PowerPoint Presentation Development Basics

Core Consulting Skills

Training Document

Winter 2012

PowerPoint Presentation Development Basics

2

This is what you need to takeaway from today’s discussion:

1. Logic is not enough

2. Tell a story

3. Less is more

4. Be consistent

5. Make your point

“Cheat Sheet”

3

We will address the following questions in today’s discussion:

• What is today’s objective?

• Why is this training important?

• What is the purpose of your presentation?

• How do you get your message across?

• How do you tell your story?

• How do you format your presentation?

• What charts and graphics should you consider?

• What PowerPoint “rules of thumb” should you consider?

Today’s Agenda

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Today’s Objective

The objective our discussion today is to improve your PowerPoint Presentation Development skills.

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A PowerPoint presentation can be an effective communication tool you can leverage for benefit…

Why Is This Training Important?

…But, in the wrong hands, it can lead to undesired results.

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Distribution ofOur Time

Communication

100%

0

Start Final Presentation

Our time spent problem solving is largely wasted if we do not spend an equal or more amount of our time communicating effectively…

Why Is PowerPoint Important?

Duration

Problem Solving

…and a PowerPoint presentation is a valuable tool to aid us in our communication.

Allocation of Our Time

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Results

• Late nights & stress

• Errors & omissions

• Weak messages

• Ineffective communication

All too often, we fail to spend sufficient forethought preparing our presentations.

What Results When We Fail to Prepare…?

The “Night Before” Syndrome

8

Inevitably, poor preparation leads to a fumbled opportunity.

What Results When We Fail to Prepare…?

ProjectMidpoint

The Analysis is Going Well!

One Week Before the Final

Still Focused on Analysis

The Night Before the Final

Trying to Write Presentation

Your Final Presentation

Your Client’s View of You!

Censored!

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Why Are Your Presenting?

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Most often, our goal when presenting is to both inform and persuade our audience.

Why Are Your Presenting?

• Introduce

• Explain

• Teach

• Describe

• Define

• List

• Identify

Inform

• Establish

• Promote

• Inspire

• Encourage

• Influence

• Convince

• Ensure

Persuade

• Introduce capabilities & establishcredibility

• Explain new idea & promote it’s use

• Teach topic & inspire audience

• Describe issue & encouragecorrective action

• Define options & influence decision

• List recommendations & convinceclient to implement them

• Identify risks and ensure their alleviation

Inform & Persuade

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The means of persuasion defined by the Greek philosopher Aristotle still apply today.

• Ethos (Credibility)

– Persuasion on the basis of knowledge, experience, respect, and authority

• Logos (Logical)

– Persuasion through logical reasoning

• Pathos (Emotional)

– Persuasion through the appeal of self identity, self interests, and emotional attachment

• Demonstrate your knowledge of a topic

• Articulate how your past experiences apply

• Speak confidently of references

• Voice your commitment

• Use bottom-up inductive reasoning to build up an argument

• Apply top-down deductive reasoning to support a hypothesis

• Maintain a structured hierarchy (the pyramid principle)

• Find common ground with your audience

• Understand their motivations

• Tell a story with your presentation

• Demonstrate empathy, optimism, & passion

How Can You Persuade Your Audience?

Means Methods

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Your desired message will ultimately collapse if you lack any leg of the stool.

How Can You Persuade Your Audience?

Credibility

Logic

Emotion

Persuasive Message

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How Do You Get Your Message Across?

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Learning and communication theory tells us the following things:

1. Tailor your message to the audience at hand

2. Provide a meaningful transfer of ideas and knowledge

3. Appeal to both sides of the brain

4. Minimize the “noise” in your message

5. Limit Cognitive Overload…in other words, “less is more”

6. Reinforce your message

7. Use visual cues

8. Tell them a story


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Tailor your approach to the audience at hand.


Audience

StereotypeAudience Attributes

Recommended Approach

Dominator

(CEO)

• Confident

• Decisive

• Blunt

• Impatient

• Respect their time

• Be organized and clear

• Present facts concisely

• Provide choices

Influencer

(Sales)

• Social

• Persuasive

• Impulsive

• Miss Details

• Be sociable

• Be interesting

• Minimize the detail

• Present with passion

Steady

(Middle Manager)

• Sincere

• Deliberate

• Risk Averse

• Unassertive

• Show interest/empathy

• Be honest

• Build trust

• Do not threaten

Conscientious

(Engineer)

• Thorough

• Methodical

• Cautious

• Critical

• Provide detail

• Be accurate

• Present logically

• Do not surprise

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Provide a meaningful learning experience for your audience.


100%

0

Retention

Potential Learning Outcomes

Transfer(ability to use information)

100%

MeaningfulLearning

NoLearning

FragmentedLearning

Source: Multimedia Learning by Richard E. Meyer, Cambridge University Press, 2001

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Appeal to both sides of the brain to get a positive emotional “hook.”


Left Brain Right Brain

EmotionalHook

Hooked

• Surprise• Curiosity• Joy• Acceptance• Anticipation

Emotion

Intuition

Creativity

Holistic Thought

Logic

Facts

Figures

Sequence

Learning Opportunity

Wasted Opportunity

Disconnected

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MessageSent

SignalReceived

MessageReceived

Minimize the noise in your message.

Examples of Communication “Noise”

• Physical – background sound, poor lighting, excess text or graphics

• Semantic – poor wording, grammar, terminology

• Physiological – nervousness, illness

• Psychological - preconceived notions, biases, assumptions

Source Encoder Decoder ReceiverSignalSent

FeedbackFeedback


Communication Cycle

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Encoding

Limit your information to 3 or 4 “chunks” at a time, then reinforce your message.

SensoryMemory(unlimited)

WorkingMemory(limited*)

Long TermMemory(unlimited)Selective

Attention

RetrievalInformation

LostMemory

Lost within1 to 2 seconds

Lost within15 to 30 secondsif unrehearsed

Lost withpassage of time

Rehearsal


The Memory Process

*Short term working memory is generally limited to 7 +/- 2 pieces or 3 to 4 chunks of information

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Research indicates your audience will retain more information and use it more effectively if you reduce extraneous text and information.

79%

28%

Is Less More?

% Increase in Retention

Source: Multimedia Learning by Richard E. Meyer, Cambridge University Press, 2001

RemovingAll Text

RemovingExtraneous Information

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Alternative Modes of Transportation for Food Distribution

• Drivers on motorcycles• Transporting fresh product• To local markets• In crates• In this case, pigs…• …Very uncomfortable pigs

Has the text on the page added to or distracted from the power of the graphic?

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Is this an effective slide?

Is More Less?

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Is this an effective slide?

Is More Less?

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Reinforce your message.

Reinforcement Techniques:

• Repeat your message using the old standard:– Tell them what you’re going to tell them

– Tell them

– Tell them what you’ve told them

• Show examples

• Explain how it impacts your audience

• Require audience participation and interaction

• Test comprehension and meaningful transfer– Reward positive transfer

– Correct deficient transfer


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Tell them a story.

Every good story (…even in PowerPoint):

• Has solid content

• Is adapted to your audience

• Has a beginning, a middle, and an end

• Follows a logical sequence (narrative thread)

• Has a point!


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How Do You Tell Your Story?

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Use a common framework when creating your story.

How Do You Tell Your Story?

StoryContext(Situation)

Role of the Audience

Point A(Current State)

Point B(End State)

Solution(Close the Gap)

Orient your audience

Define their role in the story

Define the imbalance in where they are today

Tell them where they should be.

Show them the path forward

Gap(or Conflict)

1

2

3 4

5

Example Storytelling Framework

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You should be able to frame your story in as few as 5 slides.

How Can You Apply The Storytelling Framework?

Story FrameMain Point

(Header Statement)

ContextYour company revenue is expected to double within the next 5 years

Audience RoleYou must provide the distribution capacity to meet these revenue targets

Point AThe capacity among your current facilities will not meet future needs unless a significant investment is made

Point BThe future logistics network will be designed to satisfy capacity requirements based upon rational investments

Solution

We are going to conduct a cost vs. service tradeoff analysis to determine the optimum role, number, location, and size of facilities needed to meet future needs.

Example Story Using The Framework

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NextSteps

Follow a structured hierarchy (pyramid) to build the logic of your message.

Key Line(5 Minutes)

Support(15 Minutes)

Support(45 Minutes)

Solution(Main Message)

How Do You Organize Story Content?

A structured hierarchy allows you to tailor the detail of your message to the length of time you have to present it.

Context

Role

Gap

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Inductive reasoning uses “bottom up” pyramid logic to draw inferences from the cumulative weight of the supporting evidence.

You should implement “X”

“X” meets your requirements

“X” is the least costly solution

“X” represents the least risk

Why?

“So What?”Statement

What Is Inductive Reasoning?

SupportingDetail

InductiveReasoning

This is referred to as the “boiling the ocean” approach, when done to extreme.

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Deductive reasoning also uses pyramid logic but requires an “ordered chain of ideas” that lead to an inevitable conclusion.

To reduce your distribution costs, you should redesign

your facilities

Your distribution costs are higher

than your competition

Your competitors have reduced

costs by redesigning their

facilities

Therefore, you should consider redesigning our

facilities

SupportingDetail

What Is Deductive Reasoning?

Chain of logic

“So What?” Statementor Hypothesis

DeductiveReasoning

Conclusion

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How Do You Put Your Story Together?

Gather content

Filter content into the key messages

Use a structure approach to develop a narrative storyBuild story

line

Design story Design story board

Conduct interviews, research, and analysis

Map story line and supporting information to slides

Understand objectives

Add charts and graphics to emphasize your messageOverlay graphics

Prepare room, anchor nervousness, present messagePerform live

Summarize messages

Define who you are presenting to and why

Practice and edit to clarify your messageRehearse and Rehearse and edit

Presentation development is a multi-step process with the sole aim of successfully communicating your message to your audience.

PresentationDevelopment

Process

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Presentation Formatting

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The cover defines the topic, the audience, and the date.

Presentation Formatting Title Page

Client logo in upper left corner or

overlaying Company graphic below

Main Title of Presentation. Center over sub-title information below. Or, center presentation title on page when client logo is not used.

Company orClient Graphic

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The Agenda follows the title page to introduce the sections within the presentation. As an example…

Presentation Formatting Agenda

The Agenda page may also be used as divider page throughout your

document by highlighting the section to be covered

next.

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Generally, each slide consists of a page title, a header statement, the slide body, and an optional tombstone statement.

• The header statement must convey your main message.

• The body of the page is used to support the main message.– The message should be conveyed in a logical sequence

– Bulleted text is one way of organizing supporting material

• Sub-bullets are used to further explain a topic

• Avoid the use of:

– A single sub-bullet only

– Too many bullets on a page…like this, and

– Very small text… like this

– Charts and graphics on the page must also support your main message

• Do not provide information on a slide that disputes or detracts from the main message.

• The “tombstone” is an optional device that:– Summarizes your point

– Provides a point of emphasis, and/or

– Creates a transition to the next page

Presentation Formatting Page Structure

As rule of thumb, your audience should be able to understand your entire presentation by reading the header statement on each page.

Page Title

HeaderStatement

SlideBody

Tombstone

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Maintain page layout consistency by applying the slide master template to each page.

Presentation Formatting Page Layout Consistency

Slide Master View

Header statement

Text body with font and bullet formatting

PageNumber

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A slide layout may be changed through the format slide layout menu of options.

Presentation Formatting Changing Page Layout

Slide Layout Options

Header Only

Header & Text

Title Slide Master

Title & 2 Columns

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Start ofPresentation

End ofPresentation

% of YouPaying

Attention

0%

100%

Typical Attention Span Curve

WhereWe Are

Using Charts & Graphics

Source: Numerous Scientific Studies

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Graphics should only be used to support your message.

• Use simple and concise graphics

• Ensure your message is immediately evident

• Do not use a graph unless it supports your point

• Encourage eye movement through graphic elements (e.g. chevrons)

• Place a title on your chart

• Identify the source of your information

• Avoid content free clip-art

• No eye charts!

Using Charts & Graphics General “Rules”

Needless Clip Art

Source: Bad PowerPoint Presentation

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Clip art can be effective if used to visualize your message.

Inbound

Outbound

Scan

Using Charts & Graphics “Acceptable” Clip Art

Original artwork can be created by ungrouping, combining and altering existing PowerPoint clip-art to graphically convey a message

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Use a consistent color scheme and text style for graphic elements and tables throughout your document.

Layout type and graphics

Perform live

Print hardcopyand rehearse

Task Benefit

1. No. 1 Task

2. No. 2 Task

3. No. 3 Task

No. 1 Benefits

No. 2 Benefits

No. 3 Benefits

Using Charts & Graphics Style Consistency

Examples

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Most data sets lend themselves to five basic modes of comparison.

Kinds of ComparisonCOMPONENT ITEM TIME SERIES FREQUENCY CO-RELATION

BasicChartForms

PIE

BAR

COLUMN

STEP

LINE/CURVE

SURFACE

SCATTER

Using Charts & Graphics Graphing Data

RelativeComparison

RankingImportance

VariationOver Time

HistogramCorrelation of

Data

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XYZ Corp59%

Percent Share of

the 2006 Widget

Market

Competitor A13%

Competitor B28%

Use pie charts to compare relative magnitudes.

• Place labels on the outside the pie

• Begin at 12 o‘clock and go clockwise

• Use contrasting values

• Limit the number of wedges (ideally, no more than 4 or 5)

• Do not use more than one pie chart on the same page unless their areas measure with the same scale

Using Charts & Graphics Pie Charts

Source: Company Analysis

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2006 XYZ Corp Widget Sales

by Region


Sales

$MM

$48MM

$20MM

$15MM

$10MM

$5MM

0 10 20 30 40 50

South

Mountain

Midwest

East

West

Use bar charts to compare absolute magnitudes.

• Use bar charts instead of line graphs when time intervals are irregular or irrelevant

• Bar charts are easier to read because labels are horizontal

• Order elements either by logical sequence or by size

• Label the value (y) axis with the unit of measurement

Using Charts & Graphics Bar Charts

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2004 2005 2006

$0

$10

$20

$30

$40

Revenue($MM)

Year

2006 XYZ Corp

Revenues


Use column charts to emphasize levels or magnitudes over time.

• Column charts are best used when few time periods will be plotted

• Column charts are most effective for small groupings

• Column charts are more space efficient due to their vertical format

Using Charts & Graphics Column Charts

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Year Over Year Inventory Level ($MM)

65

100

175

80

20

20

0

50

100

150

200

250

300

FY04 FY05 FY06

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Other

Europe

U.S.

125

165

275

15

45

InventoryLevel($MM)

YearSource: Company Analysis

Use stacked column charts to depict the contribution of multiple values over time.

Using Graphics & Charts Stacked Columns

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Use waterfall charts to depict the build up of a total value.

1.94

1.19

2.11

1.39

2.12

0.82

0.6

10.75

1.79

3.33

4.230.58

Direct Labor

Materials

Indirect Labor

Salaries

Investment and Other Fixed Charges

Other OH & Other Plant Expenses

Freight

DirectPlant

Non-DirectSalaries & Wages

Other Overhead & Plant Expenses

Design Delivery Total

0.29 – Mfg. License0.29 – Engineering

Source: Company analysis

Dollars Per Unit

By Cost Element

Supply Chain Cost per Unit - XYZ Corp.

Using Graphics & Charts Waterfall Charts

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Consumer Goods

Consumer Services

0

20

40

60

80

100

0

20

40

60

80

100

ConsumerGoods

Consumer Services

Food

Defense

Use line graphs and surface charts to show variation and trend over time.

• Line graphs can contain one trend line or multiple lines

• Multiple lines are either comparative or cumulative

Source: Government Report

Jan Feb March April May June July Aug Sept Nov DecJan Feb March April May June July Aug Sept Nov Dec

Using Charts & Graphics Line or Surface Charts

Consumer Spending($ Billons)

Gross National Product($ Billions)

Source: Government Report

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Use scatter diagrams to show data correlations and highlight significant patterns.

• Scatter charts depict the “shape” of the data

• When creating these charts, use an arrow or shading over the area of interest to highlight the expected direction or pattern

LinesPerHour


Using Charts & Graphics Scatter Diagrams

Units/Line Productivity

60

50

40

30

20

10

1

Average Units Per Line

1 5 10 20 25 30 35

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Use process flow charts to explain activity sequence and dependencies.

Using Charts & Graphics Process Flow Charts

Collect Historical Data

Comparative& Sensitivity AnalysisFuture

Scenario Models

Future Baseline Model

Project to Future Period

Adjust Historical Data

Historical Baseline Model

Qualitative Evaluation

Alternative Definitions

Assumptions• Missing Data• Abnormal Events

Modeling Assumptions

Future Business Plans

Collected Data

Distribution Network Analysis Process

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If a page requires graphics and bulleted text, split the page based on the graphic’s orientation.

• If the graphic is vertical, round or square, place the bulleted text to the side of the graphic.– If the graphic is used to help illustrate a point within

the text, place the graphic to the right of the text

– If the text is used to explain the graphic, place the graphic to the left

• If the graphic is horizontal, place the bulleted text above or below the graphic. – If the graphic is used to help illustrate a point within

the text, place the graphic below the text

– If the text is used to explain the graphic, place the graphic above the text

Using Charts and Graphics Graph Placement

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PowerPoint “Rules of Thumb”

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• Serif fonts are difficult to read on screen…this is Times font

• Italics are difficult to read on screen...this is also Times font

• Sanserif fonts are clearer…this is Tahoma font

• Normal or bold fonts are clearer

• Underlines may signify hyperlinks

• Instead, use colors to emphasize

Use readable fonts (e.g. Tahoma) and color to draw attention.

PowerPoint “Rules of Thumb” Fonts

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Use a text size large enough for the audience to read.

• This is Tahoma 10






•This is Tahoma 60

PowerPoint “Rules of Thumb” Text Size

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Make It Clear.

• ALL CAPITAL LETTERS ARE DIFFICULT TO READ

• Title Case Is Better But It Can Also Be Difficult to Read

• Sentence case is the easiest to read

PowerPoint “Rules of Thumb” Capitalization

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Use numbers for lists with sequence, priority, or reference. For example:

How do you put an elephant into a fridge?

1. Open the door of the fridge

2. Put the elephant in

3. Close the door

Today’s Priorities:

1. Find a new home for the elephant

2. Take the elephant out of the fridge

3. Take the elephant to it’s new home

4. Get a new fridge

PowerPoint “Rules of Thumb” Number Sequence

Save the detail for the supporting report or appendix.

• The “Primary Objective” for the Warehouse Consolidation track will be to aggressively attack warehouse consolidation opportunities in order to recognizes financial or strategic benefits for the enterprise and as such, the following objectives should be viewed with that approach in mind.

• Project objectives are as follows:1. Warehouse Consolidation: Object will be to consolidate existing 3rd party warehouses within targeted market areas utilizing (a)

existing warehouses or (b) vacant warehouses/facilities. The project goal will be to develop and implement a warehouse consolidation strategy, when possible (Note: Not all market areas analyzed will result in consolidations due to customer requirements, long term lease commitments, systems integration issues, cost benefits, timing of RDC rollout, etc.), that will substantially reduce the total number of network warehouses. Available project time and resources will be skewed toward this objective.

• Regardless of whether the consolidation analysis results in actual warehouse consolidation, data gathered will be later utilized by the RDC track and will accelerate the speed of final market consolidation.

• Each GMA targeted by the Warehouse Consolidation track has approximated 5-15 facilities and the speed, which facilities within these markets can be appropriately analyzed, visited and consolidated cannot be accurately determinable at this time. Therefore, the Warehouse Consolidation team will focus efforts to rapidly complete 1 GMA review as a pilot study to fine tune approach as well as time/cost/benefits estimates.

• Number of facilities closed as well as benefits achieved will be calculated throughout the project life cycle.

2. Collect Data for RDC Track: Scope will include all off-site warehouses located in markets targeted for RDC warehouse consolidation with information requirements including the following:

• Lease terms and conditions (rates, duration, etc.)• Through-put• Services provided including unique customer requirements• Current inventory analysis (turns, obsolescence etc.)• Data collection efforts will be targeted at the first 2 regions selected for warehouse consolidation.

3. Governance: Develop and implement a detailed governance document relative to warehouse operations including but not limited to the following:

• Opening/closing warehouses • Allocations of warehouse cost between sectors for shared warehouses

4. Procedures & Processes: Develop and document detailed understanding of procedures and processes related to:• Inventory visibility• Inventory accuracy (includes reconciliation process between 3PL’s and business units)• 3PL invoicing for services

5. Warehouse Database: Develop a detailed warehouse database that represents the “definitive source” of key warehouse data for the enterprise including but not limited to warehouse name, location, key contacts, through-put, KPI’s, lease terms and conditions etc..

PowerPoint “Rules of Thumb” Text Detail

Too Detailed!

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Round numbers unless the detail is absolutely required.

Atlanta London Tokyo

January 11,532,234 14,123,654 3,034,564

February 1,078,456 12,345,567 16,128,234

March 17,234,778 6,567,123 16,034,786

April 16,098,897 10,870,954 7,940,096

May 8,036,897 10,345,394 14,856,456

June 16,184,345 678,095 4,123,656

July 8,890,345 15,347,934 18,885,786

August 8,674,234 18,107,110 17,230,095

September 4,032,045 18,923,239 9,950,498

October 2,608,096 9,945,890 5,596,096

November 5,864,034 478,023 6,678,125

December 12,234,123 9,532,111 3,045,654

PowerPoint “Rules of Thumb” Number Detail

(MM) Atlanta London Tokyo

January 11.5 14.1 3.0

February 1.1 12.3 16.1

March 17.2 6.6 16.0

April 16.1 10.9 7.9

May 8.0 10.3 14.9

June 16.2 0.7 4.1

July 8.9 15.3 18.9

August 8.7 18.1 17.2

September 4.0 18.9 10.0

October 2.6 9.9 5.6

November 5.9 0.5 6.7

December 12.2 9.5 3.0

Too Detailed! Much Simpler!

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Use contrasting colors.

PowerPoint “Rules of Thumb” Colors

No No No

Yes Yes Yes

No

Yes

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Use differences to attract not distract.

PowerPoint “Rules of Thumb” Drawing Attention

�Differences draw attention

•Differences may imply importance

•Use surprises to attract not distract

�Differences draw attention

�Differences may imply importance

oUse surprises to attract not distract

•Differences draw attention









Attracting Distracting




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Minimize animated transition effects that detract from your message.

• "Appear" and "Disappear" are more subtle

PowerPoint “Rules of Thumb” Transitions

• This transition is annoying, not enhancing

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Here a few key takeaways from today’s discussion:

Summary

Topic Key Takeaway

PowerPoint � Use as a means of communicating your message

Development � Don’t wait until it’s too late

Purpose � Inform AND persuade (credibility, logic, and emotion)

Messaging

� Tailor to audience

� Minimize noise (less is more!)

� Reinforce your point with visual cues, examples, participation, etc.

� Seek emotional hook

Storytelling

� Think of your presentation as a story with a beginning, middle, and end

� Follow a logical sequence with a narrative thread

� Apply the pyramid principle to support your main points

Presentation Formatting� Be consistent from page to page

� Make your point in the header statement of each slide

Charts and Graph � Use to support rather than distract from your main point

“Rules of Thumb”

� Use sentence case with large font and minimal text per page

� Use highly contrasting colors (e.g. black on white)

� Use subtle and minimal animated transitions

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How Are Your Presentation Development Skills Now?

Before Training! After Training!

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Questions?

PowerPoint Presentation Development Basics

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