics related to Cloud Computing, Analytics and Cognitive Solutions. He interacts with clients, speaks at conferences and events, and leads client workshops to help clients with strategic planning for IBM’s integrated set of storage management software, hardware, and virtualization solutions. Tony writes the “Inside System Storage” blog, which is read by thousands of clients, IBM sales reps and IBM Business Partners every week. This blog was rated one of the top 10 blogs for the IT storage industry by “Networking World” magazine, and #1 most read IBM blog on IBM’s developerWorks. The blog has been published in series of books, Inside System Storage: Volume I through V. Over the past years, Tony has worked in development, marketing and consulting for various IBM Systems hardware and software products. Tony has a Bachelor of Science degree in Software Engineering, and a Master of Science degree in Electrical Engineering, both from the University of Arizona. Tony is an inventor or co-inventor of 19 patents in the field of IBM Systems and electronic data storage. 9000 S. Rita Road Bldg 9032 Floor 1 Tucson, AZ 85744 +1 520-799-4309 (Office) tpearson@us.ibm.com Tony Pearson Master Inventor Senior Management Consultant, IBM Systems La Services IBM Storage IBM Systems Technical University © Copyright IBM Corporation 2019 41
  41. 41. My Social Media Presence Blog*: ibm.co/Pearson LinkedIn: https://www.linkedin.com/in/az990tony Books: www.lulu.com/spotlight/990_tony IBM Expert Network on Slideshare: www.slideshare.net/az990tony Twitter: twitter.com/az990tony Facebook: www.facebook.com/tony.pearson.16121 Instagram: www.instagram.com/az990tony/ Email: tpearson@us.ibm.com * Not a typo. This is short URL for https://www.ibm.com/developerworks/mydeveloperworks/blogs/InsideSystemStorage/ IBM Systems Technical University © Copyright IBM Corporation 2019 42
  42. 42. Notices and disclaimers — © 2019 International Business Machines Corporation. No part of this document may be reproduced or transmitted in any form without written permission from IBM. — U.S. Government Users Restricted Rights — use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM. — Information in these presentations (including information relating to products that have not yet been announced by IBM) has been reviewed for accuracy as of the date of initial publication and could include unintentional technical or typographical errors. IBM shall have no responsibility to update this information. This document is distributed “as is” without any warranty, either express or implied. In no event, shall IBM be liable for any damage arising from the use of this information, including but not limited to, loss of data, business interruption, loss of profit or loss of opportunity. IBM products and services are warranted per the terms and conditions of the agreements under which they are provided. — IBM products are manufactured from new parts or new and used parts. In some cases, a product may not be new and may have been previously installed. Regardless, our warranty terms apply.” — Any statements regarding IBM's future direction, intent or product plans are subject to change or withdrawal without notice. — Performance data contained herein was generally obtained in a controlled, isolated environments. Customer examples are presented as illustrations of how those — customers have used IBM products and the results they may have achieved. Actual performance, cost, savings or other results in other operating environments may vary. — References in this document to IBM products, programs, or services does not imply that IBM intends to make such products, programs or services available in all countries in which IBM operates or does business. — Workshops, sessions and associated materials may have been prepared by independent session speakers, and do not necessarily reflect the views of IBM. All materials and discussions are provided for informational purposes only, and are neither intended to, nor shall constitute legal or other guidance or advice to any individual participant or their specific situation. — It is the customer’s responsibility to insure its own compliance with legal requirements and to obtain advice of competent legal counsel as to the identification and interpretation of any relevant laws and regulatory requirements that may affect the customer’s business and any actions the customer may need to take to comply with such laws. IBM does not provide legal advice or represent or warrant that its services or products will ensure that the customer follows any law. IBM Systems Technical University © Copyright IBM Corporation 2019 43
  43. 43. Notices and disclaimers continued — Information concerning non-IBM products was obtained from the suppliers of those products, their published announcements or other publicly available sources. IBM has not tested those products about this publication and cannot confirm the accuracy of performance, compatibility or any other claims related to non-IBM products. Questions on the capabilities of non- IBM products should be addressed to the suppliers of those products. IBM does not warrant the quality of any third-party products, or the ability of any such third-party products to interoperate with IBM’s products. IBM expressly disclaims all warranties, expressed or implied, including but not limited to, the implied warranties of merchantability and fitness for a purpose. — The provision of the information contained herein is not intended to, and does not, grant any right or license under any IBM patents, copyrights, trademarks or other intellectual property right. — IBM, the IBM logo, ibm.com and [names of other referenced IBM products and services used in the presentation] are trademarks of International Business Machines Corporation, registered in many jurisdictions worldwide. Other product and service names might be trademarks of IBM or other companies. A current list of IBM trademarks is available on the Web at "Copyright and trademark information" at: www.ibm.com/legal/copytrade.shtml IBM Systems Technical University © Copyright IBM Corporation 2019 44
  44. 44. This presentation uses the IBM Plex™ font IBM Plex™ is our new typeface. It’s global, it’s versatile and it’s distinctly IBM. IBM Plex Sans The IBM company is freeing itself from the cold, modernist cliché and replacing Helvetica with a new corporate typeface. Also replaces Arial, Calibri, Lucida Grande, Trebuchet, etc. IBM Plex Mono A little something for developers. Replaces Courier New, Letter Gothic, Lucida Console, etc. IBM Plex Serif A hybrid of the third kind (combining the best of Plex, Bodoni, and Janson into a contemporary serif). Replaces Cambria, Garamond, Lucida Bright, Times New Roman, etc. IBM Plex is freely available as TrueType and OpenType at: https://github.com/IBM/plex/releases and looks consistently good across Windows, Linux and Mac IBM Systems Technical University © Copyright IBM Corporation 2019 45

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