powerpoint and presentation skills. using powerpoint safe-ly

Michon Williams

Schulich School of Business

August 2011

Using PowerPoint SAFE-ly

You will learn:• The most important aspect of ANY presentation• Creating a compelling story• Different PowerPoint approaches for different objectives

What is PowerPoint?

• What does it do?

Presents data graphically

Illustrates an idea or concept

Provides visual aid for presentations

(and sometimes reports)

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What is PowerPoint?

• What is it for?

– Classroom / Training– Results of a study – Making a recommendation– Selling a product– Selling an idea

– And more!!!

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What is PowerPoint???

• It’s about….

MAKING A POINT!!!!!

• So why do so many people get it wrong???

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How do you avoid this?

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Know You’re SAFE

Story

Audience

Format

Engagement

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Story: The main message

• What does your PowerPoint need to do?

• Examples…– Classroom / Training– Summarizing the results of a study – Summarizing a recommendation– Selling a product– Selling an idea

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Story types

• What does your PowerPoint need to do?

• Examples…– Classroom / Training– Summarizing the results of a study – Summarizing a recommendation– Selling a product– Selling an idea

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• Stories– Major learning objective– Study conclusion– Recommendation– How it meets MY needs– What do you need from

me?

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Story example: High-school Essays

• Introduction– Summary– Thesis– Paragraph 1

• Point• Proof• Comment

– Paragraph 2• Point• Proof• Comment

– Paragraph 3• Point• Proof• Comment

• Conclusion– Thesis– Summary

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EVERYTHINGis about the thesis

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Story example: Business recommendation

• Recommendation: Sell the business

• Reasons:1. Competition2. Market consolidation3. Market position4. Interested buyers

• Preparing for sale:1. Finance: getting your books in order2. Human Resources: Dealing with staffing during transition

• Summary

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EVERYTHINGis about the “reco”

Story steps…

1. Tell them what you’re going to tell them

2. Tell them…

3. Tell them what you told them

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Story: What makes a good one?

• Theme / Message – Tell me in one sentence

• Relate-ability– Audience knows how it relates to them / what’s being asked of them

• Credibility– Storyteller is perceived as credible

• Illustration– Ideas are represented with words, pictures and diagrams

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Audience: Know them!

• Who are you presenting to?

– Acknowledge them

– Understand their interests

– Speak with them….NOT at them

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Audience: Know them!

• What do you want them to know??

– We are recommending for you…

– You will learn from this course…

– These are insights you may find interesting..

– We think you’ll care because…

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Format: To Present or To Read?

• Two types of PowerPoints

– To be presented

– To be distributed and read by audience

….Two types of approaches

….Sometimes you need to compromise with a little of both (like this

presentation)

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Formatting presentation slides

1. One major idea per slide

2. Minimize text and bullets• 5 words per bullet, 5 bullets per page

3. Illustrate with slides (explain through speaking)• Use Images and charts

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Formatting presentation slides

Good SLIDES are…

• Short and clear

Good SLIDES are NOT…

• Detailed or complex

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Formatting presentation slides

Good SLIDES…

• Summarize key points

Good SLIDES are NOT…

• All of the information

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Formatting presentation slides

Good SLIDES…

• Complement what you say

Good SLIDES are NOT…

• Detailed speaking notes

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Formatting presentation slides

Good SLIDES are…

• Highlights of a story

Good SLIDES are NOT…

• A document or report

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Formatting if detail is needed

1. Use multiple slides

2. Appendices– Move detailed graphs and data to your appendices– Present them if needed during Q&A

3. Keep two versions of your presentation– One to SPEAK TO– One to distribute (which can be read)

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Engage the Audience

– Ask about the audience’s experience• How many of you have…• Have you ever…• Who here knows about…

– Leave a few questions unanswered

– Ask if there are questions

– Ask for feedback…and integrate input into your next presentation!

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Summary: SAFE

Story: • What does your PowerPoint need to do?• What is your main message?

Audience: • Who are you presenting to?• What do they know?• What do they need to know?

Format:• How will your PowerPoint be used?

Engagement:• Engage the Audience• Ask for questions!!• Get feedback on what’s worked

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