effective presentations using microsoft powerpoint

Effective PresentationsEffective PresentationsUsing Microsoft PowerPoint

Lawrie Robertson

Fred Hutchinson Cancer Research Center

[email protected] - 206-667-4266

mailto:[email protected]

Effective Presentations Using PowerPoint 13

VisualsVisualsPlanning andPlanning and

AnalysisAnalysis

Practice & Practice & Do It!Do It!

EffectivePresentation

Presentation ComponentsPresentation Components

Content Content Message Message Supporting Supporting PointsPoints


Planning and

Analysis



Planning Your PresentationBrain it!

Group it!

Trim it!

Spice it!

Do it!


SPAM Model

• SSituation

• PPurpose

• AAudience

• MMethod


Status Assessment

• Reason for presentation – core message

• Circumstances, history

• Need, relevance

• Knowledge of topic

• New research required

• Time, place, logistics

SituationSituation

P

A

M


Content

Determine and clarify:

• Roadblocks/hostility to your message

• Best approach

• Most persuasive content– What facts will persuade?– What elements make message credible?

• Research and lead time required

SituationSituation

P

A

M


Content

Identify:

• Key messages to retain

• Best strategy to convey core message

• Content to respond to 3 questions: – What’s up? – So what? – Now what?

• Handouts and supporting visuals

SituationSituation

P

A

M


Logistics

Determine:

• Overall agenda and purpose

• How much time you have

• Time needed to achieve content goals

• Location where you are presenting

• Who else needs to be coordinated with

Situation

P

A

M


Logistics

Anticipate:

• Challenges presented by room

• Equipment required and who provides it

• Who can help you with setup problems

• Contingencies I need to prepare for

• Items required for pre-event checklist

Situation

P

A

M


Message

Clarify:

• What is your core message, vision?

• What are your outcome objectives?

• Why is this topic important to you?

• Why should it be to the audience?

• What key facts, ideas, benefits support this vision?

S

PurposePurpose

A

M


Message

Determine:• What examples and visuals best illustrate

message?• What actions do you want taken?• What follow-up is required?

– By you?– By participants?

S

PurposePurpose

A

M


Analysis

• Who is your audience?– Demographics– Common interests– Outlook

• What they know, don’t know about topic• What do they need to know?• What are their expectations, needs?• What is influencing expectations?

S

P

AudienceAudience

M


Analysis

Determine and clarify:

• Information you want to provide

• Appropriate level of detail

• Barriers, attitudes, expectations are held about the topic or situation

• Your credibility with this audience

• Your goals for group

• Common ground among group

S

P

AudienceAudience

M


Managing Members

Considerations• Manage to your strengths• Do it your way, no prescriptions• Use of:

– Movement– Gestures – Voice– Eye contact– Changing the rhythm

S

P

AudienceAudience

M


Managing Members

Considerations• Techniques to deal with hostile audience

members• Content they will need to meet my

objectives• Content they are seeking• Methods to open their thinking to new

options/possibilities

S

P

AudienceAudience

M


DesignDesign

Use analysis to design a presentation that:• Responds to participants’ interests• Focuses on a core message supported

by 3-5 major points• Flows logically • Offers visuals that clarify content,

promote retention, attend to non-verbal elements

• Provides time for discussion, questions

S

P

A

MethodMethod


Content

Refine content to support the message• Opening

– Grab attention– Offer a reason to listen– Provide a road map to session

• Body – 3-5 major supporting points, facts, information– Visuals to support message

• Closing– Summary, objectives, benefits, motivation to act

S

P

A

MethodMethod


Evaluation and Feedback

To design your evaluation:

• Review past evaluations

• Identify evaluation tools to support content

• Address need for mid-point checks and corrections to support audience goals

S

P

A

MethodMethod


Evaluation and Feedback

Plan evaluation methods to:

• Seek formal feedback from participants during breaks – am I meeting your needs?

• Determine post session evaluation– Questionnaire for feedback and ideas for

next time – My reaction – what worked? Do differently?

S

P

A

MethodMethod


Small Group Exercise

Describe how you might apply the

“SPAM” model to plan a presentation at

an upcoming Faculty Meeting to outline

a new grant reporting requirement


Planning andPlanning and

AnalysisAnalysis




Impact

• 3 presentations– One you wanted to give– One you thought you gave– One you actually gave

• Impact = enthusiasm + preparation– Being natural, lively, appropriate– Delivery consistent with message– Supporting facts, statistics, illustrations, logic– Effective visuals to clarify, change pace


Building Audience Interest

• Adults learn best interactively

• 3 information processing methods– Visually– Audibly– Intuitively

• Cultural context affects listening



• Audiences need to link content to – Personal experience, circumstances– Concepts/principles rather than war stories

• Information applied to practice will be retained – hearing, seeing, doing


0% 5% 10%

Hear Only

Message Retention - Hearing Only

Percent Retained

How Adults Process Information


0% 10% 20% 30% 40% 50%

Hear Only

Hear & See

Message Retention - Hearing & Seeing

Percent Retained



0% 20% 40% 60% 80%

Hear Only

Hear & See

Hear, See &Do

Message Retention - See, Hear & Do

Percent Retained



AAudience – What They Really Want!



• Be Yourself– Avoid formula approach– Know and maximize strengths– Use what works for you– Attend to nervous habits– Learn from every experience– Seek feedback from people you trust

• Rehearse, rehearse, rehearse



Establish rapport and buy in• Organize presentation material logically• Offer information they can apply• Focus on principles with illustrations• Recognize their experience as valuable• Adapt concepts to audience’s experience• Engage the audience – discussion, role

playing, simulations, small group processes



Supporting actions• Posture and body awareness• Eye contact• Hands and Gestures - animation• Movement• Voice and clarity – pausing/breathing• Change of pace• No reading, no apologies



Audience interest is influenced by• Speaker’s

– Dress– Attitude– Mannerisms and nervous habits– Tone– Confidence

• Content and delivery • Information’s value justifies time investment



Audience interest is supported by:

• Providing clear benefits

• Keeping audience’s needs as primary

• Covering the material promised

• Staying within the schedule

• Offering time for discussion, questions



• Visualize a standing ovation

• Stand at 45 degrees to screen

• Stand with screen to your left

• Limit pointer to critical uses only

• Break pattern with asking audience questions

• Remember – audience wants you to succeed!


Break Discussion

Think of a presentation that was out of touch with its audience.

– What did the presenter do or fail to do?

– What would you now do if it were you

presenting on the topic?



AnalysisAnalysis




Visual Aids

Last step – add visuals


Visual AidsEffectively designed visuals• Use graphics to support text, not

overwhelm it• Clarify and support content • Offer a single message• Order information logically• View easily from distance• Provide consistently formatted slides• Offer comfortable and consistent

transitions


Impact of VisualsRetain

Communicate Efficient

Produce


Visual Aids - TipsFor impact with PowerPoint:• Keep content simple - headlines• Work off the slides• Use a non-distracting template and

appealing colors when projected• Use “View-Master-Master Slide

– Set title and bullet font and font sizes– Set default slide transitions & bullet

animation– Place header and footer information


Visual Aids - TipsFor audience visibility:• 2 plain fonts

–Times New Roman for titles– Arial/Helvetica for bullets

• Font sizes:– Focus on readability (20 – 44 points)

–Titles (36-44 points)– Bullets (20-32 points)


Visual Aids - Tips

For word slides:

• 6 – 6 – 6 Rule – 6 lines per page – 6 words per bullet – No more than 6 word slides in a row

without a chart or graphic


Example of Bullet Slide

Selecting Hiring

Panel• Uneven number• Balance

– Gender– Age– Race/Ethnicity– Experience

• Different perspectives on job


Visual Aids - Tips

Slide appearance

• Assume 3 minutes per slide

• Avoid USE OF ALL CAPS

• Use landscape orientation, ample margins

• Graphics should clarify, not confuse

• Contrasting colors work best

• Test colors and graphics with projector


What Colors Convey

58Effective Presentations Using PowerPoint

Example of Graphic Build SlidePriority Setting Establish Budgets and Phase

Projects

TimeTime

Priority Set

Review & Establish Business Practice

Business Plan

Production

Pilot & Review

Design & Review

Budget

Build Budget Next FY


Template Considerations

Characteristics of effective templates:– Support not distract from message– Simple rather than busy– Offer room and flexibility for content– Simplify your work, easy to use – Appropriate to presentation type– Pleasant to look at throughout– Well coordinated with other presenter’s

content and formatting


Template Considerations

• Start with the Master Slide formatting

• For large groups– Mauve background with black letters – Better than classic yellow on blue


Converting Hand Times

• For track events - convert times to next higher 1/10th of a second

– Time on watch = 10.43– Reported time is 10.5– Time on watch = 10.50– Reported time is 10.5

• For races not fully on the track, convert times to next highest second, e.g.marathon:

– Time on watch = 3:29:45.12– Reported time is 3:29:46



AnalysisAnalysis





Managing Your Time

• Slide to time ratio = 3 minutes each

• Check points (agenda and clock)

• Coordinate with other presenters

• Rehearse for “time sense”

• Determine timing of questions

• Leave time for questions/discussion

• When less time is available…


Handouts and Speaker’s Notes

M ESSENGERM ESSENGERM ESSENGERM ESSENGERM ESSENGERM ESSENGERM ESSENGERM ESSENGERM ESSENGERM ESSENGERM ESSENGER

T h i s i s a H e a d l i n e 2 , p a g e 2

A n o th e r H e a d l i n e 2 , p a g e 2 T h i s i s a H e a d l i n e 3 , p a g e 2

A n o th e r H e a d l i n e 3 , p a g e 3



B r e a k i n g N e w G r o u n d !B r e a k i n g N e w G r o u n d !B r e a k i n g N e w G r o u n d !B r e a k i n g N e w G r o u n d !B r e a k i n g N e w G r o u n d !B r e a k i n g N e w G r o u n d !B r e a k i n g N e w G r o u n d !B r e a k i n g N e w G r o u n d !B r e a k i n g N e w G r o u n d !

T h eY o u r C o m p a n y N a m e G o e s H e r e

S p r i n g 2 0 0 1

INS IDEINS IDEINS IDEINS IDEINS IDEINS IDEINS IDEINS IDEINS IDEINS IDEINS IDE

f h j r u t u t f h j g f h j f g j f g u j f g j hu r t u j d j h f j h f j h f d h f j f j t y j y j jy y t j f j h f y x j x r t x d t h x d g h x f g h x f g h g f x j x f g h j t g h z t d g h t t h x t d h y z d h x y j k c g h k k k h g j l u k g f k f k j g k g k h g c c h g h g c h g c h g k h g j h g j g h k j h k j h g j h g j h g c j y f h j h j h v j h v j h j h v j h j h g j h h g j h j c h v j g f j c h j c h j h j h j y h g j h n j h h g j h g j h j h g c h j h v b j j h v j h v j v h h v j h j h h j c h j h v j h j f g j f g j h h v j h j h j c h j h j h j h

h c j j j x d x h d x h g x g f x g f x j n j b k k h g c f h j r u t u t f h j g f h j f g j f g u j f g j hu r t u j d j h f j h f j h f d h f j f j t y j y j jy y t j f j h f y x j x r t x d t h x d g h x f g h x f g h g f x j x f g h j t g h z t d g h t t h x t d h y z d h x y j k c g h k k k h g j l u k g f k f k j g k g k h g c c h g h g c h g c h g k h g j h g j g h k j h k j h g j h g j h g c j y f h j h j h v j h v j h j h v j h j h g j h h g j h j c h v j g f j c h j c h j h j h j y h g j h n j h h g j h g j h j h g c h j h v b j j h v j h v j v h h v j h j h h j c h j h v j h j f g j f g j h h v j h j h j c h j h j h j h

h c j j j x d x h d x h g x g f x g f x j n j b k k h g c



Handouts• Notes sheet during, slide handouts after• Assume 25% more than size of group• Place in front of room• Distribute at one time• Options:

– Put on CD – Post on web site– Use “Handouts Master”– Transfer to MS Word









S p r i n g 2 0 0 1







Handouts• Options:

– Use “Handouts Master”– Put on CD – Post on web site– Transfer to MS Word

• Word– Advantage = formatting options– Disadvantage = file size









S p r i n g 2 0 0 1







Handouts

• Options for Handouts in PowerPoint– 9 slides per page only for speaker– 6 slides same as 3 with notes– Complex content = 2 per page– For dark graphics print “pure black

and white” rather than “grayscale”– Consider bright white paper









S p r i n g 2 0 0 1







6 Per Page9 Per Page


2 Per Page3 Per Page


Speaker Notes• Options – personal choice

– Speaker notes in PowerPoint– Word notes– Note cards– Bullet slides

• Ideas– Notebook with colored paper– 2 slides per page for unfamiliar– 6-9 per page for familiar – Problem: reading/seeing what’s next


Common Mistakes


What are the most irritating mistakes or distractions you have noticed in recent PowerPoint presentations?


Common Mistakes

Lack of planning• Rushed job, last minute• Wrong message for this audience• Unresponsive to audience• Lack of logic to points• Poor or missing handouts• Audience reading handouts, not

watching


Common Mistakes

Lack of planning• Poor proofing/editing• Too many slides/content for allotted

time• No flow between points• No contingency plan• No evaluation• Failure to follow-up


Common Mistakes

Poor slides

• Cluttered content

• Distracting template or colors

• Too many fonts or too small to read

• Endless word slides without break

• Confusing content or graphics

• Inconsistent or overactive transitions


Common Mistakes

Poor slides

• Not enough “white space”

• Use of HARD TO READ OF ALL CAPS

• Too many words per line

• Implying priority by using numbers

• Too many whistles, bells, movement – overuse of features


Common Mistakes

Bad delivery habits• Um, uh, and, like• Distracting actions – coins, pointer• Inappropriate clothing• Turning back to audience• Blocking the screen• Reading the slides• Reading presentation


Common Mistakes

Bad delivery habits• Lack of movement• No pausing• Hiding behind the podium• Not managing audience• Running over schedule• No time for questions• Not answering questions asked


PowerPoint Tips and Tricks


Presentation Tips and Tricks

• Rehearse with someone unfamiliar with topic

• Develop a checklist

• Arrive 30 minutes early to– Check room– Layout– Equipment

• Meet with venue staff – have phone #



• Have spare batteries, flashlight and 6 foot power cord

• Bring your own computer and wireless mouse

• Put handouts in back of room

• Place handouts on a website



• Walk your audience (Donohue style)

• Use a wireless mouse–fingers off buttons

• Use pointers, lasers sparingly

• Use slide printouts for notes

• Use two-sided notes with alternating pages in a different color

• Think about props or the unexpected



Use “View – Master”• Slide Master

– Established defaults before creating slides– Use “appear” in builds with dimming – 2nd level builds

• Handouts Master– Slide Master View Handouts for footers

and titles– Number slides for handouts, not screen



• Pictures – Crop to adjust or improve– JPG rather than BMP for smaller files– Layered fills

• Graphics– Use View Guides to align graphics– Drag and drop charts from Excel


PowerPoint Tips and TricksFormat and transitions:• Use features sparingly, only to

enhance impact of message– Cut through black for slide transitions– 2 animation schemes, avoid random– Sounds and video – sparingly for effect

• Group/Ungroup• Align• Back to Front for layering



Preparation Logistics:

• Pack’n go for transfer to floppies

• Drag presentation to be icon on window

• Use Slide Show-Set Up Show command to run show automatically

• Blank slide at front and back

• Hide feature to turn off, but retain, slides


PowerPoint Tips and TricksWhen presenting

• Commands:– Use FN-F8 – laptop monitor and screen– “B” key to blacken screen, “W” key = white

Examples of Slides

What do you think?


Recent ActionsRecent Actions

Faculty interviewsBlocking & Stacking

decisions PHS Faculty and All-Staff

briefings Executive Committee

decisions on schematic design

Floor group meetings


Converting Hand Times

• For track events - convert times to next higher 1/10th of a second

– Time on watch = 10.43– Reported time is 10.5– Time on watch = 10.50– Reported time is 10.5

• For races not fully on the track, convert times to next highest second, e.g.marathon:

– Time on watch = 3:29:45.12– Reported time is 3:29:46


A Sample ProbElems

• Bullet one– Bullet Two

• Bullet three– Bullet four

• Bullet FIVE• Bullet Six

Shot Of My“BACKYARD”


The Change Process

PRESENTSTATE

TRANSITIONSTATE DESIRED

STATE

UnfreezingOccurs

RefreezingOccurs


Organization of Meet Personnel

Meet Director

Starter

Jury of Appeals

Track Referee Field Referee

Race Walk Referee

Chief Clerk

Chief Finish Judge Chief Umpire Chief Field Judge


Putting Concepts to PracticeA Group Process


Review Questions Discussion


Session Handouts

• Notes sheet

• Session slides – 6 slides per page

• Session outline

• CD with files

• Group process

• Homework forms


CD Contents


Resources



AnalysisAnalysis


EffectivePresentation




Today We Covered

Presentation basicsContent considerationsBuilding audience attentionManaging your audience and timeVisual aids, handouts, mistakes, tipsGroup processResources, review, questions,

discussion


• You've carefully thought out all the angles.

• You've done it a thousand times.• It comes naturally to you.• You know what you're doing, its

what you've been trained to do your whole life.

• Nothing could possibly go wrong, right ?

Just to Keep You Humble


Think Again.

effective presentations using microsoft powerpoint

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