How To Give A Knockout Presentation

HOW TO GIVE A HOW TO GIVE A “KNOCKOUT” “KNOCKOUT” PRESENTATIONPRESENTATION

WHY ARE PRESENTATION SKILLS WHY ARE PRESENTATION SKILLS IMPORTANT?IMPORTANT?

• Job HuntingJob Hunting• AcademiaAcademia

• Class Assignment, Research Findings, Class Assignment, Research Findings, Conferences, Seminars, etc.Conferences, Seminars, etc.

• Industry (Way of Life)Industry (Way of Life)• Training, Project Reports, Reports to ManagementTraining, Project Reports, Reports to Management

• OtherOther• Speaking in public places, politics, fund raising, Speaking in public places, politics, fund raising,

community service, etc.community service, etc.

ADVANTAGES OF USING ADVANTAGES OF USING POWERPOINTPOWERPOINT

• Easy to organise and modify informationEasy to organise and modify information

• Greater control over the flow of informationGreater control over the flow of information

• Can incorporate images, movies, sounds, diagrams, Can incorporate images, movies, sounds, diagrams,

charts, tables, etc.charts, tables, etc.

• Can switch between presentation and other programs or Can switch between presentation and other programs or

online resourcesonline resources

• Presentation can be placed on the WWW or printed as Presentation can be placed on the WWW or printed as

handoutshandouts

DISADVANTAGES OF USING DISADVANTAGES OF USING POWERPOINTPOWERPOINT

• Need to be familiar with the technologyNeed to be familiar with the technology

• Less effective if a lot of detail is requiredLess effective if a lot of detail is required

• Poor presentation can prohibit discussionPoor presentation can prohibit discussion

• Originally designed for the Business community NOT the Originally designed for the Business community NOT the Academic communityAcademic community

• Tendency to spend more time on creating the Tendency to spend more time on creating the PowerPoint presentation than on the actual presentation PowerPoint presentation than on the actual presentation contentcontent

THE PRESENTATION PROCESSTHE PRESENTATION PROCESS

GENERAL GUIDELINESGENERAL GUIDELINES

A good presentation is a A good presentation is a

““POPTA” POPTA”

presentationpresentation

What does POPTA stand for?What does POPTA stand for?


• PPurpose urpose

• You need to define your purpose for giving the presentationYou need to define your purpose for giving the presentation

• Teach, Persuade, Prove, Review, Expository, Impress, Put to Sleep, Teach, Persuade, Prove, Review, Expository, Impress, Put to Sleep,

Entertain?Entertain?

• Ask yourselfAsk yourself• Who is my audience?Who is my audience?• How much do they know?How much do they know?• What are their concerns?What are their concerns?• What are their main issues?What are their main issues?

• Construct a bridge between you and your audienceConstruct a bridge between you and your audience


• OOrganizationrganization

• Always have an outlineAlways have an outline

• Tell them what you’re going to tell them, then tell them, Tell them what you’re going to tell them, then tell them,

then tell them what you told themthen tell them what you told them

• Hint: I am doing this for this presentation Hint: I am doing this for this presentation

• Problem then solutionProblem then solution

• Not just “data then solution” or “solution then problem”Not just “data then solution” or “solution then problem”

STRUCTURE YOUR PRESENTATIONSTRUCTURE YOUR PRESENTATION• Introduction Introduction

• Who you are and why you are thereWho you are and why you are there• Key messagesKey messages

• Body Body • Reinforce key messages Reinforce key messages • Break information into sub-sections Break information into sub-sections • Make one point at a timeMake one point at a time

• Conclusion Conclusion • Summarize key messagesSummarize key messages• ““Ask for the order”Ask for the order” Conclusion

Body

Intro

““BOIL DOWN” YOUR KEY BOIL DOWN” YOUR KEY MESSAGESMESSAGES

• Key Messages: Key Messages: • 2 or 3 things you want audience to know or take action2 or 3 things you want audience to know or take action

• ““Sound bites” that will be rememberedSound bites” that will be remembered

• Key messages areKey messages are• ClearClear

• MemorableMemorable

• SimpleSimple

MAKE YOUR CASE IN THE BODYMAKE YOUR CASE IN THE BODY

• Reinforce your key messages with supporting materialReinforce your key messages with supporting material

• Research or dataResearch or data

• Examples and personal anecdotesExamples and personal anecdotes

• Supporting text and graphicsSupporting text and graphics

REINFORCE YOUR CASE IN THE REINFORCE YOUR CASE IN THE CONCLUSIONCONCLUSION

• Summarize key messagesSummarize key messages

• Be specific about what you wantBe specific about what you want

• Ask for the orderAsk for the order

• Make quick ties back to supporting dataMake quick ties back to supporting data

• Highlight next stepsHighlight next steps


• PPreparationreparation• Builds confidenceBuilds confidence• Arrive earlyArrive early• Dress upDress up• Slides should be done well in advanceSlides should be done well in advance


• TTimeime

• Be sure you know how much time you have Be sure you know how much time you have while preparing the presentationwhile preparing the presentation

• It is better to end early than to go overIt is better to end early than to go over

• You’ll never have enough time to tell everything You’ll never have enough time to tell everything so stick to the most importantso stick to the most important


• AAudienceudience

• Be sure you know your audience wellBe sure you know your audience well

• Tailor presentation to your audienceTailor presentation to your audience

• Watch the audience for cluesWatch the audience for clues

WHY SHOULD YOU USE VISUAL WHY SHOULD YOU USE VISUAL AIDS? AIDS?

SLIDE DO’S AND DON’TSSLIDE DO’S AND DON’TS

• ““PowerPoint doesn’t give presentations – PowerPoint doesn’t give presentations –

PowerPoint makes slides”PowerPoint makes slides”• From microsoft.com websiteFrom microsoft.com website

• Your comments should be more compelling Your comments should be more compelling

than the slidesthan the slides


• Do include 50% white spaceDo include 50% white space

• Do make each slide stand on its ownDo make each slide stand on its own

• Generally 1 main point for each slideGenerally 1 main point for each slide

• Do use animationDo use animation

• Don’t overuse itDon’t overuse it

• Makes it difficult and annoying to navigateMakes it difficult and annoying to navigate

SLIDE STRUCTURE – GOODSLIDE STRUCTURE – GOOD

• Use 1-2 slides per minute of your presentationUse 1-2 slides per minute of your presentation

• Write in point form, not complete sentencesWrite in point form, not complete sentences

• Include 4-5 points per slideInclude 4-5 points per slide

• Avoid wordiness: use key words and phrases onlyAvoid wordiness: use key words and phrases only

SLIDE STRUCTURE - BADSLIDE STRUCTURE - BAD

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

GRAPHS - BADGRAPHS - BAD

• Minor gridlines are unnecessaryMinor gridlines are unnecessary

• Font is too smallFont is too small

• Colours are illogicalColours are illogical

• Title is missingTitle is missing

• Shading is distractingShading is distracting

GRAPHS - GOODGRAPHS - GOOD

Items Sold in First Quarter of 2002

0

10

20

30

40

50

60

70

80

90

100

January February March April

Blue Balls

Red Balls


• Do include written conclusion for every graph Do include written conclusion for every graph

• Don’t forget to add meaningful labels, titles, Don’t forget to add meaningful labels, titles,

captions, etc. to graphscaptions, etc. to graphs

Perc

enta

ge

IndustryAcademiaNoYesNoYes

100

80

60

40

20

0

Percentage of People Needing Presentation Skills

Conclusion - It is important to learn presentation skills!


• Don’t use Don’t use yellow text yellow text

• Do use dark text and boldDo use dark text and bold

• Do use formatting and color to emphasize (e.g. Do use formatting and color to emphasize (e.g. POPTAPOPTA))

• Don’t include unrelated picturesDon’t include unrelated pictures

CAPS AND ITALICSCAPS AND ITALICS

• Do not use all capital lettersDo not use all capital letters

• Makes text hard to readMakes text hard to read

• Conceals acronymsConceals acronyms

• Denies their use for EMPHASISDenies their use for EMPHASIS

• ItalicsItalics

• Used for “Used for “quotesquotes””

• Used to Used to highlighthighlight thoughts or ideas thoughts or ideas

• Used for book, journal, or magazine Used for book, journal, or magazine titlestitles

CLASHING COLORSCLASHING COLORS

• Colors that are Colors that are

directly opposite from directly opposite from

one another are said one another are said

to clash. to clash.

• These provide These provide

readability - e.g. readability - e.g.

yellow on blue.yellow on blue.

TO MAKE A SLIDE TO MAKE A SLIDE STAND OUT, CHANGE STAND OUT, CHANGE

THE FONT OR THE FONT OR BACKGROUNDBACKGROUND

IILLUSTRATIONSLLUSTRATIONS

• Use only when needed, otherwise they become Use only when needed, otherwise they become

distracters instead of communicatorsdistracters instead of communicators

• They should relate to the message and help make a They should relate to the message and help make a

pointpoint

• Ask yourself if it makes the message clearer Ask yourself if it makes the message clearer

• Simple diagrams are great communicatorsSimple diagrams are great communicators

YOUYOU• Do not use the media to hide youDo not use the media to hide you

• The audience came to see youThe audience came to see you

• The media should enhance the presentation, not BE the The media should enhance the presentation, not BE the

presentationpresentation

• If all you are going to do is read from the slides or If all you are going to do is read from the slides or

overheads, then just send them the slidesoverheads, then just send them the slides

• Remember, only you can prevent Remember, only you can prevent

“ “Death by PowerPointDeath by PowerPoint””


• Do chek yor speling for mestakesDo chek yor speling for mestakes

• Typos instantly destroy credibility and convey lack of preparationTypos instantly destroy credibility and convey lack of preparation

• Do have someone else read through the presentationDo have someone else read through the presentation

• Do acknowledge previous work and helpDo acknowledge previous work and help

• Do use a template if using PowerPointDo use a template if using PowerPoint

• Do put title slide at the endDo put title slide at the end


• Do use occasional “spice” or “pace breakers”Do use occasional “spice” or “pace breakers”

• HumorHumor

• PicturesPictures

• SoundSound

• AnimationAnimation

• Questions (Not just Questions (Not just Yes/No)Yes/No)

• SurveysSurveys

• QuizzesQuizzes

• VideosVideos

• Physical ObjectsPhysical Objects

• Top Ten ListsTop Ten Lists

• Etc.Etc.

For example . . .A pace breaker can do this for your audience

HANDOUTSHANDOUTS

• Use them if they help achieve your objectiveUse them if they help achieve your objective

• Often best to pass out at the end Often best to pass out at the end

DELIVERY DO’S AND DON’TSDELIVERY DO’S AND DON’TS

• Don’t read or “parrot” the slidesDon’t read or “parrot” the slides

• Otherwise, why give a presentation?Otherwise, why give a presentation?

• Do use the slides as a cueDo use the slides as a cue

• Let audience readLet audience read

• Do use pointers sparinglyDo use pointers sparingly

• They magnify nervousnessThey magnify nervousness

• Create slides and use animation that emphasize your Create slides and use animation that emphasize your

pointspoints


•Do be Do be passionate passionate about the topicabout the topic

• Have fun, this is your opportunityHave fun, this is your opportunity

• If your audience doesn’t know why your topic is If your audience doesn’t know why your topic is

important, you’ve lost themimportant, you’ve lost them


• Do relax, use nerves to your advantageDo relax, use nerves to your advantage

• Breathe deeply, pause as neededBreathe deeply, pause as needed

• Don’t go too fastDon’t go too fast

• Don’t point at computer, point at the screenDon’t point at computer, point at the screen

• Don’t turn your back towards the audienceDon’t turn your back towards the audience


• Do use body language to help make a pointDo use body language to help make a point

• Do use appropriate postureDo use appropriate posture

• Do move around if possibleDo move around if possible

DELIVERY DO’S AND DON’TSDELIVERY DO’S AND DON’TS• Do face audience more than slidesDo face audience more than slides

• Don’t talk to the screen or wallDon’t talk to the screen or wall

• Do vary your voiceDo vary your voice

• Don’t speak in monotoneDon’t speak in monotone

• Vary the rate of words per minute(wpm)Vary the rate of words per minute(wpm)

• Be clearly audible to allBe clearly audible to all

• Insert Oral White SpaceInsert Oral White Space

• Avoid adding or omitting soundsAvoid adding or omitting sounds

DELIVERY DO’S AND DON’TSDELIVERY DO’S AND DON’TS• Don’t forget to smileDon’t forget to smile

USING MULTIMEDIAUSING MULTIMEDIA

• Can include movies, sound or links Can include movies, sound or links

to the to the WWW

• Large files may be very slow to Large files may be very slow to

loadload

• Check that speakers are available Check that speakers are available

for soundfor sound

CONCLUSIONCONCLUSION

• Use an effective and strong closingUse an effective and strong closing

• Your audience is likely to remember your last wordsYour audience is likely to remember your last words

• Use a conclusion slide to:Use a conclusion slide to:

• Summarize the main points of your presentationSummarize the main points of your presentation

• Suggest future avenues of researchSuggest future avenues of research

HANDLING QUESTIONSHANDLING QUESTIONS

• Welcome themWelcome them• Lots of questions are either a sign of:Lots of questions are either a sign of:

• Interest in what you are talking aboutInterest in what you are talking about• Failure to communicate an ideaFailure to communicate an idea

• Always repeat the questionAlways repeat the question1.1. For you to make sure you understood itFor you to make sure you understood it2.2. For audience to make sure they heard itFor audience to make sure they heard it

HANDLING QUESTIONSHANDLING QUESTIONS

• Answer the question to the audienceAnswer the question to the audience

• Then check back to the individual for confirmationThen check back to the individual for confirmation

• Don’t be afraid to say “I don’t know”Don’t be afraid to say “I don’t know”

• Better than mumbling or fumbling an answerBetter than mumbling or fumbling an answer

FINAL THOUGHTSFINAL THOUGHTS

• POPTAPOPTA

• Good slides go a long wayGood slides go a long way

• Practice, practice, practicePractice, practice, practice

• Remember that the audience wants you to succeedRemember that the audience wants you to succeed

• Use other resources (Books, web, etc.)Use other resources (Books, web, etc.)

• Anyone can learn to be a better presenter!Anyone can learn to be a better presenter!

THANKYOU THANKYOU For your patience & interestFor your patience & interest

It was for your own benefitIt was for your own benefit

Education

How To Give A Knockout Presentation