Beyond Bullet Points: Using Microsoft® PowerPoint® to Create Presentations that Inform, Motivate, and Inspire

  • Published on
    27-Dec-2016

  • View
    222

  • Download
    1

Embed Size (px)

Transcript

<ul><li><p>Beyond Bullet Points, 3rd EditionUsing Microsoft PowerPoint to Create Presentations That Inform, Motivate, and Inspire</p><p>CLIFF ATKINSON</p></li><li><p>PUBLISHED BYM crosoft PressA D v s on of M crosoft Corporat onOne M crosoft WayRedmond, Wash ngton 98052-6399</p><p>Copyr ght 2011 by C ff Atk nson</p><p>A r ghts reserved No part of the contents of th s book may be reproduced or transm tted n any form or by any means w thout the wr tten perm ss on of the pub sher</p><p>L brary of Congress Contro Number 2011923735ISBN 978-0-7356-2735-2</p><p>Pr nted and bound n the Un ted States of Amer ca</p><p>M crosoft Press books are ava ab e through bookse ers and d str butors wor dw de For further nfor mat on about nternat ona ed t ons, contact your oca M crosoft Corporat on office or contact M crosoft Press Internat ona d rect y at fax (425) 936-7329 V s t our Web s te at www m crosoft com/mspress Send comments to msp nput@m crosoft com</p><p>M crosoft and the trademarks sted at http //www m crosoft com/about/ ega /en/us/Inte ectua Property/Trademarks/EN-US aspx are trademarks of the M crosoft group of compan es A other marks are property of the r respect ve owners</p><p>The examp e compan es, organ zat ons, products, doma n names, e-ma addresses, ogos, peop e, p aces, and events dep cted here n are fict t ous No assoc at on w th any rea company, organ zat on, product, doma n name, e-ma address, ogo, person, p ace, or event s ntended or shou d be nferred</p><p>Th s book expresses the authors v ews and op n ons The nformat on conta ned n th s book s prov ded w thout any express, statutory, or mp ed warrant es Ne ther the authors, M crosoft Corporat on, nor ts rese ers, or d str butors w be he d ab e for any damages caused or a eged to be caused e ther d rect y or nd rect y by th s book</p><p>Acquisitions Editor: K m Sp kerDevelopmental Editor: Va er e Woo eyProject Editor: Va er e Woo eyEditorial Production: Waypo nt PressCopy Editor: Roger LeB anc Cover: Tw st</p><p>The mages used n the fo ow ng figures are copyr ght Stockphoto com and the art st For more nformat on about an mage, enter the fi e number n the Search box at the Stockphoto com webs te</p><p>1-8 Bu d ng, #2201015; 1-9 Gave and flag, #804982; 1-10 Money, #2557065; 1-12 Prescr pt on, #2996720 X-Ray, #1231514; 2-14 PDA, #12816202; 6-14 Magn fy ng g ass, #307057; 8-4 C pboards, #576498, #3793238, #3831334; 8-5 C pboard, #1825380; 8-6 Too box, #1459715 Charts, #2168557; 8-9 Bra n, #2565668; 8-16 L ght bu b, #8315449 Stopwatch, #13901118 Money, #5509580; 8-19 C osed s gn, #10507982; 10-8 Racers, #2158582 Stopwatch, #2208715 Hurd e, #3272327 Racetrack, #2548145; 10-12 Ca endar, #3513709 Mon tor, #496871 Check st, #223288; 10-13 Paper, #773703 Org Chart, #815535 Bu d ngs, #976238 Yoga pose, #1850531; 10-19 O we , #3418353 Add ng mach ne r bbon, #877076 Spreadsheet, #926275 No Sa e, #3627711 Money tray, #1886778; 10-21 Peop e, #141425 Cars, #3146730 Tax s, #506002 A rp ane, #829923; 10-22 Peop e, #340892 Map, #2497505; 10-25 Watch, #590167 Gears, #2748397; 10-29 DNA, #129259; 10-33 Dartboard, #2669473 Darts, #3483998 Cred t card, #2140018 Ca cu ator, #3328335 Percentages, #3211485; E-4 Peop e, #450125</p></li><li><p>iii</p><p>What do you think of this book? We want to hear from you! M crosoft s nterested n hear ng your feedback so we can cont nua y mprove our books and earn ng resources for you. To part c pate n a br ef on ne survey, p ease v s t: </p><p>microsoft.com/learning/booksurvey</p><p>Contents</p><p>Acknowledgments xiii</p><p>Introduction xv</p><p>Chapter 1 The Perfect PowerPoint Storm 1 SteppingontotheMediaStage 4</p><p> ASingularStory 6</p><p> TheHeartoftheProblem 9</p><p> DistillingtheEssence 12</p><p> MixingMediums 13</p><p> FadetoGray 15</p><p> StarkChoices 16</p><p> WindsofChange 17</p><p> ThePowerofBBPinYourHands 18</p><p>Chapter 2 Realigning Our PowerPoint Approach with the Research 19 ThreeBedrockToolsofPowerPoint 19</p><p> Realignment1:UseSlideSorterViewtoManagetheVolumeofInformationinYourPresentation 21</p><p>InSearchofResearchReality 22ResearchReality1:YouHavetoRespecttheLimitsofWorkingMemory 23</p></li><li><p>iv Con en s</p><p>BBPRespectstheLimitsofWorkingMemory 29TheOldWayIgnorestheLimitsofWorkingMemory 31</p><p> Realignment2:UseNotesPageViewtoSynchronizeWhatYouShowandWhatYouSay 33</p><p>ResearchReality2:YouHavetoAddresstheTwoChannels 34BBPAddressestheTwoChannels 35TheOldWayAddressesOnlyOneChannel 38</p><p> Realignment3:UseNormalViewtoGuideAttentionontheScreen 42</p><p>ResearchReality3:YouHavetoGuideAttention 43BBPGuidesAttention 43TheOldWayDoesNotGuideAttention 45</p><p> AWell-TrainedTool 48</p><p>Chapter 3 Building a Foundation with the BBP Story Template 49 WhatDoestheRoadAheadLookLike? 50</p><p> SewingUpUnderstandingwithBBP 51TheHeartandBrainofBBP:TheStoryTemplate 51TheBuilt-inStoryStructure 52TheoryBecomesPractical 55</p><p> Step1:ChooseaStoryThreadandaPatterntoFollow 57</p><p> Step2:PullThroughWhatsMostImportantFirst 59</p><p> Step3:GuidetheVisualandVerbalStrandswithYourStoryboard 61</p><p>SketchingtheFirstFiveSlides 62SketchingtheRestoftheSlides 63ApplyingCustomLayouts 64AddingGraphicstotheFirstFiveSlides 66AddingGraphicstotheRestoftheSlides 66SteppingintotheScreen 67</p></li><li><p>vCon en s</p><p>PresentinginMultipleViews 68PresentingwithaTabletPC 69PresentingOnline 70DocumentingtheExperience 70</p><p> GettingStartedwiththeBBPStoryTemplate 71</p><p> WritingHeadlinesUsingThreeGroundRules 72Rule1:WriteConcise,CompleteSentenceswithaSubjectandaVerbinActiveVoice 72Rule2:BeClear,Direct,Specific,andConversational 73Rule3:LinkYourIdeasAcrossCells 74</p><p>Chapter 4 Planning Your First Five Slides 75 WhatWillYouShow,Say,andDointheFirst</p><p>FiveSlides? 76</p><p> StartingwiththeTitleandByline 77</p><p> ChoosingaStoryThread 78OrientingtheAudiencewiththeSettingHeadline 78InterestingtheAudiencewiththeRoleHeadline 80EngagingtheAudiencewiththePointAHeadline 82MotivatingtheAudiencewiththePointBHeadline 86CreatingDramaticTensionBetweenthePointAandPointBHeadlines 88FocusingtheAudiencewiththeCalltoActionHeadline 90</p><p> ChoosingaPatterntoFollow 92</p><p> ClosingtheCurtainonActI 96ReviewingtheFiveHeadlines 96AppealingtoYourAudiencesEmotions 97FocusingYourIdeas 97</p><p> 10TipsforEnhancingActI 98</p></li><li><p>vi Con en s</p><p>Chapter 5 Planning the Rest of Your Slides 105 AndNowPresentingActII 105</p><p>ASpecialTypeofOutline 106Built-inScalability 108</p><p> ThreadingtheEyeoftheNeedleUsingaHierarchy 109</p><p> PrioritizingYourSlides 111JustifyingtheCalltoActionHeadlinewiththeKeyPointHeadlines 112ImprovingYourKeyPoints 115ClarifyingEachKeyPointHeadlinewithItsExplanationHeadlines 118BackingUpEachExplanationHeadlinewithItsDetailHeadlines 121FleshingOuttheRestofActII 125</p><p> PullingThroughWhatsMostImportantFirst 128</p><p> LoweringtheCurtainonYourStoryTemplate 130</p><p> 10TipsforEnhancingYourStoryTemplate 131</p><p>Chapter 6 Setting Up Your Storyboard and Narration 137 WhatWillYouShow,Say,andDoDuringEverySlide? 138</p><p> PreparingtheStoryboard 139ReformattingYourStoryTemplateManually 140UsingtheBBPStoryboardFormatter 141CuingWorkingMemorywithPreliminarySlideBackgrounds 143PracticingScalingtoTime 147EditingYourHeadlinesIfNeeded 147ReviewingtheStoryboard 148</p><p> PlanningfortheVerbalChannelbyWritingDownWhatYoullSay 148</p><p> PlanningfortheVisualChannelbySketchingYourStoryboard 152</p></li><li><p>viiCon en s</p><p> StoryboardingUsingThreeGroundRules 155Rule1:BeVisuallyConcise,Clear,Direct,andSpecific 155Rule2:InActII,SketchConsistencyWithinColumnsandVarietyAcrossColumns 155Rule3:SketchOutsidetheScreenToo 158</p><p> 10TipsforEnhancingYourStoryboard 160</p><p>Chapter 7 Sketching Your Storyboard 167 WhatDoISketchonEachSlide? 167</p><p> SketchingtheActISlides 169SketchingtheTitleSlide 169AddingandSketchingaSpeakerIntroductionSlide 170SketchingtheSettingSlide 171SketchingtheRoleSlide 173SketchingthePointAandPointBSlides 175</p><p> SketchingtheCalltoActionandKeyPointSlides 181TriplingYourImpactwithThreePanels 183AddingItUpwithIcons 184ProppingItUp 184UsingVideo,Sound,orMotionGraphics(Carefully) 185BlackingOuttheScreen 185RaisingInterestwithYourLayouts 186KeepingtheMotifFlowing 187PausingattheEndofEachKeyPointSection 187PresentingwithMorethanOneSpeaker 188</p><p> SketchinganOptionalNavigationBar 188</p><p> SketchingtheExplanationSlides 190SketchingaVisualOrganizer 191SketchingHeadline-OnlyExplanationSlides 192UsingaScreenCapture 193</p></li><li><p>viii Con en s</p><p> SketchingtheDetailSlides 193ExplainingIdeasbyBuildingaDiagram 194BuildingaChartAcrossaSeriesofSlides 196CompletingtheExplanationSlides 197SwitchingtoOtherMedia 198AdaptingYourSketchestoYourProfession 199</p><p> SketchingYourStoryTemplate 199</p><p> Ready,Set,Sketch! 200</p><p>Chapter 8 Adding Graphics to Your Slides 201 WhichGraphicsDoIAddtoEachSlide? 201</p><p> DefiningYourDesignConstraints 202</p><p> AddingGraphicsUsingThreeGroundRules 204Rule1:SeeItinSeconds 204Rule2:AligntheAestheticswiththeAudience 206Rule3:DefendYourFoundation! 210</p><p> StartingtheProductionFlow 212DelegatingtheGraphicsTasks 213GettingtheGraphicsYouAlreadyHave 213GettingGraphicsatStockPhotographyWebSites 214CreatingtheGraphicsYouCan 215</p><p> ApplyingFinalSlideLayoutstoYourStoryboard 215Applying,Reviewing,andRefiningtheLayouts 217</p><p> AddingGraphicstotheCallToActionandKeyPointSlides 218</p><p> PreparingSlidesThatDontRequireGraphics 220</p><p> AddingGraphicstotheActISlides 221</p><p> AddingGraphicstotheExplanationSlides 223</p><p> AddingGraphicstotheDetailSlides 224</p><p> CreatingtheActIIISlides 227</p></li><li><p>ixCon en s</p><p> Fine-TuningandFinishingUp 228AddingGraphicstotheTitleandClosingCreditsSlides 228ReviewingandAddingGraphicstotheNotesPages 228</p><p> ReviewingandFinalizingtheStoryboard 229</p><p> 10TipsforEnhancingYourStoryboard 231</p><p>Chapter 9 Delivering Your BBP Presentation 235 DeliveringYourPresentationUsingThree</p><p>GroundRules 235GroundRule1:StepintotheScreen 236GroundRule2:RemovetheDistractions 236GroundRule3:ManagetheFlow 237</p><p> RemovingDistractions 238PreparingtheEnvironment 238CheckingtheTechnology 239PlanningforProblems 240RehearsingAwayDistractions 240UsingNotes 241</p><p> PromptingaDialog 242BeingAuthentic 242WorkingConfidentlywithYourSlides 243HandlingQ&amp;A 244</p><p> ImprovisingWithinConstraints 245KeepingControlofYourStory 245PreparingforDifferentContexts 246HandingOutHandouts 246</p><p> PresentingWithoutBeingPresent 246SendingYourNotesPages(NotYourSlides) 247ProducinganOnlinePresentation 247</p></li><li><p>x Con en s</p><p> AndNow,Presenting... 248</p><p> 10TipsforEnhancingYourDelivery 248</p><p>Chapter 10 Reviewing a Range of BBP Examples 253 WhatOtherExamplesCanISee? 254</p><p> IntroducingaCasewithTheTrial 254ActI:TheClassicalStorytellingFoundation 255APhotographicSettingSlide 255ReviewingtheActISlidesforTheTrial 256ReviewingtheCalltoActionandKeyPointSlidesforTheTrial 258</p><p> KeepingonTrackwithThePlan 259WritingActIoftheStoryTemplate 259ResearchingandAddingAvailableGraphicsforThePlan 261ReviewingtheActISlidesforThePlan 262ReviewingtheCalltoActionandKeyPointSlidesforThePlan 263DeliveringThePlanRemotely 267</p><p> PresentingResultswithTheAnalysis 268ResearchingandAddingAvailableGraphicsforTheAnalysis 271ReviewingtheActISlidesforTheAnalysis 272ReviewingtheCalltoActionandKeyPointSlidesforTheAnalysis 274</p><p> MakingInformationMeaningfulwithTheReport 276ResearchingandAddingAvailableGraphicsforTheReport 278ReviewingtheActISlidesforTheReport 278ReviewingtheCalltoActionandKeyPointSlidesforTheReport 279</p></li><li><p>xiCon en s</p><p> EngagingStudentswithTheClass 280ResearchingandAddingAvailableGraphicsforTheClass 282ReviewingtheActISlidesforTheClass 283ReviewingtheCalltoActionandKeyPointSlidesforTheClass 284</p><p> PuttingYourClientsattheCenterinThePitch 285ResearchingandAddingAvailableGraphicsforThePitch 287ReviewingtheActISlidesforThePitch 288ReviewingtheCalltoActionandKeyPointSlidesforThePitch 289</p><p> HandlingObjectionstoBBP 290</p><p>Appendix A BBP Ground Rules and Checklists 293 TheBBPGroundRules 293</p><p>ThreeGroundRulesforWritingHeadlines 293ThreeGroundRulesforStoryboarding 294ThreeGroundRulesforAddingGraphics 294ThreeGroundRulesforDeliveringYourPresentation 294</p><p> TheBBPChecklists 295Checklist:PlanningYourFirstFiveSlides 295Checklist:PlanningtheRestofYourSlides 295Checklist:PreparingtheStoryboard 295Checklist:SketchingtheStoryboard 296Checklist:AddingGraphicstotheStoryboard 296Checklist:DeliveringYourPresentation 296</p></li><li><p>xii Con en s</p><p>Appendix B Presenting BBP with Two Views 297 UsingSlideShowViewandTools 297</p><p> UsingPresenterViewandTools 299DeliveringaPresentationUsingPresenterView 299</p><p>Appendix C Starting Your Point A and B Headlines 301</p><p>Appendix D Starting Your Call to Action Headlines 305</p><p>Appendix E Creating Custom BBP Layouts 309 CreatingtheKeyPointSlideLayoutManually 309</p><p> CreatingtheExplanationSlideLayoutManually 313</p><p> CreatingtheDetailSlideLayoutManually 315</p><p> AddinganOptionalNavigationBarManually 316</p><p> AddingAutomatedAnimation 317</p><p> AdjustingtheNotesMasterLayout 318</p><p>Index 319</p><p>What do you think of this book? We want to hear from you! M crosoft s nterested n hear ng your feedback so we can cont nua y mprove our books and earn ng resources for you. To part c pate n a br ef on ne survey, p ease v s t: </p><p>microsoft.com/learning/booksurvey</p></li><li><p>xiii</p><p>Acknowledgments</p><p>MY THANKS toKimSpilkerandtheteamsatMicrosoftPressandOReilly,</p><p>whograciouslyprovidedmewiththeopportunitytoupdatethisbookina</p><p>thirdedition.ThankstomyeditingteamofValerieWoolley,SteveSagman,</p><p>andRogerLeBlanc,andtoBrendaBazylewskiandtheiStockphotocommunity</p><p>forthestockphotographyusedinmanyofthepresentationexamples.</p><p>ThankstothosewhoinspiredthefoundationoftheBBPapproachmostprofoundly:RichardE.Mayersimportantworkonmultimedialearning,BarbaraMintosrevolutionarycritical-thinkingmethodology,JonathanPrycesinsightsonstructuringandoutlininginformation,theengineerswhodevelopedtheSTOPproposal-writingmethodatHughesAircraft,andthemediaproducerswhopracticetheircrafthereinLosAngeles.</p><p>AspecialthankstothemanyBBPreadersandworkshopparticipantsyourcourageinapplyingBBPoftenagainstgreatoddsgivesmehopethatBBPwillcontinuetomakeadifferenceintheworld.</p><p>Dedication</p><p>To my partner, Andrew.</p><p> Cliff Atkinson</p></li><li><p>xiv</p><p>AbouttheAuthor</p><p>Cliff Atkinson isanacclaimedwriter,popularkeynotespeaker,andanindependentconsultanttoleadingattorneysandFortune500companies.Hedesignedthepresentationsthathelpedpersuadeajurytoawarda$253millionverdicttotheplaintiffinthenationsfirstVioxxtrialin2005,whichFortunemagazinecalledfrighteninglypowerful.</p><p>CliffsbestsellingbookBeyondBulletPointswasnamedaBestBookof2007bytheeditorsofAmazon.com,andhasbeenpublishedinthreeeditionsandtranslatedintoadozenlanguagesincludingChinese,Korean,andRussian.Thebookexpandsonacommunicationsapproachhehastaughtinternationallyattoplawfirms,governmentagencies,businessschoolsandcorporations,includingSony,Toyota,DelMonte,Nestl,Nokia,Deloitte,BBDO,TheNPDGroup,Ipsos,Facebook,Bristol-MyersSquibb,Intel,GE,theAmericanBarAssociation,andtheUnitedNationsInternationalCriminalTribunal.</p><p>CliffsworkhasbeenfeaturedintheLosAngelesTimes,TheNewYorkTimesandtheTheWallStreetJournal.</p><p>CliffreceivedhisB.A.inEnglishandjournalismfromBaylorUniversityinTexasandhisM.B.A.fromRichmond,TheAmericanInternationalUniversityinLondon.AfterservingasacaptainintheU.S.AirForce,heheldmarketingandconsultingpositionsforstart-upcompaniesinSanFranciscoduringthedot-comboom.CliffcurrentlyresidesinWashingtonD.C.</p></li><li><p>xv</p><p>Introduction</p><p>I ORIGINALLY WROTE BeyondBulletPoints n2005toofferanewwayforpeop e</p><p>tocreateM crosoftPowerPo ntpresentat onsmoreeffect ve y Inevermag nedthat</p><p>short yafterthebookspub cat on,the mpactoftheBeyondBu etPo nts(BBP)</p><p>approachwou dmakehead nes nthe...</p></li></ul>