Making Presentations That Making Presentations That Audiences Will LoveAudiences Will Love

Purpose of making Visual Purpose of making Visual PresentationsPresentationsPurpose of making Visual Purpose of making Visual PresentationsPresentations

Illustration or demonstrationIllustration or demonstration

Understanding of the messageUnderstanding of the message

EntertainmentEntertainment

GuideGuide

Information Information

RetentionRetention

Use a TemplateUse a Template

Use a set font and color scheme.Use a set font and color scheme. Different styles are disconcerting to the Different styles are disconcerting to the

audience.audience. You want the audience to focus on what you You want the audience to focus on what you

present, not the way you present.present, not the way you present.

FontsFonts

Choose a clean font that is easy to read.Choose a clean font that is easy to read. Roman and Roman and GothicGothic typefaces are easier to read typefaces are easier to read

than than ScriptScript or or Old EnglishOld English.. Stick with one or two types of fonts.Stick with one or two types of fonts.

Font SizeFont Size

Bulleted items should be no smaller than 22 points.Bulleted items should be no smaller than 22 points.

The title should be no smaller than 28 The title should be no smaller than 28 points.points.

BulletsBullets

Keep each bullet to one line, two at the Keep each bullet to one line, two at the most.most.

Limit the number of bullets in a screen to Limit the number of bullets in a screen to six, four if there is a large title, logo, six, four if there is a large title, logo, picture, etc.picture, etc.– This is known as “cueing”This is known as “cueing”– You want to “cue” the audience in on You want to “cue” the audience in on

what you are going to say.what you are going to say. Cues can be thought of as a brief Cues can be thought of as a brief

“preview.”“preview.” This gives the audience a “framework” This gives the audience a “framework”

to build upon.to build upon.

Bullets Bullets (con.)(con.)

If you crowd too much text, the audience will If you crowd too much text, the audience will not read it.not read it.– Too much text makes it look busy and is Too much text makes it look busy and is

hard to read.hard to read.– Why should they spend the energy reading Why should they spend the energy reading

it, when you are going to tell them what it it, when you are going to tell them what it says?says?

– Our reading speed does not match our Our reading speed does not match our listening speed; hence, they confuse instead listening speed; hence, they confuse instead of reinforcing each other.of reinforcing each other.

Caps and ItalicsCaps and Italics

Do not use all capital lettersDo not use all capital letters– Makes text hard to readMakes text hard to read– Conceals acronymsConceals acronyms– Denies their use for EMPHASISDenies their use for EMPHASIS

ItalicsItalics– Used for “Used for “quotesquotes””– Used to Used to highlighthighlight thoughts or ideas thoughts or ideas– Used for book, journal, or magazine Used for book, journal, or magazine titlestitles

CCoolloorrss

RedsReds and and orangesoranges are high-energy but can be are high-energy but can be difficult to stay focused on.difficult to stay focused on.

GreensGreens, , bluesblues, and , and brownsbrowns are mellower, but are mellower, but not as attention grabbing.not as attention grabbing.

White on dark background should not be used White on dark background should not be used if the audience is more than 20 feet away.if the audience is more than 20 feet away.– This set of slides is a good example.This set of slides is a good example.– You can easily read the slides up close.You can easily read the slides up close.– It is harder to read the further away you It is harder to read the further away you

get.get.

BackgroundsBackgrounds

A white on a dark background was A white on a dark background was used for this set of slides as:used for this set of slides as:– It is assumed that most users It is assumed that most users

will view the presentation on will view the presentation on their own computer.their own computer.

– Having a dark background on a Having a dark background on a computer screen reduces glare.computer screen reduces glare.

The Color WheelThe Color Wheel

Colors separated by Colors separated by another color are another color are contrasting colors (also contrasting colors (also known as complementary)known as complementary)

Adjacent colors (next to Adjacent colors (next to each other) harmonize each other) harmonize with one another. e.g. with one another. e.g. Green and YellowGreen and Yellow

The color wheel below is The color wheel below is simplified for easy usesimplified for easy use

Clashing ColorsClashing Colors

Colors that are Colors that are directly opposite directly opposite from one another are from one another are said to clash.said to clash.

These provide These provide readability - e.g. readability - e.g. yellow on blue.yellow on blue.

To make a slide stand out, To make a slide stand out, change the font or change the font or

backgroundbackground

IllustrationsIllustrations

Use only when needed, otherwise they Use only when needed, otherwise they become distracters instead of communicatorsbecome distracters instead of communicators

They should relate to the message and help They should relate to the message and help make a pointmake a point

Ask yourself if it makes the message clearer Ask yourself if it makes the message clearer Simple diagrams are great communicatorsSimple diagrams are great communicators

FlipchartsFlipcharts

Make letters at least Make letters at least a 1/4 higha 1/4 high

Flipcharts with lines Flipcharts with lines are much easier to are much easier to write onwrite on

Overhead & LCD Size for Overhead & LCD Size for ReadabilityReadability

Screen 6’ 8’ 10’ 12’ 15’Screen 6’ 8’ 10’ 12’ 15’

1/4 inch 30’ 40’ 50’ 60’ 90’1/4 inch 30’ 40’ 50’ 60’ 90’

3/8 inch 45’ 60’ 75’ 90’ 135’3/8 inch 45’ 60’ 75’ 90’ 135’

1/2 inch 60’ 80’ 100’ 120’ 180’1/2 inch 60’ 80’ 100’ 120’ 180’

Examples:Examples:

1/4” type shown on a screen size of 6’ can be seen 1/4” type shown on a screen size of 6’ can be seen 30’ away (20 point Times Roman equals 1/4” type)30’ away (20 point Times Roman equals 1/4” type)

1/2” type shown on a 10’ screen can be seen 75’ 1/2” type shown on a 10’ screen can be seen 75’ away (40 point Times Roman equals 1/4” type)away (40 point Times Roman equals 1/4” type)

Great presentations Great presentations require some preplanningrequire some preplanning

First, read First, read Meetings for an outline of preparing for an outline of preparing and conducting a meeting, such as acquiring a and conducting a meeting, such as acquiring a room, informing participants, etc. A presentation room, informing participants, etc. A presentation follows the same basic guidelines as preparing follows the same basic guidelines as preparing for a meeting.for a meeting.Second, prepare the presentation: A good presentation Second, prepare the presentation: A good presentation starts out with introductions and an icebreaker such as a starts out with introductions and an icebreaker such as a story, interesting statement or fact, joke, quotation, or an story, interesting statement or fact, joke, quotation, or an activity to get the group warmed up. The introduction also activity to get the group warmed up. The introduction also needs an objective, that is, the purpose or goal of the needs an objective, that is, the purpose or goal of the presentation. This not only tells you what you will talk presentation. This not only tells you what you will talk about, but it also informs the audience of the purpose of about, but it also informs the audience of the purpose of the presentation.the presentation.

TheThe body of the presentation body of the presentation

All you want is an outline.All you want is an outline.

set of index cardsset of index cardshave your outlinehave your outline

actual presentation.actual presentation.

Do NOT write it out word for wordDo NOT write it out word for word

Jotting down the main pointsJotting down the main points

To prepare the presentation, ask yourself the following:To prepare the presentation, ask yourself the following: What is the purpose of the presentation? What is the purpose of the presentation? Who will be attending? Who will be attending? What does the audience already know about the subject? What does the audience already know about the subject? What is the audience's attitude towards me (e.g. hostile, What is the audience's attitude towards me (e.g. hostile, friendly)?friendly)?

Presentation TitlePreplanning Notes:

Purpose - What do you want from the audience or what does the audience need from you?Audience - How much knowledge do they have?Logistics - time, audience size, room sizeEquipment - slide projector, screen, flip chartSet up - Arrive early! Ensure the room is ready (chairs and tables arranged, presentation materials, name tags, audiovisual equipment).

Presentation TitlePreplanning Notes:

Purpose - What do you want from the audience or what does the audience need from you?Audience - How much knowledge do they have?Logistics - time, audience size, room sizeEquipment - slide projector, screen, flip chartSet up - Arrive early! Ensure the room is ready (chairs and tables arranged, presentation materials, name tags, audiovisual equipment).

Presentation OutlinePresentation Outline

Total Time: 30 min.

Time: 5 minSlide 1

1)       Introduction: Introduce yourself (let them know you are a real person).a)       Interest device or "grabber" (war story, shocking statistic). b)       Authority (why they should listen to you).c)       Objective - Help them to visualize a clear goal, such as how this information will help them with a task or job.d)       Special instructions, facilities, etc.

         Presentation Outline

DateDate

Outline Outline (Contd.)(Contd.)

      

  

Time: 5 minSlide 2Time: 5 minSlide 2

a)       First Point: Focus on one topic.i)         Do not try to cover too much at one time. Instead, schedule more meetings.ii)       Allow the audience to stay focused!

a)       First Point: Focus on one topic.i)         Do not try to cover too much at one time. Instead, schedule more meetings.ii)       Allow the audience to stay focused!

Time: 5 minSlide 3 Slide 4

Time: 5 minSlide 3 Slide 4

b)       Second Point: Stay connected - get out from behind the podium.i)         Get the audience involved.ii)       Get creative!iii)      Mix your media to reinforce the message.

b)       Second Point: Stay connected - get out from behind the podium.i)         Get the audience involved.ii)       Get creative!iii)      Mix your media to reinforce the message.

Time: 5 minSlide 5

Time: 15 minSlide 6

Time: 5 minSlide 5

Time: 15 minSlide 6

c)       Third Point: Practice, Practice, Practice

d)       Forth Point: To enter another point, press the [Tab] key.

c)       Third Point: Practice, Practice, Practice

d)       Forth Point: To enter another point, press the [Tab] key.

Outline Outline (Contd.)(Contd.)

Tips and Techniques Tips and Techniques For Great PresentationsFor Great Presentations

If you have handouts, do not read straight If you have handouts, do not read straight from them. The audience does not know if from them. The audience does not know if they should read along with you or listen to they should read along with you or listen to you readyou read

Do not put both hands in your pockets for Do not put both hands in your pockets for long periods of time. This tends to make long periods of time. This tends to make you look unprofessional. It is OK to put one you look unprofessional. It is OK to put one hand in a pocket but ensure there is no hand in a pocket but ensure there is no loose change or keys to jingle around. This loose change or keys to jingle around. This will distract the listenerswill distract the listeners

Do not lean on the podium for long periods. Do not lean on the podium for long periods. The audience will begin to wonder when you The audience will begin to wonder when you are going to fall over.are going to fall over.

Do not wave a pointer around in the air Do not wave a pointer around in the air like a wild knight branding a sword to slay like a wild knight branding a sword to slay a dragon. Use the pointer for what it is a dragon. Use the pointer for what it is intended and then put it down, otherwise intended and then put it down, otherwise the audience will become fixated upon the audience will become fixated upon your "sword", instead upon you.your "sword", instead upon you.

Tips and Techniques Tips and Techniques For Great PresentationsFor Great Presentations (Cont.) (Cont.)

You should be confident enough with your You should be confident enough with your own material so that the audience's interests own material so that the audience's interests and concerns, not the presentation outline, and concerns, not the presentation outline, determines the format. Use your determines the format. Use your background, experience, and knowledge to background, experience, and knowledge to interrelate your subject matter.interrelate your subject matter.

When writing on flip charts use no more than 7 When writing on flip charts use no more than 7 lines of text per page and no more than 7 lines of text per page and no more than 7 word per line (the 7 7 rule). Also, use bright word per line (the 7 7 rule). Also, use bright and bold colors, and pictures as well as text.and bold colors, and pictures as well as text. Consider the time of day and how long you Consider the time of day and how long you have got for your talk. Time of day can affect have got for your talk. Time of day can affect the audiencethe audience

Tips and Techniques Tips and Techniques For Great Presentations (Cont.)For Great Presentations (Cont.)

Include some visual information that will help the Include some visual information that will help the audience understand your presentation. Develop audience understand your presentation. Develop charts, graphs, slides, handouts, etc. After the charts, graphs, slides, handouts, etc. After the body, comes the closing. This is where you ask for body, comes the closing. This is where you ask for questions, provide a wrap-up (summary), and questions, provide a wrap-up (summary), and thank the participants for attending.thank the participants for attending.

Tips and Techniques Tips and Techniques For Great Presentations (Cont.)For Great Presentations (Cont.)

We all have a few habits, and some are We all have a few habits, and some are more annoying than others. For more annoying than others. For example, if we say "uh," "you know," example, if we say "uh," "you know," or put our hands in our pockets and or put our hands in our pockets and jingle our keys too often during a jingle our keys too often during a presentation, it distracts from the presentation, it distracts from the message we are trying to get across.message we are trying to get across.

HabitsHabits

The best way to break one of these The best way to break one of these distracting habits is with immediate distracting habits is with immediate feedback. This can be done with a small feedback. This can be done with a small group of coworkers, family, or friends. Take group of coworkers, family, or friends. Take turns giving small off-the-cuff talks about turns giving small off-the-cuff talks about your favorite hobby, work project, first work your favorite hobby, work project, first work assignment, etc. It talk should last about five assignment, etc. It talk should last about five minutes. During a speaker's first talk, the minutes. During a speaker's first talk, the audience should listen and watch for audience should listen and watch for annoying habits.annoying habits.

What is the solution?What is the solution?

After the presentation, the audience After the presentation, the audience should agree on the worst two or should agree on the worst two or three habits that take the most away three habits that take the most away from the presentation. After from the presentation. After agreement, each audience member agreement, each audience member should write these habits on a 8 1/2" x should write these habits on a 8 1/2" x 11" sheet of paper (such as the word 11" sheet of paper (such as the word "Uh"). Use a magic marker and write "Uh"). Use a magic marker and write in BIG letters.in BIG letters.

When it can be done?When it can be done?

The next time the person gives her or his The next time the person gives her or his talk, each audience member should wave talk, each audience member should wave the corresponding sign in the air the corresponding sign in the air whenever they hear or see the annoying whenever they hear or see the annoying habit.habit.

For most people, this method will break a For most people, this method will break a habit by practicing at least once a day for habit by practicing at least once a day for one to two weeks.one to two weeks.

On the spot Checking On the spot Checking

Lunch, Launch Lunch, Launch oror Landing Landing is known as the graveyard section in speaking is known as the graveyard section in speaking circles as audiences will feel more like a nap circles as audiences will feel more like a nap than listening to a talk.than listening to a talk. Most people find that if Most people find that if they practice in their head, the actual talk will they practice in their head, the actual talk will take about 25 per cent longer. Using a flip chart take about 25 per cent longer. Using a flip chart or other visual aids also adds to the time. or other visual aids also adds to the time. Remember - Remember - it is better to finish slightly early it is better to finish slightly early than to overrun.than to overrun.

The Greatest Speaking ProblemThe Greatest Speaking ProblemThe Greatest Speaking ProblemThe Greatest Speaking Problem

Learn the name of each participant as quickly as Learn the name of each participant as quickly as possible. Based upon the atmosphere you want possible. Based upon the atmosphere you want to create, call them by their first names or by to create, call them by their first names or by using Mr., Mrs., Miss, Msusing Mr., Mrs., Miss, Ms

Tell them what name and title you prefer to be called.Tell them what name and title you prefer to be called. Listen intently to comments and opinions. By using a Listen intently to comments and opinions. By using a lateral thinking technique lateral thinking technique (adding to ideas rather than (adding to ideas rather than dismissing them), the audience will feel that their ideas, dismissing them), the audience will feel that their ideas, comments, and opinions are worthwhilecomments, and opinions are worthwhile

Get to the presentation before your audience arrives; Get to the presentation before your audience arrives; be the last one to leave.be the last one to leave. Be prepared to use an Be prepared to use an alternate approach if the one you've chosen seems to alternate approach if the one you've chosen seems to bog down.bog down.

Interact with the AudienceInteract with the AudienceInteract with the AudienceInteract with the Audience

Circulate around the room as you speak. This Circulate around the room as you speak. This movement creates a physical closeness to the movement creates a physical closeness to the audience.audience. List and discuss your objectives at the List and discuss your objectives at the beginning of the presentation. Let the audience beginning of the presentation. Let the audience know how your presentation fits in with their goals. know how your presentation fits in with their goals. Discuss some of the fears and apprehensions that Discuss some of the fears and apprehensions that both you and the audience might have. Tell them both you and the audience might have. Tell them what they should expect of you and how you will what they should expect of you and how you will contribute to their goals.contribute to their goals. Vary your techniques Vary your techniques (lecture, discussion, debate, films, slides, reading, (lecture, discussion, debate, films, slides, reading, etc.)etc.)

Interact with the Audience Interact with the Audience (Contd.)(Contd.)Interact with the Audience Interact with the Audience (Contd.)(Contd.)

A 45 minutes talk should have no more than about seven A 45 minutes talk should have no more than about seven main points. This may not seem like very many, but if you main points. This may not seem like very many, but if you are to leave the audience with a clear picture of what you are to leave the audience with a clear picture of what you have said, you cannot expect them to remember much have said, you cannot expect them to remember much more than that. There are several options for structuring the more than that. There are several options for structuring the presentation: Timeline - Arranged in sequential order. presentation: Timeline - Arranged in sequential order. Climax - The main points are delivered in order of Climax - The main points are delivered in order of increasing importance. Problem/Solution - A problem is increasing importance. Problem/Solution - A problem is presented, a solution is suggested, and benefits are then presented, a solution is suggested, and benefits are then given. Classification - The important items are the major given. Classification - The important items are the major points. Simple to complex - Ideas are listed from the points. Simple to complex - Ideas are listed from the simplest to the most complex. Can also be done in reverse simplest to the most complex. Can also be done in reverse order.order.

Time LimitTime Limit

And finally, the important part - practice, practice, And finally, the important part - practice, practice, practice. The main purpose of creating an outline is to practice. The main purpose of creating an outline is to develop a coherent plan of what you want to talk about. develop a coherent plan of what you want to talk about. You should know your presentation so well, that during You should know your presentation so well, that during the actual presentation, you should only have to briefly the actual presentation, you should only have to briefly glance at your notes to ensure you are staying on glance at your notes to ensure you are staying on track. This will also help you with your nerves by track. This will also help you with your nerves by giving you the confidence that you can do it. giving you the confidence that you can do it.

And finally, the important part - practice, practice, And finally, the important part - practice, practice, practice. The main purpose of creating an outline is to practice. The main purpose of creating an outline is to develop a coherent plan of what you want to talk about. develop a coherent plan of what you want to talk about. You should know your presentation so well, that during You should know your presentation so well, that during the actual presentation, you should only have to briefly the actual presentation, you should only have to briefly glance at your notes to ensure you are staying on glance at your notes to ensure you are staying on track. This will also help you with your nerves by track. This will also help you with your nerves by giving you the confidence that you can do it. giving you the confidence that you can do it.

Practice does it make difference?Practice does it make difference?Practice does it make difference?Practice does it make difference?

An effective way of overcoming this problem is to pause An effective way of overcoming this problem is to pause at the time when there would normally be punctuation at the time when there would normally be punctuation marks.marks. Use colored backgrounds on overhead Use colored backgrounds on overhead transparencies and slides (such as yellow) as the bright transparencies and slides (such as yellow) as the bright white light can be harsh on the eyeswhite light can be harsh on the eyes

people cannot see the punctuation and this people cannot see the punctuation and this can lead to misunderstandingscan lead to misunderstandings

The disadvantages of MediaThe disadvantages of Mediapresentationspresentations

SolutionSolution

Your practice session should include a "live" Your practice session should include a "live" session by practicing in front of coworkers, session by practicing in front of coworkers, family, or friends. They can be valuable at family, or friends. They can be valuable at providing feedback and it gives you a chance providing feedback and it gives you a chance to practice controlling your nerves. Another to practice controlling your nerves. Another great feedback technique is to make a video great feedback technique is to make a video or audio tape of your presentation and review or audio tape of your presentation and review it critically with a colleague.it critically with a colleague.

Practice does it makes difference?Practice does it makes difference?Practice does it makes difference?Practice does it makes difference?

Speaking with Visual Speaking with Visual PresentationsPresentationsSpeaking with Visual Speaking with Visual PresentationsPresentations

Speak to the audience...NOT to the visual Speak to the audience...NOT to the visual aids, such as flip charts or overheadsaids, such as flip charts or overheads

Do not speak in a monotone voiceDo not speak in a monotone voice

Also, do not stand between the Also, do not stand between the visual aid and the audience. visual aid and the audience.

Speak clearly and loudly enough for all Speak clearly and loudly enough for all to hearto hear

Use inflection to emphasize your main pointsUse inflection to emphasize your main points

YOUYOU

Remember, only you can prevent Remember, only you can prevent “ “Death by Death by PowerPointPowerPoint””

Remember ThisRemember This

Do not use the media to hide youDo not use the media to hide you

The audience came to see youThe audience came to see youThe media should enhance the presentation, The media should enhance the presentation, not not BE the presentationBE the presentationIf all you are going to do is read from the If all you are going to do is read from the slides or slides or overheads, then just send them overheads, then just send them the slidesthe slides