Presentation on theme: "Agenda Think About It Build IT Prepare For It Present It."— Presentation transcript:
0 Boston College Case Study Program A Presentation on Presentations… October 28, 2005Jim RowanDeloitte.
1 AgendaThink About ItBuild ITPrepare For ItPresent It
2 Before you get started building a presentation… ThinkPlan ahead!Who is the audience? How many people will be attending?How long will I have to speak?What equipment will be available? Do I know how to set it up and operate it?What are my objectives? What are the audience’s objectives?Is there a specific template I should use?What medium should I use to deliver my presentation?
3 StoryboardingThinkCreating a Storyboard Provides an Outline for the Presentation and the Path You will FollowWebster’s Dictionary defines a storyboard as “a series of panels on which is tacked a set of… rough drawings depicting… the important changes in scene and action…”Storyboarding:Maps out the storyline of a presentationAllows the reader to skim pages for key messages and relevant supportIs supported by both horizontal and vertical logic.Helps organize workEstablishes evaluation frameworks and criteria used in the assessmentFacilitates greater productivity and higher qualityKeeps an engagement focusedRemember that the storyboard can take the form of an outline in Word, Excel spreadsheet or PowerPoint presentation. For the remainder of this session, we will be be talking about storyboarding from a PowerPoint presentation perspective.
4 Think Presentations require key threads Storyboarding FlowThinkWhen structuring a storyboard, you must first consider the narrative, logical flow of the presentation topics (horizontal logic)Can the headlines be scanned to determine the context of the presentation?Can the presentation document tell a story (at a high level) without you there to explain it?If the presentation document did not have page numbers, could your audience put it in the correct order based on how the headlines flowed?Presentations require key threadsThe flow, often referred to as horizontal logic, leads the audience from one page to another. It is the art of taking a complex analysis and boiling it down in the form of a headline so that everyone can understand. Headlines (horizontal logic) are similar to what you would read in a newspaper--you can read the headline and get the point of the article. The narrative should flow smoothly from one storyboard to the next.Horizontal Flow????Short complete sentences are the best practiceType of headline used depends on the client culture, expectations, type of deliverable, etcHeadlines should state findings, conclusions and recommendationsThreads flow through the entire deliverableThis creates a narrativestoryA narrative’s logic should be easy to follow
5 Storyboarding - Content ThinkE-tailers must focus on increasing Volumes.The company should build a warehouse in Chicago.Seen increase in volumes over 3-year time period.Vertical logic is the content on each slide (or included in a section) which supports a headline.The content on each page/section must support the headline. This content information is found during the Data Gathering stage and incorporated into the deliverable during the Diagnosis (analysis) phase.Resolutions often include persuasive graphs. At this point you may not know what the data will look like, but you can define the possible axes for graphs or logical graphic layouts.Emphasize that at this point in the case, there is little data for the context yet.Ask Yourself:Does the content of the page match the heading?Is the page clean, simple and uncluttered?Does the page convey a message through the use of tasteful graphics and text?
6 AgendaThink About ItBuild ITPrepare For ItPresent It
7 Build Start with an agenda… An agenda is a good way to highlight what will be coveredIt gives a reader a sense of place in the presentationDuring longer presentations, it is a good idea to come back to the agenda during the presentation to let your audience know where you areRemember… No Clip Art… Because people want to know what you will cover
8 Tell a story using headers and footers on a slide BuildIf the contents of the slide were gone and the header and footer remained, the slide would still tell a compelling storyAlso note the effective use of text and graphics… because a story wraps the content of the slide together
9 Use diagrams effectively… BuildProperly represented graphics provide clear representations of dataBe careful to not misrepresent the data to prove a pointAlways source your data on the slide… because they can clarify a point and appeal to multiple learning styles
10 Diagrams can help explain technical concepts… BuildNote the use of non-technical terms where possible when explaining the componentsAvoid acronyms or provide a key to explain difficult terms… and make it easier for non-technical people to understand them
11 Some Key Formatting Rules BuildThe entire effect of the document can be lost if the message is difficult to read, slides are cluttered, or if formatting is not aesthetically pleasingEffective FormattingDistractive FormattingBulletsConsistent capitalizationParallel indentationInconsistent capitalizationVarying indentationColorsUse three/four colors maximumDecks are often printed in B&W – do not use dark shadingMultiple colors throughout the documentShading that is dark and busy, distracting from the message of the slideFontsUse a consistent font throughout the deckPreview the slide show to ensure fonts are right sizeMixing fonts throughout the deckFont sizes greater than “36” or smaller than “10”DetailsUse consistent slide template used throughout the deckInclude page numbers, dates, and documentationVarious slide formats lacking page numbers, dates, and documentationLanguageUse active words/verbsAmbiguous, boring language
12 ReviewingBuildAfter you have completed the presentation document, it is extremely important to review and edit prior to presentingThe following, simple checklist is helpful in assessing the quality of your presentationStrong points developed using Storyboarding and BrainstormingLogical flow to the presentationRelevant visuals with insight to analysisConsistent, proper formatting throughout the deckIterative ProcessEditing a deliverable is time consuming, therefore, it is recommended that you edit as you create the storyboards to reduce editing time at the end. It is a good idea to reserve at least a day to have others review and edit the deliverable. Always print and review the deliverable before giving it to the client. It is also a good idea to reserve a day for reproduction when multiple copies are needed. Be extremely diligent in your review when reusing a previous deliverable as a template. It would not reflect well on you or Deloitte if another company's name were on a deliverable meant for someone else.When reviewing your storyboards, there are certain things you should check:Can the headlines of the deliverable be scanned to determine the context of the document?Does the page convey a message through the use of appropriate graphics and text?Can the document tell a story without a consultant present to explain it?Does the content of the page match the heading?Is the page clean, simple, and uncluttered?Now that you have an effective deck, prepare a powerful oral presentation!
13 AgendaThink About ItBuild ITPrepare For ItPresent It
14 Preparing the Presentation PrepareReview the purpose of the presentation and your intended audience and rehearse and rehearse and rehearse....Remember purpose of the presentationObjective, Purpose, Mission, Goal of your talk?Position, situation, issues, points you want to make?End results, benefits of the recommended actions?Identify audience of the presentationCommunication to partner group will be different to analyst groupMatch the level of complexity to the target audienceRehearse your presentationPrepare a rough draft and review itRehearse to yourself first and then in front of colleagues
15 AgendaThink About ItBuild ITPrepare For ItPresent It
16 Present The Power of Delivery Dress appropriately, greet the audience, introduce yourself and follow this formula for your oral presentationResearch results on what determines our communication impact:7% of our impact is determined by the words we use38% of our impact is determined by our voice: how confident and comfortable we sound55% of our impact is determined non-verbally: our appearance, posture, gestures, and movement, eye contact and facial expressions93% of our communication impact comes from the way we deliver our words
17 Guidelines to Effective Delivery PresentGuidelines to Effective DeliveryHow you speak is as important as what you speakSpeak to the audience, not in front of the audienceDon’t read from a scriptSpeak clearly, don't shout or whisperDon't rush or talk deliberately slowly; be naturalDeliberately pause at key points to generate emphasizeAvoid jokes - always disastrous unless you are a natural expertKeep to the time allowed, spending 2 minutes for each slideUse your hands to emphasize points but don't overindulgeMove around but avoid moving too muchKeep an eye on the audience – their body language can tell you a lot about how you are doing
18 Fielding Questions and Offering Answers PresentFielding Questions and Offering AnswersQuestionsEncourage clarification questions during the presentationDiscourage impulsive ad-hoc questions during the presentationRepeat the question before answering itAnswer questions briefly and to the pointFeedbackGet the feed back from your audience (project team and client) on content, presentation styleSeek comments on improving the presentation skillsUse feedback for your next presentation2. Takes focus off of the main point and waste of time
19 Present Habits to Avoid Here are a few tips that can go a long way! Don’t stand in a position where you obscure the screenDon’t play with coins and keys in the pocketsSteer clear from distracting mannerisms like swinging a pointer aimlessly aroundTry not to use a diagram that is too detailed and difficult to read from the furthest seat in the roomTry not to use too many Acronyms