Presentations: From Design to Delivery
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Delivered as part of the Supporting Researchers in the 21st Century programme
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Presentations: From Design to Delivery
- 1. Office of Scholarly Communication
- 2. Disclaimer I don’t always take my own advice!
- 3. “I read a study that said speaking in front of a crowd is considered the number one fear of the average person … number two was death… this means to the average person if you have to be at a funeral you would rather be in the casket than doing the eulogy” Jerry Seinfeld
- 5. Presentations!! • Welcome to this course about learning to design and deliver presentations • Today we will talk about the best way to capture (and keep!) audience attention as you talk to them for hours and hours about something they don’t really care about • We all hate presentations but we have to do them as part of our everyday jobs– more about this to follow • Basically as long as no one falls asleep in your presentation you must be doing a good job … right?!? A complicated chart that you can’t read! (and has nothing to do with the other information on this slide!)
- 6. Alternative ways to present information
- 7. Why learn to present?
- 8. Before you begin… Is a presentation the right method of delivery? Why am I giving this presentation? Who is my audience? What message am I trying to deliver?
- 9. Design
- 10. Your key message guides everything you do with your presentation
- 12. Adapting your message A modern 24 hour library service offering access to everything from the latest journals to historical manuscripts. Tours are offered daily at 10am
- 13. Adapting your message A modern 24 hour library service offering access to everything from the latest journals to historical manuscripts. Tours are offered daily at 10am
- 14. Adapting your message A modern 24 hour library service offering access to everything from the latest journals to historical manuscripts. Tours are offered daily at 10am
- 15. Adapting your message A modern 24 hour library service offering access to everything from the latest journals to historical manuscripts. Tours are offered daily at 10am
- 16. Adapting your message A modern 24 hour library service offering access to everything from the latest journals to historical manuscripts. Tours are offered daily at 10am
- 17. Structuring your presentation Build around your key message(s) Work backwards Storyboard Make it flow Question when to ask for questions
- 18. Break up a larger presentation into smaller chunks
- 19. Basic design principles No more than three fonts per slide Size 24 as a minimum – any smaller than this and you are trying to fit too much on to a slide! Be sensible with colour and font choices Use animation sparingly
- 20. Size Shape Shade Making your message stand out Colour Proximity Via Slideology
- 21. Point of the point? No faster way to death by Powerpoint Reading vs listening Not a script!
- 22. Bullet points •Product has bright, popping colours •It will include additional safety features •Product comes in three sizes •New design will be highly flexible
- 25. Alternatives to PowerPoint Haiku Deck Prezi Google Slides Keynote Canva
- 27. Handouts and accompanying material Think about purpose & content What do you need to share/explain? Find new ways to share information Can the audience follow along during your presentation? Accessibility Pay attention to colours and fonts
- 28. Think about sharing your presentation
- 30. Delivery
- 31. Bad delivery can kill a great presentation
- 32. Elevator pitchElevator pitch 1. Explain what you do 2. Communicate your USP 3. Engage with a question
- 33. PIXAR pitch 1. Once upon a time … 2. Everyday … 3. One day … 4. Because of that … 5. Until finally ….
- 34. Dealing with nerves Nerves can be a good thing! Preparation is key Relaxation techniques Practice
- 35. Body language First impressions Eye contact Hand gestures Facial expression
- 36. Be a superhero Certain poses can change your body chemistry Before a stressful situation stand like a superhero for five minutes
- 37. Dealing with questions Be calm, give yourself a moment to think about your answer Clarify the question Don’t be afraid to admit you don’t know the answer No one is out to get you!
- 38. Voice projection Pace Balance between too slow and too fast Clarity Make sure people can understand you Volume Can everyone hear what you’re saying? Breathe Don’t forget to do this!
- 39. Tongue twisters
- 41. Dealing with disaster Remember - the audience won’t know there’s been a problem unless you let it show
- 42. Questions?
- 43. Key messages Always think about your audience Never underestimate the importance of preparation Fake it until you make it
- 44. Via Spell With Flickr
Editor's Notes
- Workshop not just about delivering a formal presentation or training session – can apply in a lot of situations. Throughout presentation I will be showing different ways of creating slides – this examples was created in a site called Photofunia which allows you to insert text and images in different templates.
- Have done a lot of research into presentation design and delivery for this workshop but am still learning. This is not meant to be a session telling you’re the only way to do things – please share questions/observations/disagreements as we go through as I need to learn more.
- I’m guessing that this is the main reason a lot of you are here today. Fear of public speaking is a common anxiety but something that can be overcome – it doesn’t have to be as bad as this!
- Here we have some examples of good … and not so good public speakers. Public speaking is often something we have to do and it can be daunting but it’s worth remembering that even people who seem confident can struggle with it. It just takes some know how and practice.
- We also want to learn to avoid this. How many people have seen something like this in presentations? The problem is that it’s too cluttered, it’s difficult to read and too many colours and fonts make it hard to understand. A bad presentation can really damage your chances at getting the information you need across.
- Of course a formal talk with slides isn’t the only way to present information. Think about other ways in which you present information in your roles: Posters Flyers Websites Tours Meetings Documents Although the examples in this section of the presentation look mainly at formal presentations the advice can be adapted to all other types of information sharing.
- We work in roles where we are required to speak to and help other people. We need to come across and confident whether giving a formal presentation or helping someone at the reference desk – good public speaking skills = important part of this. You might need to do some formal public speaking or training as part of your role. Increasingly seen in job adverts – whether at professional events or in terms of delivering user training. Is a useful transferrable skill for people to have. If you are attending an event (even if not speaking) you need to be seen as professional or you might need at interview.
- Before you start planning a formal presentation you need to aske yourself some questions: Is a presentation the right method of delivery? - do you need to gather people together in a room or is there a better way to communicate the information e.g. a document? Don’t be tempted to give a presentation just because that’s the only way the information has been delivered before Why am I giving this presentation? – consider what you want the outcome of this presentation to be. Are you trying to persuade people to do something? Are you trying to teach them? What you want as an outcome of your presentation will influence how you present the information Who is my audience? – thinking back to your previous question you need to think about who your audience actually are as this will impact how you deliver your message. You also need to think about the level of knowledge they have on a subject – don’t give a basic introduction to a topic to a room full of experts!! What message am I trying to deliver? – what is the message you’re trying to share with your audience? What’s the one bit of knowledge you want them to take away. Will talk more about this is a moment Once you have considered these questions you can move forward with your presentation.
- First section of the workshop will talk about design Section focuses mainly on formal presentations but hopefully you can adapt some of the principles to other ways of presenting Questions/comments welcome
- When planning your presentation you need to start with the key message(s) that you want to deliver and then build your presentation around it. Consider your audience – what message will appeal to them? Try to limit the messages to three otherwise you risk information overload. Key message is the basis of your presentation and everything else should build around it. Taking a step back you need to think about your key message when planning your presentation: You can have more than one message but try to limit them to three otherwise your audience will struggle to remember build your presentation around the message/(s) you want to share – anything which doesn’t fit with the message doesn’t belong in this presentation and needs to be taken out to prevent you going off topic. Don’t want to attend a presentation about dogs and have to listen to the presenter talk about cats. Assume people’s time is precious and treat it accordingly think about your audience – what message will appeal to them? What to they need to know? Resist the temptation to put everything you know about a topic into a presentation – you want to avoid overloading and boring your audience. You may need to have more than one presentation to get your complete message across.
- It’s good practice to adapt the same message in different ways depending on your audience. Different groups have different needs and priorities and you need to be able to address these. An example that sums this up well is Lucozade - used to be sold as something you drank when you were ill but then sales started to drop as people only associated it with being ill. The makers wanted to branch out into other markets so they thought about their message – that Lucozade can help keep your energy levels up – and used this to position it as a sports energy drink. Same product, different messages. [Click]
- This might be the message you use to market your library service but you can stress different parts to appeal to different audiences [Click]
- For example this might be the message you use to market your library service but you can stress different parts to appeal to different audiences: Students = latest journals [Click]
- For example this might be the message you use to market your library service but you can stress different parts to appeal to different audiences: Students at exam time = 24 hour opening [Click]
- For example this might be the message you use to market your library service but you can stress different parts to appeal to different audiences: Researchers = manuscript access [Click]
- For example this might be the message you use to market your library service but you can stress different parts to appeal to different audiences: Visitors = tours [Click]
- You have your key message and that can really help you to structure the rest of your presentation: Always keep that key message in the back of your mind – keep it on a Post-It note next to your computer. If something doesn’t fit with your key message then it doesn’t need to be in your presentation – be strict! Work backwards from the message/(s) you want people to take away. Decide on your conclusion and build an argument which focuses on that Storyboard your presentation – this works quite well if you are a visual planner. I Post-It Note = 1 idea. Can swap these around as you plan your presentation. Mind maps are useful as well to make sure you cover all the concepts you need to Sounds obvious but you need to have a logical flow to your presentation – a beginning, a middle and an end. At the end summarise your presentation and reiterate your top takeaway messages Questions – always leave room for questions but don’t feel this has to be the very last thing you do. Can ask for feedback as you go through if you’re comfortable with that but it can disrupt your flow. If you want to wait until the end of the presentation then have it as the second to last thing. The reason = this means you can leave the audience with a good final impression. Otherwise = silence or awkward questioner taking over. Leave them with the message you want to leave them with!
- Don’t be tempted to cover everything in one massive presentation unless you have no other choice. It might be better to break up a larger message into smaller chunks which are easily digestible. People can only concentrate for a short period of time and if you leave all of your important messages to the end of a long session the audience might not take it in.
- The really basic stuff that almost goes without saying but I have seen basic mistakes happen: Fonts are great if used well but limit them to three per slide – any more = distracting. FontSquirrel is a good source of alternative fonts if you want something a bit different Any smaller than size 24 text and you are putting too much text on the slide. This is a visual aid not a document in it’s own right. If you are trying to put more than 50 words on a slide you are writing a handout not a presentation Think about your colour choices – certain colours just don’t belong together and others make text harder to read. Think about accessibility issues – colour blindness etc. If you have to use animation to make a point do it with as little fuss as possible otherwise it doesn’t look professional
- Slideology – make your message stand out with some of these strategies. Can be applied to text or images.
- Bullet points are the most popular way to get your message across in a presentation but also one of the most misused, especially on slides. Slides are really there as a visual aid to reinforce what you’re saying. If you can deliver the whole message using the slides you have prepared then you don’t need to be there – you’ve created a document which needs to be emailed round rather than a presentation that needs to be attended. Most people find listening to one thing and reading another at the same time really difficult. They will unconsciously focus on reading which means that you as the presenter don’t even need to be here. I’m not saying there is no place for them but there are ways to make them more visually interesting. Think of them as a way to sum up or back up the point, a way to point you back in the right direction if you can’t remember what you were going to talk about next. Don’t use your bullet points as a script – it wastes your time and the audiences time. If you can fit everything you want to say onto a slide then you don’t need to be there!
- We have to except that you won’t be able to get rid of bullet points completely but there are ways to adapt them. Think about these bullet points being used to advertise a new product. How can you take a sentence and turn it into a one or two word bullet point? ---- A bullet point should not be a sentence – it should just be a short point to emphasise whatever you are talking about Reveal the key idea only 6x6 – no more than 6 bullet points with no more than six words each
- Some examples. There are alternative ways to present these points though.
- Can also present them as one point per slide and use an image to reinforce the point.
- Most people use Powerpoint to create presentations and posters as it’s easily accessible but just to be aware of a few alternatives - not an exhaustive list.
- Images can be used to make slides more exciting to look at but you don’t need great design skills. Think outside the box when searching these sources – try to find something which reinforces your point. Might need to try a few search terms first (and be careful of what you’re searching for at work!) People can look at an image and actually listen to what you’re saying. Remember to reference images if needed.
- Handouts can be a great way to back up the information on your presentation – especially if you’re going down the one image/less text per slide route. Think about purpose – why are you giving the audience this handout? Do you want to further explain a concept? Show a graph so that people can actually read it? Give them a summary to take away? Spend some time thinking about this and don’t just include handouts for the sake of it. Sharing links – most people have some sort of device and most rooms will have wifi so take advantage. Sharing links so people can follow as you go along or follow up later – Bitly, Google Docs. Think about accessibility issues – for example it’s easier for dyslexic students to read dark text on pastel coloured paper.
- Following on from talking about handouts, presentations themselves are no longer exclusively for the audience you are delivering them to (except in certain circumstances). Have to think about this sharing aspect when designing a presentation. Different ways to share: Online – how does your presentation stand up without a speaker? This one wouldn’t stand up very well but it could be adapted. Can create a new version of the presentation to put online = time consuming. Can record yourself but this is time consuming and can sound a bit false. Slideshare – embed text in slides which shows up as transcript. Think about ways to share your presentation as you present – links on Google Docs – automatic tweet to online version of presentation.
- Moving on to the delivery phase – again can be applied to situations other than just traditional presentations.
- We can’t underestimate the importance of good delivery as it can ruin all the time and effort you have put into creating a presentation. It looks unprofessional and is insulting to the audience who have given up their time to attend.
- Elevator pitches are a great way of getting you to think about how you present yourself when delivering information. Also a useful skill to have. Idea is that you can be in a lift with someone you need to impress for 30 seconds and you want to sum up succinctly what you or your service has to offer. Can be good at: Conferences Job interviews Professional events Important not to undersell yourself and your talents. Identify your goal – what do you want to persuade people to do with this pitch? Much like key message in your presentation, the content of your pitch should be geared towards this. Explain what you do – what do you want the person to remember most about you? Describe what you do in ways that make it sound exciting. Think about what you can offer the person you’re talking to – how can you solve their problem? Communicate your USP (unique selling point) – what is the one thing you can offer that no one else can? Engage with a question – follow up with am open ended question e.g. So how does your company handle that? Exercise – create your own elevator pitch for you or your service. Identify a goal = you want to persuade someone that you need money for extending opening hours OR you are at a conference and meet a senior librarian from another university library. What would you say to them? Fill in sheet and then small group work.
- Nerves are completely normal!! They can actually be a good thing as they give you a nervous energy and stop your presentation from sounding flat. Audience is not out to get you, they want you to do well as this makes them feel more comfortable. Always three presentations for any one you give – the one you prepared to give, the one you actually gave and the one you wish you had given! Try to look at each presentation as a reflective exercise – what went right/wrong? How will you improve next time? Self talk – the little voice inside your head that tells you you’re not good enough or that you’ve done something wrong. You may notice small mistakes but chances are your audience will not. The audience don’t know what you haven’t told them. If you lose your place take a breath or a step back to clarify your thoughts. The key to handling nerves is preparation – if you know your subject then this will help you to deal with the unexpected. Ask three questions: What is the best thing that can happen? What is the worst thing that can happen? What is likely to happen? – aim for this and prepare for the worst! Dealing with difficult questions – if you are prepared and know your material this will help you to anticipate any difficult questions you may get. Don’t be afraid to admit that you don’t know the answer but do offer to find a solution and get back to them. Try to be clear but brief in your answer. Don’t be afraid to clarify the question. Relaxation techniques – deep breathing and trying to release the tension in your body. It helps some people to feel more relaxed as they prepare for a presentation. Practice also helps to ease nerves. Try to rehearse in the space you will be delivering your presentation in if possible as this can help you know what to expect on the day. Over time the more your deliver presentations the easier they get.
- Body language is important as up to 90% of what you’re saying doesn’t come out of your mouth – made up of words, body language and tone. Important caveat - be aware of cultural differences in body language. Your first impression really does count – when you stand up in front of an audience – how do you walk to the podium, are you already there? If you shuffle on people already start to switch off. Look like you want to be there! Maintain eye contact but don’t be creepy! Don’t focus too heavily on any one person – move around the room. What to do with your hands? – can be a minefield as hands on pockets looks to casual, arms folded looks defensive and arms at the sides can make the presenter feel uncomfortable. Easy way round this is to have something to hold e.g. notes or laser pointer. If you don’t use either but still think this is a problem then just hold some dummy papers such as a copy of your slides. You may need to put the prop down to stress a point without the risk of flinging your papers at the audience.
- Powerful poses = people open up. Low power situations = people close down. These poses compliment each other in interactions – one person is in charge. Amy Cuddy = volunteers assumed high and low power poses and then asked to gamble to test their risk tolerance. High power = more risk tolerance and a rise in testosterone levels plus lowering of cortisol levels which makes people better able to handle stressful situations.
- Be prepared and know your material. This will help you to anticipate the questions you are likely to get. Don’t be afraid to admit you don’t know but do offer to find a solution. If a questioner becomes too persistent offer to discuss their point with them afterwards. Don’t point at questioners but gesture with an open palm. Look at the questioner as they ask the question. Look around the audience including the questioner as you answer it and then come back to them at the end. Try to be clear but brief. You can always check if you have answered their question when they have finished. Don’t be afraid to clarify the question. Repeat it back to them in your own words if needed, e.g. “So, we are talking here about …” Make sure the rest of the audience heard the question and if necessary repeat it for them. This means they know what you are talking about and gives you extra thinking time. Remember that the audience are not out to get you or trip you up with awkward questions, they’re probably just glad it’s not them up on that stage! If you do get asked a question it’s because you have made enough of an impact with that person that they felt the need to response .
- People often stumble over words so tongue twisters can be a great way to practice your speech – important for clarity of speech. People need to be able to understand them. Exercise to practice tongue twisters in groups. Everyone has to try each one.
- Using notes is fine – as long as you don’t read them out! You need to connect with the audience and you can’t do that if you’re not talking to them. Notes are a visual aid for the presenter.
- What happens when things go wrong! Most important thing to do is keep calm. When you are uncomfortable and nervous then your audience will be too. Remember that they want you to succeed – no one is out to get you. Easiest way to prevent disaster is to prepare beforehand – make sure the technology is working, check it is compatible with what you want to do (videos/sound), scope out the room so you know the layout and feel more comfortable. Importance of having a back-up plan – have slides saved in different places or have a paper copy for real disasters. Chances are something will go wrong – it’s how you handle it that makes the difference.
- Never underestimate the importance of preparation – this can solve most problems! If in doubt – fake it until you make it! Always think about the audience – what do they need to get out of the presentation and make it work for them!