Скачать презентацию Effective Presentations Using Microsoft Power Point Lawrie Robertson Скачать презентацию Effective Presentations Using Microsoft Power Point Lawrie Robertson

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Effective Presentations Using Microsoft Power. Point Lawrie Robertson Fred Hutchinson Cancer Research Center lroberts@fhcrc. Effective Presentations Using Microsoft Power. Point Lawrie Robertson Fred Hutchinson Cancer Research Center [email protected] org - 206 -667 -4266 Effective Presentations Using Power. Point

Presentation Components Planning and Visuals Analysis Effective Presentation Content Message Supporting Points Practice & Presentation Components Planning and Visuals Analysis Effective Presentation Content Message Supporting Points Practice & Do It! Effective Presentations Using Power. Point 13

Presentation Components Planning and Analysis Effective Presentations Using Power. Point 14 Presentation Components Planning and Analysis Effective Presentations Using Power. Point 14

Planning Your Presentation Brain it! Group it! Trim it! Spice it! Do it! Effective Planning Your Presentation Brain it! Group it! Trim it! Spice it! Do it! Effective Presentations Using Power. Point 15

SPAM Model • Situation • Purpose • Audience • Method Effective Presentations Using Power. SPAM Model • Situation • Purpose • Audience • Method Effective Presentations Using Power. Point 16

Situation P Status Assessment A M • • • Reason for presentation – core Situation P Status Assessment A M • • • Reason for presentation – core message Circumstances, history Need, relevance Knowledge of topic New research required Time, place, logistics Effective Presentations Using Power. Point 17

Situation P A M Content Determine and clarify: • Roadblocks/hostility to your message • Situation P A M Content Determine and clarify: • Roadblocks/hostility to your message • Best approach • Most persuasive content – What facts will persuade? – What elements make message credible? • Research and lead time required Effective Presentations Using Power. Point 18

Situation P A M Content Identify: • Key messages to retain • Best strategy Situation P A M Content Identify: • Key messages to retain • Best strategy to convey core message • Content to respond to 3 questions: – What’s up? – So what? – Now what? • Handouts and supporting visuals Effective Presentations Using Power. Point 19

Situation P A Logistics M Determine: • Overall agenda and purpose • How much Situation P A Logistics M Determine: • Overall agenda and purpose • How much time you have • Time needed to achieve content goals • Location where you are presenting • Who else needs to be coordinated with Effective Presentations Using Power. Point 20

Situation P A M Logistics Anticipate: • Challenges presented by room • Equipment required Situation P A M Logistics Anticipate: • Challenges presented by room • Equipment required and who provides it • Who can help you with setup problems • Contingencies I need to prepare for • Items required for pre-event checklist Effective Presentations Using Power. Point 21

S Purpose A M Message Clarify: • What is your core message, vision? • S Purpose A M Message Clarify: • What is your core message, vision? • What are your outcome objectives? • Why is this topic important to you? • Why should it be to the audience? • What key facts, ideas, benefits support this vision? Effective Presentations Using Power. Point 22

S Purpose A M Message Determine: • What examples and visuals best illustrate message? S Purpose A M Message Determine: • What examples and visuals best illustrate message? • What actions do you want taken? • What follow-up is required? – By you? – By participants? Effective Presentations Using Power. Point 23

S P Audience M Analysis • Who is your audience? – Demographics – Common S P Audience M Analysis • Who is your audience? – Demographics – Common interests – Outlook • • What they know, don’t know about topic What do they need to know? What are their expectations, needs? What is influencing expectations? Effective Presentations Using Power. Point 24

S P Audience Analysis M Determine and clarify: • Information you want to provide S P Audience Analysis M Determine and clarify: • Information you want to provide • Appropriate level of detail • Barriers, attitudes, expectations are held about the topic or situation • Your credibility with this audience • Your goals for group • Common ground among group Effective Presentations Using Power. Point 25

S P Audience Managing Members M Considerations • Manage to your strengths • Do S P Audience Managing Members M Considerations • Manage to your strengths • Do it your way, no prescriptions • Use of: – Movement – Gestures – Voice – Eye contact – Changing the rhythm Effective Presentations Using Power. Point 26

S P Audience Managing Members M Considerations • Techniques to deal with hostile audience S P Audience Managing Members M Considerations • Techniques to deal with hostile audience members • Content they will need to meet my objectives • Content they are seeking • Methods to open their thinking to new options/possibilities Effective Presentations Using Power. Point 27

S P A Method Design Use analysis to design a presentation that: • Responds S P A Method Design Use analysis to design a presentation that: • Responds to participants’ interests • Focuses on a core message supported by 3 -5 major points • Flows logically • Offers visuals that clarify content, promote retention, attend to non-verbal elements • Provides time for discussion, questions Effective Presentations Using Power. Point 28

S P Content A Method Refine content to support the message • Opening – S P Content A Method Refine content to support the message • Opening – Grab attention – Offer a reason to listen – Provide a road map to session • Body – 3 -5 major supporting points, facts, information – Visuals to support message • Closing – Summary, objectives, benefits, motivation to act Effective Presentations Using Power. Point 29

S P A Method Evaluation and Feedback To design your evaluation: • Review past S P A Method Evaluation and Feedback To design your evaluation: • Review past evaluations • Identify evaluation tools to support content • Address need for mid-point checks and corrections to support audience goals Effective Presentations Using Power. Point 30

S P A Method Evaluation and Feedback Plan evaluation methods to: • Seek formal S P A Method Evaluation and Feedback Plan evaluation methods to: • Seek formal feedback from participants during breaks – am I meeting your needs? • Determine post session evaluation – Questionnaire for feedback and ideas for next time – My reaction – what worked? Do differently? Effective Presentations Using Power. Point 31

Small Group Exercise Describe how you might apply the “SPAM” model to plan a Small Group Exercise Describe how you might apply the “SPAM” model to plan a presentation at an upcoming Faculty Meeting to outline a new grant reporting requirement Effective Presentations Using Power. Point 32

Presentation Components Planning and Analysis Content Message Supporting Points Effective Presentations Using Power. Point Presentation Components Planning and Analysis Content Message Supporting Points Effective Presentations Using Power. Point 33

Impact • 3 presentations – One you wanted to give – One you thought Impact • 3 presentations – One you wanted to give – One you thought you gave – One you actually gave • Impact = enthusiasm + preparation – Being natural, lively, appropriate – Delivery consistent with message – Supporting facts, statistics, illustrations, logic – Effective visuals to clarify, change pace Effective Presentations Using Power. Point 34

Building Audience Interest • Adults learn best interactively • 3 information processing methods – Building Audience Interest • Adults learn best interactively • 3 information processing methods – Visually – Audibly – Intuitively • Cultural context affects listening Effective Presentations Using Power. Point 35

Building Audience Interest • Audiences need to link content to – Personal experience, circumstances Building Audience Interest • Audiences need to link content to – Personal experience, circumstances – Concepts/principles rather than war stories • Information applied to practice will be retained – hearing, seeing, doing Effective Presentations Using Power. Point 36

How Adults Process Information Effective Presentations Using Power. Point 37 How Adults Process Information Effective Presentations Using Power. Point 37

How Adults Process Information Effective Presentations Using Power. Point 38 How Adults Process Information Effective Presentations Using Power. Point 38

How Adults Process Information Effective Presentations Using Power. Point 39 How Adults Process Information Effective Presentations Using Power. Point 39

Audience – What They Really Want! Effective Presentations Using Power. Point 40 Audience – What They Really Want! Effective Presentations Using Power. Point 40

Building Audience Interest • Be Yourself – Avoid formula approach – Know and maximize Building Audience Interest • Be Yourself – Avoid formula approach – Know and maximize strengths – Use what works for you – Attend to nervous habits – Learn from every experience – Seek feedback from people you trust • Rehearse, rehearse Effective Presentations Using Power. Point 41

Building Audience Interest Establish rapport and buy in • Organize presentation material logically • Building Audience Interest Establish rapport and buy in • Organize presentation material logically • Offer information they can apply • Focus on principles with illustrations • Recognize their experience as valuable • Adapt concepts to audience’s experience • Engage the audience – discussion, role playing, simulations, small group processes Effective Presentations Using Power. Point 42

Building Audience Interest Supporting actions • Posture and body awareness • Eye contact • Building Audience Interest Supporting actions • Posture and body awareness • Eye contact • Hands and Gestures - animation • Movement • Voice and clarity – pausing/breathing • Change of pace • No reading, no apologies Effective Presentations Using Power. Point 43

Building Audience Interest Audience interest is influenced by • Speaker’s – Dress – Attitude Building Audience Interest Audience interest is influenced by • Speaker’s – Dress – Attitude – Mannerisms and nervous habits – Tone – Confidence • Content and delivery • Information’s value justifies time investment Effective Presentations Using Power. Point 44

Building Audience Interest Audience interest is supported by: • Providing clear benefits • Keeping Building Audience Interest Audience interest is supported by: • Providing clear benefits • Keeping audience’s needs as primary • Covering the material promised • Staying within the schedule • Offering time for discussion, questions Effective Presentations Using Power. Point 45

Building Audience Interest • • • Visualize a standing ovation Stand at 45 degrees Building Audience Interest • • • Visualize a standing ovation Stand at 45 degrees to screen Stand with screen to your left Limit pointer to critical uses only Break pattern with asking audience questions • Remember – audience wants you to succeed! Effective Presentations Using Power. Point 46

Break Discussion Think of a presentation that was out of touch with its audience. Break Discussion Think of a presentation that was out of touch with its audience. – What did the presenter do or fail to do? – What would you now do if it were you presenting on the topic? Effective Presentations Using Power. Point 47

Presentation Components Planning and Analysis Visuals Content Message Supporting Points Effective Presentations Using Power. Presentation Components Planning and Analysis Visuals Content Message Supporting Points Effective Presentations Using Power. Point 48

Visual Aids Last step – add visuals Effective Presentations Using Power. Point 49 Visual Aids Last step – add visuals Effective Presentations Using Power. Point 49

Visual Aids Effectively designed visuals • Use graphics to support text, not overwhelm it Visual Aids Effectively designed visuals • Use graphics to support text, not overwhelm it • Clarify and support content • Offer a single message • Order information logically • View easily from distance • Provide consistently formatted slides • Offer comfortable and consistent transitions Effective Presentations Using Power. Point 50

Impact of Visuals Retain Produce Communicate Effective Presentations Using Power. Point Efficient 51 Impact of Visuals Retain Produce Communicate Effective Presentations Using Power. Point Efficient 51

Visual Aids - Tips For impact with Power. Point: • Keep content simple - Visual Aids - Tips For impact with Power. Point: • Keep content simple - headlines • Work off the slides • Use a non-distracting template and appealing colors when projected • Use “View-Master Slide – Set title and bullet font and font sizes – Set default slide transitions & bullet animation – Place header and footer information Effective Presentations Using Power. Point 52

Visual Aids - Tips For audience visibility: • 2 plain fonts – Times New Visual Aids - Tips For audience visibility: • 2 plain fonts – Times New Roman for titles – Arial/Helvetica for bullets • Font sizes: – Focus on readability (20 – 44 points) –Titles (36 -44 points) – Bullets (20 -32 points) Effective Presentations Using Power. Point 53

Visual Aids - Tips For word slides: • 6 – 6 Rule – 6 Visual Aids - Tips For word slides: • 6 – 6 Rule – 6 lines per page – 6 words per bullet – No more than 6 word slides in a row without a chart or graphic Effective Presentations Using Power. Point 54

Example of Bullet Slide Selecting Hiring Panel • Uneven number • Balance – Gender Example of Bullet Slide Selecting Hiring Panel • Uneven number • Balance – Gender – Age – Race/Ethnicity – Experience • Different perspectives on job Effective Presentations Using Power. Point 55

Visual Aids - Tips Slide appearance • Assume 3 minutes per slide • Avoid Visual Aids - Tips Slide appearance • Assume 3 minutes per slide • Avoid USE OF ALL CAPS • Use landscape orientation, ample margins • Graphics should clarify, not confuse • Contrasting colors work best • Test colors and graphics with projector Effective Presentations Using Power. Point 56

What Colors Convey Effective Presentations Using Power. Point 57 What Colors Convey Effective Presentations Using Power. Point 57

Example of Graphic Build Slide Priority Setting Establish Budgets and Phase Projects Business Plan Example of Graphic Build Slide Priority Setting Establish Budgets and Phase Projects Business Plan Priority Set Review & Establish Business Practice Build Budget Next FY Budget Design & Review Pilot & Review Production Time Effective Presentations Using Power. Point 58

Template Considerations Characteristics of effective templates: – Support not distract from message – Simple Template Considerations Characteristics of effective templates: – Support not distract from message – Simple rather than busy – Offer room and flexibility for content – Simplify your work, easy to use – Appropriate to presentation type – Pleasant to look at throughout – Well coordinated with other presenter’s content and formatting Effective Presentations Using Power. Point 59

Template Considerations • Start with the Master Slide formatting • For large groups – Template Considerations • Start with the Master Slide formatting • For large groups – Mauve background with black letters – Better than classic yellow on blue Effective Presentations Using Power. Point 60

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Converting Hand Times • For track events - convert times to next higher 1/10 Converting Hand Times • For track events - convert times to next higher 1/10 th of a second – – Time on watch = Reported time is 10. 43 10. 50 10. 5 • For races not fully on the track, convert times to next highest second, e. g. marathon: – Time on watch = – Reported time is 3: 29: 45. 12 3: 29: 46 Effective Presentations Using Power. Point 63

Presentation Components Planning and Visuals Analysis Content Message Supporting Points Practice & Do It! Presentation Components Planning and Visuals Analysis Content Message Supporting Points Practice & Do It! Effective Presentations Using Power. Point 64

Managing Your Time • • Slide to time ratio = 3 minutes each Check Managing Your Time • • Slide to time ratio = 3 minutes each Check points (agenda and clock) Coordinate with other presenters Rehearse for “time sense” Determine timing of questions Leave time for questions/discussion When less time is available… Effective Presentations Using Power. Point 65

Handouts and Speaker’s Notes Effective Presentations Using Power. Point 66 Handouts and Speaker’s Notes Effective Presentations Using Power. Point 66

Handouts • • • Notes sheet during, slide handouts after Assume 25% more than Handouts • • • Notes sheet during, slide handouts after Assume 25% more than size of group Place in front of room Distribute at one time Options: – Put on CD – Post on web site – Use “Handouts Master” – Transfer to MS Word Effective Presentations Using Power. Point 67

Handouts • Options: – Use “Handouts Master” – Put on CD – Post on Handouts • Options: – Use “Handouts Master” – Put on CD – Post on web site – Transfer to MS Word • Word – Advantage = formatting options – Disadvantage = file size Effective Presentations Using Power. Point 68

Handouts • Options for Handouts in Power. Point – 9 slides per page only Handouts • Options for Handouts in Power. Point – 9 slides per page only for speaker – 6 slides same as 3 with notes – Complex content = 2 per page – For dark graphics print “pure black and white” rather than “grayscale” – Consider bright white paper Effective Presentations Using Power. Point 69

9 Per Page 6 Per Page Effective Presentations Using Power. Point 70 9 Per Page 6 Per Page Effective Presentations Using Power. Point 70

3 Per Page 2 Per Page Effective Presentations Using Power. Point 71 3 Per Page 2 Per Page Effective Presentations Using Power. Point 71

Speaker Notes • Options – personal choice – Speaker notes in Power. Point – Speaker Notes • Options – personal choice – Speaker notes in Power. Point – Word notes – Note cards – Bullet slides • Ideas – Notebook with colored paper – 2 slides per page for unfamiliar – 6 -9 per page for familiar – Problem: reading/seeing what’s next Effective Presentations Using Power. Point 72

Common Mistakes Effective Presentations Using Power. Point 73 Common Mistakes Effective Presentations Using Power. Point 73

What are the most irritating mistakes or distractions you have noticed in recent Power. What are the most irritating mistakes or distractions you have noticed in recent Power. Point presentations? Effective Presentations Using Power. Point 74

Common Mistakes Lack of planning • Rushed job, last minute • Wrong message for Common Mistakes Lack of planning • Rushed job, last minute • Wrong message for this audience • Unresponsive to audience • Lack of logic to points • Poor or missing handouts • Audience reading handouts, not watching Effective Presentations Using Power. Point 75

Common Mistakes Lack of planning • Poor proofing/editing • Too many slides/content for allotted Common Mistakes Lack of planning • Poor proofing/editing • Too many slides/content for allotted time • No flow between points • No contingency plan • No evaluation • Failure to follow-up Effective Presentations Using Power. Point 76

Common Mistakes Poor slides • Cluttered content • Distracting template or colors • Too Common Mistakes Poor slides • Cluttered content • Distracting template or colors • Too many fonts or too small to read • Endless word slides without break • Confusing content or graphics • Inconsistent or overactive transitions Effective Presentations Using Power. Point 77

Common Mistakes Poor slides • Not enough “white space” • Use of HARD TO Common Mistakes Poor slides • Not enough “white space” • Use of HARD TO READ OF ALL CAPS • Too many words per line • Implying priority by using numbers • Too many whistles, bells, movement – overuse of features Effective Presentations Using Power. Point 78

Common Mistakes Bad delivery habits • Um, uh, and, like • Distracting actions – Common Mistakes Bad delivery habits • Um, uh, and, like • Distracting actions – coins, pointer • Inappropriate clothing • Turning back to audience • Blocking the screen • Reading the slides • Reading presentation Effective Presentations Using Power. Point 79

Common Mistakes Bad delivery habits • Lack of movement • No pausing • Hiding Common Mistakes Bad delivery habits • Lack of movement • No pausing • Hiding behind the podium • Not managing audience • Running over schedule • No time for questions • Not answering questions asked Effective Presentations Using Power. Point 80

Power. Point Tips and Tricks Effective Presentations Using Power. Point 81 Power. Point Tips and Tricks Effective Presentations Using Power. Point 81

Presentation Tips and Tricks • Rehearse with someone unfamiliar with topic • Develop a Presentation Tips and Tricks • Rehearse with someone unfamiliar with topic • Develop a checklist • Arrive 30 minutes early to – Check room – Layout – Equipment • Meet with venue staff – have phone # Effective Presentations Using Power. Point 82

Presentation Tips and Tricks • Have spare batteries, flashlight and 6 foot power cord Presentation Tips and Tricks • Have spare batteries, flashlight and 6 foot power cord • Bring your own computer and wireless mouse • Put handouts in back of room • Place handouts on a website Effective Presentations Using Power. Point 83

Presentation Tips and Tricks • • • Walk your audience (Donohue style) Use a Presentation Tips and Tricks • • • Walk your audience (Donohue style) Use a wireless mouse–fingers off buttons Use pointers, lasers sparingly Use slide printouts for notes Use two-sided notes with alternating pages in a different color • Think about props or the unexpected Effective Presentations Using Power. Point 84

Power. Point Tips and Tricks Use “View – Master” • Slide Master – Established Power. Point Tips and Tricks Use “View – Master” • Slide Master – Established defaults before creating slides – Use “appear” in builds with dimming – 2 nd level builds • Handouts Master – Slide Master View Handouts for footers and titles – Number slides for handouts, not screen Effective Presentations Using Power. Point 85

Power. Point Tips and Tricks • Pictures – Crop to adjust or improve – Power. Point Tips and Tricks • Pictures – Crop to adjust or improve – JPG rather than BMP for smaller files – Layered fills • Graphics – Use View Guides to align graphics – Drag and drop charts from Excel Effective Presentations Using Power. Point 86

Power. Point Tips and Tricks Format and transitions: • Use features sparingly, only to Power. Point Tips and Tricks Format and transitions: • Use features sparingly, only to enhance impact of message – Cut through black for slide transitions – 2 animation schemes, avoid random – Sounds and video – sparingly for effect • Group/Ungroup • Align • Back to Front for layering Effective Presentations Using Power. Point 87

Power. Point Tips and Tricks Preparation Logistics: • Pack’n go for transfer to floppies Power. Point Tips and Tricks Preparation Logistics: • Pack’n go for transfer to floppies • Drag presentation to be icon on window • Use Slide Show-Set Up Show command to run show automatically • Blank slide at front and back • Hide feature to turn off, but retain, slides Effective Presentations Using Power. Point 88

Power. Point Tips and Tricks When presenting • Commands: – Use FN-F 8 – Power. Point Tips and Tricks When presenting • Commands: – Use FN-F 8 – laptop monitor and screen – “B” key to blacken screen, “W” key = white Effective Presentations Using Power. Point 89

Examples of Slides What do you think? Effective Presentations Using Power. Point Examples of Slides What do you think? Effective Presentations Using Power. Point

Effective Presentations Using Power. Point 91 Effective Presentations Using Power. Point 91

Effective Presentations Using Power. Point 92 Effective Presentations Using Power. Point 92

Recent Actions ü Faculty interviews ü Blocking & Stacking decisions ü PHS Faculty and Recent Actions ü Faculty interviews ü Blocking & Stacking decisions ü PHS Faculty and All-Staff briefings ü Executive Committee decisions on schematic design ü Floor group meetings Effective Presentations Using Power. Point 93

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Converting Hand Times • For track events - convert times to next higher 1/10 Converting Hand Times • For track events - convert times to next higher 1/10 th of a second – – Time on watch = Reported time is 10. 43 10. 50 10. 5 • For races not fully on the track, convert times to next highest second, e. g. marathon: – Time on watch = – Reported time is 3: 29: 45. 12 3: 29: 46 Effective Presentations Using Power. Point 95

a sample probelems • Bullet one – Bullet two • Bullet three – Bullet a sample probelems • Bullet one – Bullet two • Bullet three – Bullet four • • Bullet FIVE Bullet Six Shot Of My“ BACKYARD” Effective Presentations Using Power. Point 96

The Change Process Unfreezing Occurs PRESENT STATE Refreezing Occurs TRANSITION STATE Effective Presentations Using The Change Process Unfreezing Occurs PRESENT STATE Refreezing Occurs TRANSITION STATE Effective Presentations Using Power. Point DESIRED STATE 97

Effective Presentations Using Power. Point 98 Effective Presentations Using Power. Point 98

Organization of Meet Personnel Meet Director Jury of Appeals Track Referee Field Referee Race Organization of Meet Personnel Meet Director Jury of Appeals Track Referee Field Referee Race Walk Referee Starter Chief Clerk Chief Finish Judge Chief Umpire Chief Field Judge Effective Presentations Using Power. Point 99

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Effective Presentations Using Power. Point 101 Effective Presentations Using Power. Point 101

Putting Concepts to Practice A Group Process Effective Presentations Using Power. Point 102 Putting Concepts to Practice A Group Process Effective Presentations Using Power. Point 102

Review Questions Discussion Effective Presentations Using Power. Point 103 Review Questions Discussion Effective Presentations Using Power. Point 103

Session Handouts • • • Notes sheet Session slides – 6 slides per page Session Handouts • • • Notes sheet Session slides – 6 slides per page Session outline CD with files Group process Homework forms Effective Presentations Using Power. Point 104

CD Contents Effective Presentations Using Power. Point 105 CD Contents Effective Presentations Using Power. Point 105

Resources Effective Presentations Using Power. Point 106 Resources Effective Presentations Using Power. Point 106

Presentation Components Planning and Visuals Analysis Effective Presentation Content Message Supporting Points Practice & Presentation Components Planning and Visuals Analysis Effective Presentation Content Message Supporting Points Practice & Do It! Effective Presentations Using Power. Point 107

Today We Covered ü Presentation basics ü Content considerations ü Building audience attention ü Today We Covered ü Presentation basics ü Content considerations ü Building audience attention ü Managing your audience and time ü Visual aids, handouts, mistakes, tips ü Group process ü Resources, review, questions, discussion Effective Presentations Using Power. Point 108

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Just to Keep You Humble • You've carefully thought out all the angles. • Just to Keep You Humble • You've carefully thought out all the angles. • You've done it a thousand times. • It comes naturally to you. • You know what you're doing, its what you've been trained to do your whole life. • Nothing could possibly go wrong, right ? Effective Presentations Using Power. Point 110

Think Again. Effective Presentations Using Power. Point 111 Think Again. Effective Presentations Using Power. Point 111