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High Impact Presentation

through PowerPoint

Facilitated by

Puan Roziana Rashid

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• Enhance skills in creating PowerPoint presentation for future use.

• Improve any PowerPoint presentation (ppt) already being used.

• Create more impact on audience in presenting (teaching) by, and when using ppt presentation.

Objective of session

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• Good/basic knowledge of PowerPoint.

• Experienced presenters.

• Know your target audience (students)well:

– Interest in subject matter – Hi, Mid, Lo

– Age range

– Average education level

– Language flair

– Attention span

Background assumption

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• Produce ppt slides that are:

– Comprehensive & detailed)

– Creative & captive )

– Effective & easily

understood )

• Presenters who are:

– Effective

– Captive

– Attractive

Desired end result

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1. Lay the napkin face

down in front of you.

2. Fold the napkin

in half diagonally.

Example of desired result –

TABLE NAPKIN FOLDING

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• 1 work day only – manage your expectations well.

• NOT a session on creating/designing PowerPoint slides for presentation.

• A session on presenting using the aid of PowerPoint slides effectively.

Scope of session

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• PowerPoint AIDS & SUPPORTS presenter/teacher/lecturer/facilitator.

• Slides should not overpower the presenter.

• YOU, the presenter are still the key component of the presentation (teaching).

REMINDER!

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• You observe & listen

• I listen & observe

• You do & show

• We review & feedback

• We ask & we respond!

Plan for the day

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1) Presenter

2) Powerpoint

3) Presentation

Components of session

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PERSONALITY TALKS Know yourself, know others better…

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Why do you think, speak, behave and react the way you

do now?

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Take the d.o.p.e. test!

PERSONALITY TRAITS

Take the d.o.p.e. test!

Personality

You?

Male peacock

eagle

owl

White dove

DOVE:

The peaceful dove. The dove is

people-orientated, loyal, friendly, hard-

working and a great team player but

tends to avoid change, confrontation,

risk-taking and assertiveness.

PEACOCK:

The showy peacock. The peacock

loves talking, being the centre of

attention, has passion/ enthusiasm and

is happy/ optimistic. Peacocks can be

accused of talking too much, and aren’t

good with detail or time-control.

OWL:

The wise owl. The owl is logical,

mathematically minded, methodical

and sometimes seen as a perfectionist.

The owl can be slow to make decisions

and inflexible if rules and logic says

otherwise. Owls are not big risk takers

but love detail.

EAGLE:

The bold eagle. Eagles are dominant,

stimulated by challenge, decisive and

direct. Eagles can be blunt/ stubborn,

can lose sight of the big-picture and

can be insensitive to other people’s

needs. Eagles are natural achievers.

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Influencing traits Personality Communicates

Dove Soft, even paced, sometimes slow. Simple language, follows instructions with no questions asked, doesn’t look at speaker.

Owl Soft, even paced, patient, focused. More verbal than oral, very organised. Firm, always seek clarification, likes intellectual language.

Peacock Loud, cheerful, fast paced, short attention span. Loves flowery language, injects colors in speech, very expressive. Doesn’t take to instructions well.

Eagle Firm, assertive, well paced, confident, focused when needed. Simple intellectual language, goal oriented, no need for small talks. Serious and no-nonsense.

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• There are many, with the top 7 being:

1)Authoritative

2)Attitude

3)Audience-centric

4)Visualiser

5)Animated

6)Appearance

7)Nonconformist

Traits of great presenters

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• Authoritative

Read, read and read;

Never fear of not knowing – will find out

Related to Attitude

• Animated

Tone, pace, melody + body gestures

• Appearance

What you wear + how you wear them

The 3 As

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CREATING THE POWERPOINT The Good vs. The Bad

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PREPARATION Before the slides begin…

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1) Start with an idea/concept of WHAT.

2) Follow that with a storyboard of HOW & WHY.

3) Then only onto the ppt.

Preparation

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• Storyboards can be build by mapping (mind map, idea tree) or flowcharting them.

• Why?

• When you see (visual), you can follow (instructions) & detect areas for improvement (miss-es).

preparation (2)

1 2 3

Mapping your storyboard

Flowchart your ideas

Basic flowchart symbols

The Terminal Symbol (Elongated Circle) tells you where the flowchart begins and ends. To indicate the start of your flowchart, fill this shape with words like Start or Begin. The words you use are up to you.

The Process Symbol (Rectangle) represents any process, function, or action and is the most frequently used symbol in flowcharting.

The Document Symbol is used to represent any type of hard copy input or output (i.e. reports).

Off-page Connector Symbols are used to indicate the flowchart continues on another page. Often, the page number is placed in the shape for easy reference.

The Input/Output Symbol represents data that is available for input or resulting from processing (i.e. measurements, weights etc.).

Comment Symbols are used when additional Explanation or comment is required. This symbol is usually connected to the symbol it is explaining by a dashed line.

The Decision Symbol is a junction where a decision must be made. A single entry may have more than 1 solution, but only one can be chosen.

The Connector Symbol represents the exit to, or entry from, another part of the same flowchart. It is usually used to break a flow line that will be continued elsewhere. It's a good idea to reference page numbers for easy location of connectors.

Flowcharts are also ideal as your teaching aid, particularly in giving instructions. Refer the example given. Or as an overview of a subject/topic.

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So what’s your story?

Groups 1 & 4:

• General safety measures in the class / lab / workshop

Groups 2 & 5:

• General safety of college population on campus

Groups 3 & 6:

• Dress code for college population & visitors to campus

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Criteria Description

Format is well organised

Site's structure makes sense and it is easily navigated. Multi-pages exhibit consistency.

Format is aesthetically pleasing

The page demonstrates an attractive use of graphics, color, and page layout. Background coordinates with text colors and graphics. Animation (if any) is justifiable. Graphics add meaning and are not decoration.

Content is reliable Information is accurate, complete, and current.

Content is useful Content is meaningful and important. Reference information is included.

Content is rich Information is interesting and likely to be used frequently.

Knowing the criteria of good ppt

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Outlines

Slide structure

Fonts

Colours Background,

Themes

Graphs, Charts

Pictures, Videos

Language proficiency

Conclusion

Questions

Overview of what is covered

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Outline

• Make your 1st or 2nd slide an outline of your presentation

– Eg: as in previous slide (slide 18)

• Follow the order of your outline for the rest of the presentation

• Only place main points on the outline slide

– Eg: Use the titles of each slide as main points

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Slide Structure – Good

• Use 1-2 slides per minute of your presentation, 4-5 points per slide.

• Write in point form, not complete sentences.

• If sentences are required, keep it simple.

• For instructions, detailed step-by-step.

• Avoid wordiness: use key words & phrases, and diagrams/illustrations.

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• Number your slide pages, if possible with footnote, too.

• For one-time presentation, insert date/time functionalities.

• Slide numbers, date/time & other footnotes stay hidden from title page.

• Chunk contents and differentiate with page separator.

Structure – good (cont)

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Fonts - Good

• Use at least an 18-point font

• Use different size fonts for main points and secondary points

– this font is 28-point, the main point font is 32-point, and the title font is 44-point

• Use the latest font i.e. Calibri although a standard font like Times New Roman or Arial is acceptable.

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Slide Structure - Bad

• This page contains too many words for a presentation slide. It is not written in point form, making it difficult both for your audience to read and for you to present each point. Although there are exactly the same number of points on this slide as the previous slide, it looks much more complicated. In short, your audience will spend too much time trying to read this paragraph instead of listening to you.

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Slide Structure – Good

• Show one point at a time:

– Will help audience concentrate on what you are saying

– Will prevent audience from reading ahead

– Will help you keep your presentation focused

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Slide Structure - Bad

• Do not use distracting animation.

• Do not go overboard with the animation.

• Be consistent with the animation that you use.

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Fonts - Bad

• If you use a small font, your audience won’t be able to read what you have written

• CAPITALIZE ONLY WHEN NECESSARY. IT IS DIFFICULT TO READ

• Don’t use a complicated font

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Colour - Good

• Use a colour of font that contrasts sharply with the background

– E.g.: blue font on white background

• Use colour to reinforce the logic of your structure

– E.g.: light blue title and dark blue text

• Use colour to emphasize a point

– But only use this occasionally

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Colour - Bad

• Using a font colour that does not contrast with the background colour is hard to read

• Using colour for decoration is distracting and annoying.

• Using a different colour for each point is unnecessary – Using a different colour for secondary

points is also unnecessary

• Trying to be creative can also be bad

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Background & Themes - Good

• Use backgrounds & themes such as this one that are attractive but simple.

• Use backgrounds which are light.

• Use the same background consistently throughout your presentation.

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Background – Bad

• Avoid backgrounds that are distracting or difficult to read from

• Always be consistent with the background that you use

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Graphs & charts

• Use graphs rather than just tables and words

– Data in graphs & charts are easier to comprehend & retain than raw data;

– Trends are easier to visualize in graph form.

• Always title your graphs, charts & tables

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Graphs - Good

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• Use pictures for show-&-tell of equipment, or step-by-step instructions to show progression.

• As much as possible, use pictures of the real item, or one that closely resembles the item.

Pictures

Using pictures to instruct

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• Best used to support complex instructions.

• Embed in powerpoint as part of presentation.

• If you render entire presentation to video, put in some caveats.

• Downside to using video is it can take a long time to render.

Videos

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Language proficiency • Proof your slides for:

– speling mistakes – the use of of repeated words – grammatical errors you might have make

• If English is not your first language, please have someone else check your presentation!

• Don’t take your Bahasa Malaysia for granted, either!

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Conclusion

• Use a conclusion slide to:

– Summarize the main points of your presentation;

– Acknowledge reference sources used in creating your ppt.;

– Suggest other resources of reading or research.

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Questions??

• It is encouraged to end your presentation with a simple question slide to:

– Invite your audience to ask questions;

– Provide a visual aid during question period;

– Avoid ending a presentation abruptly.

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Remember what you know of your audience

when creating your powerpoint.

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THE BEST OF BOTH Before the curtains are drawn…

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• BEFORE structuring your presentation, organise your research & structure your thoughts.

• Understanding the best ways to organise oral presentations help make your major points clearly!

• An effective presentation engages audience, simplifies material & control non-verbal communication.

1. Organise the presentation

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• Gather all required materials & information – manuals, powerpoint.

• Be clear of your role – as problem-solver, informer, teacher/instructor, proposer. (Impacts powerpoint content)

• If teaching/instructing, apply time-sequence arrangement.

• Ensure you have the correct information.

2. Organise your resources

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• Once you have organize your materials, arrange them for effective oral delivery = presentation.

• Prepare an effective speaking outline for the presentation.

3. Write the presentation

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• Differences between oral and written styles:

– Written – ideas are visually indicated through paragraphs; readers can look back to refer.

– Oral – must repeat phrases to indicate transition from one topic to another; audience need to stay focused.

4. Know your presentation well

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• Engage your audience with the following attention-getting techniques (some relation to presentation):

Tell a joke

Provide a sample

Ask questions

Open with a story

Open with a startling statistic

6. Attention-getting technics

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• Time constraints:

– Presentations are limited by the time allocated to them – need to adjust presentation to meet the time.

– Oral presenters speak on average 150 words a minute + slides which take 90 seconds to read from.

– Proper coordination is needed.

– Rehearse with an outline.

7. Time management

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• Guideline:

Make sure all necessary equipment are there

Practice your presentation

Create clear performance outline on note cards or paper – practice handling them

Maintain consistent eye contact with audience

8. The delivery

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Preserve good posture – do not lean against the wall or podium.

Avoid nervous habits.

Use your hands to emphasize key points – preview your gestures in the mirror, ensure they are moderate.

If possible, move during your presentation.

Control your voice.

Avoid distracting filler words – “um”, “ah”, “you know?”,”understand?”.

Delivery (cont.)

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Never turn your back to the audience when speaking (facing the powerpoint only).

Never read-off your slides all the time.

Give audience a few seconds to read your slides and assimilate new information.

When using electronic slides, control when you reveal information through the available graphic capabilities.

Delivery (cont.)

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• HOW?

Determine the tone and analyze the body language of the questioner.

Nod your head to acknowledge a question.

Ensure everyone in the audience heard the question.

Lengthy or confusing question? Seek clarification.

Don’t be forced into a “corner” – choosing unacceptable alternatives.

9. Responding to questions

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Establish ground rules for length and types of questions, especially if audience is potentially hostile.

Encourage participation from many members.

Dominating questioner? Politely interrupt and seek opinion from others.

Agree to disagree – move on.

Admit when question goes beyond the scope – please refuse to answer such questions.

Admit when you don’t know - promise to provide later.

Questions (cont.)

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• Summarize the key points of your presentation

• Highlight – solutions, new ideas generated

• Look to the future, link to the future

• Bring to attention good questions asked

• Thank the audience!

10. Ending the presentation

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• www.coastal.edu/education/edit/modules/305.pdf

• http://www.patton-patton.com/basic_flow_chart_symbols.htm

• http://www.rff.com/flowchart_shapes.htm

Acknowledgement