This document provides an overview and guidelines for creating effective presentations using Microsoft PowerPoint. It discusses planning presentations by understanding the audience and defining the purpose. Key tips include keeping slides simple, using visuals to support points, and practicing delivery. Effective presentations involve preparing content, timing slides to keep attention, and designing slides with principles of visual clarity and restraint.

1. Electronic Presentations with Microsoft PowerPoint Flagler College Fall 2009

2. Outline Why Microsoft PowerPoint? Examples Text exercises Practice Practice Practice

3. Objectives Review the key concepts of planning and designing presentations Learn how to create a well-organized presentation with Microsoft PowerPoint

4. Objectives Review the fundamentals of graphs and charts Learn the importance of choosing the appropriate graph or chart for the type of data or message to be presented

5. Key Concepts Define presentation graphics Review the advantages of presentation graphics Review the principles of good presentations Review the principles of design excellence

6. Key Concepts Types of business graphics Presentation graphics Analytical graphics

7. Definition Presentation graphics are: the visualization of information and ideas in an easily understood format supporting a message

8. Definition Electronic presentations are: the visualization of information and ideas in an easily understood format supporting a message using computer to present the presentation

9. Advantages Generates and sustains interest Centers attention on the topic Identifies the most important points Clarifies the spoken word Helps understand abstract information

10. Even More Advantages Gets a point across - numeric data Makes topics more interesting Assists in comprehension and retention Brightens up lessons, reports, documents Gives the appearance of being prepared, organized, professional

11. What’s Involved Time Creative efforts PC’s and software Anyone can do it – it’s not a luxury – it’s expected

12. Principles of Good Presentations 1 Delivering presentations effectively involves a four-step process or the 4-P’s: 1. Plan 2. Prepare 3. Practice 4. Present Copyright 1996 © Dale Carnegie & Associates, Inc.

13. Plan - Audience Know your audience Knowledge Experience Needs Goals

14. Plan - Purpose Define the purpose of your talk based on the outcome you seek with your audience Inform? Persuade / Sell? Motivate? Teach / Train?

15. Prepare Prepare an attention-getting opening Illustrate and support key points with evidence and visuals Prepare a memorable close

16. More Preparation Determine the results to display Determine the text Determine the data Determine the timing of the presentation

17. Timing: The 8 Minute Rule 1 Time your talk! An audience’s ability to focus on what’s being said --- and remember what’s being said --- drops off at 8 minutes Exception: For example, classroom lectures supported by electronic presentations.

18. Timing: Breaking the Tedium Go to Q and A after 15 minutes to touch on details Use another speaker Show a video Tell a story Stop! Stop! Stop!

19. Timing: The 8 Second Rule The “Fast Start 8 Second Rule” Most people decide within 8 seconds if a speaker is worth hearing or not Therefore, begin STRONGLY! Get to the point immediately - Share your message clearly - Give the audience take-away

20. Practice Practice your presentation before an audience, coach, mirror, video camera Review your slides for Clarity and Relevancy Eye-appeal and Visibility Quality Memorability

21. More Practice Receive feedback and coaching for Strong opening and memorable close Clear message - key points Logical flow Timing Distracting mannerisms

22. Presentation - Fundamentals Establish a positive attitude “ Own” your subject Project the value of your message

23. Presentation - First Impression Establish eye-contact Display poised body language Project confidence Be well groomed

24. Presentation - Rapport Be sincere Be yourself Say “we” not “you” Involve your audience Like your audience or at least pretend to like them

25. Presentation - Attention Be enthusiastic Use vivid words Express yourself clearly and concisely Have an upbeat voice Have proper body language Remember you are the expert

26. Successful Presentations Repeatedly Prepare, Practice, Perform K-I-S-S Personalize your presentation Q and A - Interaction Listen to the questions Be flexible Be prepared for the unexpected

27. Successful Presentations Talk - use notes sparingly Don’t watch the slides Web-erize the presentation SlideShare or Web or YouTube or …. Use annotation Use pointers Use timing

28. Successful Presentations Have back-up presentation files Have alternative presentation files Know your location and facilities Leave time for set-up Don’t panic ----- power, bulbs, cables, crashes, handouts

29. General Principles of Design Plan, organize, and review Keep slides simple Spell-check Be consistent Credit sources Use restraint

30. General Principles of Design Project design and logical flow Remember timing “ Own” your message Focus on your theme Use restraint

31. Principles of Design - Text Use only 2 or 3 typefaces Use upper and lower case Don’t use fonts too small to read Limit the use of decorative typefaces Use different sizes and styles of one typeface not different typefaces Use restraint

32. Principles of Design - Layout Use titles and subtitles Use punctuation carefully Consider alignment and layouts Use borders and boxes for impact Use restraint

33. Principles of Design - Visual Don’t use busy backgrounds Avoid fancy borders and symbols Coordinate text and background colors Use organization’s colors and logos Use restraint

34. Principles of Design - Special Effects Effects are powerful tools Animation increases the impact Reserve movement for key points Justify every special effect Practice timing Use restraint

35. Special Features Graphics - Pictures and Clipart Music and Audio Videos Web publishing Web links Special effects

36. Business Graphics Define and represent data in a visual and easily understood format Describe, explore, and summarize a set of numbers quite effectively Communicate complex ideas with clarity, precision, and efficiency Communicate with a powerful tool

37. Business Graphic Programs Presentation graphics Analytical graphics

38. Graphics Software 1. Presentation Graphics Example - Microsoft PowerPoint 2. Analytical Graphics Example - Microsoft Excel

39. Presentation Graphics Offer quality business graphics Prepare charts, graphs, and other visual aids Include multimedia effects – audio, music, videos Embrace libraries of symbols, drawings, clip art, pictures Control easy, fast, professional look

40. Analytical Graphics Encourage the viewer to think about the substance Present many numbers in a small space Make large data sets coherent Reveal the data at several levels of detail

41. Analytical Graphics Encourage the eye to compare Help users analyze and understand specific data Serve a clear purpose, description, exploration, tabulation, or decoration

42. Analytical Graphics Construct and view line, bar, pie-chart graphs Produce useful, simple illustrations Present elaborate presentations Integrate closely with the statistical and verbal descriptions of a data set

43. Practice Graphical Integrity Reveal the truth Communicate clearly Follow principles of integrity

44. Remember! Presentations are very powerful They are fun to develop You will appear to be an expert Enjoy Microsoft PowerPoint 2007