Electronic Presentationswith

Microsoft PowerPoint

Flagler CollegeFall 2009

Outline

Why Microsoft PowerPoint? Examples Text exercises Practice Practice Practice

Objectives

Review the key concepts of planning and designing presentations

Learn how to create a well-organized presentation with Microsoft PowerPoint

Objectives

Review the fundamentals of graphs and charts

Learn the importance of choosing the appropriate graph or chart for the type of data or message to be presented

Key Concepts

Define presentation graphics

Review the advantages of presentation graphics

Review the principles of good presentations

Review the principles of design excellence

Key Concepts

Types of business graphics Presentation graphics Analytical graphics

Definition

Presentation graphics are: the visualization of information and

ideas in an easily understood format supporting a message

Definition

Electronic presentations are: the visualization of information and

ideas in an easily understood format supporting a message using computer to present the

presentation

Advantages

Generates and sustains interest Centers attention on the topic Identifies the most important points Clarifies the spoken word Helps understand abstract

information

Even More Advantages

Gets a point across - numeric data Makes topics more interesting Assists in comprehension and

retention Brightens up lessons, reports,

documents Gives the appearance of being

prepared, organized, professional

What’s Involved

Time Creative efforts PC’s and software

Anyone can do it – it’s not a luxury – it’s expected

Principles of Good Presentations1

Delivering presentations effectively involves a four-step process or the 4-P’s:

1. Plan2. Prepare3. Practice4. Present

Copyright 1996 © Dale Carnegie & Associates, Inc.

Plan - Audience

Know your audience Knowledge Experience Needs Goals

Plan - Purpose

Define the purpose of your talk based on the outcome you seek with your audience Inform? Persuade / Sell? Motivate? Teach / Train?

Prepare

Prepare an attention-getting opening Illustrate and support key points with

evidence and visuals Prepare a memorable close

More Preparation

Determine the results to display Determine the text Determine the data Determine the timing of the

presentation

Timing: The 8 Minute Rule1

Time your talk! An audience’s ability to focus on

what’s being said --- and remember what’s being said --- drops off at 8 minutes

Exception: For example, classroom lectures supported by electronic presentations.

Timing: Breaking the Tedium

Go to Q and A after 15 minutes to touch on details

Use another speaker Show a video Tell a story Stop! Stop! Stop!

Timing: The 8 Second Rule

The “Fast Start 8 Second Rule” Most people decide within 8 seconds

if a speaker is worth hearing or not Therefore, begin STRONGLY!

Get to the point immediately - Share your message clearly - Give the audience take-away

Practice

Practice your presentation before an audience, coach, mirror, video camera

Review your slides for Clarity and Relevancy Eye-appeal and Visibility Quality Memorability

More Practice

Receive feedback and coaching for Strong opening and memorable

close Clear message - key points Logical flow Timing Distracting mannerisms

Presentation - Fundamentals

Establish a positive attitude “Own” your subject Project the value of your message

Presentation - First Impression

Establish eye-contact Display poised body language Project confidence Be well groomed

Presentation - Rapport

Be sincere Be yourself Say “we” not “you” Involve your audience Like your audience or at least

pretend to like them

Presentation - Attention

Be enthusiastic Use vivid words Express yourself clearly and

concisely Have an upbeat voice Have proper body language Remember you are the expert

Successful Presentations

Repeatedly Prepare, Practice, Perform K-I-S-S Personalize your presentation Q and A - Interaction Listen to the questions Be flexible Be prepared for the unexpected

Successful Presentations

Talk - use notes sparingly Don’t watch the slides Web-erize the presentation

SlideShare or Web or YouTube or …. Use annotation Use pointers Use timing

Successful Presentations

Have back-up presentation files Have alternative presentation files Know your location and facilities Leave time for set-up Don’t panic

----- power, bulbs, cables, crashes, handouts

General Principles of Design

Plan, organize, and review Keep slides simple Spell-check Be consistent Credit sources Use restraint

General Principles of Design

Project design and logical flow Remember timing “Own” your message Focus on your theme Use restraint

Principles of Design - Text

Use only 2 or 3 typefaces Use upper and lower case Don’t use fonts too small to read Limit the use of decorative typefaces Use different sizes and styles of one

typeface not different typefaces Use restraint

Principles of Design - Layout

Use titles and subtitles Use punctuation carefully Consider alignment and layouts Use borders and boxes for impact Use restraint

Principles of Design - Visual

Don’t use busy backgrounds Avoid fancy borders and symbols Coordinate text and background

colors Use organization’s colors and logos Use restraint

Principles of Design - Special Effects

Effects are powerful tools Animation increases the impact Reserve movement for key points Justify every special effect Practice timing Use restraint

Special Features

Graphics - Pictures and Clipart Music and Audio Videos Web publishing Web links Special effects

Business Graphics

Define and represent data in a visual and easily understood format

Describe, explore, and summarize a set of numbers quite effectively

Communicate complex ideas with clarity, precision, and efficiency

Communicate with a powerful tool

Business Graphic Programs

Presentation graphics Analytical graphics

Graphics Software

1. Presentation Graphics Example - Microsoft PowerPoint

2. Analytical Graphics Example - Microsoft Excel

Presentation Graphics

Offer quality business graphics Prepare charts, graphs, and other

visual aids Include multimedia effects – audio,

music, videos Embrace libraries of symbols,

drawings, clip art, pictures Control easy, fast, professional look

Analytical Graphics

Encourage the viewer to think about the substance

Present many numbers in a small space

Make large data sets coherent Reveal the data at several levels of

detail

Analytical Graphics

Encourage the eye to compare Help users analyze and understand

specific data Serve a clear purpose, description,

exploration, tabulation, or decoration

Analytical Graphics

Construct and view line, bar, pie-chart graphs

Produce useful, simple illustrations Present elaborate presentations Integrate closely with the statistical

and verbal descriptions of a data set

Practice Graphical Integrity

Reveal the truth Communicate clearly Follow principles of integrity

Remember!

Presentations are very powerful They are fun to develop You will appear to be an expert Enjoy Microsoft PowerPoint 2007