This is my "best practices" MS PowerPoint presentation.

1. Electronic Presentations
with
Microsoft PowerPoint
Flagler College
Fall 2009

2. Outline
• Why Microsoft PowerPoint?
• Examples
• Text exercises
• Practice
• Practice
• Practice

3. Objectives
• Review the key concepts of planning and
designing presentations
• Learn how to create a well-organized
presentation with Microsoft PowerPoint

4. Objectives
• Review the fundamentals of graphs and
charts
• Learn the importance of choosing the
appropriate graph or chart for the type of
data or message to be presented

5. Key Concepts
• Define presentation graphics
• Review the advantages of presentation
graphics
• Review the principles of good
presentations
• Review the principles of design
excellence

6. Key Concepts
• Types of business graphics
• Presentation graphics
• Analytical graphics

7. Definition
• Presentation graphics are:
• the visualization of information and
ideas
• in an easily understood format
• supporting a message

8. Definition
• Electronic presentations are:
• the visualization of information and
ideas
• in an easily understood format
• supporting a message
• using computer to present the
presentation

9. Advantages
• Generates and sustains interest
• Centers attention on the topic
• Identifies the most important points
• Clarifies the spoken word
• Helps understand abstract information

10. Even More Advantages
• Gets a point across - numeric data
• Makes topics more interesting
• Assists in comprehension and retention
• Brightens up lessons, reports, documents
• Gives the appearance of being prepared,
organized, professional

11. What’s Involved
• Time
• Creative efforts
• PC’s and software
Anyone can do it – it’s not a luxury – it’s
expected

12. Principles of Good Presentations1
• Delivering presentations effectively
involves a four-step process or the 4-P’s:
1. Plan
2. Prepare
3. Practice
4. Present
Copyright 1996 © Dale Carnegie & Associates, Inc.

13. Plan - Audience
• Know your audience
• Knowledge
• Experience
• Needs
• Goals

14. Plan - Purpose
• Define the purpose of your talk based on
the outcome you seek with your audience
• Inform?
• Persuade / Sell?
• Motivate?
• Teach / Train?

15. Prepare
• Prepare an attention-getting opening
• Illustrate and support key points with
evidence and visuals
• Prepare a memorable close

16. More Preparation
• Determine the results to display
• Determine the text
• Determine the data
• Determine the timing of the presentation

17. Timing: The 8 Minute Rule1
• Time your talk!
• An audience’s ability to focus on what’s
being said --- and remember what’s being
said --- drops off at 8 minutes
Exception: For example, classroom lectures supported by electronic presentations.

18. Timing: Breaking the Tedium
• Go to Q and A after 15 minutes to touch
on details
• Use another speaker
• Show a video
• Tell a story
• Stop! Stop! Stop!

19. Timing: The 8 Second Rule
• The “Fast Start 8 Second Rule”
• Most people decide within 8 seconds if a
speaker is worth hearing or not
• Therefore, begin STRONGLY!
• Get to the point immediately -
• Share your message clearly -
• Give the audience take-away

20. Practice
• Practice your presentation before an
audience, coach, mirror, video camera
• Review your slides for
• Clarity and Relevancy
• Eye-appeal and Visibility
• Quality
• Memorability

21. More Practice
• Receive feedback and coaching for
• Strong opening and memorable close
• Clear message - key points
• Logical flow
• Timing
• Distracting mannerisms

22. Presentation - Fundamentals
• Establish a positive attitude
• “Own” your subject
• Project the value of your message

23. Presentation - First Impression
• Establish eye-contact
• Display poised body language
• Project confidence
• Be well groomed

24. Presentation - Rapport
• Be sincere
• Be yourself
• Say “we” not “you”
• Involve your audience
• Like your audience or at least pretend to
like them

25. Presentation - Attention
• Be enthusiastic
• Use vivid words
• Express yourself clearly and concisely
• Have an upbeat voice
• Have proper body language
• Remember you are the expert

26. Successful Presentations
• Repeatedly Prepare, Practice, Perform
• K-I-S-S
• Personalize your presentation
• Q and A - Interaction
• Listen to the questions
• Be flexible
• Be prepared for the unexpected

27. Successful Presentations
• Talk - use notes sparingly
• Don’t watch the slides
• Web-erize the presentation
• SlideShare or Web or YouTube or ….
• Use annotation
• Use pointers
• Use timing

28. Successful Presentations
• Have back-up presentation files
• Have alternative presentation files
• Know your location and facilities
• Leave time for set-up
• Don’t panic
----- power, bulbs, cables, crashes, handouts

29. General Principles of Design
• Plan, organize, and review
• Keep slides simple
• Spell-check
• Be consistent
• Credit sources
• Use restraint

30. General Principles of Design
• Project design and logical flow
• Remember timing
• “Own” your message
• Focus on your theme
• Use restraint

31. Principles of Design - Text
• Use only 2 or 3 typefaces
• Use upper and lower case
• Don’t use fonts too small to read
• Limit the use of decorative typefaces
• Use different sizes and styles of one
typeface not different typefaces
• Use restraint

32. Principles of Design - Layout
• Use titles and subtitles
• Use punctuation carefully
• Consider alignment and layouts
• Use borders and boxes for impact
• Use restraint

33. Principles of Design - Visual
• Don’t use busy backgrounds
• Avoid fancy borders and symbols
• Coordinate text and background colors
• Use organization’s colors and logos
• Use restraint

34. Principles of Design - Special Effects
• Effects are powerful tools
• Animation increases the impact
• Reserve movement for key points
• Justify every special effect
• Practice timing
• Use restraint

35. Special Features
• Graphics - Pictures and Clipart
• Music and Audio
• Videos
• Web publishing
• Web links
• Special effects

36. Business Graphics
• Define and represent data in a visual and
easily understood format
• Describe, explore, and summarize a set of
numbers quite effectively
• Communicate complex ideas with clarity,
precision, and efficiency
• Communicate with a powerful tool

37. Business Graphic Programs
• Presentation graphics
• Analytical graphics

38. Graphics Software
1. Presentation Graphics
• Example - Microsoft PowerPoint
2. Analytical Graphics
• Example - Microsoft Excel

39. Presentation Graphics
• Offer quality business graphics
• Prepare charts, graphs, and other visual
aids
• Include multimedia effects – audio, music,
videos
• Embrace libraries of symbols, drawings,
clip art, pictures
• Control easy, fast, professional look

40. Analytical Graphics
• Encourage the viewer to think about the
substance
• Present many numbers in a small space
• Make large data sets coherent
• Reveal the data at several levels of detail

41. Analytical Graphics
• Encourage the eye to compare
• Help users analyze and understand
specific data
• Serve a clear purpose, description,
exploration, tabulation, or decoration

42. Analytical Graphics
• Construct and view line, bar, pie-chart
graphs
• Produce useful, simple illustrations
• Present elaborate presentations
• Integrate closely with the statistical and
verbal descriptions of a data set

43. Practice Graphical Integrity
• Reveal the truth
• Communicate clearly
• Follow principles of integrity

44. Remember!
• Presentations are very powerful
• They are fun to develop
• You will appear to be an expert
• Enjoy Microsoft PowerPoint 2007