Delivering Professional Presentations

Susan MongoldVAGP Spring Conference

March 2008

Delivering Professional Presentations

• Professional– a person who is expert at his or her work

• Presentation– a demonstration, lecture, or welcoming

speech– a manner or style of speaking, instructing,

or putting oneself forward

http://dictionary.reference.com/

Delivering Professional Presentations

• Organizing and Preparing

• Visual Aids

• Delivery Tips

Organizing and Preparing

• Know Your Audience– Who?– What?– Why?– Where?– When?

Organizing and Preparing

If your audience will only remember

3 THINGS….what will they be?

1. ___________________

2. ___________________

3. ___________________

Organizing and Preparing

• Develop an outline

• Does if FLOW???– Foundation– Linear– Organized– WOW! What a view!

Organizing and Preparing

• Tried and True Format– Introduction– Main Topic– Summary

• Repeat your main points

Organizing and Preparing

• Three Tests– WIIFM or WIFFU– Elevator– So What?

• Does your information pass these tests?

Organizing and Preparing

• Practice…Practice…Practice– In front of a mirror– With a co-worker– At your desk– While you drive

• Be the Expert! Know your subject!

Organizing and Preparing

It’s all about YOU!!!

• What else about organizing and preparing for a presentation would be helpful to discuss?

• Any great stories about getting ready for a presentation? Something you could share?

Visual Aids

• Keep It Simple

– The content is the STAR not the slides

– PowerPoint is meant to supplement

– “Just send me your slides”

Visual Aids

• Keep It Simple

– Limit transitions

– Limit animation

– Limit yourself

Visual Aids

• Too much information on one slide can be hard to follow and end up making your audience wonder why you just didn’t give them a handout and tell them to read it in a hallway

• Let’s look at an example….

List of Available Grants• Direct Federal assistance via HHS grants include:

– HHS/Centers for Disease Control and Prevention (CDC) Public Health Emergency Preparedness (PHEP) Program

– HHS/CDC Pandemic Influenza Guidance Supplement to the 2006 Public Health Emergency Preparedness Cooperative Agreement Phase II

– HHS/Office of the Assistant Secretary for Preparedness and Response (ASPR)

– Bioterrorism Training and Curriculum Development Program (BTCDP)

– HHS/ASPR Hospital Preparedness Program (formerly the National bioterrorism Hospital Preparedness Program)

– HHS/ASPR Emergency Systems for Advance Registration of Volunteer Health Professionals (ESAR-VHP)

– HHS/Food and Drug Administration (FDA) Office of Regulatory Affairs Food Safety and Security Monitoring Project-Radiological Health Cooperative Agreement (FERN)

– HHS/ASPR Healthcare Facilities Partnership Program

List of Available Grants

• www.grants.gov

• Register & receive the announcements

– Health and Human Services– Dept. of Homeland Security– Dept. of Education– Office of Justice

Visual Aids

• Charts– Pie– Line– Bar

• Tables– Side by Side comparison

Homeland Security Grant ProgramFunding Level History

• Note – Federal funding to states cut over $600M in 2006

$11.7

$46.3 $49.5

$38

$16.8

0

10

20

30

40

50

60

1 2 3 4 5 6

Year

Mill

ion

s

$11.6

$46.3$49.5

$38

$16.8

$25.2

2002 2003 2004 2005 20072006

2006-2007 DHS SHSP & LETPP Program Distribution

*2006 M&A = $737,000 2007 M&A = 1,171,000 MMRS - $2,942,851

Interoperability, $7,512,500 , 19%

Citizen Preparedness ,

$2,351,375 , 6%

Training & Exercises , $6,137,111 , 16%

Mass Evac/Shelters , $4,394,868 , 11%

Critical Infras tructure, $3,332,750 , 9%

CBRNE, $2,047,500 , 5%

Law Enforcem ent, $9,971,055 , 25%

EMS, $1,391,000 , 4%

M&A*, $1,924,000 , 5%

Interoperability

Citizen Preparedness

Training & Exercises

Mass Evac/Shelters

Critical Infras tructure

CBRNE

Law Enforcem ent

EMS

M&A*

Visual Aids

• Cool Colors– Blue…Green– Good background– Recede away from us

• Warm Colors– Orange…Red– Good for text– Appear to come at us

Visual Aids

FONTS

• Use the same font or two fonts throughout

• Arial or Arial Black are common

• Times, Script MT Bold, Courier New

Visual Aids

It’s all about YOU!!!

• What else about visual aids would be helpful to discuss?

• Any great stories you can share? Best visual aids? Worse visual aids?

Delivery Tips

• Prepare, Prepare, Prepare

– Do you know your setting?

– Have you used the AV equipment before?

– Is this on your laptop?

– Is the software compatible?

Delivery Tips

• Bring a hard copy

• Have a backup plan

• Know the material

Delivery Tips

• Make eye contact

• MOVE your hands, arms, eyes

• Pause between points…– Don’t fill the silence….

Delivery Tips

• Questions– Get the audience involved and they will

OWN the information

– Ask questions to find out what the audience knows…wants…

– Use questions to get the participants to know each other

Delivery Tips

• What if…– Your forget something?– You loose your place?– You are wrong?– You have a typo?

Delivery Tips

It’s all about YOU!!!

• What is your BEST presentation story?

• What is the WORSE thing that ever happened during a presentation?

• What else do you want to know about delivering a presentation?

Delivering Professional Presentations

"There are always three speeches, for

every one you actually gave. The one you

practiced, the one you gave, and the one

you wish you gave.“

-- Dale Carnegie

Delivering Professional Presentations

• Questions?

• Thank you!