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PRESENTATION REVIEW. C REATING AND D ELIVERING T ECHNICAL P RESENTATIONS Dr. Ronald E. Jones. T HINGS T O T HINK A BOUT. The WoW Factor. You have to do a presentation. Don’t you just hate that?. The Last Worthless Slide. Never use a slide for just filling space while you talk!.

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t hings t o t hink a bout

THINGSTO THINKABOUT

The WoW Factor

you have to do a presentation
You have to do a presentation.

Don’t you just hate that?

the last worthless slide
The Last Worthless Slide
  • Never use a
  • slide for just
  • filling space
  • while you talk!
dollar value
Dollar $$$ Value

What’s your presentation worth?

Calculate VPH (Value Per Hour)

  • A. Project Value =  $10,000
  • B. Prep Time Allocated =  20 hours
  • $10,000 ÷ 20  =  500

Preparation Time Value  = $500per hour

s ome a udience s tuff

SOMEAUDIENCESTUFF

The WoW Factor

your audience
Your Audience
  • Are they Prepared
  • Are they Unprepared
  • Their Interest Level
  • Their Comfort Level
  • Forced to Attend
  • Working the Crowd
the audience
The Audience
  • A Prepared Audience
    • Do not underestimate
    • Assume low–to–high, but mostly high expertise
    • Speaker must be prepared
your audience1
Your Audience
  • An Unprepared Audience
    • May lose interest rapidly
    • Assume mostly low expertise
    • Assume some high expertise
    • Speaker must be broadly prepared
your audience2
Your Audience
  • What is their Interest Level
    • Identify their interests
    • Keep interest up
    • Listen to the audience
    • Watch the audience
your audience3
Your Audience
  • What is their Comfort Level
    • Avoid “techno–jargon”
    • Don’t go over their heads
your audience4
Your Audience
  • Are they Forced to Attend
    • Classic “forced-attendance” situation at work

or

Won’t this be fun?

your audience5
Your Audience
  • Working the Crowd
    • Humor
    • Involvement
    • Eye contact
what s your point
What’s Your Point?
  • Your Purpose
    • Inform
    • Instruct
    • Convince
    • Activate
p lanning t hese t hings

PLANNINGTHESETHINGS

The WoW Factor

presentation formula
Presentation Formula
  • ANSVA
    • Attention
    • Need
    • Satisfaction
    • Visualization
    • Action
how long
How Long?
  • Presentation Length
  • Planning
  • Writing
planning tools
Planning Tools
  • Non-Linear Thinking
  • Outlining
  • Storyboarding
non linear thinking
Non-Linear Thinking
  • Brainstorming
  • Telling a story
outline view
Outline View

The Outline View is created automatically and without graphics as you add new slides. Use this view to check sequence, logic, and “flow” of information.

storyboarding tools
Storyboarding Tools
  • For the visually oriented
  • Popular with designers
  • Great visual planner
storyboard techniques
Storyboard Techniques

Your Audience

Your Audience

Your Audience

  • Prepared
  • Unprepared
  • Interest Level
  • Comfort Level

Your Audience

Your Audience

Your Audience

storyboard tools
Storyboard Tools

A screen shot of the slide sorter

m edia and e quipment i nfo

MEDIAANDEQUIPMENTINFO

The WoW Factor

media
Media
  • Presentation Boards
  • Overheads
  • Slides
  • Computer
  • DLP Projectors
presentation boards
Presentation Boards
  • Freestanding
  • Mobile
  • Low Cost
  • Touchable
  • Easily

Damaged

overheads
Overheads
  • Use with no light control
  • B & W are inexpensive
  • Never write on them
  • Horizontal format only
  • 6 by 6 constraint
overheads more no no
Overheads - More No No!

What you are about to see is a real transparency, used in a real presentation, to a real audience. It really looked like this. Really!

slides
Slides
  • Use with light control
  • Best possible color
  • Easily replaceable
  • Horizontal format only
  • 6 by 6 constraint
computer
Computer
  • Dynamic – Constant Replay
  • Strong Color
  • Small Audience
dlp projectors
DLP Projectors
  • Good images
  • Great for animation such as “Builds”
  • Equipment to set up
  • Better Brightness
  • Most expensive
media failure factor

High

Low

Presentation

Boards

Overheads

Slides

Computer

LCD/

DLP

Media—Failure Factor
technical production
Technical Production
  • Layout
  • Color
  • Format
  • Type
  • Line Art
  • Photographs
  • Animation
layout master pages
Layout—Master Pages
  • Efficient
  • Consistent
  • Easy
backgrounds light
Backgrounds—Light
  • Dark background with light type
  • Light background with dark type
color
Color
  • Don’tover-use
  • Relyoncolorschemes
  • Talkto adesigner, please!
  • Black-and-white can be really effective
formatting type
Formatting Type
  • Flush Left – Ragged Right
  • Flush Right – Ragged Left
  • Centered
  • Justified
formatting type1

There are various options with type alignment. Flush left with ragged right is the easiest way to read a line of type printed on a sheet of paper.

Formatting Type
  • Flush Left - Ragged Right
formatting type2

Great for titles. May look unique but is hard to read for normal text. Use sparingly.

See example on next slide.

Formatting Type
  • Flush Right - Ragged Left
formatting type3

Great for titles or alternative layout techniques but difficult to read for normal text especially if the presenter utilizes lengthy wording with narrow columns.

Formatting Type
  • Centered
formatting type4

With both sides of the column even, justified text significantly enhances gaps in the text and may occasionally lead to odd word spacing. Do not use.

Formatting Type
  • Justified
working with type
Working with Type
  • Must Be Easy to Read
    • Type Size
    • Type Style
type sizes
Type Sizes

72 point

60 point

44 point

36 point

28 point

24 point

18 point

14 point

12 point

10 point

type sizes1

48 point

40 point

32 point

Type Sizes
  • Easy to Read
    • Type Size
type styles

Serif

Little “feet” on the type.

Serif type - bold

Serif type - bold italic

Type Styles

Sans serif

Sans serif - bold

Sans serif - bold italic

type case
Type Case

(Use all uppercase [“caps”] but notice the initial cap [first letter] is larger. Not too much bigger now! Look professional.)

SMALL CAPS

type elements
Type Elements
  • Bullets
    • Great for identifying points
    • Effective means to focus your audience

Bullet samples:

@ ^ * 1 2 34 7 9 0 q w e m ,

t y u I p a s f l ; ’ zx c n .

layout

Note that this slide meets the 6 x 6 rule!

Layout
  • Keep the layout simple
  • Slides should be neat
  • A clean layout is necessary
  • Don’t add lots of clutter
  • Make your layout easy to read
layout1

(What’s amazing is that this slide has the exact same topics as the last slide, but these are edited! Go back and look.)

Layout
  • Simple
  • Neat
  • Clean
  • Uncluttered
  • Easy to read
v isual t hings and s ound

VISUAL THINGS AND SOUND

PRESENTATIONS II

The WoW Factor

using illustrations
Using Illustrations
  • Line Art
    • Replaces Type
    • Effective
    • Relieves Boredom
    • Replaces words
line art
Line Art

Line art can be drawn or

taken from clip art.

other art
Other “Art”
  • Clip Art
    • Free to Cheap
    • Cute
    • Overused
    • Readily Available
    • Select Carefully
using photographs
Using Photographs
  • Photographic Prints
    • Black and White
    • Color
    • Requires Scanning
    • Increases Difficulty
photographic prints

Imported JPEG image

Good Quality and Detail

Photographic Prints

Imported GIF image

Good Quality and Detail

b w photographs

Original Black & White Print

Scanned

B&W Photographs

Color Photo

Grayscale converted

digital photographs
Digital Photographs
  • Require Importing or “Cut and Paste”
  • File formats
    • JPEG
    • GIF
digital best usage
Digital—Best Usage

Imported via PowerPoint—Excellent Quality and Detail

JPEG file at 150 dpi

photo manipulation

Original

Visible

background

Drop out background

Photo Manipulation
screen captures
Screen Captures

Full or partial screen captures

format options
Format Options
  • Vertical Images
  • Images need detail
  • Images too long
  • Split

Screen

vertical images
Vertical Images

All this extra space appears pretty lonely!

helping vertical images
Helping Vertical Images

Shuffle the lonely image to the right and add some filler!

The arrow is also filler and it connects the images!

showing detail
Showing Detail

Enhance (enlarge) a portion for clarity.

images just too long
Images Just Too Long

When you really need to show a bit more detail...

cut long images
Cut Long Images

This is the “left side” of the image. Move it to the right edge of the slide.

visually connect them
Visually “Connect” Them

Keep the position relative—the image is visually “connected” at the left side of this slide.

split screen

1997

Q1

Q2

Q3

Q4

1998

Q1

Q2

Q3

Q4

Split Screen
just data
Just Data
  • Data
    • How will it be presented
    • Visually
    • Verbally
    • All at once
projecting data
Projecting Data

Remember this? It was an example of a bad transparency. This is data. Lots of it. Don’t show it this way!

visual data
Visual Data
  • Charts and Graphs
    • Show similarities
    • Identify differences
    • Stimulate visually
    • Support for ideas
    • May be difficult to visualize
creating originals
Creating Originals

Charts and graphs

make great additions

to an interesting

presentation.

other originals
Other Originals

confusing.

Too many lines (data) is confusing.

imbedded objects
Imbedded Objects

An embedded bar graph sample

tables
Tables

A table can plot information in easy- to-read categories

Table 3. Frequency of Media Used, 1997–1999

Presentation

Boards

Overheads

Slides

Computer

LCD

Panel

DLP

1999

3

13

7

11

10

16

1998

7

11

8

8

4

0

1997

9

12

9

4

1

0

s tuff m oving on s creen

STUFF MOVING ONSCREEN

The WoW Factor

transitions
Transitions
  • Great “New Topic” Intro
  • Use with care
  • Do Not Over-Use
animation
Animation
  • Computer-Based
  • Exciting
  • Adds Visual Interest
  • Do Not Over-Use
builds with graphics

10%

cash

30%

bonds

60%

stocks

Builds with Graphics

Moderate to High Risk

6–10 year time frame

Investment Strategies

p ractice and d elivery i nfo

PRACTICEANDDELIVERYINFO

PRESENTATIONS III

The WoW Factor

delivery getting ready
Delivery—Getting Ready
  • Presentation Flow
  • Practice
  • Real Practice
  • Equipment Testing
presentation flow
Presentation Flow
  • Smooth
  • Good transitions
  • A dry run
practice
Practice
  • Prevents embarrassment
  • Catches mistakes
  • Increases delivery
  • Makes you look good
real practice
Real Practice
  • Simulate settings
  • Practice with an “Um” counter
more real practice
More Real Practice
  • Video tape it
  • Evaluate it
  • Then fix it
equipment set up
Equipment Set-up
  • Is equipment ready?
  • Does it work properly?
room setup
Room Setup
  • Does sound travel well?
  • Any obstructions?
  • Can you control room?
room layout
Room Layout
  • Theater Style
  • Classroom Style
  • Classic Luncheon
  • Small Meeting
presenter perceptions
Presenter Perceptions
  • Appropriate dress
  • Positive attitude
  • Effective voice
h ints t ricks and s tuff

HINTS, TRICKSANDSTUFF

The WoW Factor

hints and tricks
Hints and Tricks…
  • Lose the podium
  • Do not give a Speech
  • Personalize it
  • Like, you know, drop the “Filler” words. OK?
more hints and tricks
More Hints and Tricks…
  • Look ’em in the eye
  • Don’t annoy them
  • Don’t turn your back
  • Toss the laser toys
  • Don’t lean
  • Thank them
questions

?

Questions
  • Encourage questions
  • Listen carefully
  • Answer all
  • If you don’t know—say so!
  • Then add… “I’ll find out and let you know.”
professional looking stuff
Professional-looking Stuff
  • Handouts
  • Documents
  • Audience “Gifts”
handouts
“Handouts?”

(Printed 3 per page)

Ugly!

(Printed 6 per page)

Uglier!

handouts notes pages
Handouts Notes Pages

An example of “Notes” pages

real notes pages

Topic

Notes

Real “Notes” Pages

Use a divided layout to provide ample space to write notes on your presentation document.

handout alert

A copy of a copy of a copy of a…

Page number added by copier

Illustrations done

by hand

Handout Alert!
documents
Documents
  • Use them
  • Make them effective
  • Make them correct
  • Make them look really good
documents1
Documents
  • Manuals
  • Technical Reports
  • Training Procedures
document design
Document Design
  • Text
  • Graphics

If it’s for business, it should look great!

document readability
Document “Readability”
  • Text
    • Serif
    • Flush Left, Ragged Right
    • Line length
type samples headers

Main Title

Main Head (Minimum - 2)

I recommend a Times (New Roman) or a Palatino for body text. (Note that on the Mac, it’s called Times and on the PC, it’s Times New Roman. Don’t ask why!) Also, start with a 12-point type size. Here’s some samples: I recommend a Times (New Roman) or a Palatino for body text. (Note that on the

Sub-head (Minimum - 2)

Note that on the Mac, it’s called Times and on the PC, it’s Times New Roman. Don’t ask why!) Also, start with a 12-point type size. Here’s some samples: I recommend a Times (New Roman) or a Palatino for body text.

Run-in Head… (Minimum - 2) When selecting a typeface (font), keep it simple. I recommend a Times (New Roman) or a Palatino for body text. (Note that on the Mac, it’s called Times and on the PC, it’s Times New Roman. Don’t ask why!) Also, start with a 12-point type size. Here’s some

Type Samples—Headers
graphics in documents

Centered Graphics

Placing graphics is relatively easy in most programs. Positioning graphics takes some judgement. Word processing program typically automatically place graphics in this centered position as the default. There are other alternatives.

Centered Placement … Centered placement is great for screen shots because you can keep the graphic large enough for the reader to actually see some details. Center the graphic under the related text as shown here.

Graphics in Documents
wraparound graphics

Wraparound Graphics

For smaller graphics, try a placement called “wraparound.” The term means the text will actually wrap around the shape of the graphic. Automatic wraparound will conform to any shaped object—this can easily lead to confusion for the reader.

For smaller graphics, try a placement called “wraparound.” The term means the text will actually wrap around the shape of the graphic. Automatic wraparound will conform to any shaped object—this can easily lead to confusion for the reader.

The rule here: don’t get too cute! Keep it simple. Make it look professional.

Wraparound also provides to put more information is a smaller area. This could save from adding pages to a document. But be careful—don’t let your layout become too crowded.

Compare this with the centered placement graphics on the previous page. Here, you do not have the white space around the graphics.

As you can see, the text takes on the shape, or outline, of the object (graphic). There is also a predefined white space (think of it like a margin around the graphic) to prevent the text from overlapping the illustration.

Wraparound Graphics
document covers
Document Covers

Engineering

Specifications

for the

Widget 2001

April 1, 2000

Engineering

Specifications

for the

Widget 2001

April 1, 2000

document binding

Engineering

Specifications

for the

Widget 2001

April 1, 2000

Engineering

Specifications

for the

Widget 2001

April 1, 2000

Document Binding
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