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How to Give a Knockout Presentation

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How to Give a Knockout Presentation Willis Jensen SOS Seminar February 28, 2006 Outline General Guidelines Slide Do s and Don ts Handouts Powerpoint ... – PowerPoint PPT presentation

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Title: How to Give a Knockout Presentation


1
How to Give a Knockout Presentation
  • Willis Jensen
  • SOS Seminar
  • February 28, 2006

2
Outline
  • General Guidelines
  • Slide Dos and Donts
  • Handouts
  • Powerpoint Navigation
  • Delivery Dos and Donts
  • How to Handle Questions
  • Final Thoughts

3
  • Disclaimer
  • I dont claim to be an expert, Ive just had to
    do a lot of presentations and have seen a lot of
    presentations (both good and bad)
  • Acknowledgements
  • While at 3M, I learned presentation skills and
    subsequently taught sessions on this as part of
    Six Sigma training

4
Why are presentation skills important?
  • Job Hunting
  • Academia (Crucial to Tenure)
  • Conferences, Seminars, Teaching classes
  • Industry (Way of Life)
  • Training, Project Reports, Reports to Management
  • Other
  • Speaking in church, politics, fund raising,
    community service, etc.

5
General Guidelines
  • A good presentation is a POPTA presentation
  • What does POPTA stand for?

6
General Guidelines
  • Purpose
  • You need to define your purpose for giving the
    presentation
  • Teach, Persuade, Prove, Review, Expository,
    Impress, Put to Sleep, Entertain?
  • Often your goal is a high level overview, even
    for a technical presentation
  • Dont tell them everything you did, youll bore
    them

7
General Guidelines
  • Organization
  • Always have an outline
  • Tell them what youre going to tell them, then
    tell them, then tell them what you told them
  • Hint I am doing this for this presentation
  • Problem then solution
  • Not just data then solution or solution then
    problem

8
General Guidelines
  • Preparation
  • An unprepared presenter loses the audience before
    even starting
  • Practice makes perfect and builds confidence
  • Arrive early, make sure everything is set up
  • Dress appropriately
  • Better to dress up than down
  • Slides should be done well in advance

9
General Guidelines
  • Time
  • Be sure you know how much time you have while
    preparing the presentation
  • Not 5 minutes before you start
  • It is better to end early than to go over
  • Always have a watch or clock in view
  • Youll never have enough time to tell everything
    so stick to the most important
  • Rule of thumb
  • At most 1 slide per minute of presentation
  • Better to plan 2 minutes for each slide

10
General Guidelines
  • Audience
  • Be sure you know your audience well
  • Tailor presentation to your audience
  • Failure to do this is probably the biggest
    mistake people make
  • You should never give the same presentation twice
  • Are there multiple audiences?
  • If so, direct different slides to different
    audiences
  • Watch the audience for clues

11
Slide Dos and Donts
  • PowerPoint doesnt give presentations
    PowerPoint makes slides
  • From microsoft.com website
  • Your comments should be more compelling than the
    slides
  • You shouldnt put everything on the slide
  • K.I.S.S. Principle

12
Slide Dos and Donts
  • Do include 50 white space
  • Do make it obvious which section of your outline
    youre in
  • Do make each slide stand on its own
  • Generally 1 main point for each slide
  • Do use animation
  • Dont overuse it
  • Makes it difficult and annoying to navigate

13
Slide Dos and Donts
  • Do include written conclusion for every graph
  • Dont forget to add meaningful labels, titles,
    captions, etc. to graphs

14
Slide Dos and Donts
  • Dont use yellow text
  • Do use dark text and bold
  • Do use formatting and color to emphasize (e.g.
    POPTA)
  • Dont include unrelated pictures

15
Slide Dos and Donts
  • Dont include periods at the end of a bullet.
  • Dont do proofs
  • Do include a journal name with a reference
  • Jensen, Jones-Farmer, Champ, and Woodall (2006,
    Journal of Quality Technology)

16
Slide Dos and Donts
  • Dont do serif fonts (like Times New Roman)
  • Do use sans serif fonts (like Arial)
  • or Tahoma

17
Slide Dos and Donts
  • Do save your file using embedded fonts
  • File menu-gtSave As-gtTools (in upper right hand
    corner)-gtSave Options-gtEmbed True Type Fonts

18
Slide Dos and Donts
  • Dont just copy formulas and equations from your
    work (dissertation, paper, etc.)
  • Also known as equationitis
  • Do use formulas and equations sparingly
  • Do explain all notation used

19
Slide Dos and Donts
  • Do chek yor speling for mestakes
  • Typos instantly destroy credibility and convey
    lack of preparation
  • Do have someone else read through presentation
  • Do acknowledge previous work and help
  • Do use a template if using PowerPoint
  • Do put title slide at the end

20
Slide Dos and Donts
  • Do use a light background like this

21
Slide Dos and Donts
  • Or like this

22
Slide Dos and Donts
  • Or like this

23
Slide Dos and Donts
  • Dont use a dark background like this
  • Even if using a lighter font color
  • Harder to read, especially from the back
  • More likely to put people asleep
  • Handouts often dont look very good

24
Slide Dos and Donts
  • Surveys
  • Quizzes
  • Videos
  • Physical Objects
  • Top Ten Lists
  • Etc.
  • Do use occasional spice or pace breakers
  • Humor
  • Pictures
  • Sound
  • Animation
  • Questions (Not just
  • Yes/No)

For example . . . A pace breaker can do this for
your audience
25
(No Transcript)
26
Handouts
  • Use them if they help achieve your objective
  • Especially for technical presentations
  • Greatly increases retention
  • Often best to pass out at the end
  • You want to keep the audience engaged

27
Navigation in PowerPoint
  • Always go through your presentation in slide show
    mode before giving it
  • Multiple times
  • Use keyboard short cuts, not the mouse
  • F1 (in slide show mode)
  • To bring up the list of all shortcut keys (Escape
    to hide the list)
  • Use this while practicing to help you learn the
    navigation

28
Navigation in PowerPoint
  • To start slide show mode
  • F5 (Automatically takes you to start of
    presentation)
  • To end slide show mode
  • Escape

29
Navigation in PowerPoint
  • Home
  • To go to the beginning slide
  • End
  • To go to last slide
  • Type the slide , then Enter
  • To jump to any particular slide
  • B
  • Black screen
  • W
  • White screen

30
Delivery Dos and Donts
  • Dont read or parrot the slides
  • Otherwise, why give a presentation?
  • Do use the slides as a cue
  • Let audience read
  • Do use pointers sparingly
  • They magnify nervousness
  • Create slides and use animation that emphasize
    your points

31
Delivery Dos and Donts
  • Do plan breaks for longer presentations
  • 10 minutes for every hour
  • Do be passionate about the topic
  • Have fun, this is your opportunity
  • If your audience doesnt know why your topic is
    important, youve lost them
  • Dont forget to practice
  • Record yourself, tape yourself, or use a mirror
  • Reading through slides does not count as practice

32
Delivery Dos and Donts
  • Do relax, use nerves to your advantage
  • Breathe deeply, pause as needed
  • Dont go too fast
  • Do watch out for mannerisms
  • Um . . um
  • Do empty your pockets and hands
  • Dont point at computer, point at the screen

33
Delivery Dos and Donts
  • Do use body language to help make a point
  • Purposeful movements
  • Do use appropriate posture
  • Dont slouch
  • Sitting implies informality
  • Do move around if possible
  • Dont pace
  • Dont be hyperactive
  • Center yourself, rearrange setup if needed

34
Delivery Dos and Donts
  • Do face audience more than slides
  • Dont talk to the screen or wall
  • Do vary your voice
  • Dont speak in monotone
  • Most people speak too soft, not too loud
  • Do memorize slide numbers for key slides
  • Or transition points
  • Do get honest feedback from someone you trust

35
Delivery Dos and Donts
  • Dont forget to smile

36
Handling Questions
  • Welcome them
  • Lots of questions are either a sign of
  • Interest in what you are talking about
  • Audience internalizing
  • Failure to communicate an idea
  • Meaning that the person still wants to understand
  • Always repeat the question
  • For you to make sure you understood it
  • For audience to make sure they heard it

37
Handling Questions
  • Answer the question to the audience
  • Then check back to the individual for
    confirmation
  • Dont be afraid to say I dont know
  • Better than mumbling or fumbling an answer

38
Final thoughts
  • POPTA
  • Good slides go a long way
  • Practice, practice, practice
  • Remember that the audience wants you to succeed
  • Use other resources (Books, web, etc.)
  • Anyone can learn to be a better presenter!

39
How to Give a Knockout Presentation
  • Willis Jensen
  • SOS Seminar
  • February 28, 2006
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