Key Features of an Effective Presentation

1. Has an identified …

a. Purpose

b. Audience

i. Total number

ii. Attendance required or optional?

iii. Job role

iv. Age

v. Education

vi. Current knowledge of topic

vii. Existing attitudes, opinions, emotions

viii. Are they a decision maker?

c. Medium

i. Computer

1. Local/network disk

2. Intranet/Internet

3. CD/DVD

ii. Video (may require computer or CD/DVD player)

iii. Paper (handouts)

iv. Overheads

v. Slides

d. Method (We’re assuming PowerPoint for this series )

i. Instructor/Presenter-Led (live)

1. Short

2. Key words/ideas

3. Attention grabbers

4. Elements to support verbal message

5. Never use timings for a live presentation!

ii. Self-running (unattended)

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 1. Must include all relative information

2. Include attention grabbers

3. Must be paced fast enough to keep attention but not so fast they can’t
follow along

4. Animations, transitions, audio, video all important components

5. Must use timings

iii. User-interactive

1. Viewer controls the show (progress and/or content)

2. Can find more detail/skip topics as desired

3. May include hyperlinks and/or action buttons

4. Addresses a single user as opposed to a group

5. Delivered on a computer monitor via CD/DVD, Internet or Intranet

6. Has been thoroughly checked to ensure all interactivity works as

expected

7. May use timings or must provide easy-to-use alternatives (links,

buttons)

2. Focuses on the subject and goal, with extraneous details excluded

a. Provides details via other methods instead of trying to force it all on the slide which
can be overwhelming (handouts, linked files, flip charts, whiteboard, discussion)

b. Use charts and diagrams instead of text

c. Provide handouts for retention, review, keep focus on presentation, not writing

d. Summarize at the end of sections and the presentation

3. Doesn’t feel “canned”, feels natural and for that specific audience

4. Exudes professionalism and competence

5. Is well rehearsed (speech, activities, equipment, environment/room)

6. Is consistent throughout (same/similar colors, logos, title styles)

7. Is the proper length and/or interlaced with other activities to break it up

8. Has a suitable environment

a. Room arrangement

i. Can everyone see and hear the speaker?

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 ii. If taking notes, is there a surface on which to comfortably write?

iii. Should they be facing each other to encourage interaction?

iv. For longer presentations, provide more physical space per person

b. Equipment (for presentation and attendees – projector, outlets, extension cords,

podium, white board, outlets for attendees if necessary)

c. Lighting – is it adequate for the audience/purpose of the presentation?

9. Limits text (6X6 rule)

10. Uses alternate media not all just PowerPoint on screen including handouts, white board,
visual aids, etc.

11. Uses color, fonts and graphics appropriately

a. Balance

b. Color

i. High contrast between background and text

ii. Dark backgrounds are good for brighter and larger rooms

iii. Light backgrounds can add more ambient light to dark rooms

iv. Light background and very dark, heavy text only if using overheads

v. If wanting to write on overheads during presentation, use a white

background

vi. Avoid patterns/shaded backgrounds in large rooms as projector may distort

vii. Test the projector to be sure colors reproduce well

viii. Use branding colors if appropriate

c. Fonts

i. Readable (size and font choice)

ii. Convey a “feeling”, choose accordingly

iii. Plain/simple is better for very young/older audience or where viewers will be
further away from the screen

iv. Available on presentation computer (or be sure to embed)

d. Graphics

i. Good quality and fit into the color scheme and “feel”

ii. Enhance the message

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 iii. Summarize data instead of bullets or lengthy tables

iv. Diagrams simplify concepts, processes, hierarchies or flow

12. Uses animations, transitions and multimedia appropriately

a. Can’t be used with overheads/slides/handouts

b. Stay consistent throughout (one per section, one for emphasis)

c. Very important for self-running shows

d. Build bulleted slides and dim prior bullet points to keep attention, build
anticipation

e. Audio and animation draws attention in places like tradeshows and kiosks

f. Don’t overuse sound effects (annoying, “cheesy”)

g. Audience determines how much to use

i. Younger wants lots of movement and sound

ii. Older, educated, executives all want less flash and more substance

13. Provides handouts/takeaways for the audience

a. Complete presentation or selected slides?

b. Additional annotations/supplemental content (via Word)?

c. Provides a way of disseminating information with others who do not attend (train-
the-trainer, field offices, co-workers, management, vendors/customers,
family/community)

d. Number of slides per page depends on audience/type of content

e. Provide to attendees

i. Before

1. PROs

a. Allows audience to see what to expect

b. Reduces stress of having to remember it all or take notes

c. Provides medium on which to take notes (3-up handouts)

2. CONs

a. Audience reads handout then doesn’t listen

b. “Gives away” the presentation

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 c. Some may think handout has it all and not stay for actual
presentation

ii. After – basically the opposite of everything above

14. If live, leverages an effective presenter

a. Has the audience’s respect (established credibility)

b. Is properly dressed (informal, business casual, business, business formal)

i. One level above the audience to establish credibility or if unknown to them

ii. Never more than two levels above the audience or it makes them
uncomfortable

iii. Same level or one higher to encourage rapport, comfort, approachability in

very interactive settings or when already known to the audience

iv. Never dress at a level lower than the audience

v. Women be careful of tops that might be an issue if you will be leaning over
or skirts that might be an issue if above the audience on a stage or sitting in
front of the group

vi. Long sleeves are always more professional than short sleeves

vii. Never go sleeve-less

viii. Personal tastes and attitudes aside, be careful about tattoos, piercings, even
jewelry that might be considered controversial

ix. In certain situations, be aware of cultural/societal/religious requirements

c. Is well informed on the topic

d. Has “backup” knowledge and slides for topics that may come up or to support
details that may be asked for

e. Can present even without the PowerPoint (in case of technical disasters)

i. Bring more than one copy of the file on more than one piece of media. I
know, it seems redundant but USB drives or CDs do fail on occasion or
sometimes the computer doesn’t have a CD or DVD drive. Recommendation?
Bring the regular file as well as one saved as a PowerPoint show in case the
computer for display doesn’t have PowerPoint installed or the fonts aren’t
available. Test any DVD/video versions before the presentation day using the
player that will be used for the presentation. If you have Internet access,
store a copy you can get to via e-mail or a SkyDrive account.

ii. Have hard copies of your own notes

iii. Have handouts so the audience can see what was supposed to be on screen
even if not in its full digital glory

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 f. Is well rehearsed

g. Knows how to run the equipment

h. Engages the audience

i. Provides breaks or alternative activities appropriately

j. Follows 25 or so of my Dos and Don’ts

i. Don’t pace (or fiddle with things in your pants pockets etc that are nervous
habits)

ii. Don’t say “um”. This is usually a sign of an unprepared presenter. First, be
prepared but if you need to stop and think, it’s better to be silent for a
second or two.

iii. Don’t ”barricade” yourself behind a podium

iv. Do move around the room/stage

v. Do break the “4th wall” whenever you get a chance

vi. Do be sure to address all areas of the audience

vii. Do look individuals in the eye

viii. Do use arm and hand gestures to emphasize points and match your voice

ix. Don’t memorize your presentation

x. Don’t (as in never) read the presentation directly from your notes

xi. Do encourage questions (whether any time or at certain points)

xii. Do gauge audience attention and comprehension

xiii. Do keep track of time (turn your watch with the face on the underside
of your wrist. It’s less noticeable that way when you gaze at it rather than
having to turn your arm over)

xiv. Don’t talk facing the screen or looking down at notes

xv. Don’t turn your body away from the audience for extended periods of time

xvi. If erasing a whiteboard, erase with an up-and-down motion, not side-to-

side (try the motions imagining you are the audience, you’ll see why it makes
a distracting difference, especially for female presenters )

xvii. When people ask a question, repeat it using different words both for
those who may not have heard it originally and to be sure you understand
the question

xviii. Don’t use a monotone voice – use emphasis and change the tone

xix. Don’t be afraid to be “human” – be the authority but also be relatable

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 xx. If time permits, get to know individuals or the audience as a whole and let
them know about you…appropriately

xxi. Don’t be afraid of humor and light sarcasm but make sure it is
appropriate (in different languages and cultures, these two things often
don’t carry over the same way)

xxii. Do provide a method for the audience to follow-up after the

presentation (web site, e-mail address, phone number, support desk, blog,
online reference materials)

xxiii. Do assess the presentation’s effectiveness if appropriate by providing

some type of survey, evaluation, “quiz” or other quantifiable method

xxiv. Do gather opinions from the audience. They are always valuable if you
want to improve your presentation content and/or style. Actually, their
opinion is the only one that counts. If they didn’t like it or didn’t get what
they were supposed to from it, it was ineffective. Elicit feedback and try to do
so in different ways - formal evaluations, casual conversation, etc. Ask what
people liked and what they thought could be added, removed, improved or
changed. Objective (numbers, ratings) and subjective (written comments)
feedback are both important.

xxv. Do thank you audience for their time and participation

xxvi. Do relax as best you can. There is basically no physiological difference

between “nerves” and “excitement” (fast heart rate, increased respirations,
funny feeling in your stomach) so choose which one you are experiencing for
yourself.

xxvii. Do smile!

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