PowerPoint Presentation Development Basics
Core Consulting Skills Training Document Winter 2012
Cheat Sheet
This is what you need to takeaway from todays discussion: 1. Logic is not enough 2. Tell a story 3. Less is more 4. Be consistent 5. Make your point
Todays Agenda
We will address the following questions in todays discussion: What is todays objective? Why is this training important? What is the purpose of your presentation? How do you get your message across? How do you tell your story? How do you format your presentation? What charts and graphics should you consider? What PowerPoint rules of thumb should you consider?
Todays Objective
The objective our discussion today is to improve your PowerPoint Presentation Development skills.
Why Is This Training Important?
A PowerPoint presentation can be an effective communication tool you can leverage for benefit
But, in the wrong hands, it can lead to undesired results.
Why Is PowerPoint Important?
Our time spent problem solving is largely wasted if we do not spend an equal or more amount of our time communicating effectively
Allocation of Our Time
100%
Communication
Distribution of Our Time
Problem Solving
0 Start Duration Final Presentation
and a PowerPoint presentation is a valuable tool to aid us in our communication.
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What Results When We Fail to Prepare?
All too often, we fail to spend sufficient forethought preparing our presentations.
The Night Before Syndrome
Results Late nights & stress Errors & omissions Weak messages Ineffective communication
What Results When We Fail to Prepare?
Inevitably, poor preparation leads to a fumbled opportunity.
Project Midpoint
One Week Before the Final
The Analysis is Going Well! The Night Before the Final Trying to Write Presentation
Still Focused on Analysis Your Final Presentation Your Clients View of You!
Censored!
Why Are Your Presenting?
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Why Are Your Presenting?
Most often, our goal when presenting is to both inform and persuade our audience.
Inform
Introduce Explain Teach Describe Define List Identify
Inform & Persuade
Introduce capabilities & establish credibility Explain new idea & promote its use Teach topic & inspire audience Describe issue & encourage corrective action Define options & influence decision List recommendations & convince client to implement them Identify risks and ensure their alleviation
Persuade
Establish Promote Inspire Encourage Influence Convince Ensure
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How Can You Persuade Your Audience?
The means of persuasion defined by the Greek philosopher Aristotle still apply today. Means
Ethos (Credibility)
Persuasion on the basis of knowledge, experience, respect, and authority
Methods
Demonstrate your knowledge of a topic Articulate how your past experiences apply Speak confidently of references Voice your commitment Use bottom-up inductive reasoning to build up an argument Apply top-down deductive reasoning to support a hypothesis Maintain a structured hierarchy (the pyramid principle) Find common ground with your audience Understand their motivations Tell a story with your presentation Demonstrate empathy, optimism, & passion
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Logos (Logical)
Persuasion through logical reasoning
Pathos (Emotional)
Persuasion through the appeal of self identity, self interests, and emotional attachment
How Can You Persuade Your Audience?
Your desired message will ultimately collapse if you lack any leg of the stool.
Persuasive Message
Logic Credibility Emotion
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How Do You Get Your Message Across?
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How Do You Get Your Message Across?
Learning and communication theory tells us the following things: 1. Tailor your message to the audience at hand 2. Provide a meaningful transfer of ideas and knowledge 3. Appeal to both sides of the brain 4. Minimize the noise in your message 5. Limit Cognitive Overloadin other words, less is more 6. Reinforce your message 7. Use visual cues 8. Tell them a story
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How Do You Get Your Message Across?
Tailor your approach to the audience at hand. Audience Stereotype Dominator
(CEO)
Audience Attributes
Confident Decisive Blunt Impatient Social Persuasive Impulsive Miss Details Sincere Deliberate Risk Averse Unassertive Thorough Methodical Cautious Critical
Recommended Approach
Respect their time Be organized and clear Present facts concisely Provide choices Be sociable Be interesting Minimize the detail Present with passion Show interest/empathy Be honest Build trust Do not threaten Provide detail Be accurate Present logically Do not surprise
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Influencer
(Sales)
Steady
(Middle Manager)
Conscientious
(Engineer)
How Do You Get Your Message Across?
Provide a meaningful learning experience for your audience.
100%
Potential Learning Outcomes
Meaningful Learning
Retention
Fragmented Learning No Learning
0 100%
Transfer (ability to use information)
Source: Multimedia Learning by Richard E. Meyer, Cambridge University Press, 2001
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How Do You Get Your Message Across?
Appeal to both sides of the brain to get a positive emotional hook.
Left Brain
Learning Opportunity Hooked
Right Brain
Emotion
Logic Facts Figures Sequence Emotional Hook
Surprise Curiosity Joy Acceptance Anticipation
Intuition Creativity Holistic Thought
Disconnected Wasted Opportunity
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How Do You Get Your Message Across?
Minimize the noise in your message.
Communication Cycle
Feedback Feedback
Source
Message Sent
Encoder
Signal Sent
Signal Received
Decoder
Message Received
Receiver
Examples of Communication Noise Physical background sound, poor lighting, excess text or graphics Semantic poor wording, grammar, terminology Physiological nervousness, illness Psychological - preconceived notions, biases, assumptions
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How Do You Get Your Message Across?
Limit your information to 3 or 4 chunks at a time, then reinforce your message.
The Memory Process
Rehearsal
Information
Sensory Memory
(unlimited)
Selective Attention
Working Memory
(limited*)
Encoding
Retrieval
Long Term Memory
(unlimited)
Lost within 15 to 30 seconds if unrehearsed Lost within 1 to 2 seconds Lost with passage of time
Lost Memory
*Short term working memory is generally limited to 7 +/- 2 pieces or 3 to 4 chunks of information
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Is Less More?
Research indicates your audience will retain more information and use it more effectively if you reduce extraneous text and information.
% Increase in Retention
79%
28%
Removing Extraneous Information
Removing All Text
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Source: Multimedia Learning by Richard E. Meyer, Cambridge University Press, 2001
Alternative Modes of Transportation for Food Distribution
Drivers on motorcycles Transporting fresh product To local markets In crates In this case, pigs Very uncomfortable pigs
Has the text on the page added to or distracted from the power of the graphic?
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Is More Less?
Is this an effective slide?
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Is More Less?
Is this an effective slide?
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How Do You Get Your Message Across?
Reinforce your message. Reinforcement Techniques: Repeat your message using the old standard:
Tell them what youre going to tell them Tell them Tell them what youve told them
Show examples Explain how it impacts your audience Require audience participation and interaction Test comprehension and meaningful transfer
Reward positive transfer Correct deficient transfer
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How Do You Get Your Message Across?
Tell them a story. Every good story (even in PowerPoint): Has solid content Is adapted to your audience Has a beginning, a middle, and an end Follows a logical sequence (narrative thread) Has a point!
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How Do You Tell Your Story?
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How Do You Tell Your Story?
Use a common framework when creating your story.
Example Storytelling Framework
1 Story Context
(Situation) Orient your audience
2 Role of the Audience 3 Point A
(Current State) Define the imbalance in where they are today
Define their role in the story
Gap (or Conflict)
Point B
(End State) Tell them where they should be.
Solution
(Close the Gap) Show them the path forward
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How Can You Apply The Storytelling Framework?
You should be able to frame your story in as few as 5 slides.
Example Story Using The Framework
Story Frame Context Audience Role Point A Point B Main Point (Header Statement)
Your company revenue is expected to double within the next 5 years You must provide the distribution capacity to meet these revenue targets The capacity among your current facilities will not meet future needs unless a significant investment is made The future logistics network will be designed to satisfy capacity requirements based upon rational investments We are going to conduct a cost vs. service tradeoff analysis to determine the optimum role, number, location, and size of facilities needed to meet future needs.
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Solution
How Do You Organize Story Content?
Follow a structured hierarchy (pyramid) to build the logic of your message. Context Role Gap Solution (Main Message) Next Steps
Key Line (5 Minutes) Support (15 Minutes)
Support (45 Minutes)
A structured hierarchy allows you to tailor the detail of your message to the length of time you have to present it.
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What Is Inductive Reasoning?
Inductive reasoning uses bottom up pyramid logic to draw inferences from the cumulative weight of the supporting evidence.
So What? Statement
You should implement X
Inductive Reasoning Why?
X meets your requirements X is the least costly solution X represents the least risk
Supporting Detail
This is referred to as the boiling the ocean approach, when done to extreme.
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What Is Deductive Reasoning?
Deductive reasoning also uses pyramid logic but requires an ordered chain of ideas that lead to an inevitable conclusion.
So What? Statement or Hypothesis
To reduce your distribution costs, you should redesign your facilities
Deductive Reasoning
Chain of logic
Your distribution costs are higher than your competition Your competitors have reduced costs by redesigning their facilities Therefore, you should consider redesigning our facilities
Conclusion
Supporting Detail
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How Do You Put Your Story Together?
Presentation development is a multi-step process with the sole aim of successfully communicating your message to your audience.
Understand objectives Gather content Summarize messages
Define who you are presenting to and why Conduct interviews, research, and analysis Filter content into the key messages Use a structure approach to develop a narrative story Map story line and supporting information to slides Add charts and graphics to emphasize your message Practice and edit to clarify your message Prepare room, anchor nervousness, present message
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Presentation Development Process
Build story line Design story board Overlay graphics Rehearse and edit Perform live
Presentation Formatting
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Presentation Formatting
The cover defines the topic, the audience, and the date.
Title Page
Main Title of Presentation. Center over sub-title information below. Or, center presentation title on page when client logo is not used. Client logo in upper left corner or overlaying Company graphic below
Company or Client Graphic
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Presentation Formatting
Agenda
The Agenda follows the title page to introduce the sections within the presentation. As an example
The Agenda page may also be used as divider page throughout your document by highlighting the section to be covered next.
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Page Title
Presentation Formatting
Page Structure
Generally, each slide consists of a page title, a header statement, the slide body, and an optional tombstone statement. Header The header statement must convey your main message. Statement The body of the page is used to support the main message.
The message should be conveyed in a logical sequence Bulleted text is one way of organizing supporting material
Sub-bullets are used to further explain a topic Avoid the use of:
A single sub-bullet only Too many bullets on a pagelike this, and Very small text like this
Charts and graphics on the page must also support your main message
Slide Body
Do not provide information on a slide that disputes or detracts from the main message. The tombstone is an optional device that:
Summarizes your point Provides a point of emphasis, and/or Creates a transition to the next page As rule of thumb, your audience should be able to understand your entire presentation by reading the header statement on each page.
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Tombstone
Presentation Formatting
Page Layout Consistency
Maintain page layout consistency by applying the slide master template to each page.
Slide Master View
Header statement Text body with font and bullet formatting
Page Number
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Presentation Formatting
Changing Page Layout
Slide Layout Options
A slide layout may be changed through the format slide layout menu of options.
Title Slide Master Title & 2 Columns Header Only Header & Text
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Using Charts & Graphics
Typical Attention Span Curve
100%
% of You Paying Attention
0% Start of Presentation
Source: Numerous Scientific Studies
Where We Are
End of Presentation
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Using Charts & Graphics
Graphics should only be used to support your message. Use simple and concise graphics Ensure your message is immediately evident Do not use a graph unless it supports your point Encourage eye movement through graphic elements (e.g. chevrons) Place a title on your chart Identify the source of your information Avoid content free clip-art No eye charts!
General Rules
Needless Clip Art
Source: Bad PowerPoint Presentation
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Using Charts & Graphics
Acceptable Clip Art
Clip art can be effective if used to visualize your message.
Inbound
Scan
Outbound
Original artwork can be created by ungrouping, combining and altering existing PowerPoint clip-art to graphically convey a message
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Using Charts & Graphics
Style Consistency
Use a consistent color scheme and text style for graphic elements and tables throughout your document.
Examples
Layout type and graphics Print hardcopy and rehearse Task
1. No. 1 Task 2. No. 2 Task 3. No. 3 Task
Benefit
No. 1 Benefits No. 2 Benefits No. 3 Benefits
Perform live
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Using Charts & Graphics
Kinds of Comparison
COMPONENT
Relative Comparison
Graphing Data
Most data sets lend themselves to five basic modes of comparison.
ITEM
Ranking Importance
TIME SERIES
Variation Over Time
FREQUENCY
Histogram
CO-RELATION
Correlation of Data
PIE
BAR
COLUMN
Basic Chart Forms
STEP LINE/ CURVE SURFACE
SCATTER 44
Using Charts & Graphics
Use pie charts to compare relative magnitudes. Place labels on the outside the pie Begin at 12 oclock and go clockwise Use contrasting values Limit the number of wedges (ideally, no more than 4 or 5) Do not use more than one pie chart on the same page unless their areas measure with the same scale
Pie Charts
Percent Share of the 2006 Widget Market
Competitor A 13%
Competitor B 28%
XYZ Corp 59%
Source: Company Analysis
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Using Charts & Graphics
Use bar charts to compare absolute magnitudes. Use bar charts instead of line graphs when time intervals are irregular or irrelevant Bar charts are easier to read because labels are horizontal Order elements either by logical sequence or by size Label the value (y) axis with the unit of measurement
Bar Charts
2006 XYZ Corp Widget Sales by Region
West $20MM $48MM
East
Midwest
$15MM
Mountain
$10MM
South
$MM 0
$5MM
10
20
30
40
50
Sales
Source: Company Analysis
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Using Charts & Graphics
Column Charts
Use column charts to emphasize levels or magnitudes over time. Column charts are best used when few time periods will be plotted Column charts are most effective for small groupings Column charts are more space efficient due to their vertical format 2006 XYZ Corp Revenues
$40 $30 Revenue $20 ($MM) $10 $0 2004 2005
Year
Source: Company Analysis
2006
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Using Graphics & Charts
Stacked Columns
Use stacked column charts to depict the contribution of multiple values over time.
300
Year Over Year Inventory Level ($MM)
275 20 Other Europe
250 80 200 165 Inventory Level ($MM) 150 20 125 15 100 45 50 65 0 FY04 FY05 Year FY06
Source: Company Analysis
45 175 100 U.S.
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Using Graphics & Charts
Waterfall Charts
Use waterfall charts to depict the build up of a total value. Supply Chain Cost per Unit - XYZ Corp.
By Cost Element
4.23 2.12 2.11 Dollars Per Unit 1.79 0.6 1.19
Direct Labor Salaries Indirect Labor
0.58
0.82
Freight
10.75
Other OH & Other Plant Expenses Investment and Other Fixed Charges
0.29 Mfg. License 0.29 Engineering
3.33 1.39 1.94
Direct Plant
Materials
Non-Direct Salaries & Wages
Other Overhead & Plant Expenses
Design
Delivery
Total
Source: Company analysis
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Using Charts & Graphics
Line or Surface Charts
Use line graphs and surface charts to show variation and trend over time. Line graphs can contain one trend line or multiple lines Multiple lines are either comparative or cumulative
Consumer Spending ($ Billons)
100 Consumer Goods Consumer Services 80 100 80
Gross National Product ($ Billions)
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60 Consumer Goods
Defense
40 20 0
Jan Feb March April May June July Aug Sept Nov Dec
40 Food 20 Consumer Services 0
Jan Feb March April May June July Aug Sept Nov Dec
Source: Government Report
Source: Government Report
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Using Charts & Graphics
Scatter Diagrams
Use scatter diagrams to show data correlations and highlight significant patterns. Scatter charts depict the shape of the data When creating these charts, use an arrow or shading over the area of interest to highlight the expected direction or pattern Units/Line Productivity
60 50 Lines Per Hour 40 30 20 10 1 1 5 10 20 25 30 35 Average Units Per Line
Source: Company Analysis
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Using Charts & Graphics
Process Flow Charts
Use process flow charts to explain activity sequence and dependencies. Distribution Network Analysis Process
Collected Data Collect Historical Data Adjust Historical Data Project to Future Period Historical Baseline Model Future Baseline Model Future Scenario Models
Assumptions Missing Data Abnormal Events
Future Business Plans
Modeling Assumptions
Comparative & Sensitivity Analysis
Alternative Definitions Qualitative Evaluation
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Using Charts and Graphics
Graph Placement
If a page requires graphics and bulleted text, split the page based on the graphics orientation. If the graphic is vertical, round or square, place the bulleted text to the side of the graphic.
If the graphic is used to help illustrate a point within the text, place the graphic to the right of the text If the text is used to explain the graphic, place the graphic to the left
If the graphic is horizontal, place the bulleted text above or below the graphic.
If the graphic is used to help illustrate a point within the text, place the graphic below the text If the text is used to explain the graphic, place the graphic above the text
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PowerPoint Rules of Thumb
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PowerPoint Rules of Thumb
Use readable fonts (e.g. Tahoma) and color to draw attention. Serif fonts are difficult to read on screenthis is Times font Italics are difficult to read on screen...this is also Times font Sanserif fonts are clearerthis is Tahoma font Normal or bold fonts are clearer Underlines may signify hyperlinks Instead, use colors to emphasize
Fonts
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PowerPoint Rules of Thumb
Use a text size large enough for the audience to read.
This is Tahoma 10
Text Size
This is Tahoma 14
This is Tahoma 18
This is Tahoma 24
This is Tahoma 32
This is Tahoma 44
This is Tahoma 60
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PowerPoint Rules of Thumb
Make It Clear.
Capitalization
ALL CAPITAL LETTERS ARE DIFFICULT TO READ Title Case Is Better But It Can Also Be Difficult to Read Sentence case is the easiest to read
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PowerPoint Rules of Thumb
Number Sequence
Use numbers for lists with sequence, priority, or reference. For example: How do you put an elephant into a fridge? 1. 2. 3. Open the door of the fridge Put the elephant in Close the door
Todays Priorities: 1. Find a new home for the elephant 2. Take the elephant out of the fridge 3. Take the elephant to its new home 4. Get a new fridge
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PowerPoint Rules of Thumb
Save the detail for the supporting report or appendix.
Text Detail
The Primary Objective for the Warehouse Consolidation track will be to aggressively attack warehouse consolidation opportunities in order to recognizes financial or strategic benefits for the enterprise and as such, the following objectives should be viewed with that approach in mind. Project objectives are as follows: 1. Warehouse Consolidation: Object will be to consolidate existing 3rd party warehouses within targeted market areas utilizing (a) existing warehouses or (b) vacant warehouses/facilities. The project goal will be to develop and implement a warehouse consolidation strategy, when possible (Note: Not all market areas analyzed will result in consolidations due to customer requirements, long term lease commitments, systems integration issues, cost benefits, timing of RDC rollout, etc.), that will substantially reduce the total number of network warehouses. Available project time and resources will be skewed toward this objective.
Regardless of whether the consolidation analysis results in actual warehouse consolidation, data gathered will be later utilized by the RDC track and will accelerate the speed of final market consolidation. Each GMA targeted by the Warehouse Consolidation track has approximated 5-15 facilities and the speed, which facilities within these markets can be appropriately analyzed, visited and consolidated cannot be accurately determinable at this time. Therefore, the Warehouse Consolidation team will focus efforts to rapidly complete 1 GMA review as a pilot study to fine tune approach as well as time/cost/benefits estimates. Number of facilities closed as well as benefits achieved will be calculated throughout the project life cycle.
2.
Collect Data for RDC Track: Scope will include all off-site warehouses located in markets targeted for RDC warehouse consolidation with information requirements including the following:
Lease terms and conditions (rates, duration, etc.) Through-put Services provided including unique customer requirements Current inventory analysis (turns, obsolescence etc.) Data collection efforts will be targeted at the first 2 regions selected for warehouse consolidation.
Too Detailed!
3.
Governance: Develop and implement a detailed governance document relative to warehouse operations including but not limited to the following:
Opening/closing warehouses Allocations of warehouse cost between sectors for shared warehouses Inventory visibility Inventory accuracy (includes reconciliation process between 3PLs and business units) 3PL invoicing for services
4.
Procedures & Processes: Develop and document detailed understanding of procedures and processes related to:
5.
Warehouse Database: Develop a detailed warehouse database that represents the definitive source of key warehouse data for the enterprise including but not limited to warehouse name, location, key contacts, through-put, KPIs, lease terms and conditions etc..
PowerPoint Rules of Thumb
Round numbers unless the detail is absolutely required.
Number Detail
Atlanta January February March April May June July August September October November December 11,532,234 1,078,456 17,234,778 16,098,897 8,036,897
London 14,123,654 12,345,567 6,567,123 10,870,954 10,345,394 678,095
Tokyo 3,034,564 16,128,234 16,034,786 7,940,096 14,856,456 4,123,656 18,885,786 17,230,095 9,950,498 5,596,096 6,678,125 3,045,654
(MM) January February March April May June July August September October November December
Atlanta 11.5 1.1 17.2 16.1 8.0
London 14.1 12.3 6.6 10.9 10.3 0.7
Tokyo 3.0 16.1 16.0 7.9 14.9 4.1 18.9 17.2 10.0 5.6 6.7 3.0
Too Detailed!
16,184,345 8,890,345 8,674,234 4,032,045 2,608,096 5,864,034 12,234,123 15,347,934 18,107,110 18,923,239 9,945,890 478,023 9,532,111
Much Simpler!
16.2 8.9 8.7 4.0 2.6 5.9 12.2 15.3 18.1 18.9 9.9 0.5 9.5
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PowerPoint Rules of Thumb
Use contrasting colors.
Colors
No
No
No
No
Yes
Yes
Yes
Yes
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PowerPoint Rules of Thumb
Use differences to attract not distract.
Drawing Attention
Distracting
Attracting
Differences draw attention Differences may imply importance Use surprises to attract not distract Differences draw attention Differences may imply importance Use surprises to attract not distract Differences draw attention Differences may imply importance Use surprises to attract not distract
Differences draw attention Differences may imply importance oUse surprises to attract not distract Differences draw attention Differences may imply importance Use surprises to attract not distract Differences draw attention Differences may imply importance Use surprises to attract not distract
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PowerPoint Rules of Thumb
Transitions
Minimize animated transition effects that detract from your message.
This transition is annoying, not enhancing
"Appear" and "Disappear" are more subtle
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Summary
Here a few key takeaways from todays discussion:
Topic PowerPoint Development Purpose Messaging
Dont wait until its too late Inform AND persuade (credibility, logic, and emotion) Tailor to audience Minimize noise (less is more!) Reinforce your point with visual cues, examples, participation, etc. Seek emotional hook Think of your presentation as a story with a beginning, middle, and end Follow a logical sequence with a narrative thread Apply the pyramid principle to support your main points Be consistent from page to page Make your point in the header statement of each slide Use to support rather than distract from your main point Use sentence case with large font and minimal text per page Use highly contrasting colors (e.g. black on white) Use subtle and minimal animated transitions
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Key Takeaway
Use as a means of communicating your message
Storytelling Presentation Formatting Charts and Graph Rules of Thumb
How Are Your Presentation Development Skills Now?
Before Training! After Training!
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Questions?
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