The Power of Presentation

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1 The Power of Presentation December 1, 2014

Power of Presentation Get to the Message! Presenting with a Purpose December 1, 2014 Claudyne Wilder, Presenter www.

3 Opening Slides... 2 Develop, Design & Deliver Checklist... 3 Presentation Overview... 5 Template of Presentation Overview (DOWNLOAD)... 6 Executive Summaries for Left Brain... 7 Executive Summary PowerPoint Examples (DOWNLOAD)... 8 Convince People of a Problem and / or Change Proposal Executive Summary (DOWNLOAD)... 9 Research Update Executive Summary (DOWNLOAD) Strategy Recommendation Executive Summary (DOWNLOAD) Executive Summary for You to Create (DOWNLOAD) Tell Your Story as Well as Share Data Story Format Vertical Style (DOWNLOAD) Story Format Horizontal Style (DOWNLOAD) Design Slides With Colors Easy on the Eyes Tables Enable You to Use Less Words Images Need to Be Clearly Seen Separate Information by Color & White Space on the Slide Finish With Clear Messages Key Points About Visuals Deliver Presuasively & Confidently = YOU PRACTICED Speaking in English When Not Native Language Real Rehearsal Feedback Form (DOWNLOAD) Scientific Presentation Ideas 25 Claudyne Wilder All Rights Reserved. Page 1

Opening Slides Guidelines Stop me to ask me questions Think about one presentation you have given or will give as I go through these suggestions End at 1:30 PM Develop, Design & Deliver Checklist

4 Opening Slides Guidelines Stop me to ask me questions Think about one presentation you have given or will give as I go through these suggestions End at 1:30 PM Develop, Design & Deliver Checklist Purpose Benefits Take Aways Coach you to Develop, Design, Deliver presentations that Get to the Message 1) Look and sound credible 2) Gain commitment 3) Cut preparation time by 30% 1) Checklist provides next steps 2) Slides to use = Time saved 3) Word document = Presentation Overview Information to Download: Claudyne Wilder All Rights Reserved. Page 2

5 Develop, Design & Deliver Checklist Create audience-focused content Fill out the Presentation Overview. Yes Do this now in own way No Create a concise, content overview with Executive Summary. Yes Do this now in own way No Include sufficient details but not overwhelming or unnecessary data. (Just because I know it, I don t have to tell it). Too few details Just right Too many details Design professional-looking, message-focused slides Text on slides Not enough Just right Too much Focused message on slides Needs work Getting there Just right Images on slides (Charts, graphs) Not readable Getting there Just right Number of visuals to convey my message Not enough Just right Too many Titles are informative and state main message Needs work Getting there Just right Claudyne Wilder All Rights Reserved. Page 3

6 Deliver a persuasive, confident, message-oriented presentation Nonverbal habits Eye contact: Make consistent eye contact Needs work Getting there Just right Gestures: Use hands effectively, enhancing words Needs work Getting there Just right Movements: Walk with purpose not to burn off anxiety Not enough Just right Too much Verbal habits Pace: Change speed / voice volume to engage audience Too slow Just right Too fast Filler words: Leave out um s or uh s Needs work Getting there Just right Expertise: Only use technical words audience knows Needs work Getting there Just right *Articulation: Clear and easy to understand Not enough Could be better Yes Rapport and audience engagement Dialogue: Invite and answer questions by pausing and asking questions Needs work Getting there Just right Explain relevance to audience s interests Needs work Getting there Just right Silence: Pause between thoughts Needs work Getting there Just right English Speaking Hints Say the last letter in a word: talk, went, information, going, persuasive, Stop and allow silence between sentences so you don t say uh or eh. Say your sentence differently or use another word to clarify. Do this when you see a blank look on someone s face. Know that people enjoy your accent as long as they can understand your words. Resource: Purchase Pimsleur language tapes. Claudyne Wilder All Rights Reserved. Page 4

7 Presentation Overview Goal: Focus on Key Messages Develop audiencefocused content 1) Be able to use Presentation Overview 2) Write an executive summary: High-level content 3) Tell a story with or without slides Design messagefocused side Deliver persuasively Claudyne s Presentation Overview Objective: Provide you tools to craft and deliver a presentation that gets to the message 2-3 Key Messages Take time to set up your content before creating slides Create message-focused slides that tell a story Identify your next steps to enhance your delivery I want the audience to Say: Yes, I can save time and become more message-focused Do: Download the word documents and PowerPoint files I provide Claudyne Wilder All Rights Reserved. Page 5

8 Template of Presentation Overview (DOWNLOAD) Before you create one slide, answer the questions on this page and the next. You will save yourself hours of time when you decide on the answers to these questions FIRST. Why? You want to create a presentation geared towards your audience, particularly the decision maker(s). Title Focus Title of the presentation. Explanation of Focus Objective One-sentence objective. Theme Underlying theme or storyline that will weave through the presentation. 3 Key Messages List the three key messages you want to get across and either the type of story or data that will go with each message. Audience Reaction Write down what you want your audience to Say after your talk: Do after your talk: Feel after your talk: Two Stories List two stories you can tell to make your messages connect emotionally to the audience. How I Will Ask For the Sale / Approval Best Way to Reach My Objective You need to ask, What will you say or give out to obtain a yes on your recommendation? Do I use PowerPoint? Do I show pictures? Do I talk and maybe show several pictures but not make PowerPoint my whole talk? Do I hand out a document and we go through it? Claudyne Wilder All Rights Reserved. Page 6

content Enables you to sound confident from your opening sentences Know your laser message Choose level of

9 Executive Summaries for Left Brain Executive Summaries for Left Brain Left Brain: Clear, Logical, Sequential, Analytical Provides a high-level summary of your content Forces you to only talk about the key content Enables you to sound confident from your opening sentences Know your laser message Choose level of details Prepare less to more Anticipate questions Claudyne Wilder All Rights Reserved. Page 7

11 Convince People of a Problem and / or Change Proposal Executive Summary (DOWNLOAD) To open: Today you ll hear about a situation that when resolved, will provide us with some key benefits. 1. Present the situation and key problems with the situation 2. Advantages after the situation is resolved 3. Potential steps to the resolution 4. Recommendation to begin and the requirements 5. Key short-term and long-term benefits Consider adding statistics, testimonials or other information to back up your talk. Claudyne Wilder All Rights Reserved. Page 9

12 Research Update Executive Summary (DOWNLOAD) To open: Today you ll hear about the research findings for 1. Focus and purpose for research 2. Research design 3. Results (Expected and unexpected) Show charts and images 4. Future research based on results 5. Any resources needed to move forward Claudyne Wilder All Rights Reserved. Page 10

13 Strategy Recommendation Executive Summary (DOWNLOAD) To open: I want to tell you the present situation with x, our desired outcome, possible strategies to reach the outcome, and my recommendations. 1. Objective 2. Present situation 3. Desired outcome 4. Potential strategies Advantages Disadvantages Strategy 1 Strategy 2 Strategy 3 5. Recommended strategy 6. Next steps Claudyne Wilder All Rights Reserved. Page 11

Tell Your Story as Well as Share Data Group Data Less to More Details Executive Summary Background Research Results Next Steps Story Story Custom Show: Slide Show>Custom Slide Show>Custom Shows Story

15 Tell Your Story as Well as Share Data Group Data Less to More Details Executive Summary Background Research Results Next Steps Story Story Custom Show: Slide Show>Custom Slide Show>Custom Shows Story Telling Framework Right Brain: Random, Intuitive, Subjective, Feeling, Creativity Before Plot Point After Problem Research Results Claudyne Wilder All Rights Reserved. Page 13

16 Story Format Vertical Style (DOWNLOAD) To open: Let me tell you about Or your situation reminds me of something Mercury did with Before Plot Point After Wrap Up: Comment on the point of the story and how it fits into the topic just discussed or the next topic you want to bring up ` Claudyne Wilder All Rights Reserved. Page 14

17 Story Format Horizontal Style (DOWNLOAD) To open: Let me tell you about Or your situation reminds me of something Mercury did with Before Plot Point After Wrap Up: Comment on the point of the story and how it fits into the topic just discussed or the next topic you want to bring up Claudyne Wilder All Rights Reserved. Page 15

or without slides Design messagefocused side Identify what s ineffective / effective on a slide Deliver

18 Design Slides With Colors Easy on the Eyes Goal: Focus on Key Messages Develop audiencefocused content 1) Be able to use Presentation Overview 2) Write an executive summary: High-level content 3) Tell a story with or without slides Design messagefocused side Identify what s ineffective / effective on a slide Deliver persuasively Use Subdued Colors and No 3D Claudyne Wilder All Rights Reserved. Page 16

Tables Enable You to Use Less Words Use a

Slide One Time Claudyne Wilder All Rights

Separate Information by Color & White Space on

Title Separation = Easy Read Claudyne Wilder All

23 11 Key Points About Visuals 1. Title: make it informative. Put, Research Shows 10%. Not Research Summary. 2. Title area: Make the title area separate from the slide. A person s eye will be drawn read the title first and then look at the rest of the slide. 3. Sub-Heading: For some slides a sub heading under the title makes the message of the slide easier to follow. The audience reads the title, then the sub-heading and then may see images to back up the points you have made. Page Images: Make them big enough to see on the slide. And if you are showing more than 3 images, put them on the slide in a way that the audience knows in what order to look at the images if this is important. 5. Consolidate Images: Try not to have so many shapes that distract your audience. Consolidate your images to as few as possible. 6. Colors: If you show many colored images, make your title area not in bright colors because this distracts from your images. 7. Text: Try to have the same word on a slide only one time. 8. Text: Cut the words as much as possible. Do not put transition phrases on the slide. You will say those. 9. Sources: Put your source information in the bottom on a light gray shape that goes across the bottom of the slide. This separates the source text from the main body of the slide. Easier on the eye. 10. Tables: Use tables when you are comparing information rather than just have lots of text on a slide. 11. Charts: Do not use 3D charts---unless you have 3D data. Ask two people to review your slides: Someone who knows your topic and someone who does not. Claudyne Wilder All Rights Reserved. Page 21

Deliver Presuasively & Confidently = YOU PRACTICED Goal: Focus on Key Messages Develop audiencefocused content 1) Be able to use Presentation Overview 2) Write an executive summary: High-level

24 Deliver Presuasively & Confidently = YOU PRACTICED Goal: Focus on Key Messages Develop audiencefocused content 1) Be able to use Presentation Overview 2) Write an executive summary: High-level content 3) Tell a story with or without slides Design messagefocused side Deliver persuasively Identify what s ineffective / effective on a slide 1) Change the pace 2) Rehearse!! 3) Use the communication pyramid to ADD VALUE Communication Pyramid Plan Your Value Add Share Vision New clinical trial Interpret Added new protocol Add To 50% remission projected Convey 70% remission Claudyne Wilder All Rights Reserved. Page 22

25 Speaking in English When Not Native Language 1. Open your mouth more than usual. 2. Make sure you say the last letter in a word: talk, went, information, understand. This is one of the best hints you will ever read. 3. Stop between sentences so you don t say uh or eh. 4. Allow silence between your sentences. 5. Slow down and breathe more deeply. 6. Only put words on slides that you know you can say. 7. Say your sentence differently or use another word to clarify. Do this when you see a blank look on someone s face. 8. Know that people enjoy your accent as long as they can understand your words. Resource: Purchase Pimsleur language tapes. They are considered to be some of the best in the market for learning how to speak a foreign language. There are Pimsleur tapes for learning English. You can listen and practice your pronunciation. Feedback idea: Hand out the Language Questionnaire on page 28 to some of your colleagues to request feedback about your speaking. Claudyne Wilder All Rights Reserved. Page 23

26 Real Rehearsal Feedback Form (DOWNLOAD) Thank you for watching me practice for my presentation. From your observations, please check or circle the ones you have noticed during my presentation. Your candid answers will help me enhance my communication style. Non-verbals Stood beside the screen so everyone could see: Yes Sometimes No Fidgeted with pen or pointer: Yes Sometimes No Juggled keys / coins in pocket: Yes Sometimes No Eye contact: Just right Too much Not enough Movement: Just right Too much Too little Expressions: Just right Overly done Too dead pan Posture: Just right Too stiff Too loose Language Technical words: Just right Too many Too few Examples: Just right Too many Too few Said too many uhs or ums : No Sometimes Yes Details of topic: Just right Too many Not enough Voice Speed: Just right Too fast Too slow Volume : Convincing tone Overly solicitous Unconvincing tone Emotion: Just right Too emotional No emotion Technology Spoke about words on the screen and didn t just read them: Yes Sometimes No Talked to the audience, not screen or laptop screen: Yes Sometimes No Made smooth transitions clicking button at appropriate moment: Yes Sometimes No Held the pointer still on the screen: Yes Sometimes No Slides had just right amount of information-not too much: Yes Some of them No General suggestions Please list two of my presentation habits or behaviors that you see as effective. Please list one suggestion for how I can use the technology more effectively. Claudyne Wilder All Rights Reserved. Page 24

27 Scientific Presentation Ideas 1. Examples: Include motivating and illustrating examples that ground your talk and show how you are guiding your work. Ask yourself again and again: "Have I illustrated this idea/theorem/definition/technique/algorithm with an example? 2. Details: You cannot give all the details of your work nor can you just discuss a high level overview. Adopt a non-uniform approach to your talk; that is, treat some aspects in more detail than others. 3. Your opening: Start right away with an example which demonstrates the problem you are addressing. Remember: if you bore your audience in the first few minutes you may never get them back. 4. Tell a story. A week after you ve given your talk, no one is going to remember the degree to which transcript NM_ was over-represented in your second experiment, but if you told them a really good story about how you found out how a certain gene plays a role in a disease it will stick with them. 5. Follow a structure and tell a story. BEFORE a. Introduction: Give a quick overview of your area and then make a clear statement of the questions you are asking: What genes get turned on in queen bees but not workers, Why some sheep more resistant to parasites than others are are? b. Method: Choose how many details you go into about methods used to find answer to your question. PLOT POINT c. Results: Present results that answer the question. It goes without saying that you need to be careful and precise when you are describing your results, telling a story is not another way of saying that you are free to throw in wild speculations or ease over wrinkles in the data. AFTER d. Big Picture: Show how those results have changed the big picture you presented to begin with. Discuss relevance to real world and how relates to published articles or other research that is going on. e. Specific Next Steps: Discuss your future actions based on your results and how they fit into the big picture. 6. Don t put yourself down: Do not present your data apologetically ( I think, or something, but I don t know ) or drown your message in jargon and unnecessary details to show you are a real scientist. 7. Titles on slide: When you have a graphic slide, add more text in the title that clearly states the key message of the slide. 8. Time talking: 60 minutes only talk 40 minutes. 9. Charts: Never present 2 dimensional data in 3 dimensions. Claudyne Wilder All Rights Reserved. Page 25

28 Resources PowerPoint Files to Download Book: Point, Click & Wow: The Techniques and Habits of Successful Presenters by Claudyne Wilder Medical Presentation Resources Claudyne Wilder All Rights Reserved. Page 26

Public Speaking Rubric

Public Speaking Rubric Speaker s Name or ID: Coder ID: Competency: Uses verbal and nonverbal communication for clear expression of ideas 1. Provides clear central ideas NOTES: 2. Uses organizational patterns