train the trainers ppt techniques for the benefit of business and people

Train the trainers

PPT Techniques

For the benefit of business and people

2

> Improving your PPT

> 10 Golden Rules

> Creating an effective

> Presentation

2Train the trainers

Ships in Service Training Material A-M CHAUVEL

What this mean for you ?

Part ONE


1- Plan away from your Computer

Brainstorm on paper, before touching your computer.

It is important to remember that you don’t have to do this alone.

Involve the stakeholders, such as : - Human Resources,- Training Managers,- Line Managers,or even some of the future participants themselves.

This way you can ensure that the message is targeted to your audience.


2- Keep it Short & Simple

The first rule a trainer needs to teach is to keep all information concise.

This is internationally known asthe KISS rule.

Each PowerPoint slide shouldonly be paraphrasing what youare saying, so don’t overwhelm your audience with too many figures and numbers.

Try to use less than


per slide.

3- Point your Feet at the audience

By ensuring that your feet are always pointing to the centre of

your audience.

You will avoid the bad habit of reading the slides from the screen.

This technique ensures that you maintain the eye contact with

your audience.

Don’t show them the back of your head.


4- Increase your Body language

a sweep and point of the hand is much more attention grabbing, and you can use the shadow of your hand much more effectively.

Remember, 55% of the impact ofa message comes from nonverbal communication.

The more animated you are during your presentation, the more engaging your presentation will be.

A laser pointer is not only tiny, it requires minimum movement on your behalf, but…


5- Use Pauses

Raising your voice can be usedto gain emphasis on a point.

However,making a short pausebefore you mention a wordcan be even more effective.

This change in your voice will trigger your audience to prickup their ears and listen morecarefully.


6- Time your Remarks

A mistake that speakers make is talking precisely with the appearance of a newPowerPoint slide.

Your audience are drawn away from you, and towards the screen, resulting in missed information.

Verbally introduce the slide andthen press « next » to make it appears.


7- Give it a Rest

PowerPoint is most effective asa visual accompaniment to the spoken word.

Experienced PowerPoint users aren’t shy about letting the screen go blank on occasion.

Not only can that give youraudience a visual break,it is also effective when you wantto include a discussion section inyour presentation.


8- Be Original

If your company has astandard PowerPoint « master »,try modifying it, or evencreating your own.

Your audience’s eyes may glazeover at yet another slideshowbased around your company’scorporate logo, and don ’t rely onthe images that come standardwith PowerPoint ; add your own.


9- Distribute Handouts at the end

Distribute handouts at the end –not during the presentation :

No speaker wants to be presenting to a crowd that’s busy reading a summation of his or her remarks.

Unless it is imperative that peoplefollow a handout while you’representing, wait until you had donebefore to distribute.



10- Conclude by summarizing and “Cheat sheet”

It is commonly believed that we forget 75% of new informationafter 24 hours.

With this in mind, it is imperative that your audience is given a concise summary of your presentation and a « cheat sheet » of the most important factors.

They can then place this sheetin a convenient location for future reference.

And more…

So? If we forgot 75% of new informationafter 24 hours.

Practice

and Practice


Practice

Content is theContent is themost important partmost important partof your presentation of your presentation

Content is theContent is themost important partmost important partof your presentation of your presentation

Part TWO


1 - The quality of the research

The topic should be thoroughly researched with a number of different sources.

Using visual images?

Make sure they are appropriate to the point (s) you wish to make, and be certain that you know the specifics on each image :- Who? What? When?- Where? Why? And How?


2 - Organization & Transition

There should be a logical flow from the beginning to end.

Avoid jumping from one point to another, and be careful about adding information that is not directly related to the main theme.

Strongly consider drawing up an outline before you begin assembling the actual slides.


Part THREEStrength thevisual part of

your presentation

Strength thevisual part of

your presentation


1 - “The joy of….”


1 - “The joy of Six”

Use a maximum of six points per slideand

six words per point.

Is a helpful rule of thumb.


2 - Use text sparingly

Depending on the color and font size you select, text may be difficult to read.

In addition, if your audience is concentrating on your writing, they are most likely not giving you their complete attention.


3 - Select colors with care

Experiment with color combinations, but make sure they work well on the screen.

There is often a difference between how something looks on your computer screen and how it appears when projected on the screen or wall.

Color Color

Color Color

Color Color


Yellow with black lettering is considered the most readable.(school buses & traffic signs).However, on sign, color is paint.

On screen, color is light.What may work on a sign orin print may not work well ona LCD, example:

Reds and Greens.There is the colorblindness issue, about 10% have difficulty with reds and greens.

Color Color

Color Color

Color Color

3 - Select colors with care

4 - Keep unity of design from slide to slide

Using one, or several, of the

master slides provided in

Power Point can help avoid

problems of this nature.

My PowerPoint Presentation

YourPowerPoint

Presentation Our

PowerPointPresentation


5 - Font size is important

Use the “Floor test” for readability.

Project a slide from a standing position:

-If OK, then your audience can likely read from their seats.

-If not OK, then the font size needs to be increased.

72 Point36 Point

24 Point


Before you start to prepare your presentation, determine how far your audience will be from your screen.

Them choose the best font size.

Choosing the right font sizeis 90 % of the job.

Point size is actuallymeasured from ascendedto descended.

5 - Font size is important

72 Point36 Point

24 Point

18 Point


The fonts may look fine when you’re close to the screen but look at this screen from 6 ft.

From a distance, you will notice that the narrow or condensed font are more difficult to read.

Do not sacrifice readabilityfor style.

Keep your eye on the ball, your job is to communicate.

36 Pt Arial

36 Pt Times

36 pt Arial Narrow

5 - Font type is important


6 - Minimize or avoid animated texts, sounds and fancy transitions

These can be effective in certain situations, but often distract your audience from the main points you are making.

These can be effective in certain These can be effective in certain situations… situations…


……but often distract your audience. but often distract your audience.

7 - Avoid switching between programs ( such as calling up a Web page )

This takes extra time andcan make it difficult for your audience to remain focusedon your presentation.


8 - Do you want people to take notes during your presentation ?

If so,leave them sufficient timeto do so.


9 - Timing

Use three slides per minuteas a maximum.


10 - Visual images can be great

But they need to be selected carefully and be appropriate to the point (s) you want to make.

Watch size, too.

Images too small are not helpful.

And if formatting visual images to fit a slide, be sure to keep the dimensions of the original.


Part FOUR Keep these concepts in mindKeep these concepts in mind


A - Focus…

…on the main point (s)you want to make. IPSEMIPSEM

Port Safety &Environmental

ProtectionManagement

Scheme

Port Safety &Environmental

ProtectionManagement

Scheme

IMPLEMENTATION OFTHE IPSEM CODE

IMPLEMENTATION OFTHE IPSEM CODE


B - Plan

The layout of your presentation.

This means carefully considering each slide,as well as the presentationas a whole.


Does everything fit together ?

C - Practice

Practice your entire presentation at leastonce before you present it to your audience.

Most helpful is projectingyour presentation onto a screen, in order to seeexactly how your audiencewill view it.


C - Practice

If possible, have someone watch and listen, then ask questions about anythingthat they find unclear.

It is better to face a difficult question from one personthan in front of an audience.


Part FIVE In closingIn closing



1 - Hints for a successful presentation

- Plan carefully

- Do your research

- Know your audience

- Time your presentation

- Practice your presentation

- Speak comfortably


2 - Effective PowerPoint Slides

- Standardize position, colors and styles

- Include only necessary information

- Limit the information to essentials

- Content should be self evident

- Use colors that contrast

- Be consistent with effects, transitions

and animation

- Too many slides can lose your audience


3 - Text guidelines

- Generally no more than 6 words a line

- Generally no more than 6 lines a slide

- Avoid long sentences

- Larger font indicates more important

information


3 - Text guidelines

- Font size generally ranges

from 18 to 48 point

- Be sure text contrasts with background

- Fancy fonts can be hard to read

- Words in capital letters are hard to read

- Avoid abbreviations and acronyms

- Limit punctuation marks


4 - Clip Art and Graphics

- Should balance the slide

- Should enhance and complement

the text, not overwhelm

- Should be not more than two per slide

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