march 14, 2013 vip chapter program and meeting all telephone lines will be muted until we request...

March 14, 2013

VIP Chapter Program and Meeting

www.iaap-vip.org

All telephone lines will be muted until we request that you un-mute them. Thank you.

www.iaap-vip.org 2

Introduction of Tonight’s Speaker

Betty Lawler, CAPVice President

How to Make Your Presentations Shine – AndPolish Your Own Star at the Same Time!

David ZehrenZehren Friedman Associates

ZEHRENFRIEDMAN A S S O C I A T E S

HOW TO MAKE YOUR

PRESENTATIONS SHINEfor

A 60-Second Introduction toZehren♦Friedman Associates

• We help people and their organizations Sell, Present, Negotiate, and Influence Better

• We’ve been doing this since 1989• We have conducted skill-building seminars in North,

South & Central America; Europe; Asia; Africa, and Australia.

• Every continent except Antarctica!

4© Zehren-Friedman Associates, Ltd.

Our Chicago-Area Clients Include

• ABBOTT• AON-Hewitt• Baxter• CDW• Federal Reserve Bank of Chicago• Hospira• Heller Financial• Kraft• LaSalle Bank• MB Financial• Morningstar• Northern Trust

How Can We Be of Help to You?

• ZehrenFriedman Associates

• 847-940-7269

• Dzehren@zehrenfriedman.com

• www.Zehrenfriedman.com

• 2012 Year in Review (http://www.zehrenfriedman.com/2012Year-in-Review/index.html

Time to Vote!

Please give us a thumbs up if the statement is true for you

I create visuals for others to use (PPT., Excel etc.) I often provide input and advice regarding the structure

and logical flow of a colleague’s presentation I hardly ever deliver presentations myself to a live or

virtual (via teleconference or webinar) I deliver presentations live or virtual between 2 and 10

times a year I deliver live or virtual presentations more than 10 times

per year

What Google Search __ __ __ __ __ __ __Produced This Tally: About 3,770,000 results in 0.13 sec?

H A T E P O W

What Google Search __ __ __ __ __ __ __Produced This Tally: About 3,770,000 results in 0.13 sec?

H A T E P O W

Hate PowerPoint Presentations

You Can Help Your Colleagues (and Yourself) Make Presentations people don’t hate

Challenges Today’s Presenters Face

1. Some visuals hurt more than help

2. Technology has made us lousy listeners

3. Too much time reporting data; not enough telling stories

4. Actuaries and shoes

Solutions toChallenges Today’s Presenters Face

1. Some visuals hurt more than helpTips for good visuals

2. Technology has made us lousy listenersHow to compensate for lousy listeners

3. Too much time reporting data; not enough telling storiesTell a story

4. Actuaries and shoes Go barefoot; put personality and passion in your delivery

There is a Good Reason Why we Create Bad Visuals

Lets explore why…….

What Use is Made of PowerPoint Files? App 55

The Difference Between a Written Report and Visuals for a Spoken Presentation app. for p. 17

A written report is generally designed to convey its information to its audience one person at a time, with each reader holding a printed page or staring at a computer screen. One advantage of a written report is that each reader can spend as much or as little time as they wish on each page, depending on their interest level, their familiarity with the material, their reading speed, their dyslexia condition, etc. Each individual reader remains largely in control of the communication and can dive deep or skim across a page as they wish. They can jump ahead or turn back to refresh what was covered on a previous page. After reading or scanning the document, they can keep it as a reference tool and as a “document of record” that contains the official data, analysis, and/or recommendations.

The visuals used for a spoken presentation have a different purpose and may need to be quite different in design. Their purpose is to support the major ideas the presenter wishes to convey with the spoken word. Good presentation visuals are usually clear and simple. They help the audience understand and will also make the message more memorable. But remember: the audience is composed of different people with different levels of interest in the material, different reading styles and speeds, different abilities to digest technical material, and different distractions going on in their minds while the presenter is speaking. As opposed to a written report, in a live presentation the audience has almost no control over the communication process. The presenter is in control of how long each visual is shown, and if the visuals are complex, then each audience member is probably studying a different part of the visual while the presenter is talking. Complex, crowded visuals end up competing with the presenter for the audience's attention and they almost surely contribute to confusion and frustration rather than contributing to clarity and recall. If part of the audience is remote and each audience member is controlling a PowerPoint deck on their computer, that is even worse. We can say with some certainty that members of a remote audience and the presenter are often “not on the same page”.

Good NewsIt is possible to create a single PowerPoint file that provides good visuals that will make a presentation more clear and more memorable, and, within the same file, create a written report that provides all the detail and explanation that some readers want and also creates a document of record for future reference.

These two competing needs can be addressed with careful use of Appendix pages and Appendix Pointers. 55

What Use is Made of PowerPoint Files?

1) Presentation Visuals to be projected

2) A catch-up document for those who missed the presentation

3) A Written Report or Proposal

4) An audit trail or Document of Record

1) Presentation Visuals to be projected

2) A catch-up document for those who missed the presentation

3) A Written Report or Proposal

4) An audit trail or Document of Record

Presentation Visuals to be projected

A catch-up document for those who missed the presentation

A Written Report or Proposal

An audit trail or Document of Record

Presentation Visuals to be projected

A catch-up document for those who missed the presentation

A Written Report or Proposal

An audit trail or Document of Record

There is a Good Reason Why we Create Bad Visuals

Because we are writing for two very different types of audiences.

Live Audience Individual Reader

Keep Both Audiences in Mind When You Create a PowerPoint File

Slides designed for individual reading make the presenter’s job much more difficult.

Good Solution A note to future users and Appendix Pointers will help you serve both audiences well.

A Note To Future Users Of This File

• This file is designed to serve two purposes. Slides 5 through 53 are designed to support a presenter who can add explanations and additional material as needed. Slides 54-57 contain appendix information that the presenter might use if audience members (or individual readers using the file later) have questions that require explanation or a deeper dive into the material.

This note should follow the title page

A Note To Future Users Of This File (This follows the Title Page)

• This file is designed to serve two purposes. Slides 5 through 53 are designed to support a presenter who can add explanations and additional material as needed. Slides 54-57 contain appendix information that the presenter might use if audience members (or individual readers using the file later) have questions that require explanation or a deeper dive into the material.

• Some slides in the front of the file will refer to specific pages in the appendix. A notation like this in the Title section of a slide APP. 56 will guide you to the appropriate Appendix page.

• What’s the best way to get from slide 7 to Slide 23?

• Easy! Within SlideShow mode, simply type 23 Enter

Speaking of Slides to Put at the Front of a Deck…

Here are three good ones:

• Note to Future Users

• A Glossary

• Q & A Ground Rules

Add Glossary and Q&A Slides Here

Tips for Creating and Using Visuals

APP 56-57

1.2.3.4.5.6.7.8.9.10.

Tips for Creating and Using Visuals App. For 29

1. Know your audience and your objective Is your goal to persuade or simply to inform? What does your audience care most

about? Adjust to their preferred level of generality or detail

2. Tell your story with visual information Use pictures, graphs, charts instead of words when possible. A picture is worth a

thousand words, or at least several dozen!

3. Label graphs for easy readingLabel the gradations on the right side as well as the left side of a vertical bar chart. Print the value of each bar inside the bar or at the top end of each bar. A label on a bar or a slice of pie is more helpful than a color-coded legend.

4. Use color with restraint and to help convey meaningBe consistent with colors throughout the presentation. Choose colors that print and project well; color combinations that look good on your computer screen may look awful when projected on a wall screen.

5. Put meaning or message in your headlines

The headline is the most prominent, powerful part of your visual. Keep it brief, but make it say something. Put the message of the graph in the headline.

Tips for Creating and Using Visuals App for 29

6. Less is MoreA simple visual is more powerful and more memorable than a crowded complex one. Avoid full sentences whenever possible. Edit like crazy. Avoid dense tables or highlight the relevant data in a table. Use Appendix pages for optional detail, data, and explanations.

7. Number every page; use Appendix Pointers to help audience navigate.

8. These three pages should follow the Tithe Page:.P.2. Guidance to future readersp.3. Glossary of Acronyms and jargonp. 4. Q & A Ground Rules

9. Don’t let your visuals or handouts compete with you for audience attention.As soon as a visual comes into view, people’s eye and thoughts are drawn to it. Don’t invite your audience to read and think about something until you are ready to talk about it.

10. Use numbers instead of bullets.Audience members often drift. Saying “Next bullet…” does not tell them where you are on the page. Saying “item 5” helps them stay with you and “on topic”

Tips for Creating and Using Visuals App. 56-57

1. Know your audience and your objective

Tips for Creating and Using Visuals

App 56-57

1. Know your audience and your objective

2. Tell your story with visual information

1. Know your audience and your objective2. Tell your story with visual information

3. Label graphs for easy reading app p 45-46

1. Know your audience and your objective2. Tell your story with visual information3. Label graphs for easy reading

4. Use color with restraint and to help convey meaning

Tips for Creating and Using Visuals App 56-57

1. Know your audience and your objective2. Tell your story with visual information3. Label graphs for easy reading4. Use color with restraint and to help convey meaning

1. Know your audience and your objective2. Tell your story with visual information3. Label graphs for easy reading4. Use color with restraint and to help convey meaning5. Put meaning or message in your headlines

6. Less is More

1. Know your audience and your objective2. Tell your story with visual information3. Label graphs for easy reading4. Use color with restraint and to help convey meaning5. Put meaning or message in your headlines6. Less is More

7. Number every page; use Appendix Pointers to help audience navigate.

Tips for Creating and Using Visuals App 46-47

1. Know your audience and your objective2. Tell your story with visual information3. Label graphs for easy reading4. Use color with restraint and to help convey meaning5. Put meaning or message in your headlines6. Less is More7. Number every page; use Appendix Pointers to help audience navigate.

8. These three pages should follow the Title Page: p.2 Guidance to future readers p.3 Glossary of acronyms and jargonp.4 Q & A Ground Rules

1. Know your audience and your objective2. Tell your story with visual information3. Label graphs for easy reading4. Use color with restraint and to help convey meaning5. Put meaning or message in your headlines6. Less is More7. Number every page; use Appendix Pointers to help audience navigate.8. These three pages should follow the Title Page

9. Don’t let your visuals or handouts compete with the presenter for audience attention

1. Know your audience and your objective2. Tell your story with visual information3. Label graphs for easy reading4. Use color with restraint and to help convey meaning5. Put meaning or message in your headlines6. Less is More7. Number every page; use Appendix Pointers to help audience navigate.8. These three pages should follow The Title Page9. Don’t let your visuals or handouts compete with the presenter for audience attention

10. Use numbers instead of bullets (sometimes)

Lets Look At Individual Slides

Research Results Research studies conducted by the University of Minnesota and by the

Applied Research Center of the Wharton School at the University of Pennsylvania show that the use of PowerPoint or other visuals in business presentations has impact on the amount of time required to reach a decision, on the actual outcome of the meeting, and on the image of the presenter. More specifically, the studies showed that audiences were more likely to reach an agreement and more likely to accept a presenter’s recommendation if the presenter supported his or her verbal message with visuals. (PowerPoint visuals were used in the research, but similar results could be expected from use of high quality storyboards or flipcharts).

When the sample presentations were made without visual support, meetings tended to last longer, were less likely to reach consensus, and less likely to accept the presenter’s recommendation. In addition, audiences rated presenters who used visuals higher on all of these criteria compared to presenters who used no visuals: Prepared; concise; Professional; Clear; Persuasive;Credible; Interesting; Supporting Data; Strong.

Good Visuals Help

• Make meetings more interesting and efficient

• Make presenters more persuasive

• Improve the presenter’s image

Based on research conducted at U. of Minnesota and U. of Pennsylvania

STATEMENT OF CONSOLIDATED INCOME

For Years Ended December 31, 2011, 2010

(In millions of dollars and shares except per share amounts)

2011 2010 Change Percent

Net Sales and Revenues

Construction & mining $ 16,459.7 $ 11,794.8 $ 4,664.90 40%

Farm & agricultural $ 6,897.2 $ 5,773.6 $ 1,123.60 19%

Financial services $ 3,412.0 $ 4,961.7 $ (1,549.70) -31%

Intercompany $ 2,697.2 $ 1,043.1 $ 1,654.10 159%

Total Net Sales $ 29,466.1 $ 23,573.2 $ 5,892.90 25%

Finance & interest income $ 1,922.6 $ 1,825.3 $ 97.30 5%

Other income $ 623.8 $ 606.1 $ 17.70 3%

Total Sales & Revenue $ 32,012.5 $ 26,004.0 $ 6,008.50 23%

Costs and Expenses

Cost of Sales $ 21,919.4 $ 17,398.8 $ 4,520.60 26%

Research & Development $ 1,226.2 $ 1,052.4 $ 173.80 17%

Selling, admin & general $ 3,168.7 $ 2,968.7 $ 200.00 7%

Interest expense $ 759.4 $ 811.4 $ (52.00) -6%

Other operating expenses $ 716.0 $ 748.1 $ (32.10) -4%

Total $ 27,789.7 $ 22,979.4 $ 4,810.30 21%

Income of Consolidated $ 4,223.6 $ 3,025.5 $ 1,198.10 40%

Group before Income Taxes

Provoision for income taxes $ 1,423.6 $ 1,161.6 $ 262.00 23%

Income of consolidated group $ 2,799.2 $ 1,863.6 $ 935.60 50%

Equity in income (loss) ofuncolsolodated affiliates $ 8.6 $ 10.7 $ (2.10) -20%

Net Income $ 2,807.80 $ 1,874.3 $ 933.50 50%

Less: New Income(loss) atributable to $ 7.9 $ 9.3 $ (1.40) -15%

noncontrollimg interest

Net Income Attributable to Company $ 2,799.9 $ 1,865.0 $ 934.90 50%

Per Share Data

Basic $ 6.7 $ 4.4 $ 2.31 53%

Dilutted $ 6.6 $ 4.4 $ 2.28 52%

Dividens declared $ 1.5 $ 1.2 $ 0.36 31%

Average Shares Outstanding

Baisc $ 417.40 $ 424.00 -6.6 -2%

Diluted $ 422.40 $ 428.60 -6.2 -1%

ABC Corporation P&L Statement 2012

STATEMENT OF CONSOLIDATED INCOME For Years Ended December 31, 2012(In millions of dollars and shares except per share amounts)

2012 2011 Change Percent

Total Sales 29,466 23,573 5,892 25%

2012 2011 Change Percent Total Sales 29,466 23,573 5,892 25%

Cost of Sales 24,919 18,968 5,951 31%

2012 2011 Change Percent Total Sales 29,466 23,573 5,892 25% Cost of Sales 24,919 18,968 5,951 31%

Selling /Admin 1,226 1,052 174 16%

What Customers Value:Quality - Price - Service

1st 2nd Middle 4th Last0

50Rankings of Important Attributes

Quality Price Service Attitude Capabilities

Quality, Price & Service Demanded, Not Delivered; #1 Brand Image: Capabilities

1st 2nd Middle 4th Last

Relative I mportance

Quality Price Service

Attitude Capabilities

Image of Brand X

Relative Importance

Image of Brand X

We are weak on the very attributes the market values highly

We are strong on attributes they don’t care about

Solutions toChallenges Today’s Presenters Face

1. Some visuals hurt more than helpTips for good visuals

2. Technology has made us lousy listenersHow to compensate for lousy listeners

3. Too much time reporting data; not enough telling storiesTell a story

4. Actuaries and shoes Go barefoot; put personality and passion in your delivery

appendix

The Difference Between a Written Report and Visuals for a Spoken Presentation

A written report is generally designed to convey its information to its audience one person at a time, with each reader holding a printed page or staring at a computer screen. One advantage of a written report is that each reader can spend as much or as little time as they wish on each page, depending on their interest level, their familiarity with the material, their reading speed, their dyslexia condition, etc. Each individual reader remains largely in control of the communication and can dive deep or skim across a page as they wish. They can jump ahead or turn back to refresh what was covered on a previous page. After reading or scanning the document, they can keep it as a reference tool and as a “document of record” that contains the official data, analysis, and/or recommendations.

The visuals used for a spoken presentation have a different purpose and may need to be quite different in design. Their purpose is to support the major ideas the presenter wishes to convey with the spoken word. Good presentation visuals are usually clear and simple. They help the audience understand and will also make the message more memorable. But remember: the audience is composed of different people with different levels of interest in the material, different reading styles and speeds, different abilities to digest technical material, and different distractions going on in their minds while the presenter is speaking. As opposed to a written report, in a live presentation the audience has almost no control over the communication process. The presenter is in control of how long each visual is shown, and if the visuals are complex, then each audience member is probably studying a different part of the visual while the presenter is talking. Complex, crowded visuals end up competing with the presenter for the audience's attention and they almost surely contribute to confusion and frustration rather than contributing to clarity and recall. If part of the audience is remote and each audience member is controlling a PowerPoint deck on their computer, that is even worse. We can say with some certainty that members of a remote audience and the presenter are often “not on the same page”.

Good NewsIt is possible to create a single PowerPoint file that provides good visuals that will make a presentation more clear and more memorable, and, within the same file, create a written report that provides all the detail and explanation that some readers want and also creates a document of record for future reference.

These two competing needs can be addressed with careful use of Appendix pages and Appendix Pointers.

Tips for Creating and Using Visuals App. For 30

1. Know your audience and your objective Is your goal to persuade or simply to inform? What does your audience care most

about? Adjust to their preferred level of generality or detail

2. Tell your story with visual information Use pictures, graphs, charts instead of words when possible. A picture is worth a

thousand words, or at least several dozen!

3.Label graphs for easy reading Label the gradations on the right side as well as the left side of a vertical bar chart. Print the value of each bar inside the bar or at the top end of each bar. A label on a bar or a slice of pie is more helpful than a color-coded legend.

4.Use color with restraint and to help convey meaning Be consistent with colors throughout the presentation. Choose colors that print and project well; color combinations that look good on your computer screen may look awful when projected on a wall screen.

The headline is the most prominent, powerful part of your visual. Keep it brief, but make it say something. Put the message of the graph in the headline.

Tips for Creating and Using Visuals App for 31

6. Less is MoreA simple visual is more powerful and more memorable than a crowded complex one. Avoid full sentences whenever possible. Edit like crazy. Avoid dense tables or highlight the relevant data in a table. Use Appendix pages for optional detail, data, and explanations.

7. Number every page; use Appendix Pointers to help audience navigate.8. These three pages should follow the Tithe Page:.

P.2. Guidance to future readersp.3. Glossary of Acronyms and jargonp. 4. Q & A Ground Rules

9. Don’t let your visuals or handouts compete with you for audience attention.As soon as a visual comes into view, people’s eye and thoughts are drawn to it. Don’t invite your audience to read and think about something until you are ready to talk about it.

10. Use numbers instead of bullets.Audience members often drift. Saying “Next bullet…” does not tell them where you are on the page. Saying “item 5” helps them stay with you and “on topic”

march 14, 2013 vip chapter program and meeting all telephone lines will be muted until we request...

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