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Agenda Think About It Build IT Prepare For It Present It.

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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, 2005 Jim Rowan Deloitte.

1 Agenda Think About It Build IT Prepare For It Present It

2 Before you get started building a presentation…
Think 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?

3 Storyboarding Think 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: 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 Remember 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 Flow Think 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 The 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 practice Type of headline used depends on the client culture, expectations, type of deliverable, etc Headlines should state findings, conclusions and recommendations Threads flow through the entire deliverable This creates a narrative story A narrative’s logic should be easy to follow

5 Storyboarding - Content
Think E-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 Agenda Think About It Build IT Prepare For It Present It

7 Build Start with an agenda…
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 Remember… No Clip Art … Because people want to know what you will cover

8 Tell a story using headers and footers on a slide
Build 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 … because a story wraps the content of the slide together

9 Use diagrams effectively…
Build 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 … because they can clarify a point and appeal to multiple learning styles

10 Diagrams can help explain technical concepts…
Build Note the use of non-technical terms where possible when explaining the components Avoid 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
Build 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 Formatting Distractive 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 Language Use active words/verbs Ambiguous, boring language

12 Reviewing Build 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 Iterative Process Editing 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 Agenda Think About It Build IT Prepare For It Present It

14 Preparing the Presentation
Prepare 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 Agenda Think About It Build IT Prepare For It Present It

16 Present 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 Guidelines to Effective Delivery
Present 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 Fielding Questions and Offering Answers
Present 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 2. 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 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


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