Effective Presentations Using Microsoft PowerPoint

1. Effective PresentationsUsing Microsoft PowerPoint Lawrie Robertson Fred Hutchinson Cancer Research Center lroberts@fhcrc.org - 206-667-4266

2. Presentation Components Planning and Analysis Visuals Effective Presentation Content Message Supporting Points Practice & Do It! Effective Presentations Using PowerPoint

3. Presentation Components Planning and Analysis Effective Presentations Using PowerPoint

4. Planning Your Presentation Brain it! Group it! Trim it! Spice it! Do it! Effective Presentations Using PowerPoint

5. SPAM Model • Situation • Purpose • Audience • Method Effective Presentations Using PowerPoint

6. Situation P A M Status Assessment • Reason for presentation – core message • Circumstances, history • Need, relevance • Knowledge of topic • New research required • Time, place, logistics Effective Presentations Using PowerPoint

7. Situation P A M Content Determine and clarify: • Roadblocks/hostility to your message • Best approach • Most persuasive content • What facts will persuade? • What elements make message credible? • Research and lead time required Effective Presentations Using PowerPoint

8. Situation P A M Content Identify: • Key messages to retain • Best strategy to convey core message • Content to respond to 3 questions: • What’s up? • So what? • Now what? • Handouts and supporting visuals Effective Presentations Using PowerPoint

9. Situation P A M Logistics Determine: • Overall agenda and purpose • How much time you have • Time needed to achieve content goals • Location where you are presenting • Who else needs to be coordinated with Effective Presentations Using PowerPoint

10. Situation P A M Logistics Anticipate: • Challenges presented by room • Equipment required and who provides it • Who can help you with setup problems • Contingencies I need to prepare for • Items required for pre-event checklist Effective Presentations Using PowerPoint

11. S Purpose A M Message Clarify: • What is your core message, vision? • What are your outcome objectives? • Why is this topic important to you? • Why should it be to the audience? • What key facts, ideas, benefits support this vision? Effective Presentations Using PowerPoint

12. S Purpose A M Message Determine: • What examples and visuals best illustrate message? • What actions do you want taken? • What follow-up is required? • By you? • By participants? Effective Presentations Using PowerPoint

13. S P Audience M Analysis • Who is your audience? • Demographics • Common interests • Outlook • What they know, don’t know about topic • What do they need to know? • What are their expectations, needs? • What is influencing expectations? Effective Presentations Using PowerPoint

14. S P Audience M Analysis Determine and clarify: • Information you want to provide • Appropriate level of detail • Barriers, attitudes, expectations are held about the topic or situation • Your credibility with this audience • Your goals for group • Common ground among group Effective Presentations Using PowerPoint

15. S P Audience M Managing Members Considerations • Manage to your strengths • Do it your way, no prescriptions • Use of: • Movement • Gestures • Voice • Eye contact • Changing the rhythm Effective Presentations Using PowerPoint

16. S P Audience M Managing Members Considerations • Techniques to deal with hostile audience members • Content they will need to meet my objectives • Content they are seeking • Methods to open their thinking to new options/possibilities Effective Presentations Using PowerPoint

17. S P A Method Design Use analysis to design a presentation that: • Responds to participants’ interests • Focuses on a core message supported by 3-5 major points • Flows logically • Offers visuals that clarify content, promote retention, attend to non-verbal elements • Provides time for discussion, questions Effective Presentations Using PowerPoint

18. S P A Method Content Refine content to support the message • Opening • Grab attention • Offer a reason to listen • Provide a road map to session • Body • 3-5 major supporting points, facts, information • Visuals to support message • Closing • Summary, objectives, benefits, motivation to act Effective Presentations Using PowerPoint

19. S P A Method Evaluation and Feedback To design your evaluation: • Review past evaluations • Identify evaluation tools to support content • Address need for mid-point checks and corrections to support audience goals Effective Presentations Using PowerPoint

20. S P A Method Evaluation and Feedback Plan evaluation methods to: • Seek formal feedback from participants during breaks – am I meeting your needs? • Determine post session evaluation • Questionnaire for feedback and ideas for next time • My reaction – what worked? Do differently? Effective Presentations Using PowerPoint

21. Small Group Exercise Describe how you might apply the “SPAM” model to plan a presentation at an upcoming Faculty Meeting to outline a new grant reporting requirement Effective Presentations Using PowerPoint

22. Presentation Components Planning and Analysis Content Message Supporting Points Effective Presentations Using PowerPoint

23. Impact • 3 presentations • One you wanted to give • One you thought you gave • One you actually gave • Impact = enthusiasm + preparation • Being natural, lively, appropriate • Delivery consistent with message • Supporting facts, statistics, illustrations, logic • Effective visuals to clarify, change pace Effective Presentations Using PowerPoint

24. Building Audience Interest • Adults learn best interactively • 3 information processing methods • Visually • Audibly • Intuitively • Cultural context affects listening Effective Presentations Using PowerPoint

25. Building Audience Interest • Audiences need to link content to • Personal experience, circumstances • Concepts/principles rather than war stories • Information applied to practice will be retained – hearing, seeing, doing Effective Presentations Using PowerPoint

26. How Adults Process Information Effective Presentations Using PowerPoint

27. How Adults Process Information Effective Presentations Using PowerPoint

28. How Adults Process Information Effective Presentations Using PowerPoint

29. Audience – What They Really Want! Effective Presentations Using PowerPoint

30. Building Audience Interest • Be Yourself • Avoid formula approach • Know and maximize strengths • Use what works for you • Attend to nervous habits • Learn from every experience • Seek feedback from people you trust • Rehearse, rehearse, rehearse Effective Presentations Using PowerPoint

31. Building Audience Interest Establish rapport and buy in • Organize presentation material logically • Offer information they can apply • Focus on principles with illustrations • Recognize their experience as valuable • Adapt concepts to audience’s experience • Engage the audience – discussion, role playing, simulations, small group processes Effective Presentations Using PowerPoint

32. Building Audience Interest Supporting actions • Posture and body awareness • Eye contact • Hands and Gestures - animation • Movement • Voice and clarity – pausing/breathing • Change of pace • No reading, no apologies Effective Presentations Using PowerPoint

33. Building Audience Interest Audience interest is influenced by • Speaker’s • Dress • Attitude • Mannerisms and nervous habits • Tone • Confidence • Content and delivery • Information’s value justifies time investment Effective Presentations Using PowerPoint

34. Building Audience Interest Audience interest is supported by: • Providing clear benefits • Keeping audience’s needs as primary • Covering the material promised • Staying within the schedule • Offering time for discussion, questions Effective Presentations Using PowerPoint

35. Building Audience Interest • Visualize a standing ovation • Stand at 45 degrees to screen • Stand with screen to your left • Limit pointer to critical uses only • Break pattern with asking audience questions • Remember – audience wants you to succeed! Effective Presentations Using PowerPoint

36. Break Discussion Think of a presentation that was out of touch with its audience. • What did the presenter do or fail to do? • What would you now do if it were you presenting on the topic? Effective Presentations Using PowerPoint

37. Presentation Components Planning and Analysis Visuals Content Message Supporting Points Effective Presentations Using PowerPoint

38. Visual Aids Last step – add visuals Effective Presentations Using PowerPoint

39. Visual Aids Effectively designed visuals • Use graphics to support text, not overwhelm it • Clarify and support content • Offer a single message • Order information logically • View easily from distance • Provide consistently formatted slides • Offer comfortable and consistent transitions Effective Presentations Using PowerPoint

40. Impact of Visuals Retain Produce Communicate Efficient Effective Presentations Using PowerPoint

41. Visual Aids - Tips For impact with PowerPoint: • Keep content simple - headlines • Work off the slides • Use a non-distracting template and appealing colors when projected • Use “View-Master-Master Slide • Set title and bullet font and font sizes • Set default slide transitions & bullet animation • Place header and footer information Effective Presentations Using PowerPoint

42. Visual Aids - Tips For audience visibility: • 2 plain fonts • Times New Roman for titles • Arial/Helvetica for bullets • Font sizes: • Focus on readability (20 – 44 points) • Titles (36-44 points) • Bullets (20-32 points) Effective Presentations Using PowerPoint

43. Visual Aids - Tips For word slides: • 6 – 6 – 6 Rule • 6 lines per page • 6 words per bullet • No more than 6 word slides in a row without a chart or graphic Effective Presentations Using PowerPoint

44. Example of Bullet SlideSelecting Hiring Panel • Uneven number • Balance • Gender • Age • Race/Ethnicity • Experience Different perspectives on job Effective Presentations Using PowerPoint

45. Visual Aids - Tips Slide appearance • Assume 3 minutes per slide • Avoid USE OF ALL CAPS • Use landscape orientation, ample margins • Graphics should clarify, not confuse • Contrasting colors work best • Test colors and graphics with projector Effective Presentations Using PowerPoint

46. What Colors Convey Effective Presentations Using PowerPoint

47. Build Budget Next FY Example of Graphic Build Slide Priority Setting Establish Budgets and Phase Projects Business Plan Priority Set Budget Design & Review Pilot & Review Review & Establish Business Practice Production Time

48. Template Considerations Characteristics of effective templates: • Support not distract from message • Simple rather than busy • Offer room and flexibility for content • Simplify your work, easy to use • Appropriate to presentation type • Pleasant to look at throughout • Well coordinated with other presenter’s content and formatting Effective Presentations Using PowerPoint

49. Template Considerations • Start with the Master Slide formatting • For large groups • Mauve background with black letters • Better than classic yellow on blue Effective Presentations Using PowerPoint

50. Effective Presentations Using PowerPoint