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Making Effective Presentations. Dr Clive Vlieland-Boddy. The TV Weather Forecast. The forecaster looks at you and points behind to what is normally a blank screen. He keeps your attention. He uses minimal graphics. He explains what is happening and going to happen.

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Making Effective Presentations

Dr Clive Vlieland-Boddy


The TV Weather Forecast

  • The forecaster looks at you and points behind to what is normally a blank screen.

  • He keeps your attention.

  • He uses minimal graphics.

  • He explains what is happening and going to happen.

  • He has only a minute or two to present.


Planning

  • Create a structure

  • Introduction

  • Cover the Objectives

  • Conclusions

  • Questions!


Make It Big


Make it Big (Text)

  • This is Arial 12

  • This is Arial 18

  • This is Arial 24

  • This is Arial 32

  • This is Arial 36

  • This is Arial 44

Too Small

Make it as big as possible!


10 ft

Make It Big (How to Estimate)

  • Look at it from 10 feet away


Keep It Simple


Keep It Simple (Text)

  • Too manycolors

  • TooManyFontsandStyles

  • The 6 x 7 rule

    • No more than 6 lines per slide

    • No more than 7 words per line


Keep It Simple (Text)

Instructional Technology:A complex integrated process involving people, procedures, ideas, devices, and organization, for analyzing problems and devising, implementing, evaluating, and managing solutions to those problems in situations in which learning is purposive and controlled(HMRS 5th ed.)

Too detailed !


Make It Clear


Be Progressive


Entrance

  • Consider bullet points being displayed one after the other.

  • Allows the audience to take each point at a time.


Types of Instructional Tools

Individual

Constructive

Tools

Social

Constructive

Tools

Discovery

Learning

Too many in one go!

Informational Tools

Guided

Inquiry

Mode of Instruction

Individual

Instructive

Tools

Social

Communicative

Tools

Direct

Instruction

Individual

Pair

Group

Complexity of Interactions


Types of Instructional Tools

Individual

Constructive

Tools

Social

Constructive

Tools

Discovery

Learning

Informational Tools

Guided

Inquiry

Progressive & thus focused

Mode of Instruction

Individual

Instructive

Tools

Social

Communicative

Tools

Direct

Instruction

Individual

Pair

Group

Complexity of Interactions


Be Consistent


Use a Template

  • Use a set font and color scheme.

  • Different styles are disconcerting to the audience.

  • You want the audience to focus on what you present, not the way you present it.


Fonts

Choose a clean font that is easy to read.

Roman and Gothic typefaces are easier to read than Scriptor Comic.

Stick with one or two types of fonts.


Bullets

  • Keep each bullet to one line, two at the most.

  • Limit the number of bullets in a screen to six

  • Use entrance to assist with being progressive.

  • DO NOT CLUTTER SLIDES


Bullets & Cueing

  • Bullets allow you to “cue” the audience in on what you are going to say.

    • Cues can be thought of as a brief “preview.”

    • This gives the audience a “framework” to build upon.


Caps and Italics

  • Do not use all capital letters

    • Makes text hard to read

    • Conceals acronyms

    • Denies their use for EMPHASIS

  • Italics

    • Used for “quotes”

    • Used to highlight thoughts or ideas

    • Used for book, journal, or magazine titles


Colors

Reds and oranges are high-energy but can be difficult to stay focused on.

Greens, blues, and browns are mellower, but not as attention grabbing.


Backgrounds

  • A white on a dark background is used for this presentation as assumes most users will view the presentation on their own computer.

  • Having a darker background on a computer screen reduces glare.

  • White on dark background should not be used if the audience is more than 20 feet away.


The Color Wheel

Colors separated by another color are contrasting colors (also known as complementary)

Adjacent colors (next to each other) harmonize with one another. e.g. Green and Yellow


Attention Grabber

To make a slide stand out, change the font and/or background


Illustrations & Graphics

Use only when needed, otherwise they become distracters instead of communicators

They should relate to the message and help make a point

Ask yourself if it makes the message clearer

Simple diagrams are great communicators


YOU

Do not use the media to hide you

The audience came to see you

The media should enhance the presentation, not BE the presentation

If all you are going to do is read from the slides or overheads, then just send them the slides

Remember, only you can prevent

“Death by PowerPoint”


Slide Design Examples

It is always possible to improve!


Use of Graphics

Sources of Competitive Advantage

Breadth of Competitive Scope


Cost

Leadership

Cost

Leadership

Differentiation

Focused

Low Cost

Focused

Low Cost

Focused

Differentiation

Focused

Differentiation

Use of Graphics

Sources of Competitive Advantage

Cost

Perceived Uniqueness

Broad

Breadth of Competitive Scope

Narrow


Use of Graphics

Content is the same...

..but much more appealing!!


Figures versus tables


Figures versus tables


Operating Costs & Profitability


Increase Efficiency


Build your own tables!


Build your own tables! (step 1)


Made in USA

Labor Costs (Health Care, Union)

High Fixed Costs

On Star

Cost of Capital & Sales Incentives

Perceived Quality and

Customer Satisfaction

Highest Sales Volume

Undifferentiated Model Line

Build your own tables! (step 2)

Costs

Differentiation


Build your own tables!

Content is the same...

..but much more appealing!!


Slide Design Guidelines

Text, colors, etc.


Text size

Style

24

plain or bold

Smaller size

Smallest size

20

18 (try to avoid.... use only for short text!!)

Text Size

Slide Title: Minimum size: 30

  • ALWAYS use LARGE text size!!

  • Do NOT use automatic text size in Powerpoint!

  • If slide too crowded...... split in TWO slides, do not reduce text size!!!


Text Colors

Remember: Text must be readable!!

Black,

Dark Blue,

Dark Red, Dark Green

Use DARK colors on light background:

White

Light Yellow,

Light Orange, Light Green

Use LIGHT colors on dark background:

  • Make it easy for your public to read the text!!

  • Do not mix too many colors!!


Slide Design Guidelines

Avoid too much text on screen


Can you read everything?

Adobe Buys Macromedia in $3.4BN Stock Deal

April 18, 2005 Business Week

  • Adobe systems Inc. said it will acquire Macromedia Inc. in an all-stock transaction valued at $3.4BN

  • Acquisition will help Adobe expand into new markets, especially to provide content to mobile phones and other handheld devices

  • “… we believe the combined offerings will be even more compelling to our customers given the challenges they're going to face in trying to communicate information in this very complex environment.“ said Bruce Chizen, chief executive officer of Adobe

  • "It's a lot easier to combine two companies that are healthy and doing really well with lots of growth than it is to try to acquire and integrate a company that is broken."


Adobe Buys Macromedia in $3.4BN Stock Deal

  • Text:

  • Too much!

  • Too small!

  • Too crowded!!

April 18, 2005 Business Week

  • Adobe systems Inc. said it will acquire Macromedia Inc. in an all-stock transaction valued at $3.4BN

  • Acquisition will help Adobe expand into new markets, especially to provide content to mobile phones and other handheld devices

  • “… we believe the combined offerings will be even more compelling to our customers given the challenges they're going to face in trying to communicate information in this very complex environment.“ said Bruce Chizen, chief executive officer of Adobe

  • "It's a lot easier to combine two companies that are healthy and doing really well with lots of growth than it is to try to acquire and integrate a company that is broken."

This is also a citation!

Goes to separate slide!

This is a citation!

Goes to separate slide!


What can we do?

Let’s see how we can improve the readability of the slide......

  • Split content in multiple slides

  • Identify keywords

  • Communicate concise, clear messages


Adobe Buys Macromedia in $3.4BN Stock Deal (1)

April 18, 2005 Business Week

  • Adobe systems Inc. said it will acquire Macromedia Inc. in an all-stock transaction valued at $3.4BN

  • Acquisition will help Adobe expand into new markets, especially to provide content to mobile phones and other handheld devices

  • Slide N. 1

  • Only the first two bullets

  • Font size = 24 points


Adobe Buys Macromedia in $3.4BN Stock Deal (2)

“… we believe the combined offerings will be even more compelling to our customers given the challenges they're going to face in trying to communicate information in this very complex environment.”

Bruce Chizen, chief executive officer of Adobe

  • Slide N. 2

  • Only the first citation

  • Font size = 30 points

  • Read it aloud!


Adobe Buys Macromedia in $3.4BN Stock Deal (3)

"It's a lot easier to combine two companies that are healthy and doing really well with lots of growth than it is to try to acquire and integrate a company that is broken."

  • Slide N. 3

  • Only the second citation

  • Read it aloud!

  • Font size = 30


In Summary

  • Big

  • Simple

  • Clear

  • Progressive

  • Consistent


Tips for Presenting

  • Limit the number of slides

    • 1-2 slides per minute is the maximum

  • Practice moving between slides.

  • Be prepared for technical difficulties

  • Avoid the use of flashy transitions.

  • Check timing.

  • Practice.


Some Final Words

  • Communication is the key

  • Limit text to support the communication

  • Pictures to simplify complex concepts

  • Animations for complex relationships

  • Visuals to support, not to distract

  • Sounds only when absolutely necessary

  • Smileys to contrasts and compare


DEVELOP A SCRIPT

ASSIGN ONE TEAM MEMBER TO OPERATE PC

ONE OR MORE TEAM MEMBERS CAN DO PARTS OF THE PRESENTATION

TIME YOUR PRESENTATION

PRACTICE

Group Study Presentations


JUST DO IT!

  • DRESS PROFESSIONALLY.

  • WATCH YOUR TIME.

  • ENCOURAGE QUESTIONS AND DISCUSSION AFTER FORMAL REMARKS.


MAKE A COPY FOR EACH TEAM MEMBER

PUT ON YOUR RESUME THAT:

YOU ARE PROFICIENT IN MS EXCEL AND POWERPOINT

DO AN ANALYSIS OF EACH PUBLIC INDUSTRIAL COMPANY THAT YOU PLAN TO INTERVIEW WITH

GIVE INTERIEWER COPY OF ANALYSIS

SAVE REPORT FOR JOB INTERVIEWS


TEAM PEER EVALUATION

  • I AM NOT A POLICEMAN. YOUR TEAM ORGANIZATION IS UP TO YOU.

  • I AM INTERESTED IN MAKING SURE THAT ALL TEAM MEMBERS WORK.

  • PLEASE SEE ME WITH ANY PROBLEMS. DO NOT WAIT UNTIL END OF THE TERM! SET MEETING TIMES THAT WORK FOR ALL MEMBERS.


Accounting 1


Accounting 2


Accounting 3


WHAT IS THE “STORY”?

  • WHAT ARE YOUR CONCLUSIONS? USE RATIO DATA TO SUPPORT YOUR CONCLUSIONS.

  • WOULD YOU INVEST IN THIS COMPANY NOW? WHY OR WHY NOT?


1. Brief company recent history

2. Trend analysis

2. Interpret ratio data

3. DuPont model

4. Benchmarking with competitors

5. Assumptions in your forecast

6. Recent news or events impacting your company

7. Stock chart and price trends

PRESENTATION SLIDES SEQUENCE (each company is unique)


Slide Design Guidelines

Congratulations!!

(you learned a lot!)


Other Tips

  • Speaker notes

    • To have or not to have?

  • Too many or too few speakers

  • Capitalization, capitalization

  • Practice, practice, practice

  • Timing

    • Assume 40 - 90 seconds per slide


Resources on the Web

PowerPoint templates (free):

  • http://www.brainybetty.com/

  • http://www.avpartner.com/ppttemps-main.htm

    Graphics and animations and some PowerPoint templates:

  • http://www.animationfactory.com/

    Animated Icons (free):

  • http://www.animationfactory.com/animations/

    Smileys (free)

  • http://www.smileycentral.com/

  • http://messenger.msn.com/Resource/Emoticons.aspx


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