effective presentations using microsoft powerpoint

Effective PresentationsEffective PresentationsUsing Microsoft PowerPoint

Lawrie Robertson

Fred Hutchinson Cancer Research Center

lroberts@fhcrc.org - 206-667-4266

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

Effective Presentations Using PowerPoint 14

Planning and

Analysis

Presentation ComponentsPresentation Components

Effective Presentations Using PowerPoint 15

Planning Your PresentationBrain it!

Group it!

Trim it!

Spice it!

Do it!

Effective Presentations Using PowerPoint 16

SPAM Model

• SSituation

• PPurpose

• AAudience

• MMethod

Effective Presentations Using PowerPoint 17

Status Assessment

• Reason for presentation – core message

• Circumstances, history

• Need, relevance

• Knowledge of topic

• New research required

• Time, place, logistics

SituationSituation

P

A

M

Effective Presentations Using PowerPoint 18

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

Effective Presentations Using PowerPoint 19

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

Effective Presentations Using PowerPoint 20

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

Effective Presentations Using PowerPoint 21

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

Effective Presentations Using PowerPoint 22

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

Effective Presentations Using PowerPoint 23

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

Effective Presentations Using PowerPoint 24

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

Effective Presentations Using PowerPoint 25

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

Effective Presentations Using PowerPoint 26

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

Effective Presentations Using PowerPoint 27

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

Effective Presentations Using PowerPoint 28

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

Effective Presentations Using PowerPoint 29

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

Effective Presentations Using PowerPoint 30

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

Effective Presentations Using PowerPoint 31

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

Effective Presentations Using PowerPoint 32

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

Effective Presentations Using PowerPoint 33

Planning andPlanning and

AnalysisAnalysis

Presentation ComponentsPresentation Components

Content Content Message Message Supporting Supporting PointsPoints

Effective Presentations Using PowerPoint 34

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

Effective Presentations Using PowerPoint 35

Building Audience Interest

• Adults learn best interactively

• 3 information processing methods– Visually– Audibly– Intuitively

• Cultural context affects listening

Effective Presentations Using PowerPoint 36

Building Audience Interest

• 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

Effective Presentations Using PowerPoint 37

0% 5% 10%

Hear Only

Message Retention - Hearing Only

Percent Retained

How Adults Process Information

Effective Presentations Using PowerPoint 38

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

Hear Only

Hear & See

Message Retention - Hearing & Seeing

Percent Retained

How Adults Process Information

Effective Presentations Using PowerPoint 39

0% 20% 40% 60% 80%

Hear Only

Hear & See

Hear, See &Do

Message Retention - See, Hear & Do

Percent Retained

How Adults Process Information

Effective Presentations Using PowerPoint 40

AAudience – What They Really Want!

Effective Presentations Using PowerPoint 41

Building Audience Interest

• 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

Effective Presentations Using PowerPoint 42

Building Audience Interest

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

Effective Presentations Using PowerPoint 43

Building Audience Interest

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

Effective Presentations Using PowerPoint 44

Building Audience Interest

Audience interest is influenced by• Speaker’s

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

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

Effective Presentations Using PowerPoint 45

Building Audience Interest

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

Effective Presentations Using PowerPoint 46

Building Audience Interest

• 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!

Effective Presentations Using PowerPoint 47

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?

Effective Presentations Using PowerPoint 48

VisualsVisualsPlanning andPlanning and

AnalysisAnalysis

Presentation ComponentsPresentation Components

Content Content Message Message Supporting Supporting PointsPoints

Effective Presentations Using PowerPoint 49

Visual Aids

Last step – add visuals

Effective Presentations Using PowerPoint 50

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

Effective Presentations Using PowerPoint 51

Impact of VisualsRetain

Communicate Efficient

Produce

Effective Presentations Using PowerPoint 52

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

Effective Presentations Using PowerPoint 53

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)

Effective Presentations Using PowerPoint 54

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

Effective Presentations Using PowerPoint 55

Example of Bullet Slide

Selecting Hiring

Panel• Uneven number• Balance

– Gender– Age– Race/Ethnicity– Experience

• Different perspectives on job

Effective Presentations Using PowerPoint 56

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

Effective Presentations Using PowerPoint 57

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

Effective Presentations Using PowerPoint 59

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

Effective Presentations Using PowerPoint 60

Template Considerations

• Start with the Master Slide formatting

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

Effective Presentations Using PowerPoint 61

Effective Presentations Using PowerPoint 62

Effective Presentations Using PowerPoint 63

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

Effective Presentations Using PowerPoint 64

VisualsVisualsPlanning andPlanning and

AnalysisAnalysis

Practice & Practice & Do It!Do It!

Presentation ComponentsPresentation Components

Content Content Message Message Supporting Supporting PointsPoints

Effective Presentations Using PowerPoint 65

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…

Effective Presentations Using PowerPoint 66

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

T h i s i s a H e a d l i n e 4 , p a g e 4

A n o th e r H e a d l i n e 4 , p a g e 4

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

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

Effective Presentations Using PowerPoint 67

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

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

T h i s i s a H e a d l i n e 4 , p a g e 4

A n o th e r H e a d l i n e 4 , p a g e 4

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

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

Effective Presentations Using PowerPoint 68

Handouts• Options:

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

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

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

T h i s i s a H e a d l i n e 4 , p a g e 4

A n o th e r H e a d l i n e 4 , p a g e 4

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

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

Effective Presentations Using PowerPoint 69

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

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

T h i s i s a H e a d l i n e 4 , p a g e 4

A n o th e r H e a d l i n e 4 , p a g e 4

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

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

Effective Presentations Using PowerPoint 70

6 Per Page9 Per Page

Effective Presentations Using PowerPoint 71

2 Per Page3 Per Page

Effective Presentations Using PowerPoint 72

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

Effective Presentations Using PowerPoint 73

Common Mistakes

Effective Presentations Using PowerPoint 74

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

Effective Presentations Using PowerPoint 75

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

Effective Presentations Using PowerPoint 76

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

Effective Presentations Using PowerPoint 77

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

Effective Presentations Using PowerPoint 78

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

Effective Presentations Using PowerPoint 79

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

Effective Presentations Using PowerPoint 80

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

Effective Presentations Using PowerPoint 81

PowerPoint Tips and Tricks

Effective Presentations Using PowerPoint 82

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 #

Effective Presentations Using PowerPoint 83

Presentation Tips and Tricks

• 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

Effective Presentations Using PowerPoint 84

Presentation Tips and Tricks

• 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

Effective Presentations Using PowerPoint 85

PowerPoint Tips and Tricks

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

Effective Presentations Using PowerPoint 86

PowerPoint Tips and Tricks

• 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

Effective Presentations Using PowerPoint 87

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

Effective Presentations Using PowerPoint 88

PowerPoint Tips and Tricks

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

Effective Presentations Using PowerPoint 89

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?

Effective Presentations Using PowerPoint 91

Effective Presentations Using PowerPoint 92

Effective Presentations Using PowerPoint 93

Recent ActionsRecent Actions

Faculty interviewsBlocking & Stacking

decisions PHS Faculty and All-Staff

briefings Executive Committee

decisions on schematic design

Floor group meetings

Effective Presentations Using PowerPoint 94

Effective Presentations Using PowerPoint 95

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

Effective Presentations Using PowerPoint 96

A Sample ProbElems

• Bullet one– Bullet Two

• Bullet three– Bullet four

• Bullet FIVE• Bullet Six

Shot Of My“BACKYARD”

Effective Presentations Using PowerPoint 97

The Change Process

PRESENTSTATE

TRANSITIONSTATE DESIRED

STATE

UnfreezingOccurs

RefreezingOccurs

Effective Presentations Using PowerPoint 98

Effective Presentations Using PowerPoint 99

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

Effective Presentations Using PowerPoint 100

Effective Presentations Using PowerPoint 101

Effective Presentations Using PowerPoint 102

Putting Concepts to PracticeA Group Process

Effective Presentations Using PowerPoint 103

Review Questions Discussion

Effective Presentations Using PowerPoint 104

Session Handouts

• Notes sheet

• Session slides – 6 slides per page

• Session outline

• CD with files

• Group process

• Homework forms

Effective Presentations Using PowerPoint 105

CD Contents

Effective Presentations Using PowerPoint 106

Resources

Effective Presentations Using PowerPoint 107

VisualsVisualsPlanning andPlanning and

AnalysisAnalysis

Practice & Practice & Do It!Do It!

EffectivePresentation

Presentation ComponentsPresentation Components

Content Content Message Message Supporting Supporting PointsPoints

Effective Presentations Using PowerPoint 108

Today We Covered

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

discussion

Effective Presentations Using PowerPoint 109

Effective Presentations Using PowerPoint 110

• 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

Effective Presentations Using PowerPoint 111

Think Again.