Crit how to do (nice) presentations - riccardo masiero

How to Do (nice)
Presentations
Notes to Share
Riccardo Masiero
04/03/2019
© CRIT Srl | How To Do Presentations - Notes 1

Summary
• Basics of Communication
• Presentation Typologies
• Golden Rules
• Layout
• Readability
• Tricks
• Giving a Talk

Basics of
Communication

Who, What, Why?
Have clear in mind your:
• audience
• message
• objective

Who, What, Why?
Namely:
• anyone must understand
• what they have to remember?
• what are your goals?
• report results
• explain an idea
• get a feedback
• create a reputation
• build relationship

Presentation Typologies
• Graphics/Pictures
• Verbose
• Hybrid
To avoid …

Golden Rules

Layout

Use Simple Theme and Template
• Elegant (not disturbing)
• Professional
• Large space

Colors

• Appropriate
Colors

• Appropriate
• Consistent
Colors

• Appropriate
• Consistent
• Limited
To avoid …
Colors

• Simple
• Consistent
• Limited
Slide Schema

Limitation on Objects
© CRIT Srl | How To Do Presentations - Notes
5 objects per slide (max.)
15

7 words per slide (max.)
Limitation on Text

Limitation on Text (relaxed rule)
3 text objects with up to 7 words per slide (max.)
i.e., 3 × 7 = 21 words overall per slide (max.)
To remember, see numbers backwards:
this is the “1, 2, 3 rule”

Limitation on Text: How To (exercise)
Suggested approach:
1. write the entire sentence
2. then summarize
3. use abbreviations, acronyms, more slides …

3 combinations (max.) of:
• Font
• Color & size
• Upper/lower case
Limitation on Text Characters

Carry only one message per slide

Cleanness
If necessary, do more slides …

Less is more

Use well all the available space
Space Optimization

Use well all the available
Use well all the available space
Space Optimization
S
p
a
c
e

Readability

Pay attention to:
• Background color
• Text colors
• Colors too close
Always consider a sufficient contrast among colors
Contrast

Font Size
Consider the distance from audience
Suggested sizes:
•36 px for slide titles
• Between 22 and 32 px for the main text
• Do not go below 16 px for secondary text (e.g., references)

Readability Illegibility
Readability
Space Among Rows
Illegibility

Use Single Lines
A line is a text object carrying one concept at a time

Highlight the Important Concepts
Use colors, but remember that
also contrast is a powerful tool

Title is an Important Text
• Choose a meaningful title
• Use titles to highlight concepts
• Clearly distinguish btw the title and the rest
32

Figures
Use:
• thick solid colored lines
• large symbols ( text size)
• high quality pictures

Text must be consistent with:
• Labels
• Variables
• Colors (C)
Graphs: Labels, Colors and Patterns
0
3
6
9
12
# of characters # of mistakes
Example of a Graph
L V C
Use patterns
for printing

Check Erors!

Tricks

The Beauty and the Beast
Do not underestimate side effects of beauty and ugliness
37

Symmetry
Beauty

3 is a magic number …
Use it for:
• Slide schema
• Symmetry
• Lists

1. Images
2. Diagrams
3. Formulas
4. Tables
5. Lists
6. Text
The best carriers of contents are …
All messages can be formalized in all forms

1. Images
2. Diagrams
3. Formulas
4. Tables
5. Lists
6. Text
𝑬 = 𝒎𝒄 𝟐
AbC…

1. Images
2. Diagrams
3. Formulas
4. Tables
5. Lists
6. Text
Images Diagrams Formulas
TablesListsText

1. Images
2. Diagrams
3. Formulas
4. Tables
5. Lists
6. Text
Γ ℐ ≥ Γ 𝒟 ≥ Γ ℱ ≥ Γ 𝒯 ≥ Γ ℒ ≥ Γ 𝒲
where
• ℐ, 𝒟, ℱ, 𝒯, ℒ, 𝒲 are the carrier sets
and
• Γ ∙ measures the communication effectiveness

1. Images
2. Diagrams
3. Formulas
4. Tables
5. Lists
6. Text
Carrier of
Content
Probability to
communicate effectively
Images Very High
Diagrams High to Very High
Formulas Medium to Very High
Tables Low to Very High
Lists Low to High
Text Very Low to High

1. Images
2. Diagrams
3. Formulas
4. Tables
5. Lists
6. Text
1. Images
2. Diagrams
3. Formulas
4. Tables
5. Lists
6. Text

1. Images
2. Diagrams
3. Formulas
4. Tables
5. Lists
6. Text
Images has the highest probability to
communicate effective messages.
Diagrams, formulas, tables and lists follow
increasing the probability to provide a poor
message.
Finally, text contents must be managed
carefully since they can communicate quite
a few effective messages, but the risk to
communicate very poorly is also high.

Find the best carrier for your message

Illustrations
Use useful images only:
• to focus on a concept and help memorizing
• to clarify an idea
• to provide a message
Avoid:
• irrelevant or uncorrelated images
• place-holders (i.e., poor content)
• animated images
48

PowerPoint Animations
Use animation effects:
• Wisely (neat effects, suitable speed)
• Avoiding over-animation
• Caring for the overall final output
Cleanness
49© CRIT Srl | How To Do Presentations - Notes

Consider a “slide by slide” animation
if your presentation has to be:
• printed
• exported in pdf
• read (and understood) by others
Static Animations

A Matter of Taste …
In the final slide:
• include your contact information
• avoid “Any Questions?” (but be prepared for Q&A!)
• avoid “Thank you”
51

Respect:
• the logo (size, dimension, position)
• the schema (size, dimension, position)
• your defined rules of the game (colors, layout, …)
A matter of respect…
No words or images over the logo

Respect the Margins
You designed them …
Use the tools of PowerPoint to set:
• Dimension and
• Position of the objects

When you have
a very good reason
to do so
Dare to Violate the Rules

When you have
a very good reason
to do so
communication
Dare to Violate the Rules

𝐸 = 𝑚𝑐2
Simplicity and Clarity …
… are talents to cultivate

Define a Presentation’s Criteria: Strategy
For the overall presentation (outline)
and
for each slide of the presentation
order:
• arguments
• sub-topics
• items …
57

Define a Presentation’s Criteria: Tactics
For each element in each slide
order, displace and/or make appearing:
• text
• figures
• boxes …
58

Details can do the difference (find them …)
Take care of the details

Train Yourself
• Attend talks
• Analyze slides
• Get inspired by good examples
60

Create a Story Telling
• Image the talk (incipits, pauses, jokes…)
• From the background to conclusions
• Build the flow
61

Put a little bit of yourself …
• An original idea (contribution)
• Your feelings (empathy)
• A story of yours (bonding)
and more… up to you!

Public Speaking

Captatio Benevolentia

Leverage on Your Feelings
Your feelings → Your current mood → Your way to give the talk
Do not fight against your mood: let it be …

Tell a Story
Possible techniques:
• alternate questions and answers
• use metaphors or cross-references
• state a problem and give clues to solve it
66

Change your way to present …
… according to the audience feedback
• Serious or funny mood
• Quick or slow talking
• Loud or low voice and pauses
67

Text vs Talk
Find the right balance to:
• keep attention
• favor orientation
• help memorization
68

Keep Up Audience Attention
Leverage on appropriate:
• animations
• surprises
• jokes
69

Guide your Audience (orientation)
• Give an outline
• Recall the agenda items
• Show where you are (e.g., use colors)
70

Help your Audience (memorization)
• Provide recaps of main concepts
• Provide summaries of results
• Highlight take home messages
71

Slides are Your Toolbox
Prepare slides useful for what you want to:
• remember
• remark
• say
72

Avoid to read the slides
Do it only to stress concepts
73

Incipit
Remember the incipit for each slide or part
74

The right balance:
• More for completeness
• Drop elements you will not address
• More for cleanness
# of Slides

•  30 slides for 1 h talk (first suggestion)
• @ least 30 sec for each slide (must)
• 𝔼 𝑚𝑖𝑛𝑠 𝑜𝑓 𝑡𝑎𝑙𝑘 = 𝔼 𝑚𝑖𝑛𝑠 𝑝𝑒𝑟 𝑠𝑙𝑖𝑑𝑒 ∙ # 𝑜𝑓 𝑠𝑙𝑖𝑑𝑒𝑠
•  30 slides for 1 h talk (first suggestion)
• @ least 30 sec for each slide (must)
• 𝔼 𝑚𝑖𝑛𝑠 𝑜𝑓 𝑡𝑎𝑙𝑘 = 𝔼 𝑚𝑖𝑛𝑠 𝑝𝑒𝑟 𝑠𝑙𝑖𝑑𝑒 ∙ # 𝑜𝑓 𝑠𝑙𝑖𝑑𝑒𝑠
1
2
𝔼[𝑚𝑖𝑛𝑠 𝑜𝑓 𝑡𝑎𝑙𝑘] ≤ # 𝑜𝑓 𝑠𝑙𝑖𝑑𝑒𝑠 ≤ 2 𝔼[𝑚𝑖𝑛𝑠 𝑜𝑓 𝑡𝑎𝑙𝑘]
# of Slides & Time

Control the time!
Exceeding time is:
• not professional
• a lack of respect (for the audience)
• not really acceptable (by the audience)

Bring always with you …
… a PDF version of your slides

Test your Presentation on-place
79
If possible …

To Conclude

Remember the Numbers for Cleanness…
7
5
3
1
1 2 3

words per slide
objects per slide
text-boxes per slide
7
5
3
1
1 2 3

words per slide
objects per slide
7
5
3
1
combinations for characters
the , , rule to relax1 2 3

words per slide
objects per slide
message per slide
7
5
3
1
combinations for characters
the , , rule to relax1 2 3

To Do a Nice Presentation…
Focus on:
•Clarity
•Simplicity
•Illustrations
and…

To Do a Nice Presentation…
Focus on:
•Clarity
•Simplicity
•Illustrations
and… Beauty
(if you do not like it, why others should?)

if you do not like it, why others should?

masiero.r@crit-research.it
www.crit-research.it

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INFOGRAPHICS

Solution #3
Text here
Imageorgraph
Image(s)orgraph

Solution #2
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Image(s)orgraph

Solution #1
Text here
93
BackgroundImage

A not-so-nice Template

A W@:F#X?!...
TEMPLATE

Color of the Title
Color of normal text
Color of bold text
For all the slides!

Crit how to do (nice) presentations - riccardo masiero

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