notes & slides for aspa webinar "presenting for the information age" - presented july 31, 2013
TRANSCRIPT
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8/22/2019 Notes & Slides for ASPA Webinar "Presenting for the Information Age" - Presented July 31, 2013
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SkillsWebinar
PresentingfortheInformationAgePresenter
KennethHunter,MPACityofRockyMount,NC
ABFMExecutiveCommittee
Thankyouforattending
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SpecialThanks!ASPA
&
ABFM
AmyOmang
BenClark(ClevelandState)
DanSmith(NYU)
DaleRoenigk (UNCChapelHill)
Specialthankstothefollowingfriendsandcolleaguesfortheir assistance,guidanceand
contributions
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Overview
Whatdo
we
get
wrong?
Howcanweimprove?
Whatelsedoyouwanttoknow?
Thispresentationisgoingtohelpanswerthreeissueswefacewithrespecttoouruseof
presentations:
First,letslookatwherewearegoingwrongwithourcurrentpresentations,andidentify
thosekeypoorpracticesthatoftenleadtopresentationfailure.
Second,welldiscussfivestrategiesforimprovingourpresentationsandenablinggreater
effectiveness.
Third,welltakesometimeforquestionstoseewhatelseyouwouldliketoknowabout
thiscriticaltopic.
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3PsofPresentationFailure
TheimagesyouseeaboveeachassociatewithoneofthethreePs ofpresentation
failure:
PowerPointistheglobalstandardofpracticeforpreparingpresentationvisuals,as
commontodayasthetransparencywas30yearsago. Morethanlikely,though,9outof
10PowerPoint
presentations
fail
to
help
the
presenter,
and
often
serve
to
their
detriment.
Piechartsareaverycommonmethodfordisplayinginformation,andaverypooroneat
that.Ifthereisonethingyoutakeawayfromthispresentation, pleaseavoidusingpie
charts,especiallyinpresentations.
Preparation,oftenthelackthereof,meansthedifferencebetweenagreatpresentation
andapoorone.Thetimeweinvestinwhatwearepresentingaboutfaroutweighsthe
resourcesweactuallybringforthtodevelopandexecuteaengagingandinformative
presentation.Youneedtolearntoswimbeforeyoujumpinthelake.
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IfPowerPointisSOGREAT
LookingcloseratPowerPoint,ifwearesuchproficientexpertsofit,ifouruseconsistently
enhancesourpresentations,thenwhyaretheresomanybooks,workbooks,manuals,
articles,andonlinepostscondemningit?
JustGooglebadpowerpoint slides sometimeandyoullseeforyourself.
PowerPointisheretostay.ThispresentationwasbuiltusingPowerPoint.Thereisnothing
inherentlywrongwithit.TheissueoftenlieswiththewayMicrosoftsetupdefault
settings,subconsciouslyencouragingyoutochooseformatsandstylesthatdonot
complimentyourpresentation.
Asawhole,PowerPointisagreattoolfororganizingandoutlininginformation.Itisnota
presentationtool.You,andyourpersonalknowledgeandpassionforthesubject,arethe
presentation.PowerPointsroleshouldbetoreinforceandaffirmwhatyouwaywithyour
words,inamannerthatenhancesretentionandpositiveresponse.
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Dopiechartsreallysayanything?
AsaGFOABudgetAwardreviewer,IcanassureyouthatmostofthedocumentsIreview
containasubstantialuseofpiecharts.Theyarethedefaultgraphofchoiceforshowing
distributionofdata onthebasisofagivenvariable.
However,theyreallydonttelluswhatweoftenwanttoknow.Wemightthinkwewantto
knowthe
share
of
the
whole
aspecific
variable
has,
but
we
really
want
to
know
how
that
sharecomparestothatofanother.Tobetterdifferentiatethecomparison,weshould
substitutepiechartswithbarcharts.
Ifyoulearnnothingelsetoday,pleaselearnthatyoushouldavoidusingpiechartswhen
comparingsharesformorethanjust2variables.
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Howpreparedareyou,really?
Howmuchtimedoyouaccumulateandengageinlitreview?
preparequantitativeanalysis?writemultipledrafts?
setasidetowriteyourclassnotes?workpreparingtheannualbudget?
Wemightthinkweareprepared topresent,butwhenyouthinkaboutthetimeyou
spendontheworkyouchoosetopresent,comparativelyspeaking, itreallyisntallthat
muchtime.
Litreview,analysis,draftsandeditingcantakehundreds,ifnotthousands,ofmanhours.
Months,if
not
years,
are
invested
in
your
work,
whether
its
aresearch
paper,
developing
notesforyournewestclassorpreparingtheannualbudgetforyourtownorcounty.
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Howpreparedareyou,really?
Howmuchtimedoyouthinkabout/researchwhomyouspeakto?
drilldownEXACTLYwhatyouwanttoaccomplish?frameyourworkforquickunderstanding?
rehearsewhatyouwillsay,andshow?expresswhatitmeanstoYOU?
Wealsohaveatendencyto thinkofpreparation onintermsofpractice.
Thereissomuchmoreweneedtoconsider.Doyoureallyknowwho youwillbe
presentingto?Haveyouthoughtaboutwhatyouaregoingtosay? Howareyougoingto
frame yourpresentationsotheaudiencecanrememberwhatyoushare?Howmany
timesdo
you
seriously
rehearse?
Perhapsmostimportantly,doyouknowwhatthispresentation,thetopic,theopportunity,
meanstoyou?Areyoupreparedtosharethatpersonalconnection withthosewhoshow
up?
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5StrategiesforImprovement
Ourlookatthewayswehinderandlimitourabilitytopresentwellleadsustowonder,
howshouldweplanandprepareinordertodeliveraneffectivepresentation?
Hereare5importantstrategiesforaneffectivepresentation.Welldiscusseachofthesein
depth:
1.KnowYourAudience
2.IdentifyandIncorporateGoals
3.VisualizetheInformation
4.Practice
5.PresentwithPassion
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KnowYourAudience
Whileyoushouldknowwhatyouareplanningtopresentandtalkabout,youmightnot
necessarilyknowwhoyouarepresentingto.Evenifyouthinkyouknow,thatdoesnot
meanyourassumptionsareaccurate(aretheyever?).
Itisverydifficult,ifnotimpossible,toplanandpreparetoknow,meetandexceedthe
expectationsof
every
individual
attendee.
What
you
should
do
is
spend
some
time
learningthebasicsaboutwhoyouarepresentingto,inorderto betterplanandprepare
yourmaterialtofittheirgeneralinterests,skilllevel,andprofessionalduties.
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Honestly,goingbacktothe5Ws isagreatwaytodiscoverwhoyouraudienceisgoing
tobe.
Startingoffwiththewho, includingsomeunderstandingofthegroupandits
membership/participants,isagoodidea.Youcanfindoutgoodgeneralcharacteristics
aboutthem
in
most
cases
with
respect
to
backgrounds,
experience levels,
etc.
Itsalsoagoodideatoknowwhat theyaredoingattheeventyouarepresenting.Your
placeinagivenagendacanimpacthowapresentationisinterpretedbytheaudience,
especiallyifittakesplacepriorto,immediatelyafter,orincompetitionwithdesirable
activities.
Goingbacktotheagenda,When isalsoimportant.Thegeneraltimeofyearyouare
presentingisgoodtoknow,asitmightcontributeortakeawayfromtherelevanceofyour
work.
KnowingWhere ismorethanjustthetownorcity.Thespecificlocation,alongwithitsamenities,capabilities(audiovisual,size,etc.)aregoodtoknowwithrespecttohowyou
organizeandpresentyourinformation.
Lastly,itsimportanttoknowWhy theaudienceisthere,forbothyourpresentationand
theevent.Hopefully,eventorganizersarelookingforyoutoprovideaspecifictakeaway,
possiblyrelevanttoageneralthemeormission.Findingoutwhattheyarelookingforisa
goodidea.
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IdentifyGoals
Onceyouknowmoreaboutyouraudience,youhavetheabilitytounderstandthe
expectationsandopportunitiesyoucanusetoevaluatewhatyouwanttoshareand
identifyspecificgoalswithrespecttoyouractualpresentation.
Forpresentationpurposes,itmightbeworthittothinkofyour goalsfromtheperspective
ofboth
yourself
and
your
audience.
In
this
situation,
think
of
yourself
as
the
striker
on
the
soccerpitch,settingupapenaltykick.Yourgoalissimple,to score.
Inotherwords,yourgoalistoconnecttheworkyouaresharing withyouraudience,so
theycanfinduseforitintheirwork.Whatgoodisyourresearch,yourdiscovery,your
monthsandyearsofstudyandanalysis,ifitcannotinfluenceandbenefitthosemostlikely
tolearnandapplyit?
Ontheotherhand,youraudienceismuchlikethegoal.Theymightnotrealizeit,oradmit
it,buttheyarriveatthepresentationwiththeirownbiases,thoughts,priorities,lackof
focus,etc.Muchlikeagoalie,theirintuitiveresponseistoblock outnewideasor
suggestions.Theywillnaturallyattempttoquestion,criticize andargueagainstwhatyouhavetosay.Thisisespeciallytrueifyouarepresentingyourresearchtoagroupofpeers,
manyofwhomhavetheirownworkstheyseektodefend.
Thegoodnews,andyouknowthisifyouwatchsoccer,isthattheoddsareinyourfavor.
Mostpenaltykicksresultingoals,andyouhaveastrongopportunitytoinfluenceyour
audienceinameaningfulway,especiallyifyouknowwhatyouwanttoachieveandcan
preparefortheirsubconsciousdefenses.
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Knowledge
Skill Attitude
Competence
Yourgoalsshouldbeyourownwithrespecttothespecificitems youwanttoshareand
connectwithyouraudience.
Theywilllikelyaffectaneffortonyourparttoexpresstoyouradvancedskillsand
knowledgeonthegivensubject,alongwithanattitudethatreflectsconfidenceand
humility.
Inotherwords,yourgoalsaremeasuresbywhichyouseektoproveyourcompetence.
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Moreoftenthannot,ourgoalsaretiedtospecificconclusionsderivedfromourstudy,
researchandanalysis.However,simplysharingconclusionsdoesnotnecessarilymeanthey
willberemembered.
Effectivegoalstakeconclusionsandframetheminafashionthatachievesrelevancewith
theaudience.
Once
this
is
accomplished
and
effectively
executives,
your
goals
transition
intotheessentialtakeawaysthatlandinthenet andstaywiththeaudiencebeyondthe
presentationencounter.
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VisualizetheInformationRespect
LimitsTwo
ChannelsGuide
Attention
Transforminggoalsinto takeawaysdependsagreatdealonhowyoupresentyour
information. Presentationisaconversationbetweenyouandthe audience,whetheritbe
justonepersoninaninterview,orhundredsorthousandsataconference.
Inordertopresenteffectively,youmusttakecaretovisualize inadvancewhatyouare
goingto
share
so
you
can
maximize
your
audiences
potential
to
absorb,
understand,
and
commitittomemory..Anaudiencescapacityislimitedwithrespecttowhatyouhavethe
opportunitytosharewiththeminasinglegivenencounter.Therefore,effective
visualizationiscriticaltoasuccessfulpresentation.
Thisfirstmeansrespectingthelimitsofyouraudience.Hopefully,knowingmoreabout
themmakesyouawareoftheircapacityingeneral.Atthesametime,youhavetotakeinto
accounttheavailabletimeframe,agenda,othercommitments,and more.Focusyour
presentationonafewspecifics,reflectingyourgoalsandbesteffortstodevelopnoticeable
takeawaysthatcanintroduced,guidedandreinforcedduringthepresentation.
Next,rememberthatcommunicationisbothvisualandauditory.Theaudienceiswatchingandlisteningtoyou.Bothchannelsneedtocomplimentandreinforceoneanother,butnot
necessarilyreplicate.Readingyourpresentationslideswontcutit.Period.
Ofcourse,noneofthisworksifyouareabletocaptureandguidetheattentionofthe
audience.Youneedthemtofocusonwhatyouaresharingwiththemiftheyaregoingto
beabletounderstandandinterpretitinternallyforlaterapplication.
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Before
Thebattleforattentionisoftenlostinyourvisualaids,especiallywhenitcomesto
PowerPoint.AsIstatedbefore,PowerPointisgoodatorganizing information,butitsbuilt
indefaultsandwizards,nottomentiontraditionaltrainingtechniqueslike6by6,
facilitateratherineffectivepresentationvisuals.
Thisslide
is
one
example.
From
aconventional
perspective,
some might
think
this
is
what
anideaPowerPointslideshouldlooklike,followingseveralcommonconventions.
Unfortunately,itleavesthereaderlessthanimpressed.
Inreality,theslideistoowordy.
Nottomention,thewordsandbulletpointsareabouthowperfectionisNOTsignificant
withrespecttosharingresults.
However,thelevelgraphicatthebottommakesonlyservestoreinforcetheideaof
perfection(bubblesareatexactmiddle).
ThisslidedoesNOTHINGtoreinforcethemessageofthepresenter.Morethanlikely,they
willreaddirectlyfromit.
Whatisthegoalofthisslide?Whatpointisittryingtocommunicatewiththeaudience?
Whatisthepresentertalkingaboutwhiletheslideisonthescreen?
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Wouldntitmakemoresense,insteadofcopyingyourpresentationnotes onaslide,to
developavisualthatreinforcesandcomplimentswhatyouaretryingtosay.
Thisalternativeslidetotheonepicturedbeforeisagoodexample.
Theimage
is
well
recognized
by
most
audiences.
Thepointisreinforcedwithminimaluseofwords.
Theslidedrawsattentioninamannerwheretheaudienceismore likely tofocuson
listeningtothepresenter,sinceitdoesnttakemuchtimetounderstandthepointofthe
slide.
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Whatyoureusedto
So,whydoourPowerPointslideslookmorelikethefirstexampleratherthanthesecond?
Herearetwopotentialreasons:
First, PowerPointsdefaultsandwizardsENCOURAGEpoorpresentationdevelopment
Second,we
have
atendency
to
use
slides
to
outline
and
note
our presentations,
rather
thandevelopcomplimentaryvisuals
WhenyouopenanewPowerPointdocument,youarebroughttoasingleslideutilizingthe
Title format.Whenyouaddthesecond,thedefaultsettingtakesyoutotheinfamous
titleandbulletpointsslide. Already,thesoftwareisconditioningyoutooutlineandwrite
notes,notpreparevisuals.
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Whatyoucandoinstead
Thegoodnewsisthattheslideisntlocked,andchangingtoamoreopenlayoutisfairly
easy.
Rightclickontheslideyouwanttochange,thenclickontheLayout option.Multiple
layoutsappear.ClickoneithertheTitleOnly orBlank options.
Theribbonsonthetoolbaraboveprovideyouwiththeabilityto inserttextboxes,images,
andmuchmore.Avoidingmorerestrictivetemplatesandwizardsandstartingfromscratch
ismorelikelytoencourageyourcreativityandfocusonthevisualaspectsofyour
presentation.
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AnotherwaytobetterpreparethevisuallayoutofapresentationistoutilizetheSlide
Sorter view.Thisallowsyoutolookatyourpresentationlikeastoryboard,better
understandinghoweachslidecomplimentsorhinderstheimpactofoneanother,and
makingsureyouachievetheappropriatecohesionnecessarytoachieveyourgoalsand
sharespecificinformation.
ThispresentationwasdevelopedbyDr.BenClarkatClevelandStateforarecent
conference.Youcanseehowmorethanhisfirsthalfofslidesareentirelyvisual,followed
bylimiteduseoftextandsharingofdataandresultsofspecificinterest.
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Practice!
Avoid
Embody
Greatpresentersbelievethepresentationitselfcarriesclosetoorequalvaluetothework
theychoosetopresent..
Greatpresentersknowtheirwork,orthatoftheircolleagues,isonlyworthanythingif
othersaccept,embraceapply,andconsumeit.
HowoftenareyouworkingonthePowerPointthenightbefore,or eventhemorning
before,youpresentation?
Doyouactuallydressrehearse yourpresentations?
ThegoalhereisnottobelikeSteveJobs,orcountlessothergurus,politiciansandmodern
idolsknownfortheirpresentingskills.Ourgoalshouldbe,however,tolearnfromtheir
examplesofconnecting withouraudiencessowecaneffectivelyshareourvast
knowledgeandfindings.
Wewanttofaceouraudiencewithconfidence,notturnourheadawaysowecanreadoffthePowerPoint,asifitwasanotecard.
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Ifyoudesignyourslidestobevisuallyappealing,youstillneedtointegrateyouractual
presentationlanguagetoensurecontinuity.TheNotesViewinPowerPointallowsyouto
scriptyourpresentationnotesandassignthemtoaspecificslide.Thephysicaldocument
alsoholdspotentialasashareabledocument,ifyouareaskedforcopiesofthe
presentation.
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4X
Sometipsyouwanttoconsiderinclude:
Practiceyourpresentationatleastfourtimes,preferablyinfrontofotherswhocan
criticallyevaluateyou.Theydontnecessarilyhavetobepeers.Infact,ithelpswhenyou
canfindpeopletowatchyourrehearsalthatbestreflectyourintendedfinalaudience.
Italwayshelpstoseeyoursel finaction.Ifyoucan,considervideorecording afull
rehearsedpresentation.Makesureyousetitupsoyoucanseeeverythingyoudo(words,
movements,eyedirection,etc.)whenyoureplay.
Practicetimingyourremarks.Rememberhowmuchtimeyouhave,basedonyour
researchoftheevent.
Becomecomfortableenoughthatyoucanpresentwithoutnotes.Evenwritingonyour
handnowadaysisconsideredunprofessional.
TestALLaudiovisualequipmentyouareusing.Makesuretheprojectorworks,andthatthecomputerthatwillbeusedfortheactualfinalpreparationwill runthepresentationyou
areusing.
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IpresentedthissetofslideslastfallattheABFMConference. IthoughtIhadfounda
balancebetweenmodernizingmytechniqueandprovidinginformation.INEVERtooka
lookatitonaprojectorscreenbeforeIpresentedit,andtheaudiencecouldbarelyreadit!
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PresentwithPassion
Thefinalkeyisperhapsthehardestforustocommittoasrational,datadriven
professionals.Arentwesupposedtobeunbiasedinourpresentationoffactandtheory?
Yes,butthatdoesntmeanwecantbepassionate,andexpressthatpassionina
measured,professionalmannerthatencouragestheaudiencetopayattentionwithwhat
wehave
to
say.
First,passionis notanotherwordforselfimportance.Yourinterestinthetopicathandis
whatisimportantrightnow,notwhatyouhavedoneorwhatothersnecessarilythink
aboutyou.
Second,engagingtheaudienceiscritical.Avoidthepodiumandstandingnexttothe
computer.GoonAmazonandbuyaremoteclicker youcanusetogofromslidetoslide.
Movearound,andletthemseehowmuchyouactuallycareaboutwhatyouare
presenting.
Third,involvetheaudiencebyaskingthemquestions.Ifyouveresearchedtheaudiencewellenough,youshouldknowatleastoneortwowaystoinvolve theminthe
presentation.
Finally,humorisdelicate,butitcertainlyhelpstohaveawelltimedjoke.
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Reminders&OtherSuggestions
Dontreadfromslides!Dontusetemplates!
Rehearsewithanaudience!
Dontreadfromslides!Limitresultstablestokeyfindings/variables!
Picturesaremorevaluablesthanwords!
Dontreadfromslides!Investinaclicker!
Summarizeyour
lit
review!
DONTREADFROMSLIDES!
Strategiesaside,thereareofcoursemanyothertipsyoucanfindoutthere.Alongwith
thoselistedontheslide,youcangoogle BadPowerpoint orAvoidBadPowerpoint or
similarphrasesandseewhatisoutthere.
SomehavementionedapplyingotherpresentationsolutionslikePrezi.Dependingonthe
sophisitication ofyour
audience
and
the
nature
of
the
content
you
are
sharing, this
is
an
availableoption.
Anotherconsiderationwithrespecttopracticeisfindingwaystosimplypracticeyour
presentationandpublicspeakingtechniques.Groupslikealocal chapterofToastmasters
Internationalgiveyouagreatopportunitytopractice,gainfeedbackandbecomemore
accustomedtothepresentationenvironment.
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Questions?KennethHunter
@kwhunter
Presentationw/notesavailableat
Thankyouverymuchforyourtimeandparticipation.Pleaseletmeknowifyouhaveany
questions.
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References
http://www.edwardtufte.com/bboard/qandafetchmsg?msg_id=0001yB&topic_id=1
http://www.juliasilvers.com/embok/Design/Needs_Assessment_files/image001.jpg
http://nclgba.org/wordpress/wpcontent/uploads/2012/07/PowerPoint_Skills_Notes_nclgba.pdf
http://www.slideshare.net/PublicFinanceTV/graphinginexcel24032189
http://www.presentationmagazine.com/presentationskills2rehearsal7374.htm
http://www.charliehawkins.com/articles/PassionatePresentations.html
http://www.sethgodin.com/freeprize/reallybad1.pdf
Ifyouwanttolearnmore,youcancertainlydoyourownresearch.HerearesomelinksI
stronglyrecommendyoutakealookat.
EdwardTuftes shortmonographonPowerpoint isworthalookat,asarebooksby
StephenFew:
TheCognitiveStyleofPowerpoint:Pitchingoutcorruptswithin,byEdwardTufte
http://www.edwardtufte.com/tufte/powerpoint
ShowMetheNumbers:DesigningTablesandGraphstoEnlighten,byStephenFew
http://www.amazon.com/dp/0970601999
InformationDashboardDesign:TheEffectiveVisualCommunication ofData,byStephen
Few
http://www.amazon.com/InformationDashboardDesignEffective
Communication/dp/0596100167/ref=sr_1_4?s=books&ie=UTF8&qid=1375986593&sr=14