*OverviewPlanning Your PresentationWriting Your PresentationDesigning Your PresentationPresenting Your Presentation

*OverviewPlanning Your PresentationAudiencePurposeTopicPresentation ManagementWriting Your PresentationDesigning Your PresentationPresenting Your Presentation

*Planning Your Presentation AudienceWho is your audience?Is your audience a layperson, executive, technician, expert? Or a combination?What are the characteristics and concerns of your audience?How will you meet the needs of your audience?

*Planning Your Presentation Audience (cont.)What does your audience want?A presentation that is more than just reading slidesA clear idea of what you are talking aboutInformation they can actually useNot so much information that they cant rememberNot so little information that they wonder why they even listened to youSlides with enough information, but not too muchA lively, interesting presentation that doesnt send them to sleep

*Planning Your Presentation PurposeWhy are you giving the presentation?To inform and increase level of expertise on presented topic My specific purpose is to inform the audience about the role of the two-party system in American politics.To persuade listeners with presented argument My specific purpose is to persuade the audience of the need for stiffer penalties for running red lights.To sell a presented product My desired outcome is to have you buy this product.

*Planning Your Presentation TopicWhat is the purpose of exploring this topic?Determine if your purpose is:To provide an overview of a broad topic or related topics To provide an in-depth presentation of a specific subsection of a topicHow do you break the topic down?Determine the natural subsections of your topicDelegate tasks/subsections among group members

*Planning Your Presentation Project ManagementHow do you meet your deadline?Create an internal timeline with milestones and reviewsBuild in time for content reviews, grammar edits, merging document portions, and ensuring format and style guide are applied consistently Consider choosing a facilitator to oversee project managementCreate checks and balances for completing assignmentsNotify the instructor of any issues

*OverviewPlanning Your PresentationWriting Your PresentationInformationOrganizationDesigning Your PresentationPresenting Your Presentation

*Writing Your PresentationInformationResearchSelectionOrganization

*Information Research Use reputable sources for research such as academic articles, interviews with professionals, books, etc.Document information sources with citation numbers throughout and corresponding reference slides at the endCollect more information than you need for the slidesAnticipate questions the audience might have when researching your topic

*Information SelectionPresent essential information: not too littleInformation on slides should be self-explanatory and completeA number, cryptic sentence, or unexplained image is not useful informationSlides should clearly present the content of the presentation in an obvious way and develop the basic ideas clearlyPresent essential information: not too muchLeave out minute or insignificant detailsLimit use of examples and tangential informationExclude unnecessary or contradictory information

*Writing Your PresentationInformationOrganizationEstablish Structure of ContentReinforce Structure Through Slide CompositionStrengthen Overall Flow with TransitionsMaintain Structure and Flow on Content Slides

*Organization Establish Structure of ContentA presentation with effective organization: Uses structure to organize information logicallyPresents information in a familiar sequence (such as from general to specific, simple to complex, chronological/sequential, or parts of a whole)Breaks down complex ideas into smaller concepts and addresses them one by oneHelps your audience link concepts and provides contextAnswers your audiences questions before they think to ask them

*Organization Establish Structure of Content (cont.)A presentation with effective structure:Uses headings to identify main concepts and create a structural hierarchy of informationLeads your audience through the topic and subsectionsKeeps the audience focused on content through clearly developed slidesKeeps audience oriented in the overall presentation and clearly demonstrates how each part relates to the whole

*Organization Establish Structure of Content (cont.)To develop a presentation with effective structure:Develop the structure of the presentation on paper before you create slidesWrite out information to be presented on slides, paper, post-its, note cards, etc.Arrange, group, and rearrange information for most effective flow and comprehensionCut and paste information in Microsoft Word or PowerPoint to achieve most intuitive structureGroup related items together and ensure information flows smoothly from one group to the nextOrganize and move around groupings until the order becomes clear, logical, and intuitive

*Organization Reinforce Structure Through Slide CompositionCreate an overview slide of main headings to outline what you are going to tell the audienceMake the 1st slide a title slide and 2nd slide an overview of the presentation with main headings listedRepeat the overview slide at the beginning of each new section if presentation is lengthy to orient viewerPlace only main points on overview slidesFollow the outline throughout the presentationOrient audience during the presentation by repeating main headings on individual slide titles

*Organization Reinforce Structure Through Slide Composition (cont.)Title Slide: Contains title of presentation, date, presenter name Overview Slide: Establishes the outline of the presentation and order of conceptsIdentifies main level headings of the presentation Includes sub-levels headings only if the presentation contains few main level headingsContent Slides: Repeats main level heading, if necessary, to keep audience orientedAdds detailed information to the outlineAccommodates all necessary information with unlimited number of slidesFinal Slide: Summarizes content in easy-to-remember bullets for audiencePresents a list of pros and cons if appropriate

*Organization Strengthen Overall Flow with TransitionsBuild flow into your presentation to lead your audience from:Main topic to main topicSlide to slidePoint to pointBullet to bulletSub-bullet to sub-bulletTransition smoothly between slidesRepeat keywords from previous slide to provide transitionTitle slides to clearly indicate:How the current slide fits in with the structure of the overall presentationThe relationship between ideas presented on the slides immediately preceding and following the current one

*Continue principles of organization and flow on individual content slidesOrder bullets on each content slide in the most intuitive sequence for the audienceMake sure bullets are grammatically parallel and are logical sub points of their main pointShow relationship of main points to sub-pointsState your point completely and succinctly in the main bulletAdd 2-3 important details or examples as sub-bulletsUse parallel structure to show relationship between bullet pointOrganization Maintain Structure and Flow on Content Slides

*Be mindful of slide density on content slidesWrite a maximum of 2 lines per bullet, if possibleLimit to 6-8 bullets per slide Avoid long sentencesKeep slides simple and understandable in a few secondsIf a slide contains too much information, split it in two Use grammar and punctuation consistentlyAvoid abbreviations and acronyms not obvious to audience Eliminate personal pronounsAvoid articles when it makes senseUse whole sentences or fragments, but be consistentLimit punctuation marks and use punctuation consistentlyUse present tense when possible

Organization Maintain Structure and Flow on Content Slides

*Organization Maintain Structure and Flow on Content Slides

Slide Structure Good

Use 1-2 slides per minute of your PowerPoint presentationWrite in point form, not complete sentencesInclude 4-6 points per slideAvoid wordiness: use key words and phrases only

Slide Structure Bad

This page contains too many words for a ppt presentation slide. It is not written in point form, making it difficult both for your audience to read and for you to present each point. Although there are exactly the same number of points on this slide as the previous slide, it looks much more complicated. In short, your audience will spend too much time trying to read this paragraph instead of listening to you.

*OverviewPlanning Your PresentationWriting Your PresentationDesigning Your PresentationPresenting Your Presentation

*Designing Your PresentationTemplatesFormatFontVisuals

*Templates Choose template carefullyBackground images and busy templates distract from content Unobtrusive templates showcase contentText should contrast strongly with backgroundDark text on a light background are easy to read both on the projector and on handoutsChoose a color scheme and template that will not empty the toner when you print handouts

*Templates (cont.)Use slide master feature for consistent and simple design template Change slide master settings at View Master Slide MasterMake changes to the fonts, sizes and look of master slide as neededAdd copyright, name, date, and phrases like confidential in slide master footer for company slidesDesign your own presentation template if you have the time and ability

*Designing Your PresentationTemplatesFormatFontVisuals

*Format Use font, size, and color consistently and parallel in titles, text and bullets Use the same transitions and animations for whole presentationTransitions should be quick and unnoticeableBe aware fancy animations are distracting and become annoying quickly

*Designing Your PresentationTemplatesFormatFontVisuals

*Font Use font size 24 - 48 point to make sure slides can be read from the back of the room Font size under 20 is nearly unreadable from a distanceUse only sans serif fonts since serif fonts and fancy fonts can be hard to readDONT WRITE TEXT IN ALL CAPITAL LETTERS; IT IS DIFFICULT TO READBe careful with colorsUse colors for emphasis but plan well

*Font (cont.)Use as few different fonts and sizes as possibleUse sans serif fonts for a clean look and readabilityUse font size to indicate hierarchyMake the font size of titles larger than textUse a smaller font for sub-bullets or body text

*Designing Your PresentationTemplatesFormatFontVisualsUsesTypes

*Visuals UsesUse graphics to depict:Objects, parts, or features of an objectActions or movementsOrientation or positionConcepts or a progression of ideasSummarize and condense information and make it easy to access through a visualAllow international communication

*VisualsGenerally, you should be able to explain a graph or a table in a few minutesOverly dense graphics are difficult to followIf necessary, break up into several slidesBe sure not to use a font size under 22 points for tables or graphics to keep them readableTables or graphics imported directly from print material are generally bad for slidesFonts are too smallInformation is generally too crowded and denseMade for close-up reading, not distant viewing on a screen

*Visuals TypesFlowcharts and other conceptual drawingsGraphs and chartsGraphicsTables

*Visuals Types: Flowcharts and Other Conceptual DrawingsTo create an MPEG movie file:

*Visuals Types: Graphs and ChartsUse graphs rather than just charts and wordsData in graphs is easier to comprehend and retain than raw dataTrends are easier to visualize in graph formAlways title graphs

Graphs - Good

Good

20.430.6

27.438.6

9034.6

20.431.6

Blue Balls

Red Balls

Items Sold in First Quarter of 2002

Sheet1

JanuaryFebruaryMarchApril

Blue Balls20.427.49020.4

Red Balls30.638.634.631.6

Sheet2

Sheet3

Graphs - Bad

Good

20.430.6

27.438.6

9034.6

20.431.6

Blue Balls

Red Balls

Items Sold in First Quarter of 2002

Bad

20.430.6

27.438.6

9034.6

20.431.6

Blue Balls

Red Balls

Sheet1

JanuaryFebruaryMarchApril

Blue Balls20.427.49020.4

Red Balls30.638.634.631.6

Sheet2

Sheet3

*Visuals Types:GraphicsUse professional photographs, not clipartMake sure images maintain impact and resolution when projected on a large screenSource: http://www.garrreynolds.com/Presentation/slides.html

*Visuals Types:GraphicsSource: http://www.google.com/search?hl=en&client=firefox&rls=com.yahoo:en-US:official&q=powerpoint+presentation+too+much+info&start=10&sa=NExample of a bad graphic:

Pathogenesis of a BAD SLIDE that istoo crowded and confusing

InconsistentLabels

Misplaced arrows that not exactly on target

?Label

OverColored

Difficult use of colorThat doesnt clarify

InconsistentLabel

Inconsistent Label

How is thisconnected

Poor Box

Boxed Text That Goes OutOf The Box

Total Confusion Hinders Presentation

Inconsistent Label

VERTICAL

Useful Information

Related information that is not connected to anything

Graphic Too ComplexWhats wrong here?The use of the New Times Roman font (Serif) is a mistake because Sanserif fonts such as Arial are more readable when projected. Some of the text is boxed and some is not. The boxes dont add or clarify anything. The arrows dont always line up. The labels on the cells are inconsistent, different sizes, some inside some outside, some large, some small. The golden elements on the left are not labeled at all. Red should be used sparingly, if at all. Most of all, there is too much information for one slide.

*Visuals Types: TablesTables organize information for quick comparison

Visuals Comparison ChartType of VisualFlow-chartsGraphsPhoto-graphs and ClipartTablesLevel of effective-nessHighLowMediumHigh

*OverviewPlanning Your PresentationWriting Your PresentationDesigning Your PresentationPresenting Your Presentation

*Presenting Your PresentationRehearsal TestingInteractionHandouts

*RehearsalUse slides as a guideSlides only give audience basic information you fill out orallyNever consider slides a substitute for oral presentation Use the slides as reference, not as exclusive information PowerPoint slides are an aid for the presentation, not the presentation itselfAudience wants to hear what YOU have to say on the topic, not just read slidesNavigate slides with easeSpend enough time as necessary to explain a slideSplit an information dense slide into more than one slide

*Rehearsal Single PresenterPractice introducing yourself and the topicSynchronize your spoken presentation with your slidesIf you encourage note-taking, allow audience time to do so and include in timing presentationPlan your presentation to allow time at the end for questions and answersPractice non-linear navigation in PowerPoint to allow jumping ahead or back without paging through all slides

*Rehearsal Multiple PresentersCombine individual presentations into one before presentation dayDetermine how to break down total presentation time among presenters and their respective subsectionsDecide who introduces the group and topicEstimate correctly how long it really takes to cover all information among presenters

*Rehearsal Multiple Presenters (cont.)Practice a smooth transition from one presenter to the nextTransfer the controls and move on smoothly without interruptionPractice introduction of next speaker and topicDo a practice run of the entire presentation with transitions with all presenters present Ensure all presenters have sufficient time for their portion of the presentationAllow for extra feedback on each presenter individually Allow time for questions

*Rehearsal Important Navigation ShortcutsPractice shortcuts to make moving around in presentation easyUp, Page Up, Mouse Wheel Up: Previous Slide Down, Page Down, Mouse Wheel Down, Left-Click: Next Slide Type number and press ENTER: go to specific slide. NO visual feedback as number is entered B Blank screen: displays black screen. Useful if you want audience to stop readingW White screen. Displays white screen. Similar to 'B', but less jarring if presentation has a white background

*Rehearsal Important Navigation Shortcuts (cont.)A Hide pointer. Makes on-screen arrow cursor go away. Cursor normally disappears if not moved for a few seconds CTRL-P Pen mode. Lets you write on your presentation. Not recommended for many laptop pointing devicesE Erase pen marks Esc - Terminate slide show F5 Start slide show

*Presenting Your PresentationRehearsal TestingInteractionHandouts

*TestingTest presentation on actual presentation system BEFORE presentationThings can and do go wrongOne system may have different versions and requirements and than another system and the presentation cannot runSlides may be unreadable from back seats and have to be changedUnusual fonts may be unreadable on a different systemBring presentation on several media in case one source fails. Use a memory stick or CDSend as an attachment to an online email accountPrint handouts for audience

*Presenting Your PresentationRehearsal TestingInteractionHandouts

*Interaction Dont read from your slides. Slides are for the audience, not you.Dont read to your slides. Face the audience, not the screen.Dont apologize for your slides. If a slide is hard to read or unclear, dont use it.Dont turn off all lights. Light keeps the audience from falling asleep and lets them take notes if they want.Do interact with and engage your audience.

*Interaction (cont.)Speak at a comfortable speed. Do not speed up to cover more information!If you have a hard time talking to groups, present to a few members in the audience in different locations of the room.Remember, you know more than your audience and they want to learn from you!

*Interaction (cont.)Remember that a good presentation is a storyGive a brief overview of information at the startPresent informationReview important points in the conclusionAllow for audience responses and questions

*Presenting Your PresentationRehearsal TestingInteractionHandouts

*HandoutsProvide a hard copy of your slides to allow viewers to focus on you, not note taking If you are a knowledgeable and engaging presenter, dont worry that the audience wont listen to youHandouts allow the audience to take notes directly on relevant slidesPresentation should still make sense if all the audience has is the handout