Powerful presentations handout

Bringing Down the House:

Creating Sensational Knock-Your-Socks Off Presentations:

How to Deliver Your Message with Power and Pizzazz

By Ian Jukes The InfoSavvy Group

[email protected]

http://www.infosavvygroup.com This handout was updated May, 2005

Copyright, 2005, The InfoSavvy Group

Creating Knock-Your-Socks-Off Presentations of 46


Table of Contents Part I 10 things to do before using presentation software .................................... 4 1. Start with the end in mind.............................................................................................................................4 2. Research, research, research ......................................................................................................................5

3. Create an outline...............................................................................................................................................5 4. Build your first draft......................................................................................................................................5 5. Choose a structure...........................................................................................................................................5 6. Use narrative .....................................................................................................................................................5

7. Develop an effective opening........................................................................................................................5 8. Craft the body of your message..................................................................................................................6 9. Organize the flow of your presentation ...................................................................................................6 10. Build in repetition ...........................................................................................................................................6

Example of a basic outline for a presentation .......................................... 7 Writing for the ear ....................................................................... 8 Novelty bumps ............................................................................. 8 Part II 10 guiding principles for using presentation software .................................. 9 1. Be consistent ......................................................................................................................................................9

2. Check out PowerPoint AutoContent Wizards...........................................................................................9 3. Use text effectively .......................................................................................................................................9 4. Use special effects sparingly ..................................................................................................................... 14 5. Streamline your materials ........................................................................................................................... 15

6. Chop, chop, chop.............................................................................................................................................. 15 7. Create templates ............................................................................................................................................ 15 8. Break down your message into bit-sized pieces ................................................................................... 16 9. Cutting down to bare bones......................................................................................................................... 16 10. Edit, edit, edit ............................................................................................................................................... 16

Part III Top 10 principles of graphical design using PowerPoint ................................17 1. The power of the human eye ....................................................................................................................... 17 2. Only add images that reinforce or extend your text/message....................................................... 17 3. Things to remember when using images .................................................................................................. 17 4. Charts & graphs .............................................................................................................................................. 17 5. Technical quality ............................................................................................................................................. 17 6. Apparent motion ............................................................................................................................................. 17 7. The impact of color on the audience........................................................................................................ 17 8. Contrast............................................................................................................................................................. 19 9,Balance ............................................................................................................................................................... 20 10. Overall design ............................................................................... 20



Part IV Top 10 secrets of a successful workshop (by Doug Johnson) ......................... 21 1. Know your role ......................................................................................................................................................... 21 2. Limit your topic...................................................................................................................................................... 22 3. Be organized and communicate that organization ...................................................................................... 22 4. Set out a problem or possibility then offer a solution or opportunity ................................................ 23 5. Be conversational and have fun ........................................................................................................................ 23 6. Good handouts and slides that compliment rather than duplicate........................................................ 24 7. Less talk, more action.......................................................................................................................................... 24 8. Give a chance to practice, apply, and reflect............................................................................................... 25 9. End with a summary, on an upbeat note, and on time ................................................................................ 27 10. I’m letting you out early. See above ............................................................................................................. 27 From the experts....................................................................................................................................................... 27 Part V Bits & Pieces on delivering a presentation ..............................................29 1. Tactics to bring your talk to life...................................................................................................................... 30 2. What to do to calm down.................................................................................................................................... 30 3. Why be nervous? You’re the expert! ............................................................................................................... 31 4. How to lower the pressure.................................................................................................................................. 31 5. Understanding your audience?........................................................................................................................... 31 6. Room, equipment, time, & other important considerations....................................................................... 31 7. Using humor ............................................................................................................................................................. 31 8. Using quotations .................................................................................................................................................... 32 9. Survival strategies for your Q & A................................................................................................................. 33 10. Speaking tips ........................................................................................................................................................ 34 11. Rehearsing your speech ..................................................................................................................................... 35 12. Appearance............................................................................................................................................................ 36 13. Tips on what you can do just before you start speaking ........................................................................ 36 14. Body language, personal style, & dress......................................................................................................... 38 15. Know thy audience............................................................................................................................................... 39 16. Refreshments, food, & other consideration about where you’ll be speaking .................................... 41 17. Timing of visuals, where to stand, & rating yourself ................................................................................ 41 18. Projection units.................................................................................................................................................... 42 19. Remote controls................................................................................................................................................... 43 20. Our setup .............................................................................................................................................................. 43 Part V References & Links for Creating Knock Your Socks Off Presentations ...............45



Creating Knock Your-Socks-Off Presentations Think back on an unforgettably GREAT presentation experience Think back on an unforgettably HORRIBLE presentation experience There are no set rules, just guidelines There are not set rules to making sensational presentations, only guiding principles. It’s best to learn these principles well & not to stray too far from them until you’ve mastered them. PART I 10 things to do before using your presentation software, e.g. PowerPoint

1. Start with the end in mind & develop a mission statement Before you even turn on your computer, think through the entire presentation. Start planning your presentation with the end in mind. Ask yourself what you want the audience to walk away from the presentation with? What skills, knowledge, attitudes, content or understanding must they take away? Repeat this at each stage of your preparation. Think of a single-theme mission statement – one sentence - that can guide how to organize the presentation & weed out anything that’s irrelevant. Sometimes nervousness makes us talk too much or have too much data, charts, graphs, anecdotes, references, & statistics. Just as a ship can lose it’s way by not plotting its course, so can a speaker by covering too much in a presentation. Remember that every point you make – fact, joke, graph, image – everything you use in your talk, should help you accomplish your mission. If not, delete it. Examples of mission statements Your mission statement should sum up the one thing your audience should take away with them. Start with an action verb and build your mission around it, e.g.

• Mobilize against construction of a waste treatment facility in our county • Understand the history of public finance • Appreciate the cultural contributions of African Americans • Purchase at least 200 high-speed collating units • Praise their children at least once a day • Choose my travel agency for their business and personal needs • Rally around the targets our company has set for the year realize that

excellent customer relations will improve our bottom line • Seek professional tax-planning advice



2. Research, research, research Conduct thorough research to obtain the right information & resources Keep an active file for text & images. There are many sources of information such as:

• books (& their bibliographies) • management reports, government papers, and professional journals • newspapers, magazines • friends, family and other personal contacts • the Internet – although there are many sites, e.g. Google (www.google.com)

3. Create an outline

Use a word processor to prepare an outline of the material you want to present.

4. Build your first draft Compose your first draft without stopping & include everything you want to say. Remember written material sounds different when it’s spoken than written material so make sure your presentation follows your natural speech patterns.

5. Choose a structure There are several ways to present your main points including:

• introduce them separately, either one after the other in order of importance, or chronologically, or in any other sequence that makes sense;

• if you want one particular point to give the strongest impression, present it first, then follow it with supporting points (or any other points you are making);

• or you can interweave your points to highlight their equal significance; • the most common structure is to overlap the main points that are being made so

an idea can be left open & referred back to in response to subsequent ideas in a presentation.

6. Use narrative

Narrative provides a distinct beginning, middle and end, which is most commonly used in storytelling. The beginning or introduction sets up the audience. The middle contains the central themes & ideas. Your middle should consist of 3 - 5 points distilled from your ideas, research, & personal experience. The end is formed by your conclusion(s) that supports your main themes & recommendations that are aligned to your mission statement or what you want them to leave the presentation with. Give clear signals at the beginning & end of each stage of the presentation.

7. Develop an effective opening

Making a good impression at the beginning of your presentation requires you to be well prepared, confident, & clear. Write out your first sentence (or two) to gain momentum so you can focus on making a good impression. An effective opening provides the audience with a brief outline of your main points. Anecdotes & self-deprecating humor break the ice & draw the audience into your



presentation. The audience is not at its most alert at the very beginning, so save your strongest points for a few minutes into the presentation.

8. Craft the body of your message This is more than just your main points. This is where the rubber hits the road. You’ll distil 3-5 critical points from your research to make the foundation of your presentation. How they’re delivered makes all the difference between success & failure.

9. Organize the flow

Plan a logical flow of ideas & themes to help the audience follow your presentation easily. Introduce new subjects by making clear links between old & new ideas. Listen to professional speakers on radio & television & note techniques they use to link together the points or themes of their speeches; sum up each point before introducing a new one. Choose the pattern that best fits your talk. The crux of your presentation will be the 2 - 5 key points you want to make, which you can organize in several ways:

• chronologically – explaining how something happened; • spatially – for giving directions; • causally – explaining cause, effect • problem/solution – describing a problem followed by a solution to

encourage action; • topically –for open-ended topics.

10. Build in repetition

Recapping information during your presentation is an effective way of reinforcing the main points of your argument. Build some repetition into the presentation’s framework at the end of each main point & the conclusion. However, simply repeating the information you’ve already delivered in the main body of your presentation isn’t enough. Use different wording to keep the ideas sounding fresh, yet familiar. And finally, end memorably. Structuring a strong ending is as important as planning a good start in a presentation. Signal your audience that your are coming to the end by saying something like “for my final point…” or “in conclusion….”



Example of a basic outline for a presentation Opener Devote ~ 10% of your speaking time to your opening remarks. This is where you grab your audience's attention, convey a sense of trust, & prepare them for where you want to take them during your talk. Include a quote, anecdote, humor, or analogy. Think of the opener as the small talk we all engage in when we first meet someone. Transition Use 1 or 2 sentences that move from opening pleasantries into your mission statement. Mission statement (theme) Tell the audience the mission, or purpose of your talk. Make sure they understand what you want them to be able to do, learn, or know by the end of the talk. Transition Use 1 to 2 sentences that let you gracefully launch into the body of your speech. Body Devote ~ 75% of your time to the body of your talk. Organize your information in no more than 5 key points. Important tip: Don’t present key points in a journalistic style, that is, from most important to least important, or you'll lose your audience because of predictability. Instead, sandwich your less important points between the two most key points. Wrap-up Spend ~ 15% of your talk time on your closing. Restate your mission statement & sum up how your key points support what you want the audience to leave with - changing an opinion, learning a new database, purchasing a new mainframe etc., & finish up with a powerful idea that captures the essence of your talk. Q & A If your presentation took 30 minutes & covered a great deal of ground, then leave approximately 10 minutes for questions & answers. Don't just abruptly end your presentation with Q & A. Also, once you've signaled an end to the questions, finish off by thanking your audience for their time & give a thought-provoking restatement of your ending.

You can also visit http://www.the-eggman.com/writings/keystep1.html to get more information on the key steps to making an effective visual presentation



Writing for the ear There’s a difference between writing and speaking. Are you trying to write a good report that covers all your points & reads well? Or are you trying to give a presentation that your audience will remember? The former requires writing for the eye, where your sentences can be as long & as complex as needed. The latter involves writing for the ear & requires a different style of writing i.e. short sentences, active verbs, simple (non-technical) vocabulary, & some memorable anecdotes. This is because your eye absorbs information much faster than your ear. Most people can read many more words per minute than they can hear per minute. The reason is simple: When you read, you can read at your own pace, stop & reread if you want, even skip ahead if you wish. When you listen, you can only listen to one word at a time, with each word spoken in order. Listeners have to pay very close attention, & that can be draining, which explains why most people tend to daydream when they listen. Good speechwriters go out of their way to write for the ear. They keep their sentences short & to the point. They use active verbs, colorful images, personal anecdotes, & useful analogies. They practice pausing between transitions to give the audience time to absorb what they have just heard. Novelty bumps When first introduced to the bells & whistles of technology, people naturally wish to experiment with all aspects of this new medium. They tend to get carried away with multiple fonts, colors, clip art images, sounds, transitions, & special effects. The audience isn’t fooled by all the impressive "bells and whistles" because technical flash is no substitute for substance. Remember that PowerPoint & other software that you may use is just a vehicle or an amplifier. As Jason Ohler explains, an amplifier in the hands of a good guitarist, makes the music sound pretty wonderful, but in the hand of a bad guitarist, the music sounds AWFUL!



Part II Top 10 guiding principles for using presentation software

1. Be consistent

Viewers unconsciously detect the slightest inconsistency in your presentation layout. Once you confuse the viewer, only the motivated remain & you’ll lose the rest. Ensure visual continuity so that your presentation doesn’t visually confuse your audience. Be consistent in the way you treat & use text & graphics. Differentiate between consistency & uniformity. Uniformity creates a predictable & monotonous visual effect. Good layouts however, create visual tension so attendees’ attention is maintained.

2. Check out PowerPoint AutoContent Wizards A freebie that comes with most presentation software is a series of pre-designed templates. In PowerPoint this is provided by Wizards (go to File, Project Gallery), which can guide you through creating different types of presentation complete with color suggestions & graphical elements. Figuring out the color combinations for electronic presentations is challenging. Auto-content wizards will take you step-by-step through the process & even help you decide what typefaces you can use, in what size, in what position, & with what background. Go through the template collections that are included with your software until you find one that has the right look & feel or simply design your own. Remember that what a template looks like on your computer is no guarantee of how it will look when projected on a screen. Before you get too committed to a new template, give it the acid (LCD) test. Also keep in mind that ready-made templates force you to fit your ideas into someone else’s pre-packaged design, which are sometimes designed by people who actually never present! The following URL will take you to a Web site with ready-made PowerPoint presentations for teachers that are made by teachers, but it does charge a minimal subscription fee: http://powerpointforteachers.com/index.html Use templates & auto-content or make your own. The biggest mistake a novice can make is to ignore the guides created by the templates & place text on each page willy-nilly, which inevitably leads to each slide being slightly different than the one before & the one after. This unconsciously jars the viewer & distracts from the presentation. Make sure that everything on your slide is aligned with some other item on the slide. Either line up right edges, left edges, tops, or bottoms of objects. Or you can create your own templates. Kodak provides many tips including how to make your own consistently formatted templates from a master slide at: http://www.Kodak.com/US/en/digital/av/presenters/how.shtml

3. Use text effectively

A typeface is collection of characters, letters & symbols that have a unique design, e.g. Garamond, Times Roman, Arial, and so on. Simplistically, a font is the physical description of



a character set or is a combination of typeface & other qualities, such as size, pitch, & spacing. For example, Times Roman is the typeface but there are many fonts that are based on Times Roman because it can be represented by many different sizes, italic, bold, & so on. Choosing the right typeface & font can add extra dimensions & power to your message. Because we process images thousands of times faster than text & much of our data is in multi-media, the role of text needs to be balanced with other forms of data. People express moods & emotions with facial expressions, tone of voice, & body position, either overtly or subtly. So do fonts. Fonts express moods & emotions as well, e.g. serious & business-like, relaxed & open; they can shout or give a message quietly. Use a font that reinforces rather than contradicts your message. A more formal font may have more impact during a formal presentation. For a casual situation use a gentle, easy on the eye font, e.g. Comic Sans . Ted McCain tells us to keep the following rules in mind: • for a whole presentation you can use up to 3 fonts & up to 4 sizes; • for a single page, you can use up to 2 fonts & up to 2 or 3 sizes; • never use anything smaller than size 18; How much text? Text should be limited to a general 6X6 rule: 6 words across or six bullets down. The words would be considered "markers" of key ideas to support the oral presentation of the message. You can also go to Presenters University at following Web page for some more tips: http://www.presentersuniversity.com/visuals_Basics.php

Typefaces/fonts. Typefaces must align with the message. They should make words easy to read & provide a suitable tone & background. If a typeface calls undue attention to itself or is difficult to read, it becomes distracting. Number of typefaces. A plethora typefaces & styles are within easy reach of all users of all ages. Novices struggle with the misuse of so many choices, which creates a ransom note effect. A general guideline is to use no more than two fonts from the same typeface family. Typeface moods. Because they have a body language typefaces express moods. These can be academic, bossy, soothing, old, happy, humorous, formal, contemporary, futuristic etc. The point is that if decorative fonts are used, they should be congruent with the theme. Serif fonts. These typefaces have tiny horizontal or vertical lines added at the ends of longer line strokes. They are highly readable. Serifs unconsciously facilitate the ease of eye movement across each line of text, making them very useful for large paragraphs of text as well as headlines, ads, letterheads, etc. Sans-serif fonts. These fonts don’t use serifs or little lines at the ends of the line strokes. They are simple strokes of equal weight or thickness with a clean & smooth look. These fonts are highly noticeable & get a reader's attention easily. But the lack of lines



tends to slow down the reader's eye. Sans-serif fonts should be saved for headlines or titles & NOT large blocks of text. For more information you can go to the following Web site entitled Tips on Type: http://www.truedoc.com/webpages/getstart/type_tips.htm Capital letters. Limit use of capital letters. When we read, our eyes capture the shapes of whole words, including the extensions of letters above & below the normal letter size. However, when text is WRITTEN IN ALL CAPITALS, no ascenders or descenders are used. Because words using all capital letters have nearly the same visual shape, this slows down the reader. ALL CAPITALS are less readable than sentences with upper- & lowercase letters. Font size. Sizes are important. Titles & headlines should fit on one line - say 44 to 54 point. For screens, projected text the minimum is 18 point & for presentations, large clear fonts, generally a minimum of 24 to 32 point is good. The rule of thumb is to stand 10’ back from computer screen. What you can read is approximately what the audience will be able to read when the image is projected on screen based the room’s size. Font color. Clarity of communication can be enhanced by making a strong contrast in color between the text & the background, e.g. using light text on a dark background or vice-versa. Font weight. Typefaces that are too dark can blur the text. Typefaces that are too light make it hard to read. It’s better to err on the side of light fonts because they appear simpler & cleaner. Use shadows for titles but not body text. Underlining/Bold/Italics. Underlining is passé. Use italics for emphasis within text. Use italics sparingly but not for extended blocks of text because it bores/tires the eye. Bold is good for headlines as it makes them jump out to grab audience attention but for too strong for body text. Italics whisper while bold shouts. The following sites summarize many aspects of fonts: http://www.sheriftariq.org/design/fonts/index.html http://www.communicateusingtechnology.com/articles/select_and_use_fonts.htm Justification & readability. The alignment of type between margins is called text justification. There are 4 possibilities: left, right, full, & center justification Generally, text that is left justified more readable & less formal than fully justified text. This is because we read from left to right & our eyes look for an indicator that the line being read is coming to an end. Full justification makes this harder for the eye to determine. However, it all depends on your design & mission. For more discussion on this topic visit the following site:



http://desktoppub.about.com/cs/typelayout/a/justifyleft.htm For more information on the design elements for desktop publishing, which are applicable in many cases to visual presentations visit: http://desktoppub.about.com/od/designguidelines/ The visual center. The visual center of a page isn’t the same as the mathematical center of a page. Ancient Greeks spent time & effort to find out what proportions were the most pleasing to our eyes. They found that a ratio of 1.6 to 1 was overwhelmingly preferred over all others known now as the Golden Ratio or Golden Mean. Ted McCain explains this at: www.tcpd.org/McCain/Handouts/Multimedia.pdf The Rule of Thirds. The Golden Mean leads to another general layout principle known as the "rule of thirds." Placing a graphic or block of text at one or more of these four intersections is more effective & more aesthetically pleasing than placing the same item in the exact horizontal &/or vertical center of the slide.

For the best effect, place text on the left side of the slide, & place images at the right side intersections. There are very many sites that explain the “rule of thirds” & the golden mean/visual center. Here are two online sites that you may want to visit: http://www.shutterfreaks.com/Tips/RuleOfThirds.html http://gonzo.concordia.ca/courses/202/class-notes/202-11.html The Z-Pattern. Western readers are conditioned to start at the top left - read across from left to right &then down with a return sweep to the right. The eyes either do a large, open Z-pattern or, if there’s a lot of text & graphics, the eyes will scan a tight Z-pattern several times down a page. Designers capitalize on this natural scanning pattern by arranging text & images to form a Z-pattern so the message is easily absorbed by the mind (McCain, 1992).



Title. Since we read from the top left corner to the bottom right corner following the Z-curve, make text easier to read by aligning your titles on the left rather than in the middle. You can read more about this here: http://www.freenetpages.co.uk/hp/paulbroad/7compose.htm Line length & readability. Readers avoid work, especially tedious work, whenever possible. If attendees encounter text that either looks like too much work to read or text that strains the eye, human nature prompts them to move on, leaving the text unread. A major factor in making text look like less work (& more readable) is the font, the size of the font & the line length. Generally, text is placed in the left 2/3rds, & images are placed in the right third of the slide. Overhangs. Long lines of text are hard to read. If your point needs more than 3 words across, consider using a soft return (which continues the line without adding a new bullet) to avoid overhangs so that the words are more balanced. For example: The rain in Spain stays mainly in the plain Using a soft return to make the text look like this: The rain in Spain stays mainly in the plain

White space. People new to electronic presentations tend to overfill the page with text & images because they feel that any portion of slide left empty is wasted space. Resist this temptation. White space is needed to provide the contrast that catches the reader’s eye. But white space is much more than just background. It lets the design breathe & allows important objects or words to stand out. Read more at: http://www.sheriftariq.org/design/whitespace/ Bullets. Bullets can be deadly, but if you have too much text, bullets & builds keep the audience awake. The rule of thumb is to use bullets or numbers to capture & hold the audience’s attention. Avoid cutesy bullets like smiley-faces, which distract from the message & dashes (-) that look unfinished. Our eyes gravitate to the graphical elements before we read text. Think of bullets & other visual elements as guideposts that make it



quicker & easier for the audience to navigate your message. Typically text after bullets is not capitalized because these are phrases not sentences. Colors for backgrounds & text. Color is probably the most critical consideration in designing a presentation. Which colors should you use for text & backgrounds? The most important criterion is legibility. Graphics & text need to contrast enough with the background that should be easily read. Although black ink on white paper is the most readable color combination in print format, on the projected screen, darker colors generally make better backgrounds. Light backgrounds can be glaring. Deep shades of blue & green are good for backgrounds because they are calming, cool and recede. The warm colors (yellow, orange and red) are better for the foreground text and graphical elements. We’ve have found yellow letters on blue background to be a compelling color combination because the contrast is excellent & legibility isn’t compromised. The following site summarizes color basics:

http://www.sheriftariq.org/design/color/index.html Builds. Presenting all the text in one go makes the audience unconsciously read ahead, which can be overwhelming & cause you to lose them. Using builds is one way to “slow release” information in bits & keep the audience focused. Transitions & flow. Transitions are used to move from one screen to the next & to introduce text/graphic objects on the screens. Use a single consistent transition type use for flow and unity. Novice designers are tempted to use different transitions for each slide or object, perhaps even setting transitions to "random." Avoid jarring, annoying, or distracting readers by using too many transition effects. Transitions should support or contribute to context, e.g. moving from a general overview to a more specific analysis, a "zoom in" transition is effective; or moving from one distinct section of the presentation to the next, a "dissolve to black" transition helps viewers see a strong distinction between the two sections, just like the segues commonly used in movies from one scene to the next. Well-selected transitions that have purpose & alignment to the message & your presentation proceed smoothly. 3M’s online article on transitions is excellent & can be found at: http://www.3m.com/meetingnetwork/presentations/pmag_slideshowtransitions.html

4. Use special effects sparingly

Special effects are seductive & fun. "Golly-Gee Whiz" elements may be fun but can get in the way of the message. Beware of all flash & no substance products! After the novelty bump has worn off, designers of information need to use special effects sparingly & only if they add substance rather than novelty to the presentation, e.g. waiting for the background animation to finish or the title text to rotate 3 times on a vertical axis before continuing has little effect; having each individual letter in a large text block "fly in" separately is also ineffective; a typewriter click is irritating. As with transitions, a single special effect should be used consistently throughout a presentation to contribute to the audience's sense



of familiarity & unity.

5. Streamline your material Once you’ve produced the first draft of your presentation, you should begin to pare down the material. Inevitably it will take you much longer to say what you would like to say than the time you would like to say it in. Read through the draft to ensure that you have prioritized the facts correctly & included all the essential information. Fill in your material with relevant, interesting examples to reinforce your main points. Break the material down into a series of bite-sized chunks (this will also make it easier to create an electronic presentation). Finally, use items of particular interest or appeal, which are not essential but will enhance audience enjoyment of your presentation, to add humor, currency, & topicality to your presentation.

6. Chop, chop, chop

Before you ever start up your PowerPoint, attack jargon with a vengeance, chop that passive voice. Slash those empty clichés; unnecessary articles, & adjectives. Granted the slide doesn’t contain all the information the slide contained before you chopped it, but you, the presenter, will be there to fill in the important details. If the slides make you redundant, you might as well print them out & leave them on the back table. In some of our presentations at least 50% of slides have no words, just full screen relevant photographs. All of the words are in the handout or on the Web site. What are left on are the important parts of the presentation - personal stories, shared experiences, interaction & all of the emotion conveyed in images that capture the essence of what you’re communicating.

7. Create templates

One of the most important elements of effective communications using electronic presentation tools is consistency. Inconsistent slides can be very distracting for the audience. Inevitably there are some differences between a title page, a content slide, & a transition slide but generally, all slides should have the same basic look & feel. This means that each slide of specific type (title, content, transition) should use the same fonts, in the same sizes, in the same colors & in the same locations on the slide. It’s an excellent idea to create templates for each of these types that you can copy & use again & again. To this end, at the end of each presentation we keep “extra” title, content, slides that can be used to create new slides quickly.



8. Break down your message into bit-sized pieces Essentially there should be no more than one or two ideas per slide. Don’t worry if there appears to be too much content on the page – you can take care of that later. Initially your slide might look like this:

9. Cut text down to bare bones Your text shouldn’t be projected verbatim on you slides. Carefully work through each point to cut down to a simple phrase to summarize the idea that’s being developed. Get rid of unnecessary words, such as “and” or “the.” Each word is a trigger for you to provide detail. The rule of thumb is typically 3 X 6 – no more than 3 words across & no more than 6 lines down. If you are not yet comfortable with the idea of ad-libbing, at a minimum, be sure to consider ways that you can say the same thing, using different words.

10. Edit, edit, edit

Proofing is always a good idea especially when you’re putting your reputation on the line. It’s better to have someone else do it because by the time you get to this stage, you’ll be unable to detect your mistakes. A great techniques is to have prizes ready & reward people for having found the “intentional mistake(s)” during your presentation!

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Part III Top 10 principles of graphical design using PowerPoint 1. The power of the human eye

Your eyes are the gateway to your mind. Effective presentations are designed to stimulate the eyes so they’re naturally drawn to the visual component of your presentation. Pictorial information increases the speed & retention of your message. Pictures represent information in different ways than words & communicate ideas completely differently. Images convey emotions & facts simultaneously. The effect of an image is instantaneous & viewers respond without conscious thought. Images have now become an integral part of our communications; this has made visual literacy a critical aspect literacy in general. Humans process images much faster than text; similarly, photographs are processed much faster than clip art. Whenever possible, use photos rather than clip art. Generally, the rule is to have only one dominant image per slide, which either complements & extends your message. Wherever possible, replace bulleted text with full screen photos.

2. Only add images that reinforce or extend your message/text

It’s tempting to add images just for the sake of it. Images must be relevant to the message being conveyed. There is nothing more distracting than an inappropriate image or one from a different time period that your content. Whenever possible use photos rather than clip art. An almost inexhaustible supply of royalty free images on just about any subject is available from http://images.google.com. Although this is not a hard & fast rule, generally try to position your images on the right side of the slide, leaving lots of white space around the image; also adhere to the rule of thirds & place the image at one of the two right side intersections.

3. Things to remember when using images

Proportion. Try to place only one image on a page. There is no formula for determining the size of an image but the image shouldn’t overpower the message contained on the slide. Generally, the text should occupy the left half of the slide & the image the right half. Relevancy. Images can distract, match, or extend the meaning of your message. "A picture is worth a thousand words" only IF it’s clearly related to your topic! Tone/style/theme. Images convey powerful metaphors inside messages. Do the images have a consistent look & feel throughout that matches the message's overall theme? Different types of images create different styles or themes, e.g. an airplane in a nautical theme or using a black & white double-decker bus along with sleek new age photo car design is confusing.

4. Charts & graphs Charts & graphs are excellent for communicating significant numbers & statistics to an audience. Charts need titles, clear labeling, & legends. Pie charts work well to show parts or percentages of a whole. However, best not to use any more than 8 slices in a pie chart. You can highlight a particular slice by making it darker or a brighter color than the others. Bar



charts with more than 8 elements should be made horizontal or down in order to increase readability. About chart colors: In all graph types, cool colors tend to recede information while warm colors bring the information forward. It’s best to use primary colors for high contrast, which allows them to be easily distinguished from one another. Avoid putting similar colors together, e.g. white & yellow; dark blue & dark brown. If a color chart in is to be printed for black & white handouts, ensure that the bars & pie wedges can be easily distinguished by different shades of gray.

5. Technical quality

As with sounds, visual images need to be high quality to be effective. Bitmap digital images, for example, are made up of a grid of dots or pixels of different colors. When a small bitmap image is stretched larger, a "pixelated" effect is created, with each pixel becoming a larger block of pixels. The result is a coarse & bumpy image of poor quality.

6. Apparent motion

Ever walked downtown & spotted someone looking upwards? What did you do? Looked up, of course! This is the power of apparent motion. When designing slides, you can use the principle of apparent motion to direct an individual’s attention to a specific place. You can use images depicting someone or something actively doing something Apparent motion can be represented by the direction & speed implied by an image. An image of person walking, riding a bike, or skiing, unconsciously forces the viewer’s eyes in the direction of the apparent motion. A good example of this is in cigarette ads, which are required to tell you that using this product could kill you. Ad agencies put an image of someone pointing or moving away from the warning right above the message. Because we read in a z-curve, most people will never see the warning!!! Thus, just as using apparent motion forces you to look away from the warning, you can apply this principle to draw a viewer to a specific part of your slide. Thus, pictures of people & animals need to be placed with care. The apparent motion of their eyes compels a reader to follow the same direction of the person or animal's gaze because we instinctively want to see what they’re looking at. Generally people & animals need to face inward or towards the message area NOT outward or your eyes will follow and go off the slide. Therefore, you can place an object's eyes to direct a reader’s eyes to focus on MAIN points or key ideas on your slide.

7. The impact of color on the audience

According the following bullet points as summarized by the 3M corporation highlight research on the use of color in your presentations:

• increase willingness to read by up to 80% • increase motivation & participation by up to 80% • enhance learning & improve retention by more than 75% • account for 60% of the acceptance or rejection of an object • outsells black & white advertising by 88%



For the full article you can go online to: http://www.3m.com/meetingnetwork/readingroom/meetingguide_power_color.html There’s much more to color theory than we can outline. Color usage should draw the viewer's attention to the desired information. As with other elements, color can either be an attribute or a liability, depending upon you use it. Colors are commonly arranged into a 12-color wheel to illustrate their relationships. The three “primary colors" (red, yellow, and blue) are arranged to form an equilateral triangle. "Secondary colors," made up of mixtures of two primary colors, are orange, green, & violet. Six more "intermediate colors" are added between the first six colors to form the color wheel. Colors like red, orange, & yellow are termed "warm," while "cool" colors include green, blue, & violet. The use of "analogous colors" near one another along the edge of the color wheel (like light-green, green, & green-blue) yields a harmonious feeling. Conversely, combinations of "complementary" colors across from one another on the color wheel (like green & red, or violet & yellow) are more exciting & vital because of their contrast.

The following online sites will extend your knowledge: http://www.colormatters.com/colortheory.html http://www.presentersuniversity.com/visuals_visuals_color_basics.php

8. Contrast

Contrast creates diversity & interest. A well-designed slide or screen should include some relatively dark sections that contrast with lighter areas, drawing attention to those aspects that are most important. The trick here is to be bold. You can't contrast elements that are similar. If you're using two different typefaces, make sure they’re very different. If you're using two line thicknesses ("rules"), make sure they’re very different. If you're using two different colors, make sure they’re very different. But too much contrast & variety can be a detriment. Patterns or motifs create consistency in design & direct the reader from point to



point. They also create a sense of familiarity that’s comforting. Repetition of colors, textures, typefaces, rules, bullets, backgrounds, logos, graphic styles, transitions, & special effects will serve to unify the piece.

9. Balance

Effective communications achieve a balance between novelty & familiarity, between contrast & repetition, & between variety & unity. Slides with too much change & variety will distract viewers, but viewers will also become bored by slides that are so repetitive & monotonous.

10. Overall design

Ultimately, your overall design will be judged for overall effectiveness. The use of critical friends for feedback on design is a useful strategy before a product is completed or made public. Is the piece aesthetically pleasing? Does it captivate the viewer & contribute to transmitting your message powerfully? If it works, it’s a good design, even if you ignored some of the standard guiding design principles.

Summary of top 10 principles of graphical design using PowerPoint or any other presentation software. Be single minded. It’s very easy to lose your focus during the design process, especially when you are new to the endeavor. The lure of great looking graphics & photographs causes one of the biggest distractions for novice designers. It seems that the desire to impress people with great looking images & special effects is so strong that many designers forget the goal of being singularly focused on supporting the main content of the message. Instead, designers are often enticed by the seductive power of a graphic’s appearance & end up placing a great looking image in a layout that doesn’t quite relate to what’s supposed to be communicated by the design. Keep the end in mind. Keep your focus on the theme & the tone.



Part IV Top Ten Secrets for a Successful Workshop Doug Johnson [email protected] 2005 Congratulations! Because of your recognized expertise in an area - gained through research, study or practice - you have been selected to give a conference workshop! This just is the first step toward celebrity status in the Minnesota library world. Your own line of designer clothes, a private jet, and fawning fans will soon follow. Start thinking about how to avoid the paparazzi! Sorry, got carried away. Some presenters at conferences have expressed a concern about the sessions running 2 1/2 hours instead of 45 minutes. Trust me, you will like having more time to teach and share with your colleagues. I¹d like to offer 10 suggestions on what makes a superb experience for both the participant and you. Advice on is on the left and an example is on the right. 1. Know your role. The focus of a good workshop is building basic understandings, teaching key concepts, and allowing practice of some useful skills. Think of yourself as a workbook, not a textbook. The real genius of most workshops is the ability to take a complex topic and make it understandable and useful rather than to give in-depth ³coverage² or to display one¹s commanding mastery of a topic. In writing, Stephen Jay Gould has done this with science making difficult concepts understandable to the layperson. Take a good look at the strategies used by the For Dummies series lots of lists, lots of analogies, and an emphasis on the practical. You can and should build participants¹ confidence by being approachable and giving them respect not through overwhelming them with factoids, three-letter acronyms and long, detailed background information. Do not draw attention to small errors that you might make during the workshop ³Gee, I see I made a really stupid spelling error on this slide² or ³I guess I forgot to include that in the handouts.² Trust me, nobody notices these sorts of things until you point them out. People really do want

Gee, I¹ve really been doing a lot with digital photography both at home and school. I¹ve read up on it, I¹ve reapplied some of my training in 35mm photography, and some of the things I¹ve done with digital photography in school have been effective. I think I¹ll do a workshop for MEMO! I know not everyone is as into photography as I am, but there are some pretty simple ways everyone can both improve the quality of a digital picture and use it a teacher. I¹ll assume people have a fairly inexpensive camera, limited editing software, and lots of other things to do in the classroom than use photographs. Let¹s call the workshop: It¹s a Snap! Making the Most of Digital Photography in Your Classroom.



presenters who know what they are doing - or at least appear to. 2. Limit your topic. Although it is counterintuitive, your biggest problem will not be finding enough to talk about, but limiting what you will present. You have a topic now take time to determine the 3-4 key understandings or skills you want people to leave feeling they have down cold. Remember, your goal is to empower, not overpower.

So then, here are my goals: . Help participants understand how powerful using visuals are in teaching, especially with this generation of learners.

. Teach some simple techniques for taking and editing digital photos.

. Show some ways a teacher can use digital images in materials created for students and some simple projects students can do with digital cameras.

3. Be organized and communicate that organization. Your key understandings or skills should be your presentation¹s organizational road map, each understanding or skill building on the previous one. While it is important that you know where you are going, it is just as critical your participants know this as well. In your talk, slides and handouts, use this map to help both you and your participants stay focused. As you move from one understanding or skill to the next, take a moment to review the previous understandings. A graphic representation of this map is very helpful for most participants (since there are more visual learners than meet the eye.) This can be as simple as three or four different colored textboxes repeated throughout your slides or as complex as an Inspiration-designed concept map.

4. Set out a problem or possibility then offer a solution or opportunity.

Obviously you think the information and skills you are teaching are important to the participants. Do they know

My introduction..hmmm, let¹s see. 1. I think I¹ll pose the questions, ³Do you have students who don¹t seem to pay



that? Don¹t assume so. One masterful way to develop both interest and attention, is to start with a seemingly insolvable problem or terrific opportunity, and then show how your workshop will help folks solve that problem or take advantage of that opportunity. A short check at the beginning of your talk about the composition of your attendees will help you ingeniously ³customize² your workshop on the fly. The examples you use might differ if your group is mostly librarians, mostly technologists, mostly classroom teachers, or mostly administrators or the level of expertise the group my already have with a technology. The short check can be as easy as simply asking at the beginning of the talk, ³How many of you in here are classroom teachers? Librarians? Etc.? Another good way to get to know your group is by asking an open-ended question about your topic. ³What is biggest difficulties your students face in doing good research?² or ³Why don¹t some students read voluntarily?² or ³What problems do you encounter when trying to do digital photography?²

attention? Do you have students that have a hard time understanding concepts through reading? Would you like a quick and easy way to integrate technology in your classroom and give students practice in a new form of communication? 2. Then I will ask participants to complete a short checklist on using digital cameras and photos and then ask them to share how they did.

5. Be conversational and have fun. You do not have to be a powerful orator to be a good workshop presenter. In fact, a formal speaking style will work against you. Instead, envision yourself in your living room visiting with a group of good friends and use the same conversation approach. Build a human connection between you and your group whether it is five people or 500. Even if you have been given an introduction by a room host, take about three minutes (no longer) to let the participants know you are actually a human being a brief summary of career, an experience that got you interested in the topic, etc. (Oh, the old advice to picture your audience naked does not work depending on who is in the front row, you will either be so aroused or grossed out, you won¹t be able to concentrate.) Think about stories you can share that help you make your points clearly and effectively. All great teachers are basically effective storytellers. Not only do the concrete

I¹ll try to add some fun and humanize myself by: 1. Using some family photos as samples to practice editing. 2. Making sure I tell about the project Stacie did in my class that included a picture of her mom in her bathrobe and her dad drinking a beer. 3. Showing some examples of my own bad photos and how I improved them.



examples create interest and provide experiences to which the participants can relate, stories will build that human connection. Finally, remember that if you are not having fun, probably nobody else is either.² A good laugh, either intentional or unintentional, that comes as a result of either a comment by you or a participant is a very good thing. Humor helps create that vital affective bond between presenter and participant. 6. Good handouts and good slides that compliment

rather than duplicate. In Secret 1, I suggested that you should consider yourself the workbook, not the textbook. This is not to dismiss the fact that attendees may want detailed, complex materials for further study. Your handouts can provide that information through reprinted articles, annotated bibliographies, links to websites, or detailed charts and graphs. When it comes to complex information, Edward Tufte in his short book, The Visual Display of Quantitative Information 2nd ed. Graphics Press, 2001) makes a great case for using handouts instead of PowerPoint. The other great material for handouts is as a guide to the activities that will be described in the next section. My thoughts on good PowerPoint use are summed up in an old column ³Slideshow Safety² <www.doug-johnson.com/dougwri/safety.html> so I won¹t repeat them here. Succinctly, there should be a compelling reason for a slide to exist. It needs to contain a short key point, movie, graphic, discussion question, or activity prompt. Slides should not contain the entire text of your presentation so you can simply read them. I see too many presenters do just that and I just want to dope slap Œem. Less is more. Do think about this: the visuals on your slides can be highly affective as well as cognitively informative. By association, your believability (and likeability) will increase if you use photographs of happy smiling students or

My handouts will include: 1. A bibliography and links to some good sources about choosing a digital camera, visual literacy and learners, a primer on good photo taking, a link to AtomicLearning¹s section on photo editing using iPhoto, and a list of popular digital editing software. 2. Work areas for the activities I will do including critiquing a photo, cropping a photo, brainstorming ways to use digital photos in my lessons, and creating a project in my curriculum that asks students to use digital photos. 3. Examples of a student handout, a lesson supported by photographs I¹ve taken, and a letter to parents that used digital photos. 4. Lesson plans with assessment tools (primary, middle and high school) that gave been used successfully in my school. My slides will include: 1. My organizational graphic. 2. My major points and discussion questions and activities instructions. 2. Examples of photographs to critique. 3. Examples of photographs before and after editing. 4. Examples of student projects that have



teachers. For that artistic look, run them through a filter in an editing program. (The latest version of PowerPoint allows you to do this within the program itself.) As suggested earlier, a graphic ³road map² helps organize your participants.

used student-produced photos. 5. I¹ll illustrate all slides with photos of my kids working with cameras and editing software.

7. Less talk, more action. I know without a doubt that I am never bored when I am doing the talking. I can¹t say the same for the folks in my workshops, so I try to give them every opportunity to do other things than simply listen. I once had a Bureau of Educational Research professional speech coach suggest to me that one never goes for more than 20 minutes without an activity that involves the participants. These ³activities² can be as simple as ³Share with your neighbor two waysŠ² or ³Jot down one way you might use this idea in your classroom² or ³Everyone stand up and repeat after meŠ² The idea is to get minds out of neutral and into gear and simulate discussion. Other more formal activities (which I always ask be done in small groups) include taking a short quiz, doing a Edward de Bono PMI activity, or filling out a bubble diagram in the handouts. If you if direct questions to the whole group, make the questions both easy and open ended. Questions calling for a ³correct² response make you sound like the teacher in Ferris Bueller¹s Day Off. Oh, activities are a great way to control the length of your workshop. If the workshop is running long, don¹t give participants much time to it; if the workshop is running short, allow more time. Computer labs, of course, should be nearly all ³group² participation and hands-on. For more about this special kind of workshop see my ³Seven Habits of Highly Effective Technology Trainers² <www.doug-johnson.com/dougwri/7habits.html>. Oh, and give people a break for goodness sake somewhere after about an hour and fifteen minutes. The mind can only absorb as much as the butt can tolerate, right? Presenters more clever than I have designed activities that get people standing or moving around.

Activities: 1. The opening quiz. 2. I¹ll ask ³Who is the worst photographer in your family and why?² 3. I¹ll ask participants (in pairs) to critique a photo and offer advice on how it should be edited. 4. I¹ll ask participants to brainstorm at least 3 ways they can used digital photos in their own instructional practices and communications. 5. I¹ll have teams of participants pick a curricular unit and design a project that asks students to use digital photos. If I have a lab and this is a full-day workshop, I will ask participants to practice cropping, eliminating red-eye, and ³enhancing² a photo they have taken.



8. Give a chance to practice, apply and reflect. The best workshops are ones that not only introduce me to new ideas, but reassure me about my current practices. Send folks away with some ³low-hanging fruit² very simple suggestions for things that they can implement the next day back in school. And finally, allow some time for participants to reflect on their own practices. How often does that happen on the job? IMHO, great workshops are the ones that feel more like a conversation than a lecture. If I, as the workshop leader, don¹t learn something from the participants about the topic, I have not been successful. It is amazing what good ideas participants bring with them and getting them to share those ideas with the group is an important part of your job. While I dislike the term facilitator, it happens to be just the right term in this case. So then, you give people a chance to discuss and what happens? Somebody makes an off topic or hostile comment or asks a question from far left field. Or somebody sets out to show that he (almost always a he) knows just a whole heck of a lot more than you do about this particular topic. The trick is to both ignore and honor those folks and never get rattled, angry or defensive. Practice responses like these:

. That sounds like something that I need to do more thinking about myself.

. That¹s a great question and I¹m afraid we¹d need a whole other workshop to answer it.

. Gee, what does the rest of the group think? Of course you can always break down in copious weeping, but you will still need to go with the workshop eventually.

I will remember to use my activities and when critiquing photographs, make sure the participants are the ones offering the suggestions. I¹m guessing my ³create a photographic timeline of your Saturday² will be a project everyone will feel s/he can do with students. Most participants will also appreciate the simple tips I¹ll give for improving their picture taking. (I¹d better remember to put in the description of the session that the workshop is for beginners!)

9. End with a summary, on an upbeat note, and on time. At the end, repeat your initial goals for the workshop and

This is easy. Using my graphic, I¹ll summarize the major points I talked about:



quickly summarize the main ideas. (As I used to teach my speech kids:

. Tell¹m what your going to tell¹m. . Tell¹m. . Then tell¹m what you just told¹m.) Your last remarks should offer a charge to your group to apply the skills they¹ve just learned. A little inspiration or humorous quote brings closure. Say thanks and give participants a way to contact you with follow-up questions. Ask the nice ones to fill out the session evaluation form. And this might be the most important factor of all, end on time or even a little early. I have yet to hear a single complaint about a workshop that ended at 3:45 instead of 4:00. In fact, a cheap way to be very popular is to make sure you end early enough for your group to be first in the lunch line, at the exhibits, or in the bar. Ending more than 5 minutes late is criminal under any circumstances and may qualify as torture under the rules of the Geneva Convention.

1. Visuals can help students learn and students like communicating visually. Digital photography makes that easy. 2. Remember the simple photo taking skills I suggested and some editing techniques. 3. We looked a some way that you as a teacher can use photographs in teaching and communicating. 4. Think about where you can give students a chance to use photos they¹ve taken to communicate. I¹ll encourage them to start simple and know that every project gets better. How¹s this for an ending quote? ³Treat your students as you do your pictures, and place them in their best light.² Paraphrased from Jennie Churchill. I¹ll remind the group that my e-mail address is in my handouts.

10. I¹m letting you out early. See above. Any complaints?

From the experts: Deborah Maehs, LMS, maehsville@ aol.com Assessment - Provide participants with an opportunity to provide input regarding their levels of understanding prior to the actual workshop. This could be an online survey posted in advance or an actual print copy given to participants before the start of the workshop. By assessing the level of understanding, the workshop presenter can then tailor his/her presentation to the knowledge or skills level of the participants. (If you) assess the level of knowledge of the participants, then go slow if needed, and always provide examples of real work that you have done yourself so that you speak as a practitioner, not as a lecturer. If there are workshop participants (students or teachers) who are knowledgeable regarding your technology, enlist them to help you with the demonstration in order to extend the learning for all. Another thing that I sometimes do is deliberately make a mistake when demonstrating technology, thus allowing myself



the opportunity to show how easy it is to go in and fix it. Many of our teachers were/are perfectionists and are very nervous about making any mistakes. So, seeing someone else make a mistake can be very "freeing", especially when the goal of the lesson is emphasizing creativity. The best situations are when students themselves catch the mistake I made because that lets me know they are paying close attention. If not, I always reveal it to them during the presentation. This page www,doug-johnson.com/dougjwri/sw.htm was created July 28, 2005 and last updated July 28, 2005. Permission for non-profit use freely given.



Bits & pieces about delivering your presentation 1. Tactics to bring your talk to life After sitting through an unbearably boring presentation, Nobel laureate Albert Einstein once said, "I now have a new theory on eternity." What would it have taken to command & keep Dr. Einstein's interest? The same thing that your audience members need: solid information that is presented in a meaningful way. Wait – don't panic. You can do this. All that’s required is that you present fairly interesting information in such a way that your audience personally relates to it. Here are some tips to help you establish the critical connection with your audience, that can mean the difference between yawns or raves. One rule of thumb: Use these tips sparingly or else they can overwhelm your presentation. Energize your statistics. Statistics can be as dry as sand. Juice them up by presenting them graphically with PowerPoint slides or give them some perspective so your audience has a frame of reference to help them grasp the numbers. Compare & contrast things. When you can compare or contrast your topic with powerful events, statistics, or ideas, you create a compelling association for your audience. Giving a talk on the need to bring in new technology? Tell how many man-hours the new technology will save. Speaking about the low rate of savings in U.S. households? Contrast it with the high rate of savings in Japan. Make a joke. Few things relax a speaker & click with an audience like a well-told, relevant joke. If you are passionate about your topic & you find a joke that relates to it, you'll be able to deliver the punch line like a pro. Quote someone. No matter how well you can say it; most likely someone else said it better. A well-placed quotation from an expert can give your talk credibility. But you can also quote sports figures, actors, & especially children, to drive your point home. Whatever you do, don't quote directly from the dictionary because it’s very boring! Harness your fear to work in your favor. Imagine this: You're at the podium. The room is dark except for a spotlight blanching your already ashen face. You can't quite make them out, but you know that there are people staring at you, waiting, expecting. You fumble with your notes. A little voice is shouting inside your head: "They're staring at me; I sound foolish; I'm not smart enough; I'm not making sense.' Sound familiar? Say hello to fear. Stop & take a deep breath & come back to reality. What went wrong in your imagined presentation? Something we all do: You lost your focus-the reason you are talking. The audience isn't there to see you (unless you're a famous movie star). They are there to hear the information you’re about to share. So let go of the self-centered concerns & put your nervous energy into your talk. Make it



relevant to your listeners & fun. If you connect with your topic, you & your topic will connect with the audience. 2. What to do to calm down Arrive early. Get familiar with the room in which you'll be presenting, as well as the podium, lectern, AV equipment, & seating arrangement. Meet & greet. Shake hands & chat with people before the program begins. Familiarity breeds comfort. Breathe. Try deep, rhythmic breathing to the count of ten, in through your nose & out through your mouth. Yawning also brings oxygen into the lungs, relaxes your throat, & helps you breathe more slowly, & more steadily. Familiar faces. Keep a photo of your child or pet (whoever makes you smile) tucked into your pocket or taped to your script. Glance at it as needed. Act "as if." Smile warmly, be enthusiastic & confident, as if you were actually feeling that way. You may surprise yourself when you do. Rubber band. Wear one around your wrist. Snap it every time you find yourself thinking negatively or getting lost in your talk. Eye-connect. Seek out a couple of friendly faces & eye-connect with them during your talk. Or make eye contact with empty chairs or spots on the carpet. Clock check. If you are scheduled to talk for 20 minutes beginning at 3 p.m., remember that no matter how nervous you are, your talk will be done by 3:2 1 -a finite time that will come & go in a flash, & you can get on with your life. 3. Why be nervous? You're the expert! Take ownership of your presentation! Your knowledge & experience bought you the right to be called an expert. But it's your unique point of view that adds real value to your talk. Whether you volunteered-or were volunteered-to make this presentation, your perspective on the topic is what permits you to take ownership of it. Having a firm grasp of your subject matter is certainly the key. However, if you don't feel fully up to speed on your topic, you'll need to do some in-depth research posthaste. Depending on the subject of your talk, try doing some Internet searches for presentations on the same topic that offer valuable ideas you can borrow. Seek out best practices in your field, new developments in the field, or innovative thinking on the topic. Once you've mastered the information, master the art of how best to communicate it. Remember, your audience will appreciate the information more if you make it relevant to them. Get them to



want to listen to your point of view, because ultimately there's something in it for them. Engage the audience with direct questions; share personal experiences; put conviction behind your words. When you communicate your passion for the subject, you'll also be communicating your expertise. 4. How to lower the pressure The more information you have, the calmer you'll be. Before you start planning your presentation, you'll need to know some basic information to soothe your nerves. 5. Understanding your audience A simple question, but the answer speaks volumes. To make an impact with your speech, you'll want to tailor your talk to your audience. Even the most far-flung topics can be made relevant to niche groups. For example, if you are a scientist presenting the topic of global warming to a group of financial analysts, you might focus on the economic implications of your subject. If you are addressing coworkers, speak on familiar terms ("we" & "our") & include anecdotes that all employees will relate to. Always, always put your audience's interests first. Why are they there? You'll want to know the purpose of the gathering to help you tailor your speech. For example, if your talk is to provide key information, then consider using audiovisuals. Is there a theme? Very often, conferences & meetings will have an overall theme for the gathering, i.e. "Windows on the Future " or "New Visions for Teaching and Learning" Find out what the theme is & weave it into your talk. Who else is speaking? If you are one of several speakers, find out the names of the other presenters & the titles of their talks. You may want to read up on their backgrounds to see how your speech topic can complement theirs. 6. Room, equipment, time & other important considerations How will the room be set up? Find out how the audience will be arranged. Will they be sitting in rows or around tables? Will you be seated or standing when you speak? Is the room so large that you’ll need a microphone? What equipment will you have? Having a lectern or podium will allow you to handle notes or a script easily. If you want to project slides, film, or a PowerPoint presentation, the room must be dark enough to enhance image quality & long enough to allow for a projector's lens to fill the screen. How much time do you have? Regardless of the amount of time you have to speak, structure your presentation so that you allow approximately 20% of the time you have to your opening, 70% to your major points, and 10% to your close. If you've been given more time than you need to present, use it for a Q&A at the end of your talk, or negotiate the timing issue with the meeting planner. Where are you on the agenda? Every good speaker thinks of his or her audience first. The time you are slated to speak will directly affect your audience's level of consciousness. If you speak



before a coffee or lunch break, be sure not to run over your allotted time. In fact, you would be a hero for running short. If you are to speak during or after a cocktail reception, remember that some of your audience may have had a few drinks & are probably not too receptive to an excessively technical or detailed speech. Who’s introducing you? Find out who will introduce you, & be sure to thank that person by name when you get to the podium. If you would like your introducer to include specific points about your background, be sure to send a copy of your bio to the conference organizer well ahead of your speech. Whatever they say to introduce you, be sure that they are brief. Nothing flattens a crowd’s enthusiasm & focus more than a long, boring introduction. What’s the dress code for the event? For a presenter, it is always better to err on the side of dressing up rather than down. This is doubly true if you are speaking to an "external" audience, that is, a gathering of people other than co-workers. If you are speaking to an "internal" audience of employees, your dress should be consistent with the standards of your organizations dress code or the tone of the gathering. Your presentation has to be a topic that ignites interest. To do this, you have to be passionately connected to the subject material. If you don’t care, why should they? The key is that when you are preparing the presentation, you must find something exciting & capture that excitement in an image or with your words. 7. Using humor Each laugh is a speech giver’s victory. You've no doubt heard the arguments against the use of humor in a speech: Jokes can alienate, offend, anger, confuse, or annoy an audience. While poorly delivered, inappropriate, or sarcastic jokes will backfire on you, be assured that the right joke can win your audience over from the get-go & may even be the only part of your speech they remember the next day. Why is humor such a powerful influencer? A good joke will put your audience into a more relaxed & receptive mood. According to Stanford University studies, even one good belly laugh can boost mood-enhancing endorphins & melt muscle tension as effectively as ten minutes on a rowing machine. Additionally, humor has been shown to be a valuable component of presentations. A Temple University study found that people who use humor tend to wield more influence over group decisions. Studies, of course, are important, but just ask yourself, wouldn't you rather listen to someone who grabs your interest with a clever joke, who allows you to release a little tension, & shows you it's safe to laugh in a business or formal setting? That's the person who will earn your attention &your trust. That's the person who scores a victory with every laugh. Humor Do’s

• use material that's relevant to your message. • tell the joke as if it actually happened to you.



• weave humor throughout your presentation. • keep your jokes short, devoid of unnecessary detail. • consider timing when writing and telling your joke.

Humor Don’ts • never insult your audience. • don't use material that doesn't fit the purpose or tone of the event. • keep ethnicity, religion, politics, & sexuality out of your remarks. • don't apologize if your joke falls flat; move on. • never build up a joke before you tell it. -

8. Using quotations. Words from the wise can express powerful ideas. A well-chosen quotation can knock the socks off your audience. It can inspire, educate, surprise, delight, & make a long-lasting positive impression-of both you & your talk. Quotes that relate directly to your topic can lend credibility & importance to your subject. But quotes that expand on or complement ideas that are peripherally addressed in your talk are just as meaningful. For example, you've been asked to give a talk to a group of product development managers. Your topic: Harnessing creativity in the workplace. Imagine your audience's delight when you share quotes that illustrate what happens when product innovation is not embraced: “The problem with television,” wrote a New York Times reporter in 1939, "is that the people must sit and keep their eyes glued on a screen; the average American family hasn't time for it.” "What use could this company make of an electrical toy?" said the president of Western Union in 1876 when he turned down exclusive rights to the telephone offered by Alexander Graham Bell $100,000. “A cookie store is a bad idea' wrote a potential investor in response to a business plan he'd received from Mrs. Debbi Fields. "Besides, the market research reports say America likes crispy cookies, not soft and chewy cookies like you make!”

Don't feel compelled to open your talk with a quote from some ancient Greek philosopher whom nobody's heard of (Former President George H. Bush once told his speechwriter, "Don't ever give me any more quotations by that guy Thucydides.") Use the quote if it clarifies, illuminates, or reinforces your point, & share it with your audience the way you'd share it with a friend. 9. Survival strategies for Q & A

Wait, it's not over yet! Well, most presentations usually end with a question-and-answer session. If you feel a little queasy at the thought of handling a Q &A session, relax. There are a few strategies you can use to make the experience painless, & even turn it into an opportunity to shine. First, confirm with your host (as much in advance as possible) if you even have enough time to build a Q & A session into your speech. For example, if you have a total time limit of 45 minutes, you may want to schedule 30 minutes for your talk and leave 15 minutes for Q &A. If no one asks any questions, you're done early & there's no harm done.



Second, be sure to tell your audience at the outset that there will be a question-&-answer session at the end of your talk. Third, make sure that the room is set up for questions. Logistics are important here. If it's a very large room, will there be a microphone set up for people to walk up to & speak into? Or will there be spotters in the audience to bring microphones to the questioners? If you don't have the luxury of either, be sure to repeat the question after it is asked, & gently rephrase it to your liking. This way, you'll not only clarify the question asked & ensure that your audience heard it, but you'll buy some valuable time to formulate the answer. Fourth, save a few minutes for a final knock 'em dead closer after your Q &A is complete. The last words your audience should hear is your profound final thought - a memorable quote, philosophy, or idea that will stay with your audience for days, months, or years. If that proves to be just too much for you, a simple thank-you will do. 10. Speaking tips Fixing common speech fault. Some years ago, a Gallup poll surveyed what annoys people most about other people's voices. Mumbling & talking too softly topped the list, followed by yelling, speaking in a monotone, using "um," "like," & "uh," a nasal voice, talking too fast, bad grammar, & a high-pitched voice. Though you may think you fall into one of these categories, don't panic just yet. First, assess the situation. Get a tape recorder & record your voice. How you sound on tape is not exactly how you sound to an audience, but it will most likely reveal a few common speech flaws. Mumbling. The best way to knock speech fillers (such as the ever popular "um" or "ah") out of your talk is to tape yourself & study how often, & especially where, you use these fillers. Look for patterns. If you find you use them before you pronounce an unfamiliar word or prior to introducing each key point, you may want to adjust your vocabulary or transitions to help you glide through your talk filler-free. Another technique is to pause when you feel filler coming on. Pausing will help you replace that speech filler with a breath. It also offers the benefit of commanding your audience's attention. Upward inflection. When you ask a question. To correct this, record yourself with the aim of listening & practicing till you get rid of that invisible question mark. Another tip: Cue your script with a symbol in the margin (a downward arrow, for example) to remind yourself not to inflect skyward at the end of each sentence. Nasal voice. A voice sounds "nasally" when the sound waves traveling up from your chest have more resonance in the nose & not enough in the mouth. It could be caused by a tightening of the lower jaw, which tenses the throat muscles. Or you may be bunching your tongue at the back of your mouth so it blocks the passage of sound into your mouth & forces it into your nose. High pitch. A high-pitched voice can be very distracting. To fix it, remember to do your deep-breathing exercises (stomach out, chest in). The deeper you breathe (which helps your diaphragm massage your lungs), the more relaxed you'll feel, & your voice will become richer & fuller.



Poor articulation. Not pronouncing words dearly & succinctly makes an audience work much harder than they need to or want to. Plus, you leave the impression that you don't really care if you are being understood. By slowing down & really thinking about each word & point you’re making, you stand a much better chance of communicating clearly. Inappropriate gestures. Nervous tics such as finger drumming lip biting, & coin jingling can drive an audience mad. To limit such fidgety behaviors, you need to be aware of them. Record yourself on videotape to isolate your fidgets, & practice your talk as you consciously try to rid yourself of these ties. A cue in the margin (i.e., "DON'T FIDGET") can't hurt, either. 11.Rehearsing your speech Practice, then rehearse, to make perfect. If you are wondering whether you need to practice & rehearse your presentation, stop. You do. Period. The phrase "wing it" should not even enter your mind, unless preceded by the word "don't.' How does practice differ from rehearsal? When you practice your talk, your focus is on content & emphasis. You fine-tune any phrasings, transitions, jokes, and ideas that don't quite work. You time your talk to make sure it's within the parameters you've been given. You figure out which words you'll emphasize & where you'll build in pauses. You practice your jokes. You study yourself on tape to ensure that you speak clearly, without fillers such "ah," "uh," & "like.' Rehearsal takes all of these things into consideration, but also includes the physical aspects of your talk if you are using visual aids. For example, rehearsing your talk lets you know when to advance your slides as you speak, or use a laser pointer or remote mouse. If you have access to the room in which you'll be speaking, get familiar with the stage, podium, & microphone. You should do at least one full rehearsal with all your technical devices, though it doesn't matter if you can't rehearse from the stage on which you'll be speaking. As long as you are comfortable with your talk & your technology tools, you'll communicate your confidence when you speak. 12.Appearance Your entrance is the indelible first impression. You're sitting in the front row at the American Medical Supply Association's annual sales meeting, going over your notes for the speech you’re about to make. It's a lively and enthusiastic crowd, & the host has been doing a super job of keeping the mood of the room elevated and fun. Suddenly he begins a familiar introduction: yours. In the next few minutes - & that's all it takes – you’ll create an impression that will either win the audience over or lose them to daydreams & deep sighs. As the host continues your intro, you tuck your notes into your suit pocket & wait till your name is announced. You smile as you jog energetically up the steps & stride confidently across the stage. You greet the host with a warm handshake & continue to the podium, where you take out your notes without looking at them. Then you look out at the audience & thank them for the opportunity to speak. You tell them how moved you are by their remarkable esprit de corps, & then you tell a humorous sales success story that you heard from two meeting participants you'd been chatting with



on a break prior to your speech. After their laughter subsides, you tie the sales success story to your reason for being there, & glance down at your notes to begin.

13. Tips on what you can do just before you starting

• Write your own introduction & send it to the meeting host well before the event. Include key accomplishments to help build your credibility with the audience.

• Prepare your speech notes so they are well organized and easy to handle. • Dress appropriately for the event. • Spend some time on meeting breaks chatting with audience members. This can yield

great material for your talk. It can also ease your jitters as you become more familiar with your audience.

• Be energetic as you approach the podium. • Focus your opening remarks on something this specific audience can relate to or

appreciate. • Respect your audience by expressing gratitude for the invitation to speak. • Cite members of the audience or the organization itself-by quote, joke, or story-in your

opening. • Show warm regard toward them. • Help them see why your talk is relevant to them.

14. Body language, personal style, & dress What you say & how you move your body should be governed by one simple guideline: Be yourself. Your posture, facial expression, eyes, & gestures can speak volumes about you. Are you genuinely interested in your topic? Your eyes will shine. You'll use your hands & arms to describe how tall someone is, how big an idea is, how close a goal is. Are you interested in your audience? You will have plenty of eye contact. You'll lean toward your audience as if to engage them in conversation, & walk out from behind the podium so there's nothing between you & your listeners. Are you really glad you were invited to speak? You'll smile easily & genuinely. Your face will be animated & lively. Don't underestimate the power of your body language. It can sabotage the effectiveness of your talk by contradicting your verbal messages. The expression "A picture is worth a thousand words" applies here. Here are some common body postures and their supposed hidden psychological meanings:

• Arms behind your back? You're confident. • Fists clenched? You're hiding something. • Palms facing the audience? You're being open with them. • Hands on your hips? You're trying to intimidate. • Rubbing your neck? You're not sure about what you're saying. • Scratching your nose? You're not being truthful. • Arms crossed over your chest? You're defensive. • Raising your eyebrows? You're interested and alert.



• Nodding your head? You're connecting with someone Dos & Don’ts. The following list is a summary of what we consider the most important:

• Use natural movements you'd use in conversation, but make them a bit broader, consistent with the size of your audience.

• Keep elbows bent with your hands resting on the podium or gesturing. It's a more open, energetic position than just letting your am-is hang.

• Vary your hand gestures. Put your hands in your pockets or hold a pencil-but limit the time you do so.

• Stand a bit back from the podium so your head isn't bent over to read your text. • Move! Not while making your key points, but during the transitions between them. • Stand tall & confidently. • Don't force your smile. • Don't rock back & forth or shift your weight from leg to leg at the podium. • Don't let your arms droop at your sides • Don't slump your shoulders or cross your arms over your chest. • Don't jiggle coins in your pockets. • Don't assume the "soccer penalty kick" posture, with hands clasped in front of you

defensively. • Don't point your finger at anyone in the audience, ever-even in a friendly way.

Eye contact. Lock them in with your eyes. If the eyes are indeed the windows to the soul, you can bet that your audience will have a pretty good idea of what's going on in your head (i.e. nervous, sincere, scared, ready) just by how much or how little you engage them with your eyes. Good eye contact can help you establish a connection with your audience - a bond-that even the most profound speech alone can't do. It's a way to create the feel of a one-to-one conversation. But meaningful eye contact is not scanning your audience, where you quickly glance across a row or section of the room. Nor is it staring, which you may find yourself doing without realizing it. Meaningful eye contact means holding the gaze of one member of your audience for up to 10 seconds-just enough time to finish a thought, register an idea, & maybe even receive feedback (a nod, a smile) from the listener. Then move on to another person. Seek out people from all sections of the room. If it's appropriate, smile while you connect visually with them. If a person you're trying to connect with looks away, don't take it personally. It's a pretty good bet he's uncomfortable with your attention. Just turn to another person. Remember, you can reveal even more than your soul through your eyes. They can also communicate your enthusiasm, professionalism, & competence. Your personal style. Let the best "you shine through. Right now you're probably thinking, "I have to let my personality come through my talk? I'm going to have enough trouble just getting through the presentation!" But whether you like it or not, your personal style of delivery will have as much of an impact - or more-than your words alone. In fact, some studies on communications



effectiveness show that what is actually said in a presentation (your words) counts for as little as 10% of overall impact, while how you say it (your delivery) commands 90%. Yikes! Fortunately, there are ways to improve your physical presence. For starters, when you walk up to that podium, try to present the very best that you are. Your enthusiasm, respect, professionalism, warmth, insight, & humor will contribute toward the charisma that can gain you so much. You've heard it before: Be yourself up there. Let the special person that you are shine through. First impressions are powerful audience influencers. Through your sound & movement onstage, your audience gets a powerful sense of who you are & what your potential is. They pick up on your unique vision, your ability to relate to people, & your professionalism in a tense situation. In short, they can see if you have what it takes to be an effective communicator. Your dress. Your clothes should suit the occasion. Years ago, if you stood outside an IBM sales office at quitting time, you'd see a flood of blue suits, white shirts, black shoes, and rep ties come through the doors. IBM's founder, T. J. Watson, Sr., never told his employees specifically what to wear, but he made it clear that his salespeople must dress conservatively so that potential clients would not be distracted or offended by an IBMer's clothing. The blue suit ensemble became the IBM uniform. Though dress codes have relaxed at IBM & at companies around the globe, there's a lot of wisdom behind Mr. Watson senior's edict. When you are center stage to give your presentation, whether in a conference room of 20 people or an auditorium of 200, you want people to be focused on your message, not on your outfit. But that doesn't mean you should wear a dark blue suit or navy dress whenever you speak. In fact, if you wore an outfit like that to an off-site executive gathering where everyone else was in shorts and polo shirts, you'd look pretty silly. The rule of thumb is this: If you are a business person about to address a business audience, find out from the meeting planner what the style of dress is for the event, then dress one step up. For example, if the attire is "business casual;" that means some men & women may wear jackets over khakis or dark pants. A male speaker should wear a casual tie with a colored shirt & sports jacket. A female presenter could wear a colorful skirt & knit sweater. You're fitting into the category of business casual, but taking it one step better. If you are about to address a school or community group, wear the suit or dress you would normally wear in a meeting with an important client. You want to leave the impression of total competence & crisp professionalism, & khaki pants just won't cut it. 15. Know thy audience Learn all you can about your listeners. To really communicate with your audience, learn everything you can about them ahead of time. Find out who your typical listener is - friend or foe? Expert, familiar with, or totally clueless about your topic? What's the average age? How large is the group?



Are different cultures, religions, or races represented? How many men & women will be present? Why are they there? Understanding the motivation & background of your listeners will help You craft your presentation so that it makes the most sense to the most people. For example, is your audience there by choice? If so, they've already demonstrated that they have an interest in your topic. People whose attendance is required may not be as receptive to or interested in what you have to say, so you can prepare for that, perhaps by using more humor & less detail. If your audience is small, you have an opportunity to get up close & personal. Take advantage of this valuable point by engaging your listeners, personalizing your talk, & involving them in the topic. It's harder for people in a small group to zone out during your talk, or yawn, nudge their buddy, or run out for coffee. With large audiences, learn what you can about areas of commonality. Are you all visiting Las Vegas for a conference? Comment about your first visit to the blackjack table or a curious sight you saw at a $1.95 buffet line. The trick is to build connections between you & your audience so they'll want to hear what you have to say. What does your audience expect? Tell them what they want to hear. There's a Chinese proverb you'd do well to remember: Square words don't fit into a round ear. Let's say that you know why you've been invited to address your audience, & you know what you want to accomplish with your talk. You've researched who will attend your presentation, & you’ve a good idea of their background, experience, & level of interest in your topic. You know what you expect of them, but do you know what they expect of you? It's simple. Audiences want their needs met. And the best way to meet their needs is to tell them what they want to hear. This doesn't mean that you should tell them something that they already know, agree with, or support. It means that whatever message you want to communicate must be communicated in such a way that meets their basic human needs so it becomes something that they want to hear. For example, you are a tire manufacturer addressing an audience from the "Concerned Sport Utility Vehicle Owners of America. " This could easily be a hostile group, with expectations that you'll dodge the tough issues about tire failure & SUVs. To get this group to really listen to you, you must be prepared to tackle the tough issues right off the bat. Then appeal to basic human needs such as security & esteem by addressing advances made to ensure tire safety & how organizations such as theirs have brought these issues to the forefront & kept them there. By meeting their needs head on, you'll exceed your audience's expectations as well as your own. Will they be comfortable? You need to set the scene. The combination of a stiff chair, a hot room, & a long presentation is lethal. If you have any influence at all on room conditions, there are a number of things you can do to make your audience's experience as pleasant as possible. What is your audience saying? If they snooze, you lose! That's right. It's not enough to keep your own body language inviting & confident, but you have to pay attention to the body language of your audience, too. Don't worry; it's not as hard as you think. Fortunately, your audience is in a constant state of communication, so it is fairly easy to monitor their reaction& adapt accordingly.



Here are some audience reactions that every speaker loves: • leaning forward intently • nodding in agreement • taking notes • smiling warmly • meeting your eye contact • clapping • laughing

Here's what you don't want to see your audience doing:

• yawning • nodding out • fidgeting • smiling in a frozen way • squinting at you • avoiding your eye contact • crossing their arms and legs • talking • stretching • tapping their feet

Be sensitive to your audience's reactions. There are so many reasons to make sure that you are connecting with them, besides ensuring that your talk is a smash hit. You'll build credibility for yourself, support for your project, & a foundation of respect to enhance your reputation. An added bonus: You'll probably get fewer questions or requests to clarify points you've already made!

Attention spans. According to the 3M Corporation, presenters who appropriately use visual aids are 43% more effective in persuading audiences to take a desired course of action than presenters who don’t use visuals. In the attention economy slides have an average of 13 seconds to capture the attention of the audience. According to their research, the average time a slide should be on screen is 40 to 90 seconds. The average attention span of a member of the audience without misdirection or the chance to download what has been said is 18 minutes. This is a direct result of our TV viewing habits that typically have a commercial break every 10 to 15 minutes. TV has programmed us to last about 1/2 hour if we can re-focus or get up & move around during a commercial break. 16. Refreshments, food, & other considerations No one ever complained about having coffee & soft drinks available during a meeting. If possible, offer a beverage & snack table at the back of the room. Use paper cups & plates so there are no dishes clattering during your talk. Food. If any meals are promised, please make sure ahead of time that the meals will arrive at the time requested (you lose time & momentum if this is not co-ordinated) - if you are putting together a meal plan for the day, try to avoid lots of carbohydrates, particularly for the main meal - if possible, stick to fruit & vegetables for snacks, & for meals, avoid pasta, potatoes, rice because



these require large amounts of processing power by your body to digest (that’s what makes you sleepy!!! Instead, stick to sliced meats, cheeses & salads. Sight lines. You need to be visible to all the people in the room. In a large room, chairs should be set up theater-style, with aisles. Stagger the chairs so that people don't sit directly in front of each other. If the room is huge, consider projecting your image on a large screen behind you when you aren't showing visuals. Or use a video camera hooked up to TVs placed toward the back third of the room. Temperature. A setting of 68 degrees is ideal. Remember, rooms warm up as they fill with people and stage lights & computer equipment are turned on. While it may be hard to guesstimate what your initial temperature setting should be, it's better to err on the side of being too cool. It helps keep people alert. Podium. If you are speaking from a podium, be sure you can be seen. If the podium is as tall as you are, your audience will get distracted & ultimately disinterested if they can't see you. Consider working from a lower, transparent, or tabletop podium instead. Stage set. Make the stage as attractive as possible. Have banners, flags, or other signs appropriate to the event. All these added visuals offer eye relief to the audience. Sound. Make sure you can be heard in all four corners of the room. Refine your microphone technique during your rehearsal. Make sure you don't turn away from the microphone as you speak. Practice how close your lips can get to the mike without "popping" your p's or "hissing" your s's. 17. Timing of visuals, where to stand, & rating yourself There are definite strategies for synchronizing your slides with what you are saying. In a study conducted by the University of Colorado in 1994, there were 7 versions of a presentation where the narration was synchronized as a new slide appeared in the following ways:

• the slide presented 7 seconds before the narration began • the slide presented 14 seconds before the narration began • the slide presented 21 seconds before the narration began • the slide presented 7 seconds after the narration began • the slide presented 14 seconds after the narration began • the slide presented 21 seconds after the narration began

The retention was significantly higher for 1 and 2, than other groups. 3 & 4 outperformed 5,6 & 7 by about 30%. It appears that the audience will remember the presentation best if they are given the chance to look at each new slide for a few seconds before you begin speaking. In giving notice of a transition to a new idea or point, it gives people the chance to consolidate the ideas & catch up as well as the opportunity to bring their own emotions and experiences to the image before they are ready to hear what the image or heading means to you.



Where to stand. Where do you stand from the audience’s perspective & why?

• to the left of the screen (stage right) • to the right of the screen (stage left) • directly in front of the projector

Although it’s fun to make shadow puppets the correct answer is 1, because in English we read left to right, so especially if there is text on the screen, you want the audience to anchor on you, standing at the beginning rather than the end of the text, then read across than come back & anchor again... Particularly if you are talking while they are reading, it can be very distracting to have you to the right. Rating your presentation- the 10 X 10 X 10 rule. David Thornburg (as described in Lynell Burmark’s Visual Literacy book, p.62) suggests that you can rate or have your presentation rated on 3 scales:

• 1 to 10 points for technique and technoflash (How) • 1 to 10 points for content (What) • 1 to 10 points for impact (How)

You figure out your score multiplying the 3 grades (8 X 6 X 6= 298). It shows that even if you have great technique & content, if the audience doesn’t respond, the presentation isn’t worth much. 18. Projection units Projection units. The 4 critical elements in picking out a projections device are cost, weight, clarity & brightness – what we call CLCB (cheaper, lighter, clearer, brighter) - yes, we also would like to have great sound, inputs for 2 computers plus VCR & digital camera, a remote with laser pointer built in, a silent (but powerful) fan, zoom lens & a 3- year warranty. The amazing thing is all of those ideal features do exist today, just not in one unit. To be realistic, consider the trade-offs: for less money, you get lower lumens (less brightness) & lower resolution (less pixels.) On the ultra-light units, you pay more & you sacrifice features such as zoom lenses, powerful fans, two computer inputs & so on. On the weight issue, be aware that the advertised weight typically does not include the cords & cables, remote, any additional devices, & carrying case, all of which could add up to another 4 to 5 pounds.

19. Remote control devices There are many remote devices out there. The two basic types are radio-controlled & direct line-of-sight infrared devices. We’ve e used both & come to several conclusions. The radio-controlled devices are great as you can work them from anywhere. However ambient radio signals tend to randomly interfere with presentations causing presentations to take on a life of their own. The infrared ones work really well for a distance of up to 50 to 100 feet, but there has to be a direct line of sight between the handheld & the base station that connects to the USB port of the



computer. Thus you can’t just wander about the room, you have to stay relatively close to the base station. As for the remote after much experimentation, we’ve settled on Varatouch with a laser pointer. There are several versions: Ian likes the programmable remote that looks something like a TV remote and which includes a laser pointer and a device to move the mouse in an all-in-one unit. This unit allows you to create non-linear presentations that can take advantage of the hyperlink capabilities of the latest versions of PowerPoint. Other versions have the programmable remote & mouse with no laser pointer, & a third version has a basic remote which looks like a credit car but which is not programmable, & only allows forward and back movement. They all use the same remote base station, which connects, to the USB ports on both Macs & Windows-based machines. You can find out more about them by visiting: http://www.varatouch.com. 20. Our setup? We use 2 Macs (a G4 and an iBook). We find Macs to be more reliable; reliability is critical when making presentations. We’ve have worked regularly with both platforms, & find OSX to be quite reliable now. In the end however, beauty is in the eyes of the beer holder. That said, we also make sure that we run Norton Utilities (or SystemWorks) on our computers regularly & try to reduce the number of extensions & control panels during presentations. The G4s are very powerful, & they have magnificent screens that are good for viewing from a distance as well as a CD player &/or CD burner &/or a DVD player. At the same time, we find the G4s (and all of the new smaller ultra laptops) to be very fragile. This particularly applies to their screens. On the other hand, the iBook screen is very sturdy. These days we use 2 computers (very sturdy) & two remote base stations for all of our presentations. We put the two computers side-by-side on the presentation table & use a rubber band to attach the two remote bases together one on top of the other, so that they can be activated by a single remote control click. Thus, when both presentations are in presentation mode, we can click once & both screens move forward in a synchronized manner. On the computer attached to the projection unit, we run what we call the sacrificial presentation – a version of the presentation, where the words are kept to a bare minimum & lots of powerful imagery. We no longer use much clip art, only photos or quick time video that we’ve selected to reflect/support/complement our commentary. On the other computer, we have the very same presentation with the same slides, the same sequence, & the same number of points on each slide, but this version has no graphics; instead, it contains lots of additional background & alternative ideas/commentary that we can reference with a quick glance. Some slides also contain PowerPoint hyperlink hot buttons that, using the movable mouse, allow us to jump out of the linear track of the presentation. This allows us to go different directions during the presentation. We can respond to a question or the mood of the audience, head off on a tangent, & then come right back into the linear track of the presentation without the audience knowing what we did. On



each slide, we've also add little reminders of ideas, stories, jokes, & details about the points on the page can be used if the audience wants to go a little deeper or need to be sent in a different direction. Since we don't usually have to run heavy graphics on the backup computer, we don’t need a high-end laptop as a backup. This means we can use one of our older laptops (you can buy inexpensive upgrade cards that will upgrade the processor). Besides, using this technique we also have a backup computer should something ever happen to our lead computer (and it has!!!). Having gone through breakdown hell on more than one occasion, we like having backups for every technical aspect of a presentation. We put two versions of the presentation (the sacrificial and the complete presentation with all the notes & reminders) on each computer in case the lead computer breaks down, We can still deliver the visual version of the presentation from the backup (albeit a little slower than we would like). Although it's a bit of a pain to carry both around, we also know that, as Intel’s Andy Grove once wrote, only the paranoid survive! We use network cards in each computer to quickly transfer files back & forth between the two computers and ensure that all of our presentations are synchronized & current. We carry an inexpensive Ethernet cable to connect the computers together physically just in case one of the network cards decides to be stubborn (which occasionally happens for no apparent reason). We figure that using this technique has improved the quality of our presentations by 30% - & the feedback we have received would seem to confirm this.



Part V References for Creating Knock Your Socks Off Presentations There are literally hundreds of books & Web sites out there that profess to show you how to create powerful presentations (and Ian’s read most of them). Unfortunately, none of them do a great job of explaining the principles of graphical design very well. If you’re interested in exploring the presentation techniques component in a little more detail, here are some excellent resources that can be found and ordered through Amazon.com (http://www.amazon.com) We highly recommend Visual Literacy: Learn to See, See to Learn, Lynell Burmark, ASCD Press, 2002 – a really fresh look at design – many of the ideas for this presentation came from her book

I Can See You Naked, Ron Hoff, Andrews and McMeel, Kansas City, 2001 (3rd edition)

Successful Presentations for Dummies, Malcolm Kushner, IDG Books, 2001 (2nd edition)

Knockout Presentations: How to Deliver Your Message With Power, Punch and Pizzazz, Diane DiResta, Chandler House Press, Worchester, 1999

The Complete Idiot’s Guide to Successful Business Presentations, Lin Kroger, Alpha Books, New York, 1999 (2nd edition)

Secrets of Power Presentations, Peter Urs Bender, The Achievement Group, Toronto, 2001 (3rd edition)

On the web, check out the Allyn and Bacon Public Speaking site - http://www.abacon.com/pubspeak/

There are a number of great articles about the planning process for creating great presentations.

Also take a look at InFocus’ site, The Presenter’s University at http://www.presentersuniversity.com/index.cfm

As for the graphical component of presentations about the only design book out there is: Designing for Communication by Ted McCain ([email protected]) - the book is being re-done, but if you really want to understand the principles of graphical design, there are a few copies of it floating around. It might be worth contacting Ted directly.

Don’t forget all the links we’ve included throughout the document. You can add more links & resources based on your own investigations!



FOR MORE DETAILS CONTACT: Phone: 250-462-0767 Fax: 250-490-4969 E-mail: [email protected] Check out the Committed Sardine Blog at: http://homepage.mac.com/iajukes/blogwavestudio/index.html and http://web.mac.com/iajukes/iWeb/thecommittedsardine/Home.html Web sites www.infosavvygroup.com www.ianjukes.com www.thecommittedsardine.net http://web.mac.com/iajukes/iWeb/thecommittedsardine/Home.html OFFICE MANAGER Lori Anderson Office Phone: 250-717-0998 Office Fax: 250-717-0999 E-mail: [email protected] (Lori Anderson)

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Powerful presentations handout

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