Presentation Basics

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Presentation Basics

• Its all in the flow

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Objectives

• List simple rules for putting together a
  presentation
• Demonstrate how to present data in the best way
  a table, chart or simply text
• Discuss how to format slides to maximize impact

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Suffering the Overhead Presentation
Too much text A textual explanation of a concept
rather than the prudent use of graphics and
voice. The audience takes far too long to digest
the data thus slowing the pace of the
presentation Speakers would often simply read
the text off the screen to their audience as they
drag a sheet of paper down the overhead sheet - a
redundant exercise at best. Audience can read
faster than you can talk and rapidly loses
interest.
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Before you begin

• Presentations are designed to persuade.
• How much material to make your point?
• Need good evidence and facts (statistics) to
  support viewpoint
• Powerful graphics and a good slide design
• Balanced and unprejudiced approach
• Clear title and take home message.

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the audience

• Know your audience and level
• If you are presenting to farmers then prepare
  your material for farmers
• Give them something to show that you know who
  they are a graphic, an anecdote, a joke? The
  presentation is for them
• How much does your audience know about the topic
  already? How will they feel about your point of
  view?
• How much background material to include. Too
  little leads to poor understanding and lack of
  interest. Too much leads to boredom.
• Anticipate the questions so you can prepare the
  answers
• Dont leave holes in your logic.

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the design

• Plan around graphics, tables figures
  (remember a picture is worth 000s words)
• Do I need go scientific design or hi-impact
  graphics?
• A flashy presentation detracts from the speaker.
• Avoid fancy transitions and animations
• Remember the audience needs to connect to you not
  your slide show.
• Design from an artistic standpoint. Your audience
  will appreciate quality
• Clear theme. The audience always knows where you
  are
• Balanced slide. Place your graphics carefully.
  Avoid the toppled look
• Graphics should be crystal clear - size for the
  show screen!

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choosing a Template

• Do not choose a template (design) that detracts
  from the content
• Many of the PowerPoint templates are not
  appropriate
• Much of the clip art is poor.
• Maximize visibility of text
• Choose a font, colour and size that can be read
  easily from the back of the room.
• Use contrasting backgrounds and foregrounds
• E.g. Black text on a pale coloured background or
  v.v. Use only two colours for the fonts.
• Avoid picture backgrounds or dominant background
  graphics - detracts from content

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choosing a Template
Only two font colors note shadow for better
visibility
Note Bullets and numbering designs
Number all slides so you and audience know where
you are
Good Idea to have time and date
Put title of presentation here
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slide formatting tips

• The Title slide -get their attention! - High
  impact opening
• Employ a simple thought-provoking title (perhaps
  pose a question that you answer during the
  presentation) e.g.
• Overpopulation - The worlds only Environmental
  Problem
• The Aral Sea Distaster - Mankinds Greatest Shame
• Less is better
• only 5-7 points per slide
• Spell Check!
• Credibility is on the line!
• Graphics must be clear.
• Dont s t r e t c h bit maps

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slide formatting tips

• A common background ties presentation together.
• Avoid slides where the whole background is
  replaced with a picture - looks like a different
  presentation
• Use simple, easy-to-read subtitle elements
• Avoid over explanation - use your voice
• Warm Colours (Reds, Yellows) for accents
• Cool Colours (Blues, Greens) for general use
• Use Colour in text sparingly

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slide formatting tips

• Use a maximum of two fonts
• Sans Serif for titles and labels e.g. Arial
• Serif (or sans serif) for remaining text e.g.
  Times New Roman
• Be careful with transitions - use only one or
  none
• Be consistent from slide to slide with font size
  - use slide master
• Clear, concise, easy to read no wasted words.
• Use your voice, not the slide to explain!
• Always do a test run before the presentation
• Try it out on your friends!
• Ask for their input on design and layout as well
  as content

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organizing
Use the slide sorter to try out different
organizations
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organizing

• The Flow is everything
• The presentation should have a beginning, middle
  and end - not a circle
• Make sure the audience understands where you are
  in the presentation and where you are going.
  Audience will maintain interest in difficult
  topic if it knows only a few slides left.
• Tell the audience what to expect before you
  present it
• Keep organization simple and smooth
• Always present in parallel (tell them what you
  will present and keep same order!)

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verbal delivery

• A flashy presentation detracts from the speaker.
• Avoid uneccessary special effects and transitions
• Never read the slide. Points on the slide are for
  audience focus. Use your voice to explain
• Be careful with pace. Dont speak too quickly
• Avoid slang and ..ers and ..you know and
  ..well basically
• Find ways of connecting with your audience.
• Maintain eye contact ask questions use your
  voice in a dramatic way.
• Recognize when the audience is bored
• pick up the pace or correct on the fly.

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verbal delivery

• Be concise no wasted words, avoid tangents
  (edit slide text brutally!)
• Dont lose your focus and flow
• Express not impress - dont talk down!
• Express your ideas in a simple manner appropriate
  for your audience.
• Use simple thought-provoking titles on slides
• A good title sets up the presentation -
  encapsulates the whole concept
• Always give a conclusion or take-home message.
  Tie into opening title.
• You can often save a poor talk by telling the
  audience what they have learned

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Designing Powerful Graphics

• How can you impact your audience so that they get
  the message in the least amount of time?
• Which of the following two charts is better in a
  business presentation?

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How we spend our spare time
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Canadians Spend their Spare Time Gardening
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How might you use this graphic in both a literal
and abstract way?
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Design Review

• Plan the flow - organize around your graphics
• EDIT - cut out the fat!
• Table, figure or text?
• Maximize visual impact
• Use correct format for tables and correct graph
  type for figures.
• Consider fonts and spacing
• Break the rules if clarity is winner!!!

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Recognizing Bad Slides

• Check for appropriate background and color
  scheme.
• Are the Fonts readable and appropriate?
• Are the graphics well placed and not distorted?
  Balanced?
• Is there too much text/crowding on the slide?
• Does the slide give the message with the least
  amount of ink?
• Spelling!

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The End