Preparing Presentations 2009
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Transcript of Preparing Presentations 2009
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When some people speak, every word is heard- for the rest of us…….
www.barackobama.com/photos
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we have to work harder.
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This presentation aims to help improvepresentation structure
u Introductionu Deciding upon the content and sectionsu The modern style
– Horizontal Logic– Vertical Logic
u The horror of bulleted lists and other thingsu Introductions and Summaries
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Introduction
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The best speakers use their slides as theframework for their talk not the content
TotalTotalInformationInformation
about Subjectabout Subject
Information toInformation tobe deliveredbe delivered
InformationInformationon slideson slides
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If you try to give a badly structuredpresentation it becomes a battle
Runningout of time
Missingmajorpoints
Confusing theaudience
Not getting themessage across
Losing confidence
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But if you use some simple rules you will findyour presentation is much easier to deliver
u Understand your audienceu Have the right amount of materialu Don’t confuse all the information about the
subject with what you can deliver in a talku Make sure the slides tell the storyu Make the slides attractive to help hold the
audience’s attentionu Start and end well
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Deciding upon content and sections
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The first step is to strike the balance betweenwhat you want to say and the time available
TIMETIMESubjectSubject
&&MessageMessage
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Filling the time is rarely the problem
u Given an hour prepare for 45 minutesu I have given hundreds of major presentations in
the last 20 years but have finished too early onless than ten occasions
u Be realistic about the number of overheads youneed - 1 slide per 3 minutes is a good guide (notcounting separators)
u Decide upon the 6 to 8 major points and makethem your sections
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The modern style
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The top part of the slide is where you tell thestory
Back up or amplification
of the Headline
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If all the Headlines are linked, the whole storyshould be told
This is the Horizontal LogicThis is the Horizontal Logic
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Each Headline should be complete - not dependon the material below to be understood
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The material below the Headline drives themessage home
This is the Vertical LogicThis is the Vertical Logic
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Structuring your presentation in this way hassome major advantages
u The path through the presentation is clear andonce written requires less preparation
u The presentation can be repeated in the futurewith very little work
u Someone else could give the presentationu The presentation handouts are more easily
understood
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Use a picture to help people through a complexpresentation structure
Define new SMS Systems
Define new SMS Systems
Deliver new SMS
Systems
Deliver new SMS
Systems
Identifyexistingsystems
Understandissues andpriorities
Understanduser
requirements
DocumentCustomer
Requirements
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Highlighting the section you are currentlyaddressing can be very helpful
This approach is particularly good forexplaining complex methodologies
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There are other ways of helping the audiencekeep their place in the presentation structure
You can have a text area on the left ofeach slide
Und
erst
and
Issu
es a
nd P
rior
itie
sU
nder
stan
d Is
sues
and
Pri
orit
ies
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Watch out for clip art that is widely used as it cantake attention away from your message
Microsoft PowerPointMicrosoft PowerPointclip art is particularlyclip art is particularlypopular. At one timepopular. At one timeyou couldn’t escapeyou couldn’t escapethe Screen Beansthe Screen Beans
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The horror of bulleted lists
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With bulleted lists the audience has toconcentrate too hard to absorb the material
u The lack of variation becomes tedious veryquickly
u The listener has to read everything in case thepresenter refers to it rather than repeats it
u Presenters may read the bullets making it a verydull presentation
u As the subject gets more complex the bulletpoints can become paragraphs
u Each slide that comes up starts to become achallenge to the listener
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Many people think in pictures
VisualizationVisualization
Internal SoundsInternal Sounds
FeelingsFeelingsInternalInternalDialogDialog
35%35%
10%10%
20%20%
45%45%
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The worst way of presenting a bulleted list isthe slow reveal
u The frustration that builds upu during this kind of presentationu is unbelievable.u The lack of confidence of the speakeru means that they try to stop the audienceu from moving ahead at a different speedu with disastrous results.
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Morffew’s law - there should never be more thantwo consecutive slides with bulleted lists
Give us a break…..
u First line, take this
uNow take this
uNow this, we haven’t finished
uYet more, keep awake
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There are some things to say in defence ofbulleted lists
u They are quick to writeu A lot of factual material can be put on a page
for later referenceu They break text into the important “bites”
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Bulleted lists can be disguised with a littlethought
Runningout of time
Missingmajorpoints
Confusing theaudience
Not getting themessage across
Losing confidence
Did you spot this one?Did you spot this one?
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Sometimes you can change a list into a milliondollar chart
50’s 90’s60’s 70’s 80’s 2000’s
EnvironmentEnvironmentStable Turbulent
NothingNew
ChangingSlowly
ModerateChange
DiscontinuousShifts
RapidContinualChange
GrowthGrowth ConsolidationConsolidationGenerationGeneration
The Development of an IndustryThe Development of an Industry
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Putting a clip art at the bottom of the listdoesn’t let you off
u This is still a bulleted listu It has bullets and textu This picture doesn’t change anythingu Morffew’s Law still applies
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And, while I’m on my soap box - laser pointerslaser pointers
u Are you looking at this?u Why are you looking here????u My pointer is still on the first line .u Did you note this word in particular?u Is this getting boring or what?u This is how they teach 4 -year olds to readu I’m getting too old for thisu I need to lie down!!
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Getting pictures is easy now we have theinternet and they can add value
http://www.pictures-of-african-animals
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Quotes can be a great benefit to your message
"Seventy percent of all re-engineering initiatives fail because not enough account of the people has been taken"
Source Hammer & Champy
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Humorous quotes are even better but theymust be relevant
""We don't like their sound. Groups of We don't like their sound. Groups of guitars are on their way out."guitars are on their way out." Decca Records spokesman in 1962
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International audiences are a great challengeto a speaker and require a modified approach
u Often people from other countries are better atspoken English rather than written English - sowrite less.
u Translators cannot translate your slides unlessyou read what is on them.
u The talk has to be slower - this will only work ifthere is less material.
u The best English speakers from other countriestell me they only understand 80% of what is said.
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Introductions and Summaries
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The beginning of the talk is very important -you need to grab the audience’s attention
Try to use something unexpected andpopular. If it is an interest of yours,your enthusiasm will come across.
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The end of the talk is also critical so you canleave on a high
The most elegant ending links back to theattention grabber……….
What you put on the pageWhat you put on the pageaffects how well it’saffects how well it’s
delivereddelivered
Andy Morffew
Last tip - end up with your title slide