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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 Navigation Delivery Do’s and Don’ts How to Handle Questions Final Thoughts. Disclaimer

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how to give a knockout presentation

How to Give a “Knockout” Presentation

Willis Jensen

SOS Seminar

February 28, 2006

outline
Outline
  • General Guidelines
  • Slide Do’s and Don’ts
    • Handouts
    • Powerpoint Navigation
  • Delivery Do’s and Don’ts
    • How to Handle Questions
  • Final Thoughts
slide3
Disclaimer

I don’t claim to be an expert, I’ve 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

why are presentation skills important
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.
general guidelines
General Guidelines

A good presentation is a “POPTA” presentation

What does POPTA stand for?

general guidelines6
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
    • Don’t tell them everything you did, you’ll bore them
general guidelines7
General Guidelines
  • Organization
    • Always have an outline
    • Tell them what you’re 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”
general guidelines8
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
general guidelines9
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
    • You’ll 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
general guidelines10
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
slide do s and don ts
Slide Do’s and Don’ts
  • “PowerPoint doesn’t give presentations – PowerPoint makes slides”
    • From microsoft.com website
  • Your comments should be more compelling than the slides
  • You shouldn’t put everything on the slide
    • K.I.S.S. Principle
slide do s and don ts12
Slide Do’s and Don’ts
  • Do include 50% white space
  • Do make it obvious which section of your outline you’re in
  • Do make each slide stand on its own
    • Generally 1 main point for each slide
  • Do use animation
    • Don’t overuse it
      • Makes it difficult and annoying to navigate
slide do s and don ts13
Slide Do’s and Don’ts
  • Do include written conclusion for every graph
    • Don’t forget to add meaningful labels, titles, captions, etc. to graphs
slide do s and don ts14
Slide Do’s and Don’ts
  • Don’t use yellow text
    • Do use dark text and bold
  • Do use formatting and color to emphasize (e.g. POPTA)
  • Don’t include unrelated pictures
slide do s and don ts15
Slide Do’s and Don’ts
  • Don’t include periods at the end of a bullet.
  • Don’t do proofs
  • Do include a journal name with a reference
    • Jensen, Jones-Farmer, Champ, and Woodall (2006, Journal of Quality Technology)
slide do s and don ts16
Slide Do’s and Don’ts
  • Don’t do serif fonts (like Times New Roman)
  • Do use sans serif fonts (like Arial)
    • or Tahoma
slide do s and don ts17
Slide Do’s and Don’ts
  • Do save your file using “embedded fonts”
    • File menu->Save As->Tools (in upper right hand corner)->Save Options->Embed True Type Fonts
slide do s and don ts18
Slide Do’s and Don’ts
  • Don’t 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
slide do s and don ts19
Slide Do’s and Don’ts
  • 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
slide do s and don ts20
Slide Do’s and Don’ts
  • Do use a light background like this
slide do s and don ts23
Slide Do’s and Don’ts
  • Don’t 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 don’t look very good
slide do s and don ts24
Do use occasional “spice” or “pace breakers”

Humor

Pictures

Sound

Animation

Questions (Not just

Yes/No)

Surveys

Quizzes

Videos

Physical Objects

Top Ten Lists

Etc.

Slide Do’s and Don’ts

For example . . .

A pace breaker can do this for your audience

handouts
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
navigation in powerpoint
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
navigation in powerpoint28
Navigation in PowerPoint
  • To start slide show mode
    • F5 (Automatically takes you to start of presentation)
  • To end slide show mode
    • Escape
navigation in powerpoint29
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
delivery do s and don ts
Delivery Do’s and Don’ts
  • Don’t 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
delivery do s and don ts31
Delivery Do’s and Don’ts
  • 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 doesn’t know why your topic is important, you’ve lost them
  • Don’t forget to practice
    • Record yourself, tape yourself, or use a mirror
    • Reading through slides does not count as practice
delivery do s and don ts32
Delivery Do’s and Don’ts
  • Do relax, use nerves to your advantage
    • Breathe deeply, pause as needed
    • Don’t go too fast
    • Do watch out for mannerisms
      • “Um . . um”
  • Do empty your pockets and hands
  • Don’t point at computer, point at the screen
delivery do s and don ts33
Delivery Do’s and Don’ts
  • Do use body language to help make a point
    • Purposeful movements
  • Do use appropriate posture
    • Don’t slouch
    • Sitting implies informality
  • Do move around if possible
    • Don’t pace
    • Don’t be hyperactive
    • Center yourself, rearrange setup if needed
delivery do s and don ts34
Delivery Do’s and Don’ts
  • Do face audience more than slides
    • Don’t talk to the screen or wall
  • Do vary your voice
    • Don’t 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
delivery do s and don ts35
Delivery Do’s and Don’ts
  • Don’t forget to smile
handling questions
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
handling questions37
Handling Questions
  • Answer the question to the audience
    • Then check back to the individual for confirmation
  • Don’t be afraid to say “I don’t know”
    • Better than mumbling or fumbling an answer
final thoughts
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!
how to give a knockout presentation39

How to Give a “Knockout” Presentation

Willis Jensen

SOS Seminar

February 28, 2006