Explains the need for making forceful PowerPoint presentation that helps in retaining the attention of the decision makers till the end and achieve the objectives,describes the various steps to be taken for preparing and making the PowerPoint presentation,six things to do and six things not to do while making a presentation

1. Shahid Hussain Raja
Independent Consultant-Public Policy
SANO Consultants Ltd UK
www.sanocosultants.co.uk

2.  Introduction
 Parts of presentation
 Ideal number of slides/lines/words
 Layout, fonts size, colour scheme
 Things to do
 Things not to do
 Conclusions

3.  PowerPoint presentation is a major tool of decision
making
 Only having command of the subject and the
PowerPoint presentation, a civil servant can make
his mark in future.
 Capturing your audience attention up to your last
point is the biggest challenge of presenter

4.  Captive audience-do not test their patience
 Time constraint-never overstep
 Technological dependence-it can fail you
 Interactive-human touch is necessary
 Structural rigidities-follow the rules

5.  Planning and research-mastery over the subject
 Structuring the ideas-what you want to say
 Design and layout-how you will show
 Speech writing/notes-how you will say
 Delivery and fear control-everyone is afraid
 Questions and answers-handle with care

6. There are 6 parts of any presentation
1.Introduction
2.Background
3.Current position
4.Options
5.Recommendations
6.Conclusions

7.  Seek the permission of the chair to start
 Explain the purpose of making presentation
 Also explain major issues you will be discussing
and the moot point on which decision is required
 Be brief but focused requesting audience to ask
questions at end
 Thank the chair for permission and participants for
their patience

8.  Explain the background of the case
 Previous history of the case if it is a follow-up
 Inform the participants about the progress made and the
constraints/difficulties faced
 Do not blame others for your own shortcomings
 If other departments are involved, give their viewpoints
also or let them express their views
 Be brief but do not skip essential details

9.  Here the main case is to be explained
 Discuss all the facts, figures and findings
 Avoid use of jargon; explain if necessary
 Apprise participants about the issues involved
 Why decision is to be taken one way or other

10.  Present all the options available
 Discuss pros and cons of each option/proposal
 Normally following options are available
A. Status quo be maintained
B. Revert to original position
C. New path be taken with tilt toward
1.status quo
2.old position
3.totally new road
 Do not give your recommendation at this point

11.  Recommend the option you prefer the most
 Also give cogent reasons for your preference.
 Mention the likely negative fallouts
 Explain why you prefer as compared to other
options
 Be passionate but not emotional

12.  Every presentation must end with a conclusion
 Few sentences- what you have covered and what is
the decision point
 Thank the chair/ participants for their patience
 Invite them for questions

13. Remember the “Golden Rule of 6”
1. Minimum slides in a presentation are 6*1= 6
2. Ideal slides in a presentation are 6*2=12
3. Maximum slides in a presentation are 6*3=18
4. Ideal number of lines in one slide is 6*1=6
5. Ideal number of words in one line is 6*1=6
6. Maximum time (mins) for presentation is 6*6=36

14. 1.Stick to your main point throughout
2.Always maintain eye contact with audience
3.Speak clearly and vary the tone/pitch of your voice
4.Be careful about spelling, grammar, acronyms
5.Use simple colour scheme/consistent font style
6.Use bullets to show the most important points

15. 1. Using animation- do not use at all !
2. Using capital words where not necessary
3. Taking more time than allotted
4. Cracking jokes/making remarks
5. Using slides as visual aid-writing entire text
6. Fidgeting, playing with objects

16. “If anything can go wrong, it will go wrong “
 Always be prepared for any eventuality/technical hitch
 If equipment/ tools failed you, you should be creative.
 Improvise. Use anything handy to present your ideas.
 Initiate a group activity or discussion.
 Do not grumble. Seek a positive response

17.  PowerPoint presentation is an effective way
of communicating and helpful tool of
decision making and that is all.
 It cannot substitute for in-depth study of
the topic under discussion
 Remember! Ultimately proper application of
critical thinking, strategic planning, project
management and problem solving are the
hallmark of any civil servant

18.  Thank you for viewing the presentation
 Its updated article version is available at my
website www.shahidhussainraja.com
 Kindly visit the above website and do leave
your comments there.
 Any suggestion for improvement will be duly
acknowledged