1. Mark Buckwell, FBCS CITP CISM CISSPhttp://speakerdeck.com/buckwem http://buckwem.wordpress.com http://www.facebook.com/mark.buckwell http://www.linkedin.com/in/buckwem

2. Structure ItFrame ItIntroduce ItPresent Using Logic Question ItReuse It Describe It2 3. Structure ItFrame ItIntroduce ItPresent Using Logic Question ItReuse It Describe It3 4. Enabling Change Reports that convey understanding quickly are key to gaining agreement and enabling the change neededUnderstandingAgreementTime 4 5. Format and Structure The message can be lost through poor format or poor structure in a presentation or reportPoor FormatPoor Structure5 6. Failure to Gain Support ...resulting in additional cost, delays in issue resolution or project and an unhappy customerUnhappy CustomerAdditional CostDelays6 7. Presentation as a Report This set of techniques is using the approach of a report within a presentationReportKey Note FormalityReport in a Presentation 7 8. Proven Logical Structure The Pyramid Principle focuses on using a structure that orders ideas in the way the mind thinks Barbara Minto defined The Pyramid Principle Ordering of ideas aligned with the way the mind thinks It uses a pyramid structure Single thought Ideas relate vertically Ideas relate horizontally8 9. Structure ItFrame ItIntroduce ItPresent Using Logic Question ItReuse It Describe It9 10. Top Down Ordering Chemical Engineering Structuring a report starting with the main idea enables immediate understanding and need to know more Structure A Report to determine whether Blue Engineering should invest in Benzene production Topic A: Benzene Demand Hazardous ReplacementCompetitive vs Middle EastConclusion Increasing 3% per year Plant shutdownBenzene is in oversupply Manufacturers moving from Benzene Not cost competitive with Middle EastRecommend: Do Not ProceedBenzene is hazardous and manufacturers are looking for alternativesTopic C: Not Cost Competitive Although 3% growth plants are being shutdown due to oversupplyTopic B: Benzene Hazardous Benzene is in oversupply Manufacturers are moving from Benzene Not cost competitive with Middle EastTopic A: Benzene Oversupply Topic C: Cost Topic B: Benzene Exposure Structure B Blue Engineering should not proceed with investing in Benzene production Conclusion PreviewSouth Wales is not cost competitive compared to Middle EastRecommend: Do Not Proceed10 11. A Pyramid to Tell a Story Structure a report as a pyramid under a single idea with elements of the story line belowIdea Story LineStory LineStory Line11 12. Decompose The Problem A longer report can be decomposed into sections that correspond to categories or parts of the story to be toldIdea Section/ CategoryStory LineSection/ CategorySection/ CategoryStory LineStory LineStory LineStory LineSection/ CategoryStory LineSection/ CategorySection/ CategoryStory LineStory LineStory Line12 13. Seven Ideas +/- 2 Keep the number of subsidiary ideas to seven (plus or minus two) to help people remember your story A human brain can hold 7 ideas +/- 2 in short term memory Breakdown into categories Difficult to Remember? BleachEggsCarrotsGreen BeansVegetablesCleaningPotatoesMilkEasier to Remember?BleachFloor CleanerMopFloor Cleaner Mop CheesePotatoesCarrotsGreen BeansDairyButter MilkEggsButterCheese 13 14. Vertical Logic Each idea above should summarise all the ideas below and all the ideas below should be within the idea aboveIdeaVertical Relationship Section/ CategoryStory LineSection/ CategoryStory LineStory LineSection/ CategoryStory LineStory Line14 15. Horizontal Logic A horizontal relationship should create a storyline summarising the points being presentedHorizontal Relationship Idea Section/ CategoryStory LineSection/ CategorySection/ CategoryStory LineStory LineStory LineStory LineSection/ CategoryStory LineSection/ CategorySection/ CategoryStory LineStory LineStory Line15 16. Structure ItFrame ItIntroduce ItPresent Using Logic Question ItReuse It Describe It16 17. Report Structure Reports should start with a Situation, Complication, and Question structure followed by the main ideas Introduction Situation Complication Key Question (and/or Answer) Main Idea First subsidiary idea Second subsidiary idea Second subsidiary idea 17 18. The Situation Establishes the context stating something the audience can agree with and leaves them expecting more Situation Establishes context Audience can agree Only information needed Audience expects moreExample: The IBM 2012 Tech Trends report from developerWorks and the IBM Center for Applied Insights is based on a survey of more than 1,200 IT and business decision makers who are determining when, where and how their organizations adopt mobile, analytics, cloud and social technologies. 18 19. The Complication Identifies the problem to be discussed in the context of the situation Complication Identifies the problem Sufficient to understand all elementsExample: Only 1 out of 10 organizations believes it has all the mobile, analytics, cloud and social business skills needed to put those technologies to work.19 20. The Key Question (and/or Answer) The Key Question and/or Answer should define the single idea the rest of the report will be about Key Question (and/or Answer) Identifies question report will answerExample: Jim Corgel, General Manager IBM Software, challenges the business and IT communities to rally together to bridge the skill gaps threatening our collective ability to innovate and shares the steps IBM is taking to help address this critical issue.See https://www.ibm.com/developerworks/mydeveloperworks/blogs/techtrends/?lang=en20 21. SituationThe world is demanding more and more energy. The projected growth of worldwide energy demand by 2030 is 36.8% according to the International Energy Outlook 2008.Question / Answer ComplicationIntroduction Example This introduction follows the principles of Situation, Complication and Question/AnswerThe power generation industry faces major challenges in meeting this growing demand, not least because of inhibitors such as regulation and legislation; inadequate investment returns and unhelpful economic incentives; and of course the supply of natural resources. The report recommends investing in energy production for consumers : Optimise: Apply smart solutions to extend existing capabilities. Grow: Rapidly grow existing capability through smarter design and operation. Accelerate: Nurture and accelerate new capabilities to commercial scale. 21 22. Changing Tone Changing the order of the introduction elements changes the tone of the report Standard Order Situation Complication Solution Concerned Order Complication Situation Solution Direct Order Solution Situation Complication Aggressive Order Question Situation Complication22 23. Structure ItFrame ItIntroduce ItPresent Using Logic Question ItReuse It Describe It23 24. Question ComplicationSituationExample Introduction Using this example introduction we can develop the body of the report The data centre hosting the University systems is located in the centre of London and hosts all administration and central student IT facilities.All the systems the systems became unavailable on the 5th November for 36 hours due to a lack of power to the systems in the data centre.This report examines why the power failed in the data centre.24 25. Question/Answer Dialogue Create a question/answer dialogue elaborating until reader has no further logical questions Power feed failed to the Data Centre Why? Generators were overloadedFire at sub-station Why was there a fire? Someone deliberately set the fire How were they able to do this? Physical security was insufficientAs new project added additional loadWhy is power limited?Why was generator overloaded?Why was additional power not identified? No check made for additional powerBatteries had limited powerAs no resilience in generatorsGenerator was designed to take overTherefore Data Centre had no power What was the technical impact? 3121 servers for 20 customers failedWhy no resilience? Generator designed with no resilience 25 26. Horizontal Relationship Answering the questions below follows a logical sequence by either deductive or inductive grouping Deductive GroupingInductive GroupingGenerators were overloadedPower Failed to the Data Centre Why?Fire at sub-stationGenerators were overloadedSummarise Batteries had limited powerTherefore Data Centre had no powerWhy was generator overloaded?As new project added additional loadAs no resilience in generators26 27. Deductive Grouping Use of deductive grouping is used when you want to describe process steps, timeline or instructions Deductive Grouping Argument in successive steps Implication from preceding steps Indicated by Process Steps Timeline Instructions Ordered RecommendationsPaper Production Obtain TreesDebarking & ChippingPulp PreparationPaper FormationPaper Finishing27 28. Inductive Grouping Used for a set of related ideas that can be described by a plural noun Inductive Grouping A set of related ideas Can be described by a plural noun E.g. Reasons for, reasons against, steps, problemsPaper HazardsGeneralNoiseMachine GuardingLockout/ TagoutPressure Vessels 28 29. Developing the Structure A pyramid of questions and answers can be developed that support the overall subject of the presentation.1 6 New Q 73 IdeaS=4 C=5 Q=2Fill in the top box 1. What is the idea? 2. What is the question about the idea? 3. What is the answer about the idea? Match The Answer to the Introduction 4. What is the Situation? 5. What is the Complication? 2. Check Question and Answer? Find the story line 6. What new Question is raised by the answer? 7. Deductive or Inductive answer? 7. If inductive, what is your plural noun?8 Structure supporting points 8. Repeat the question answer process at this level? Source: The Minto Pyramid Principle29 30. Mind Mapping It can help to develop the structure of the presentation using mind mapping tools such as Freemind30 31. Structure ItFrame ItIntroduce ItPresent Using Logic Question ItReuse It Describe It31 32. Why a Storyline on a Slide? Many more stakeholders than at the initial presentation need to understand a report through the story line Key stakeholder availability No verbal explanation Story line enables understanding32 33. Starting With A Report Start on paper writing a story line for the report and check the message can be understood without the main body of the slideStory LineWrite the story line and check it flows by reading the titles of the report in sequence this will be your executive summary.33 34. One Thought Per Slide Use only one message per slide with only information relevant to the message otherwise the message will be diluted Keep the slide simple One message per slide Only what is relevant to the message ...and no more34 35. So What? Always ask of a slide or report section, so what am I trying to present and does it convey an important message?So What? So what is this slide telling the audience? So what is so important I need to have the slide? So what role does the slide have in presenting the message?35 36. Explain the Significance Ensure your slide describes the significance of the ideas being presented that keeps the audience interested to know more This provides facts without the significance of the population riseThe title and supporting content states the impact of the rise in population 36 37. Parts of the Slide The slide can be split into three main parts the Short Title, Story Line and Main BodyShort Title Story LineMain Body37 38. Story Line The story line should state the significance of the slide and should be sufficient without the main bodyState what the main message of the slide (which should be sufficient without the body of the slide)38 39. Body of the Slide The main body should elaborate the storyline but not introduce any further ideasThe main body should elaborate the detail of the story line but not introduce any more information than is in the story line 39 40. Example So What? Elaborate the So What message in the notes of the slide to ensure the message flows40 41. Slide Transition To make a presentation flow begin the transition to the next slide before moving on and write into slide notes Begin transition before moving on Showing next slide will take attention away Write into slide notes41 42. Printing and Animation Ensure your slides convey the same message when printed and minimise the use of animationSituation Complication SolutionSituation Complication Solution42 43. Structure ItFrame ItIntroduce ItPresent Using Logic Question ItReuse It Describe It43 44. Reports When creating a formal report, create a presentation first to create story line and ensure a coherent story Formal report Create a story line Elaborate each slide Information to be gathered Group Development Ensure story line is coherent Work can be distributed44 45. SituationBenzene is a key building block for the production of other chemicals. Its most widely produced derivative is ethylbenzene, a precursor to styrene, which is used to make polymers and plastics. Cumene is converted phenol for resins and adhesives. Cyclohexane is used in the manufacture of Nylon. Smaller amounts of benzene are used to make some types of rubbers, lubricants, dyes, detergents, drugs, explosives, and pesticides.ComplicationAfter the recession of 2010, benzene, an aromatic chemical building block used primarily for the production of other chemicals, including styrene and cumene, experienced growing demand in 2011, with world demand forecast increasing from 41 to 42 million metric tons by the IHS Chemical global market study from IHS (NYSE: IHS).QuestionReport Introduction The same structure of Situation, Complication and Question can be used in a formal reportBlue Chemical Engineering plc think the growth in demand for benzene may be an opportunity for investment and have engaged Jarratt Consulting to investigate whether to invest in a new plant in South Wales able to produce 100,000 kg/h of benzene. 45 46. Idea 1 Whilst there has been increasing demand at 3% per year there is oversupply in the marketplace and refineries that produce Benzene as a by-product are being shut down.Idea 2After examining the market and financial implications, Jarratt Consulting do not recommend investment in a new Benzene plant in South Wales for the following reasons: Exposure to Benzene is hazardous and as a result some products are looking to replace it as a component of manufacture which is holding back growth.Idea 3Main IdeaReport Main Ideas The main recommendation is up front with each key idea summarised to form the basis of each major section The cost of Benzene production in South Wales would not be competitive against global producers in Asia and the Middle East. 46 47. Report Structure A report will follow the same structure with an Executive Summary providing senior management communication Same structure as aExecutive Summary presentationIntroduction (Summary) Sections will form chaptersMain Point Executive Summary tounderstand the implicationsSituation Complication Question and/or Answer Point 1 Point 2 Point 2Introduction Situation Complication Question and/or Answer Key message 1 Key message 2 Key message 3Chapter Key Message 1 Chapter Key Message 2 Chapter Key Message 3 Summary 48. Email Structure The same pyramid approach can be used to structure emails and clearly communicate the message From: Fred Bloggs To: Joe Smith Subject: Application Hardware Upgrade Required Hi Joe, SituationPerformance has always been something we monitor for the application to ensure we do not reach the limits of the systems.Complication Over the past month there has been a 20% growth in traffic in the application. Question & AnswerWe needed to know when we might read the limits of the underlying system and found that we have a further six months of capacity.Main PointWe looked at the options and recommend a full replacement of the current system with new computer systems. The options we looked at were: 1. Increasing memory and disk for a cost of $200k would only give us another six months of capacity and the underlying hardware would be at its natural end of life. 2. Full replacement of the hardware at a cost of $500k which would give us two years of additional capacity with the option to add an additional two years of capacity.Point 1 Point 2Please could you review the attached report and confirm our recommendation. 48 49. Summary Use the proven approach for structuring presentations will take effort but will result in improved productivity Clearly communicate using a logic The Pyramid Principle is proven It will take practice and extra effort But it will improve productivity Structure ItFrame ItIntroduce ItPresent Using Logic Question ItReuse ItDescribe It49 50. References and Tools References Chevallier, Arnaud (2012) Use logic to think and communicate effectively [online]. Published by: slideshare.com. Available from http://www.slideshare.net/achevallier/use-logic-to-thinkand-communicate-effectively [Accessed 6 January 2013] Chevallier, Arnaud (2012) Powerful problem solving: Ideas to become outstanding problem solvers [online]. Published by: Powerful Problem Solving. http://powerful-problemsolving.com/use-logic [Accessed 6 January 2013] IBM (2012). Fast track to the future: The 2012 IBM Tech Trends Report [online]. Published by: IBM Corporation. Available from https://www.ibm.com/developerworks/mydeveloperworks/blogs/techtrends/?lang=en [Accessed 6 January 2013] Minto, Barbara (2002) The Pyramid Principle: Logic in Writing and Thinking 3rd ed. ISBN: 0273-65903-0. Essex: Pearson Education Limited Minto, Barbara (2012) The Minto Pyramid Principle: Logic in Writing, Thinking and Problem Solving ISBN: 0-09601910-3-8 Zelazny, Gene (2006) Say It with Presentations: How to Design and Deliver Successful Business Presentations ISBN: 0-07-147289-4 Tools Freemind http://freemind.sourceforge.net Free Xmind - http://sourceforge.net/projects/xmind3/ 50 51. The Minto Pyramid Principle Logic in Writing, Thinking and Problem Solving Barbara Minto ISBN 0-9601910-3-8 Part One: Logic in Writing Why a Pyramid Structure? The Substructures with the Pyramid How to Build a Pyramid Structure Fine Points of Introductions Deduction and Induction: The Difference Part Two: Logic in Thinking Imposing Logical Order Summarising Grouped Ideas Logic in Problem Solving Defining the Problem Structuring the Analysis of the Problem Logic in Presentation Reflecting the Pyramid on the Page Reflecting the Pyramid on a Screen Reflecting the Pyramid in Prose Appendix A: Problem Solving in Structureless Situations Appendix B: Examples of Introductory Structures Appendix C: Summary of Key Points Mentioned in the Texthttp://www.barbaraminto.com/ 51