Posts Tagged ‘presentation’

Presentation Time Management

How to create a great presentation in under four hours

Time-saving 6-Step process helps create great looking PowerPoint presentations fast and easy

Presentation Time ManagementMost people dread presentation design. Tell someone they need to create a PowerPoint show and present it and you’ll likely hear a sad list of excuses…

“I don’t know where to begin!”

“It takes too long!”

“I don’t know how to make it look good!”

Creating presentations need not be viewed as a time-consuming chore! After years of creating professional presentations for myself and for clients, I’ve developed a time-saving 6-Step Process to create a great looking and full-featured PowerPoint presentation, without frustration — in under four hours. Here’s how…

Segment one (0:00 – 0:15 = 15 Minutes)
Define presentation objectives

The key to fast and easy presentation development is to start with a clear definition of the goals/objectives of the presentation. Take 15 minutes to clearly answer these questions which will help direct the focus of the presentation:

  • What is the primary objective of the presentation and how will it be used?
  • Who is the audience?
  • What is their level of understanding of the material to be presented?
  • How many people (on average) will be watching this presentation?
  • What tone do I wish to set (i.e. look and feel) with this presentation? (high tech, conservative, fun, etc.)
  • Once you have answered these questions, you should have a clearer picture of the goals and scope of the presentation, which should help drive its overall look, font size, and content.
  • Segment two (0:15 – 1:00 = 45 Minutes)
    Outline and visualize

    Now it’s time to really focus on your message. Start by writing a basic outline of the points and subpoints you want to cover in your presentation. Craft your outline on paper, whiteboard or word processor — whatever works best for you. You can even use PowerPoint’s outline feature. Start with a blank presentation and enter your bullets and titles on each page.

    One word of caution, resist the temptation to play with PowerPoint! It’s a fun program, but tinkering with the graphics and options can eat up valuable time. As you write out your outline, keep the points succinct so they can serve as the titles for each page.

    While writing the outline, visualize yourself presenting. Don’t be afraid to speak extemporaneously, as if you were presenting the presentation. Without any notes, role play as if you were addressing the audience, ad-libbing your presentation as best as you can.

    “Welcome ladies and gentlemen. I’m [name] and today we’re talking about [topic]. Before I leave here today, you’ll have a better understanding of [presentation objectives]. The three points I’m covering today are…[Points 1,2,3]….”

    It may seem silly, but you will surprised at how your thoughts will flow effortlessly and your main points will come together. Indeed, our subconscious minds are often more skilled than we know, and can be of great help in drafting presentations. Try it!

    Work through this process until you have refined your message and the main supporting points of your content.

    Segment three (1:00 – 1:45 = 45 Minutes)
    Develop look, feel, template and title/body master

    Now we’re ready really get into PowerPoint. Creating the graphical look of the presentation can be a time-consuming activity. But by limiting this front-end design to 40 minutes, you can quickly set up the shell for the presentation to allow for more efficient development.

    Choosing an effective template is the most critical step of creating a good looking presentation. To speed development, choose a title/body master from an existing template or perhaps your company has a background template already. You can use PowerPoint’s built-in templates if you’re in a pinch, but in my opinion, PowerPoint’s built-in templates are often overused and too generic.

    Once you have chosen your design, modify your stock template as needed in Photoshop or another digital imaging program. Then import it directly into PowerPoint as your Master Page. Simply open the Master’s page view (View > Master > Slide Master) and then Insert > Background > Fill Effects > Picture.

    With the background in place, it’s time to establish the master color scheme (Format > Slide Design > Color Scheme), as well as your choice of fonts, typesizes, bullets, body layout, line spacing and more.

    If you developed the outline with text in the body and title master blocks, they will automatically assume the look and feel of the new template, and your presentation will suddenly look polished and professional, putting you on the fast-track to completion.

    Segment four (1:45 – 3:15 = 90 Minutes)
    Time budgeting and text/graphics development

    The bulk of presentation development, of course, is gathering up graphics and placing text. But before you dive into the meat of the presentation, take a quick moment to estimate the number of pages you plan to have. Once you have a total, divide that number by 90 minutes to get a rough average of the amount of time you should spend on each page.

    For example, I present at a moderate pace of 1 to 2 slides per minute, so a 20 minute presentation would have 20 to 40 slides. Time-wise, that calculates to an average of 30 slides divided by 90 minutes, which equals an average of three minutes of development time per slide for the text and graphics. Now that may seem fast, but by pacing yourself at this rate for development, you’ll find the presentation comes together much more quickly. Some people actually work better under a deadline, and setting the average time per slide (or overall timeframe) may actually make it easier to develop material.

    For the text, go through the slides and elaborate upon the outline that’s been written. Collaboration often speeds the process; get a colleague or a small group together to throw out ideas to help add bulk & bullets to your message.

    For efficient graphic selection, it’s helpful to use the clip-art library built into PowerPoint especially when it’s linked to the Internet (Insert picture > Clipart). Alternately, there are numerous other services for good graphics. Try collections from Digital Vision or Photodisc or again The Presenter’s Toolkit or Ultimate Combo.

    Don’t get too stuck on any single graphic or thought process. If you’re having trouble, move on to the next page and return back to that trouble spot. The trick is to keep the pace moving, and refine trouble spots later. I often go through the presentation in various iterations, making a few more enhancements each pass. The empty spots will ultimately fill themselves in. Just keep going!

    Segment five (3:15 – 3:30 = 15 Minutes)
    Slide transitions and animations

    Spend a quick 15 minutes to assign transitions to all the slides. This is easier than you think, as the transitions between slides should be consistent throughout the presentation. The animations on the master-page bullets should also be consistent. A simple wipe effect is a good no-nonsense effect.

    Segment six (3:30 – 4:00= 30 Minutes)
    Final edits and revisions

    The last 30 minutes of this accelerated presentation design is focused on final edits and revisions. Run through the entire presentation in slideshow mode to ensure the transitions/animations work effectively, and identify any areas that still need refinement. Then, go back and make any necessary edits.

    Pay careful attention to the amount of text on screen. If any page is too crowded, split it onto a secondary page, for example “Topic: Part 1” and “Topic: Part 2.”

    Ensure the graphics are consistent and relevant to the textual material on screen. Use the guides/grids to keep the graphics from jumping around. Make several more passes, and keep tweaking until you’re satisfied. Remember to saving versions of your presentation to prevent any catastrophic data loss or to allow you to revert to something that was deleted. I like to save every 30 minutes using titles like “Filename-v1.ppt,” “Filename-v2.ppt.,” etc.

    By sticking to a focused process and defined timeframe, your presentation will be developed more efficiently and effectively than by an ad-hoc approach. It’s a simple but workable strategy: plan…prepare…present!

    After2

    Great Customer Service through a Great Presentation!

    Speaker and business consultant Margie Seyfer transforms her PowerPoint presentation from Weak to Wow.

    Margie SeyferMargie Seyfer is an acclaimed speaker and business consultant living in Colorado. For over two decades she has helped professionals to improve customer service and improve their bottom line. Her “Winning Women Customers” is a dynamic and informative program with compelling content about the differences of men and women…and what can be done to more effectively earn the business of women.. But the graphical design of the presentation was not as bold as Margie herself So Margie turned to The Presentation Team in March 2010 to transform her PowerPoint presentation from Weak to Wow.

    The Enhanced Presentation Package provided an efficient and economical approach to transform Margie’s 40-page basic PowerPoint into a powerful presentation that matched the professionalism of her delivery.

    After2

    Because Margie frequently speaks to large groups at conventions, conferences and meetings, the visual design needed to be bold, graphical, and easy-to-be-read from the back of the room. Our design strategy focused on creating a look-and-feel that reflected Margie’s professionalism and her company brand and identity, while involving elements of people, speaking, a light-hearted approach to the differences of men and women. The 6 hour project involved…

    1. Development of a custom professional template (title and body masters), that reflects Margie’s professionalism and his company brand, while integrating her existing content.
    2. Re-working the overall look-and-feel of the presentation (light grey and white colors, Tahoma fonts, clean layout) for a more polished look.
    3. Clean and professional imagery/graphics (portfolio, schematics, people, concept art, etc.).
    4. Clutter-reducing techniques and presentation strategies to create a “cleaner” look with greater effectiveness.
    5. Clean and conservative slide transition effects (fades and wipe effect).
    6. Professional fonts/typography to ensure consistent playback on different computer systems.
    7. Consulting and collaboration to help Margie to refine and present new ideas.

    Before:
    Before1

    After:
    After1

    Statistics simply stated: Margie’s original PowerPoint slide featured a bland and boring blue background. The two statistical percentages were presented top-to-bottom, and interfered with the template’s sweeping arc. Although the yellow title supported the blue background, yellow is not a strong bold color.

    The new template (inserted on the master slide as a background image) featured a light grey textured background, conveying a subtle and flowing theme of openness and modernism. The bottom arc at the bottom (inserted on the master slide as an image) was created in Photoshop to convey the message of women in business. The two percentages were moved left to right. The title color was converted to a more bold blue, and the font was converted to the more unique Calibri.
    Before:
    Before2
    After:
    After2
    Times New Roman is one of the most common fonts…but not the best for presentations. The “serifs” or edges of the letters often run together, creating a hard-to-read image. Margie’s original presentation lacked a consistent typeface throughout, and frequenly used this common but hard to read serif font. This slide featured an image at the bottom left of the page…separated from the core message of the slide. Our re-worked slide relocated integrated the title into the master slide, placed in the upper left in bold blue Calibri font. The photo was repositioned in the center left, and amplified with a rounded rectangle white border picture style. To help drive the key point of the differences of men and women, we changed the color of key words to 32-point in blue and red…and made the core point of the fact “not in all circumstances” in a 36-point green Calibri font.
    Before:
    Before3
    After:
    After3
    Statisics by bullet. These four statistics were simply presented in a line-by-line bulleted list. Again, the slide simply comes to life through integration into the template. But by taking the statistical information and integrating it into a table separated by varying shades of grey (rather than border lines), the information is cleanly presented. The percentages are amplified by larger font.
    Before:
    Before4
    After:
    After4
    The full-screen graphic was placed on the page as an imported graphic. Edges ran off the page, and a lack of a title left the slide without a comment or grounding. By adding a title with a transparent rectangular title block, Stan’s Automotive suddenly took on a new meaning. Additionally, the graphic was cropped, resaved as a JPG, and imported as a background image (rather than inserted as a standard image). This reduced file space and allowed for more flexibility.

    After just three days and three rounds of edits, the presentation was success! Margie speaks frequently at conventions and business groups. Her style, delivery, eloquence- and now her great-looking PowerPoint slides help to captivate her audiences…while helping them to improve their customer service and bottom line!

    * Margie Seyfer is a Presentation Team keynote partner.

    PowerPoint for MonaVie

    Alive and Affluent: Dynamic PowerPoint for MonaVie Showcases Health Beverage


    The secrets to transforming a boring and basic PowerPoint for Mona Vie into a high-impact presentation…showcasing the power drink’s business potential.

    PowerPoint-Before-and-After-SamplesEST-Logo-100wMonaVie is helping people to be healthy…and wealthy.  This refreshing beverage integrates the Brazilian açai berry and 18 other body-beneficial fruits from around the world to support a healthy lifestyle.  But it’s a much more than just a beverage in a bottle…it’s a money-making enterprise!  In April 2009, Michael Murano of Executive Success Team first turned to The Presentation team to transform their boring and basic PowerPoint inta high-impact presentation to showcase the Mona-Vie’s beverages and business.

    The presentation’s objectives were twofold: both educational/informational, as well as sales/marketing. It was created to be delivered in person, or online via webinar or webcast. The deliverables included:

    • Consultation and collaborative development/editing of core presentation content (key messages, bullet points, diagrams, etc.)
    • Development of a custom professional template (title and body masters), to reflect the presentation’s content and/or MonaVie and EST’s brand.
    • Establishment of a “presentation palette” defining the colors, fonts, and layout…to make the presentation more memorable.
    • Clutter-reducing techniques and presentation strategies to create a clean look with maximum effectiveness.
    • Clean and professional slide transition effects (fades and wipes).
    • Professional fonts/typography to ensure consistent playback on different operating systems.

    The presentation was designed with a clean and contemporary design style integrating positive/motivational imagery featuring diversity, while reflecting a professional positive image.  Graphics were created to integrate transparencies, motion, and shadows.  The Project was contracted as a 40-hour endeavor, with work divided into 4-phases:

    Phase 1 Phase 2 Phase 3 Phase 4
    • Template Design
    • Graphic Look & Feel
    • Text Structure / Outline
    • Projector/Display Testing
    • Interviews and Research
    • Content Development / Writing
    • Photo Acquisition
    • Iterative edits
    • Transitions and Animations
    • Final Edits/Refinement
    • Coaching/Rehearsal
    • Testing and Sign-off 

    PowerPoint-Design-Sample-Executive-Success-Team

    Light, Bright Modern Widescreen Template sets the stage for a “fresh” presentation

    The widescreen 16×9 template was designed to be clean, light and open, featuring a grey textured background to provide dimension and flow. The green fonts and graphical accents complemented EST’s brand and their website and helped create a consistent look and feel.

    One of the early slides (for the live audience presentation version) showcased a friendly message to remind people to shut off their ringer…for a focused and un-interrupted seminar. The graphic featured a clipped PNG Graphic of a cell phone. In Photoshop, we added the “Silence” Message. We selected Optima LT as the primary font. It conveys a clean and professional look, while maintaining a unique and relaxed appearance.

    PowerPoint-Design-Sample2-Executive-Success-Team

    Show it! Antioxidants explained through Food Pyramid Image

    To help convey the fundamentals of antioxidants (and its eventual tie-in to MonaVie), The Presentation Team integrated a transparent PNG graphic of the “Food Pyramid” with a short message about the increased need for fruits and vegetables in our diets.

     

    PowerPoint-Design-Sample3-Executive-Success-Team

    Ditch the template!  Full Screen sends a bold message.

    To convey the concept of openness, freshness, and good clean living, we integrated a full-screen graphic of a happy healthy family.  Bullet points were minimized in text and offset to the left of the graphic.  To maintain consistency and unity throughout the presentation, we kept the bottom green arc and logo in place together with the Optima font.

     

    PowerPoint-Design-Sample4-MonaVie

    The Need…and the Solution.

    After creating the “burning platform” of the importance of antioxidants in our lives, the “right product” of MonaVie makes a grand and colorful appearance as a transparent PNG graphic off-set to the right of the text.  Key words appear in bold Optima font.

     
    PowerPoint-Design-Sample6-MonaVie

    There’s still value to Vector Clip-Art

    Many designers have opted to integrate the more realistic and dimensional “stock photograph” for the two-dimensional and illustrative “clip-art.”  But there is a value for clip art, especially when dealing with diversity.  An illustrated group of people can help convey diversity without divisiveness.  In this presentation slide for EST, the clip-art people add a generic human element to support the “Am I Ready” business message…without pigeonholing the viewer into connecting with a specific person on screen.  It’s generic yet inviting, creating an image that everyone can relate to.

    After 2 weeks of collaborative development, a winning presentation finally emerged. Michael Murano of Executive Success Team now has a winning presentation…and his MonaVie associates/downline are helping America to live healthy…while making money!

    oracle-presentation-after-2

    Bland and Boring PowerPoint transformed with technology template


    The quick and simple solution that an executive at a large software company took to transform his PowerPoint presentation from boring to brilliant.

    OracleCommunicating job responsibilities to new employees is a little easier thanks to Microsoft PowerPoint.  But for David Brooks of software giant Oracle Corp., the simplistic and amateurish look and feel of his 15-minute “Regional Manager Plan” PowerPoint presentation detracted from his effectiveness in explaining the company’s new strategic role for regional managers.  Brooks called on The Presentation Team for a quick and affordable transformation of his eight-page presentation into a more legible, powerful slideshow that would maintain Oracle’s brand identity and stand up well to projection as well as printout. 

    The project was contracted as a rapid fixed-price/fixed time offering from The Presentation Team that allocates 95 minutes for development. 

    In most slideshows, a quality template can go a long way in fortifying the look of a graphically weak presentation, especially those of a technical nature that lack an obvious image treatment. 

    We began our makeover by working in Adobe Photoshop to create a compelling 1024 x 768 replacement template.  The template was designed to be modern-looking and clean with an element of flow of motion.  A light background was offset by a lighter white titl block at the top of the screen, where the title text appeared in red.  A 1024 x 50 pixel black bar spanned with the full width of the page, to hold the Oracle logo, which we moved from the bottom. 

    Appearing large on the title page, and repeated smaller on the bottom right of the master template, we used a graphic of three square stock images – a handshake, a clock, and a chess piece – to signify partnership, time, and strategy, respectively. 

    Four of the eight slides featured basic lines of text set in 16-point Arial.  We pulked up the text by revising it on the master template to the non-nonsense Franklin Gothic Medium Condensed (28-point).  Similarly, we changed the title font to the heavier Franklin Gothic Heavy Italic (32-point, all caps).

    Originally, several slides featured flowcharts and text groupings that were conveyed weakly with lightweight arrows and black-bordered rectangles.  To add impact, we increased the width of the arrows.  For improved readability, square edges were rounded and drop shadows were added.  in the text blocks, we reversed the subheads over the black bars.  Next came the basic animation effects and transitions.  Finally, we reviewed the entire slideshow for textual consistency.

    Invest the time to create a captivating title slide

    BEFORE  AFTER
     oracle-presentation-before-1

     

     oracle-presentation-after-1

    A flat white background with basic black text is all that would have greeted the audience as they assembled for this meeting.  Another thrilling corporate meeting.

    The title slide typically remains on screen for longer than any other slide.  Investing the time to create a graphically exciting front-page helps set the stage for the talk to come.  This graphic – repeated smaller on the body pages – conveys a message of teamwork, timeliness, and strategy.

    Increase contrast with bolder shapes and text

    BEFORE AFTER
     Oracle Presentation - Before 2  Oracle Presentation - After

    This basic flowchart lacks contrast, readability, and conceptual focus.

    Creating a uniform size and shape of the text blocks helps to improve legibility.  The arrows have been converted to red with the line color removed.

    Through thoughtful planning, file management and communication, this speedy overhaul helped to more effectively communicate company concepts while reinforcing the stability of Oracle’s brand.

    Before-3

    Building Academic Excellence: Persuading with PowerPoint


    College president uses dynamic PowerPoint to persuade Board of Directors to build a new college campus.

    Warren County Community College is a small local college in rural upstate western New Jersey, approximately 90 minutes west of New York City. In February 2010 the college president, Dr. Will Austin, was called on to speak to its Board of Directors about the importance of expansion and growth through a new campus in Phillipsberg.

    The Board was skeptical and critical about the costs and necessity of a new campus. So Dr. Austin called on The Presentation Team to collaborate with him to develop a focused and compelling PowerPoint presentation to get the 8-Member Board to see the value of the new campus. We worked on an open-ended hourly rate to create a 61-page PowerPoint presentation to support Dr. Austin’s 2-hour talk.

    Contemporary Light and Open Presentation Design 

    The visual design of the presentation needed to be professional, clean/light/open, and easy-to-be-read from the back of the meeting room. The presentation redesign involved…

    1. Our design strategy focused on using a professional template (title and body masters), that we created several months earlier for a previous project. That light grey template reflected Warren County Community College’s professionalism and brand/identity, while integrating elements of education and community. The template also used a maroon title font, the same color as the school’s logo.
    2. Clean and professional imagery/graphics (portfolio, schematics, people, concept art, etc.), eliminating white backgrounds on scanned art and charts to create a transparent and open look.
    3. Clutter-reducing techniques and presentation strategies to create a “cleaner” look with greater effectiveness.
    4. Clean and conservative slide transition effects (fades and wipe effect).
    5. Professional fonts/typography to ensure consistent playback on different computer systems.
    6. Consulting and collaboration to help Dr. Austin to further develop and present new ideas.
    Before After
    Before-3 PowerPoint-Slide-Example3-Warren-County-CC
    The original slide featured a line graph showcasing the projected increase in enrollment. The line was red (reflecting negativity/loss) and set against an orange background. The font was small and difficult to read, and the horizontal lines added minimal value. Our revised slide featured an area graph. But rather than a flat color, we integrated a JPG stock photo of students, so there was no doubt what the topic was about!. The numbers were enlarged to 24-point and the horizontal lines were eliminated.
    PowerPoint-Slides-Example1-Warren-County-CC To help communicate the dilemma of college growth, we integrated a stock photo of a business professional holding a Question Mark sign.This light and humorous approach helped to relax the skeptical audience while connecting them to a common issue and Dr. Austin’s proposed solution. The layout of the graphic to the right of the slide gave the bullet points a left column layout which flowed easy on the eyes.
    Slide2 Quotes by great leaders are a great way to motivate audiences to take action,while adding a human level of vision and inspiration.Dr. Austin’s presentation was segmented by visionary quotes, in between sections.
    Slide4 It’s a matter of black and white. For a pure and dramatic final slide, we eliminated the template, making the case with white text set against a pure black background. This striking example helped the college president to most effectively make his point. Each line of text zoomed in on a mouse click and “It just makes sense.” set in 48-point Gil Sans font helped seal the deal.

    Thanks to the technology of PowerPoint supported by well-communicated examples, quotes, and statistics, the Board of Directors and administration saw the light and signed-off on the project, allotting the money to the Phillipsberg campus…helping to drive the economy of Warren County while helping advance the education of America for years to come. Another presentation success story thanks to great graphics from The Presentation Team!

    * The Presentation Team has been creating great PowerPoint visuals for Warren County Community College since 2007

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    • Comcast
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    • Cox
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    • “We engaged The Presentation Team to do a Presentation training for our team and he did a great job. He spent time understanding our requirements and the skill level of our team members and created a course which met our expectations and goals. I highly recommend The Presentation Team as a Presentation (PowerPoint) trainer.”

      Navdeep Sidhu
      Senior Director, Software AG

    • “Kevin Lerner provided best-in-class services when hired to work on promotional materials for the launch of a key product at Motorola. The expertise and quality that he brought to the project were second to none and as a result, he delivered a top-notch presentation that was quickly adopted throughout the organization. Kevin is great to work with, delivers on time, is a great team player and is always willing to go the extra mile.”

      Maria Cardoso
      Motorola

    • “Kevin has been a working with Cox Communications to deliver world-class PowerPoint presentation visuals since 2009. His ability to meet our specific needs, timeframe, and budgets has been exceptional. His professional interaction with our team reflects his deep expertise in the industry, superior presentation design skills, and commitment to superior service.”

      Jonathan Freeland
      VP, Video Marketing at Cox Communications

    • “Kevin is an enthusiastic, creative, and passionate presentation guru. Our company was impressed and felt the value of his training in 2013 that he was invited again recently to again share his knowledge. Both times he has been energetic and addressed many areas for presentation development. From planning to follow-up Kevin is personable and easygoing, motivating our teams to take their presentations to the next level.”

      Yoshimi Kawashima
      Project Coordinator, Nissin International

    • “Kevin helped me immensely improve my presentation slides development, from tips & tricks to aesthetics, all with the intent of getting the message across crisply and creatively. I’ve already received praise for decks that incorporate the skills obtained from his training. I highly recommend Kevin’s services.”

      Era Prakash
      General Electric

    • “Kevin helped me immensely improve my presentation slides development, from “The PowerPresentations seminar opened my eyes to all the limitless possibilities in presenting.”

      Leah Gordillo
      Saint Francis Medical Center

    • “Kevin helped me immensely improve my presentation slides development, from “[Kevin and The Presentation Team have] always delivered 110% in terms of meeting our objectives for finished product and budget”

      Paul Price
      Watsco Corp.

    • “I had more people come up to me after I spoke, commenting on the visuals you created, than I did on the subject matter!”

      Andy Smith
      Smith & Robb Advertising

    • “As a Fortune 1000 company, we sought to produce a classy, yet conservative presentation for our shareholders. It was evident that you and your team listened to our thoughts as you developed the presentation…”

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      Republic Services

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      James Pirtle Construction

    • “Kevin brought a high level of creativity, enthusiasm, and deep multmedia experience to our team. He worked dillegently with the team to produce an outstanding proposal which we subsequently won.

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      Accenture/L3

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