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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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C reating and d elivering t echnical p resentations dr ronald e jones
CREATING ANDDELIVERINGTECHNICALPRESENTATIONSDr. Ronald E. Jones


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


THE REALTECHNICALSTUFF

The WoW 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 significantly enhances gaps in the text and may occasionally lead to odd word spacing. Do not use.

  • Must Be Easy to Read

    • Type Size

    • Type Style


Type sizes
Type Sizes significantly enhances gaps in the text and may occasionally lead to odd word spacing. Do not use.

72 point

60 point

44 point

36 point

28 point

24 point

18 point

14 point

12 point

10 point


Type sizes1

48 point significantly enhances gaps in the text and may occasionally lead to odd word spacing. Do not use.

40 point

32 point

Type Sizes

  • Easy to Read

    • Type Size


Type styles

Serif significantly enhances gaps in the text and may occasionally lead to odd word spacing. Do not use.

Little “feet” on the type.

Serif type - bold

Serif type - bold italic

Type Styles

Sans serif

Sans serif - bold

Sans serif - bold italic


Type styles no no
Type Styles - No, No! significantly enhances gaps in the text and may occasionally lead to odd word spacing. Do not use.


Type case
Type Case significantly enhances gaps in the text and may occasionally lead to odd word spacing. Do not use.

(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 significantly enhances gaps in the text and may occasionally lead to odd word spacing. Do not use.

  • 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! significantly enhances gaps in the text and may occasionally lead to odd word spacing. Do not use.

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

V topics as the last slide, but these are edited! Go back and look.)ISUAL THINGS AND SOUND

PRESENTATIONS II

The WoW Factor


Using illustrations
Using Illustrations topics as the last slide, but these are edited! Go back and look.)

  • Line Art

    • Replaces Type

    • Effective

    • Relieves Boredom

    • Replaces words


Line art
Line Art topics as the last slide, but these are edited! Go back and look.)

Line art can be drawn or

taken from clip art.


Other art
Other “Art” topics as the last slide, but these are edited! Go back and look.)

  • Clip Art

    • Free to Cheap

    • Cute

    • Overused

    • Readily Available

    • Select Carefully


Using photographs
Using Photographs topics as the last slide, but these are edited! Go back and look.)

  • Photographic Prints

    • Black and White

    • Color

    • Requires Scanning

    • Increases Difficulty


Photographic prints

Imported JPEG image topics as the last slide, but these are edited! Go back and look.)

Good Quality and Detail

Photographic Prints

Imported GIF image

Good Quality and Detail


B w photographs

Original Black & White Print topics as the last slide, but these are edited! Go back and look.)

Scanned

B&W Photographs

Color Photo

Grayscale converted


Digital photographs
Digital Photographs topics as the last slide, but these are edited! Go back and look.)

  • Require Importing or “Cut and Paste”

  • File formats

    • JPEG

    • GIF


Digital best usage
Digital—Best Usage topics as the last slide, but these are edited! Go back and look.)

Imported via PowerPoint—Excellent Quality and Detail

JPEG file at 150 dpi


Photo manipulation

Original topics as the last slide, but these are edited! Go back and look.)

Visible

background

Drop out background

Photo Manipulation


Screen captures
Screen Captures topics as the last slide, but these are edited! Go back and look.)

Full or partial screen captures


L ayout and f ormat p roblems

L topics as the last slide, but these are edited! Go back and look.)AYOUTANDFORMATPROBLEMS

The WoW Factor


Format options
Format Options topics as the last slide, but these are edited! Go back and look.)

  • Vertical Images

  • Images need detail

  • Images too long

  • Split

Screen


Vertical images
Vertical Images topics as the last slide, but these are edited! Go back and look.)

All this extra space appears pretty lonely!


Helping vertical images
Helping Vertical Images topics as the last slide, but these are edited! Go back and look.)

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

The arrow is also filler and it connects the images!


Some images need detail
Some Images Need Detail topics as the last slide, but these are edited! Go back and look.)


Showing detail
Showing Detail topics as the last slide, but these are edited! Go back and look.)

Enhance (enlarge) a portion for clarity.


Images just too long
Images Just Too Long topics as the last slide, but these are edited! Go back and look.)

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


Cut long images
Cut Long Images topics as the last slide, but these are edited! Go back and look.)

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


Visually connect them
Visually “Connect” Them topics as the last slide, but these are edited! Go back and look.)

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


Split screen

1997 topics as the last slide, but these are edited! Go back and look.)

Q1

Q2

Q3

Q4

1998

Q1

Q2

Q3

Q4

Split Screen


C harts t ables and s tuff with d ata

C topics as the last slide, but these are edited! Go back and look.)HARTS,TABLESAND STUFF WITH DATA

The WoW Factor


Just data
Just Data topics as the last slide, but these are edited! Go back and look.)

  • Data

    • How will it be presented

    • Visually

    • Verbally

    • All at once


Projecting data
Projecting Data topics as the last slide, but these are edited! Go back and look.)

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 topics as the last slide, but these are edited! Go back and look.)

  • Charts and Graphs

    • Show similarities

    • Identify differences

    • Stimulate visually

    • Support for ideas

    • May be difficult to visualize


Creating originals
Creating Originals topics as the last slide, but these are edited! Go back and look.)

Charts and graphs

make great additions

to an interesting

presentation.


Other originals
Other Originals topics as the last slide, but these are edited! Go back and look.)

confusing.

Too many lines (data) is confusing.


Imbedded objects
Imbedded Objects topics as the last slide, but these are edited! Go back and look.)

An embedded bar graph sample


Graph types

Pie topics as the last slide, but these are edited! Go back and look.)

Bar

Line

Graph Types


Chart types

Organizational Chart topics as the last slide, but these are edited! Go back and look.)

Flow Chart

Chart Types


Tables
Tables topics as the last slide, but these are edited! Go back and look.)

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

S topics as the last slide, but these are edited! Go back and look.)TUFF MOVING ONSCREEN

The WoW Factor


Transitions
Transitions topics as the last slide, but these are edited! Go back and look.)

  • Great “New Topic” Intro

  • Use with care

  • Do Not Over-Use


Animation
Animation topics as the last slide, but these are edited! Go back and look.)

  • Computer-Based

  • Exciting

  • Adds Visual Interest

  • Do Not Over-Use


Builds with graphics

10% topics as the last slide, but these are edited! Go back and look.)

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

P topics as the last slide, but these are edited! Go back and look.)RACTICEANDDELIVERYINFO

PRESENTATIONS III

The WoW Factor


Delivery getting ready
Delivery—Getting Ready topics as the last slide, but these are edited! Go back and look.)

  • Presentation Flow

  • Practice

  • Real Practice

  • Equipment Testing


Presentation flow
Presentation Flow topics as the last slide, but these are edited! Go back and look.)

  • Smooth

  • Good transitions

  • A dry run


Practice
Practice topics as the last slide, but these are edited! Go back and look.)

  • Prevents embarrassment

  • Catches mistakes

  • Increases delivery

  • Makes you look good


Real practice
Real Practice topics as the last slide, but these are edited! Go back and look.)

  • Simulate settings

  • Practice with an “Um” counter


More real practice
More Real Practice topics as the last slide, but these are edited! Go back and look.)

  • Video tape it

  • Evaluate it

  • Then fix it


Equipment set up
Equipment Set-up topics as the last slide, but these are edited! Go back and look.)

  • Is equipment ready?

  • Does it work properly?


Room setup
Room Setup topics as the last slide, but these are edited! Go back and look.)

  • Does sound travel well?

  • Any obstructions?

  • Can you control room?


Room layout
Room Layout topics as the last slide, but these are edited! Go back and look.)

  • Theater Style

  • Classroom Style

  • Classic Luncheon

  • Small Meeting


Presenter perceptions
Presenter Perceptions topics as the last slide, but these are edited! Go back and look.)

  • Appropriate dress

  • Positive attitude

  • Effective voice


H ints t ricks and s tuff

H topics as the last slide, but these are edited! Go back and look.)INTS, TRICKSANDSTUFF

The WoW Factor


Hints and tricks
Hints and Tricks… topics as the last slide, but these are edited! Go back and look.)

  • 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… topics as the last slide, but these are edited! Go back and look.)

  • Look ’em in the eye

  • Don’t annoy them

  • Don’t turn your back

  • Toss the laser toys

  • Don’t lean

  • Thank them


Questions

? topics as the last slide, but these are edited! Go back and look.)

Questions

  • Encourage questions

  • Listen carefully

  • Answer all

  • If you don’t know—say so!

  • Then add… “I’ll find out and let you know.”


T hings t o g ive an a udience

T topics as the last slide, but these are edited! Go back and look.)HINGSTOGIVEANAUDIENCE

The WoW Factor


Professional looking stuff
Professional-looking Stuff topics as the last slide, but these are edited! Go back and look.)

  • Handouts

  • Documents

  • Audience “Gifts”


Handouts
“Handouts?” topics as the last slide, but these are edited! Go back and look.)

(Printed 3 per page)

Ugly!

(Printed 6 per page)

Uglier!


Handouts notes pages
Handouts Notes Pages topics as the last slide, but these are edited! Go back and look.)

An example of “Notes” pages


Real notes pages

Topic topics as the last slide, but these are edited! Go back and look.)

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… topics as the last slide, but these are edited! Go back and look.)

Page number added by copier

Illustrations done

by hand

Handout Alert!


Documents
Documents topics as the last slide, but these are edited! Go back and look.)

  • Use them

  • Make them effective

  • Make them correct

  • Make them look really good


Documents1
Documents topics as the last slide, but these are edited! Go back and look.)

  • Manuals

  • Technical Reports

  • Training Procedures


Document design
Document Design topics as the last slide, but these are edited! Go back and look.)

  • Text

  • Graphics

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


Document readability
Document “Readability” topics as the last slide, but these are edited! Go back and look.)

  • Text

    • Serif

    • Flush Left, Ragged Right

    • Line length


Type samples headers

Main Title topics as the last slide, but these are edited! Go back and look.)

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 topics as the last slide, but these are edited! Go back and look.)

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 topics as the last slide, but these are edited! Go back and look.)

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 topics as the last slide, but these are edited! Go back and look.)

Engineering

Specifications

for the

Widget 2001

April 1, 2000

Engineering

Specifications

for the

Widget 2001

April 1, 2000


Document binding

Engineering topics as the last slide, but these are edited! Go back and look.)

Specifications

for the

Widget 2001

April 1, 2000

Engineering

Specifications

for the

Widget 2001

April 1, 2000

Document Binding


Booklet style document
Booklet-style Document topics as the last slide, but these are edited! Go back and look.)


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