Successfully reported this slideshow.
We use your LinkedIn profile and activity data to personalize ads and to show you more relevant ads. You can change your ad preferences anytime.

Ppt Presentations Best Methods


Published on

Published in: Education, Technology, Business
  • Be the first to comment

  • Be the first to like this

Ppt 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>