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© 2005 Deloitte Consulting LLP. Privileged and Confidential Boston College Case Study Program A Presentation on Presentations… October 28, 2005 Jim Rowan Deloitte.
1 © 2005 Deloitte Consulting LLP. Privileged and Confidential Think About It Build IT Prepare For It Present It Agenda
2 © 2005 Deloitte Consulting LLP. Privileged and Confidential Plan 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? Before you get started building a presentation…
3 © 2005 Deloitte Consulting LLP. Privileged and Confidential Storyboarding: –Maps out the storyline of a presentation –Allows the reader to skim pages for key messages and relevant support –Is supported by both horizontal and vertical logic. –Helps organize work –Establishes evaluation frameworks and criteria used in the assessment –Facilitates greater productivity and higher quality –Keeps an engagement focused Creating a Storyboard Provides an Outline for the Presentation and the Path You will Follow Webster’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
4 © 2005 Deloitte Consulting LLP. Privileged and Confidential When 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 threads Threads flow through the entire deliverable This creates a narrative story A narrative’s logic should be easy to follow Storyboarding Flow
5 © 2005 Deloitte Consulting LLP. Privileged and Confidential 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? E-tailers must focus on increasing Volumes. Seen increase in volumes over 3-year time period. The company should build a warehouse in Chicago. Storyboarding - Content
6 © 2005 Deloitte Consulting LLP. Privileged and Confidential Think About It Build IT Prepare For It Present It Agenda
7 © 2005 Deloitte Consulting LLP. Privileged and Confidential … Because people want to know what you will cover Remember… No Clip Art An agenda is a good way to highlight what will be covered It gives a reader a sense of place in the presentation During longer presentations, it is a good idea to come back to the agenda during the presentation to let your audience know where you are Start with an agenda…
8 © 2005 Deloitte Consulting LLP. Privileged and Confidential … because a story wraps the content of the slide together If the contents of the slide were gone and the header and footer remained, the slide would still tell a compelling story Also note the effective use of text and graphics Tell a story using headers and footers on a slide
9 © 2005 Deloitte Consulting LLP. Privileged and Confidential … because they can clarify a point and appeal to multiple learning styles Properly represented graphics provide clear representations of data Be careful to not misrepresent the data to prove a point Always source your data on the slide Use diagrams effectively…
10 © 2005 Deloitte Consulting LLP. Privileged and Confidential Diagrams can help explain technical concepts… … and make it easier for non-technical people to understand them Note the use of non- technical terms where possible when explaining the components Avoid acronyms or provide a key to explain difficult terms
11 © 2005 Deloitte Consulting LLP. Privileged and Confidential Some Key Formatting Rules The entire effect of the document can be lost if the message is difficult to read, slides are cluttered, or if formatting is not aesthetically pleasing Effective FormattingDistractive Formatting Bullets Consistent capitalization Parallel indentation Inconsistent capitalization Varying indentation Colors Use three/four colors maximum Decks are often printed in B&W – do not use dark shading Multiple colors throughout the document Shading that is dark and busy, distracting from the message of the slide Fonts Use a consistent font throughout the deck Preview the slide show to ensure fonts are right size Mixing fonts throughout the deck Font sizes greater than “36” or smaller than “ 10 ” Details Use consistent slide template used throughout the deck Include page numbers, dates, and documentation Various slide formats lacking page numbers, dates, and documentation LanguageUse active words/verbsAmbiguous, boring language
12 © 2005 Deloitte Consulting LLP. Privileged and Confidential Reviewing After you have completed the presentation document, it is extremely important to review and edit prior to presenting –The following, simple checklist is helpful in assessing the quality of your presentation Strong points developed using Storyboarding and Brainstorming Logical flow to the presentation Relevant visuals with insight to analysis Consistent, proper formatting throughout the deck Now that you have an effective deck, prepare a powerful oral presentation!
13 © 2005 Deloitte Consulting LLP. Privileged and Confidential Think About It Build IT Prepare For It Present It Agenda
14 © 2005 Deloitte Consulting LLP. Privileged and Confidential Preparing the Presentation Review the purpose of the presentation and your intended audience and rehearse and rehearse and rehearse.... –Remember purpose of the presentation Objective, 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 presentation Communication to partner group will be different to analyst group Match the level of complexity to the target audience –Rehearse your presentation Prepare a rough draft and review it Rehearse to yourself first and then in front of colleagues
15 © 2005 Deloitte Consulting LLP. Privileged and Confidential Think About It Build IT Prepare For It Present It Agenda
16 © 2005 Deloitte Consulting LLP. Privileged and Confidential The Power of Delivery Dress appropriately, greet the audience, introduce yourself and follow this formula for your oral presentation Research results on what determines our communication impact: –7% of our impact is determined by the words we use –38% of our impact is determined by our voice: how confident and comfortable we sound –55% of our impact is determined non-verbally: our appearance, posture, gestures, and movement, eye contact and facial expressions –93% of our communication impact comes from the way we deliver our words
17 © 2005 Deloitte Consulting LLP. Privileged and Confidential Guidelines to Effective Delivery How you speak is as important as what you speak –Speak to the audience, not in front of the audience –Don’t read from a script –Speak clearly, don't shout or whisper –Don't rush or talk deliberately slowly; be natural –Deliberately pause at key points to generate emphasize –Avoid jokes - always disastrous unless you are a natural expert –Keep to the time allowed, spending 2 minutes for each slide –Use your hands to emphasize points but don't overindulge –Move around but avoid moving too much –Keep an eye on the audience – their body language can tell you a lot about how you are doing
18 © 2005 Deloitte Consulting LLP. Privileged and Confidential Fielding Questions and Offering Answers Questions –Encourage clarification questions during the presentation –Discourage impulsive ad-hoc questions during the presentation –Repeat the question before answering it –Answer questions briefly and to the point Feedback –Get the feed back from your audience (project team and client) on content, presentation style –Seek comments on improving the presentation skills –Use feedback for your next presentation
19 © 2005 Deloitte Consulting LLP. Privileged and Confidential Habits to Avoid Here are a few tips that can go a long way! –Don’t stand in a position where you obscure the screen –Don’t play with coins and keys in the pockets –Steer clear from distracting mannerisms like swinging a pointer aimlessly around –Try not to use a diagram that is too detailed and difficult to read from the furthest seat in the room –Try not to use too many Acronyms
20 © 2005 Deloitte Consulting LLP. Privileged and Confidential
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