S N E O I T A T N E S E R P E V I T C E FF
TOOLK
IT
n o i t c u d o Intr g n i n Plan g n i c u d o r P g n i r e v i l e D p U g n i w o Foll
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
Presentations provide you with the opportunity to motivate others in welcoming your ideas and recommendations as well as taking action. Whether you present to inform, inspire, entertain or persuade, effective presentations allow you to connect with your audience and bring your ideas to life.
--- 4 ---
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
Effective Presentations INTRODUCTION
--- 5 ---
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
INTRODUC TION W H Y D O W E N EED EFFEC TIV E P R E S E N TAT I O N S ? Our attention spans have decreased from
12 to 5 minutes over the past 10 years.
u've Got Yo
5 min
We are constantly competing for attention with smartphones, new technologies, emerging apps and a multitude of other tasks and priorities. But don’t worry! By following these key principles you can create effective and memorable presentations:
Brevity
Clarity
--- 6 ---
Engagement
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
How can we create effective presentations? In this toolkit, you will find techniques, step-by-step guides, and templates that will guide you through how to develop and produce your own presentations. We encourage you to take some time to familiarize yourself with all the elements presented in this toolkit and challenge yourself with new, bold and impactful ideas.
LET’S CREATE EFFECTIVE PRESENTATIONS! --- 7 ---
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
Just like any important project, effective presentations require planning, and planning involves mapping your audience’s journey. --- 8 ---
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
Planning SETUP & STRUCTURE
--- 9 ---
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
S T E P - B Y- S T E P 1 I D E N T I F Y YO U R O B J E C T I V E , A U D I E N C E , & MAIN IDEA
What Identify your objective
Who Identify your audience
Why Identify your main idea, message and call to action - - - 10 - - -
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
2 S T R U C T U R E YO U R C O N T E N T
Beginning 15 seconds is how long you have to make a positive first impression, so… Hook your audience: • Surprise your audience with a fact or statistics. • Ask a question to engage from the get-go. • Combine a question and surprise with your answer. • State the problem to shock your audience. • Use a metaphor like sharing a mini-story. • Tell a story to peak interest. - - - 11 - - -
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
Middle
End
The human brain chunks information into manageable sizes. These guidelines should help you effectively structure your information:
Wrap it up
Rule of 7 – People cannot retain more than 7 (plus or minus 2) pieces of information at a time. Keep it simple and try to focus on 5 to 9 elements, ideas or points throughout your presentation. The less, the better!
• Summarize and reinforce your main message. • Provide a call to action.
One idea at a time – Present one idea or point at a time and provide supporting arguments for each point. Your ideas should follow a sequence or story (that you have hopefully developed using a storyboard). Summary – Before moving onto your next point, provide a mini-summary to recap your previous idea.
Tip! Your beginning and end are what audiences will remember the most, so make your middle as easy to grasp as possible. - - - 12 - - -
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
3 C R E AT E YO U R S T O R Y B O A R D
Download the storyboard template Use as many pages/squares as you need. This helps you visualize your presentation journey and the amount of slides you will need. Draft your presentation journey in the storyboard rectangles • Draft the beginning, middle, and end. The template is a suggestion so do not feel that you must use 6 or 12 rectangles. Use as many or as little as necessary. • Include a description, caption, talking point, or descriptive sentence below each frame. - - - 13 - - -
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
P L A N N I N G T E M P L AT E 1. Why are you creating and delivering this presentation? 2. What is the change you would like to see in your audience after your presentation? 3. Who is your audience? 4. Why are they here? 5. What is the benefit for your audience? How is this going to improve their lives? 6. What do you want them to do? What is your call to action? 7. What are your key takeaways? If your audience could only remember 3 points from your presentation, what would these 3 points be? 8. What would they resist? And how will you convince them?
- - - 14 - - -
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
STRUC TURE Introduction: (hook, surprise, question, problem, metaphor or story) Main Idea: Supporting argument Supporting argument
Main Idea: Supporting argument Supporting argument
Main Idea: Supporting argument Supporting argument
Summary & Call to Action:
- - - 15 - - -
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
S T O R Y B O A R D I N G T E M P L AT E
...
- - - 16 - - -
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
Tip! Use your storyboard to explain your ideas to others. Even people who do not know your concept should understand it simply through your storyboard!
- - - 17 - - -
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
With your storyboard in hand and your content well structured, you can now focus on producing your presentation slides. - - - 18 - - -
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
Producing CONTENT & DESIGN
- - - 19 - - -
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
S T E P - B Y- S T E P 1 D E V E L O P T H E T E X T F O R YO U R S L I D E S Find the core message and limit the text on your slide. You want your audience paying attention to you, not the text on your slides. • Limit your bullet points to 3 per slide. • Try not to write more than 6 words per bullet.
Communicable diseases kill, maim and cause suffering to millions of people, especially the poor. Women and children are particularly vulnerable. Communicable diseases impede national and individual development and burden economies with huge costs of treatment and control. While there are a number of affordable interventions to control these diseases, it is now evident that technical solutions alone cannot ensure the effective control and prevention of communicable diseases. Strategies to mobilize all levels of society – from high-level decision-makers to communities
The Core Message Communicable diseases kill, maim and cause suffering to millions of people, especially the poor.
- - - 20 - - -
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
2 DE V ELOP THE LO OK A ND FEEL Use audio and visual aids to increase the retention of information. • Switch it up with different fonts, but don’t use more than 3 styles at the same time. • Establish a color scheme. Use websites such as www.color.adobe.com for ideas.
COLORS
FONT SAMPLES
Arial Lobster Century Gothic Bebas Neue
Shades of blue are a great solution, it does not interfere with PAHO’s brand.
- - - 21 - - -
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
3 USE SIMPLE GR APHICS • Simple graphics make data interesting and keep your information easy to understand and retain. • If you have large amounts of data, try breaking it down into simple graphics one slide at a time.
1 out of 4 people... March 10
March 12
- - - 22 - - -
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
4 U S E I M A G E S T H AT E N H A N C E M E A N I N G Engage your audience with impactful images. • Use full-screen sized images that take up the entire slide. No need to use small images. • Include photos to enhance meaning and convey emotions.
IV. Photography An image slide like this is a bit small. Practice in your actual presentation space to see that everything is the correct size
IV. PHOTOGRAPHY
- - - 23 - - -
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
5 PR AC TICE PRINCIPLES OF DESIGN
Contrast We are all wired to notice differences, and contrast simply means difference. We are not conscious of it, but we are scanning and looking for similarities and differences all the time. Contrast is what we notice, and it’s what gives a design its energy.
Contrast
Contrast
--- 24 ---
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
Alignment The main point of the alignment principle is that nothing in your slide design should look as if it were placed there randomly. Every element is connected visually via an invisible line. When you place elements on a slide, try to align them with another element. Slides that contain elements in alignment look cleaner. And assuming other principles are applied harmoniously as well, your slides should be easier to understand quickly.
Alignment Alignment Alignment
Alignment Alignment Alignment - - - 25 - - -
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
Repetition The principle of repetition simply means the reusing of the same or similar elements throughout your design. Repetition of certain design elements in a slide or among a deck of slides will bring a clear sense of unity, consistency, and cohesiveness. Where contrast is about showing differences, repetition is about subtly using elements to make sure the design is viewed as being part of a larger whole.
1. consistency
2. unity - - - 26 - - -
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
Proximity The principle of proximity is about moving things closer or farther apart to achieve a more organized look. The principle says that related items should be grouped together so that they will be viewed as a group, rather than as several unrelated elements. Audiences will assume that items that are not near each other in a design are not closely related.
4 DESIGN PRINCIPLES THAT MIGHT HELP YOU
4 DESIGN PRINCIPLES THAT MIGHT HELP YOU
Contrast
Contrast Proximity Alignment Repetition
Proximity Alignment
Repetition
- - - 27 - - -
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
You’ve created the perfect sequence and slides for your presentation, but now you have to deliver your presentation to your audience. If you feel nervous, don’t worry! You’re not alone. Public speaking is one of the most common fears, affecting 75% of the population. Acquiring good presentation skills can help you overcome this fear and make your presentation a success!
- - - 28 - - -
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
Delivering YOUR PRESENTATION
- - - 29 - - -
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
S T E P - B Y- S T E P 1 K N O W YO U R S T U F F Get acquainted with your equipment and practice your content. Remember, you’re the expert!
Tip! Record yourself for self-evaluation or present to someone. --- 30 ---
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
2 P R A C T I C E YO U R V E R B A L C O M M U N I C AT I O N S K I L L S Speak clearly and slowly to allow room for your audience to take notes and think of questions. Keep it simple and use technical words only if they are appropriate for your audience and topic. Otherwise, cut the jargon! Check your tone because it’s not only about what you say but about how you say it. For example, if you are speaking at a normal volume and lower your voice, you generate anticipation. If you pause in suspense, you generate undivided attention. - - - 31 - - -
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
3 A P P LY N O N -V E R B A L C O M M U N I C AT I O N S K I L L S Remember the following: • Maintain eye contact and engage with your audience. • Keep an open posture and make sure there is nothing between you and your audience. • Use your face to express your emotions and enhance your message. • Move your hands just enough to engage and emphasize, but not to distract.
DELIVERING Effective Presentations
FOR MORE TIPS Watch David Phillips TED Talk https://www.youtube.com/watch?v=K0pxo-dS9Hc
- - - 32 - - -
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
3 E N G A G E YO U R A U D I E N C E Make your presentation interactive • Ask “raise your hand if” questions. • Ask and answer questions throughout your presentation. • Use a polling tool. For example, visit www.menti.com • Get people to repeat things out loud. Repetition aids cognition. • Plan group, partner and/or individual activities to facilitate the transfer of information or skills.
And overall, practice, practice, practice! PRACTICE MAKES PERFECT - - - 33 - - -
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
You followed all the steps to plan, produce and deliver your presentation, and your presentation was a major SUCCESS! Congratulations! But how do you know whether your audience will follow your call to action? And how do you keep your audience motivated and engaged after your presentation? Follow up with your audience after your presentation to help them remember your message and improve your next presentation.
--- 34 ---
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
FOLLOWING UP AFTER YOUR PRESENTATION
- - - 35 - - -
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
S T E P - B Y- S T E P
1
THANK YOU!
Leave your contact information Provide your phone, email, website or social media accounts, and encourage your audience to contact you with any questions.
email@paho.org
@
2
Send a thank-you note Follow-up with a thank you note via email, mail or even better – handwritten! This will allow you to stand out from the crowd. Use your thank-you note as an opportunity to engage your audience once again and reinforce your call to action.
- - - 36 - - -
E f f e c t i ve Pr e s e n t a t i o n s To o lk i t
3
Y N
Ask for feedback Use an online or in-person survey to ask for feedback. Your presentation might have been very successful, but there is always room for improvement and feedback you can use for the next one. Surveys can be handed out immediately after your presentation or up to a week after. Talk to members of your audience after the presentation and casually ask them to provide you with feedback. Their feedback can provide you with valuable input you can incorporate as part of future presentations.
4
- - - 37 - - -
Provide extra materials Follow-up by providing links, documents, publications or toolkits that reinforce your messages. Your audience will thank you, and you will have another opportunity to reach your presentation objectives.
RESOURCES PAHO PowerPoint Presentations Template https://intra.paho.org/departments-offices/dd/cmu/IB/Pages/Templates.aspx ABOUT PAHO Presentation https://intra.paho.org/departments-offices/dd/cmu/IB/Pages/Branding.aspx Colors and Fonts https://www.color.adobe.com https://www.fontsquirrel.com https://www.dafont.com Visual Resources https://www.flickr.com/photos/pahowho https://ccsearch.creativecommons.org/ https://www.freepik.com https://morguefile.com/ Interactive Polling https://www.mentimeter.com/ Best Practices https://www.duarte.com/presentation-skills-resources/ https://www.ted.com/playlists/574/how_to_make_a_great_presentation Toastmasters Education https://www.toastmasters.org/education
REFERENCES Reynolds, G. (2010). Presentation Zen Design: Simple Design Principles and Techniques to Enhance your Presentations. Gallo, C. (2014). Talk Like TED: The 9 Public-Speaking Secrets of the World's Top Minds. Williams, R. (2015). The Non-Designer's Design Book. Miller, G. (1956). The magical number seven, plus or minus two: Some limits on our capacity for processing information. The psychological review, 63, 81-97. Tulving, E., & Craik, F. I. M. (2000). The Oxford handbook of memory. Oxford: Oxford University Press. Duarte, N. (2019). Duarte Presentations. Retrieved from https://www.duarte.com/presentation-skillsresources/ Desjardings, J. (2010). Steal this Presentation. Retrieved from http://www.slideshare.net/jessedee/steal-this-presentation-5038209 Collective Knowledge and Experience from the PAHO/WHO Communications Department (CMU).