Preparing Effective Presentations written by Ray J. Friant, Jr.

1. Preparing Effective Presentationswritten by Ray J. Friant, Jr. updated by Pao-Chi Chang National Central University

2. Contents • Sequence for developing presentations • Strategy • Outline • Storyboard • Rough visuals • Finished visuals • Special considerations • Presentation hints • Conclusions • Appendix

3. Strategy • Answer: who, what, when, where, why, how • Based on the answer to 1, determine the objectives to be achieved. • Establish tone, style, breadth, depth, i.e., the tenor. • Write down the major points to be covered. • Note: do not follow the temptation to see what miscellaneous ideas can be thrown together and go from there.

4. Outline • Make it Logical • Tell them what you are going to tell them • Tell them • Tell them what you have told them • Why bring that up? • For example • So what? • Make it simple and orderly

5. Outline, cont. • Always summarize and make clear what action, if any, is required. • Check the outline logic to make sure it conveys a complete logical message. • Use the developed outline to write down ideas for visuals.

6. Storyboard • Example • Write the essence in the block • In the margin write the one, two, or three points to be emphasized orally • Note transitions

7. Rough Visuals • Make each visual stand on its own • Do not use overcomplicated visuals

8. Rough Visuals, cont. • Achieve good balanced layouts • Technical data • 14 lines per visual maximum • A title for each visual • Simple readable labels on graphs and tables • No writing (to be read) smaller than 1/50 of chart dimensions -- 18-point or above • The “No more than three” major points to be made should be easily identified

9. Rough Visuals, cont. • Using text • One idea per screen • Donotuseseveralfont typesononescreen • Use standard fonts where possible • Times Roman can be hard to read on screen • Heavier font such as Arial is better for presentation • Use combination of upper- and lowercase letters • Using color • To enhance the presentation, not the basis for it • Choose one color as the main color • Use a few colors, be consistent, be meaningful • Culture difference, e.g., RED means danger (Western) or good luck (Chinese) • Choose background color to add illumination to room

10. Rough Visuals, cont. • Color uses

11. Rough Visuals, cont. • Color recommendations • Use compatible, pleasing colors • Hold it down • Don’t variegate • Suggestions: • Practice with the roughs to work out “Bugs” before making finished visuals

12. Finished Visuals • Choose your medium • Tabletop charts (posters) • Slides • Overhead projector • LCD projector (dominated in oral presentations) • Standardize • Size of printing for titles and text • Type of printing • Execution for graphs and tables • Color uses • Perfect balanced layout • Allow adequate time for finished visual preparation and practice

13. Contents • Sequence for developing presentations • Strategy • Outline • Storyboard • Rough visuals • Finished visuals • Special considerations • Presentation hints • Conclusions • Appendix

14. Special Considerations • Be consistent • Do not use no-content visuals • Use blank page only when YOU have control • When cramming information 〕Readability is most important • In long presentations, an executive summary may be necessary • Don’t forget staging: room size, screen, power cord, lights, size of audience, etc. indent

15. Presentation Hints • Do not read visuals • Practice -- especially the transitions, main points, and phrases to be remembered • Talk to one man -- do not “Speech” it! • Be sensitive to audience reaction • Lead Audience to visual’s format and meaning • Tell audience the amount of info they should retain from complicated visuals • Spend between 1 and 4 minutes on each content visual

16. Presentation Hints, cont. • If you believe it, say it strongly, convincingly • If you don’t believe it, don’t say it! • On controversial points, be Ben Franklin Wise; cast some doubt on your own wisdom • Don’t apologize for status of the presentation • When you are through -- sit down!

17. Conclusions • By following the presentation preparation sequence of • Strategy • Outline • Storyboard • Rough visuals • Finished visuals • A presenter will • Get information across • Leave his audience with a feeling of time well spent • Get favorable response • Save his/her own time • Isn’t it worth a try?