Introductory slide to have on screen as people enter the room. Note that slides stay clean and text free because necessary or useful text info is in NOTES.

Improvise good morning’s and thank you for letting me be here’s.

NOTE THAT VISUAL EFFECTS ARE SIMPLE AND ARE CUED FOR THE SPEAKER IN THE NOTES. CLICK FOR MATTHEW. My name is Matthew Dyer. Discus background. STAND IN SCREEN. CLICK FOR HALO TO APPEAR ABOVE HEAD.

Today I’m going to talk to you about PowerPoint…

…which you may love…

…or you may hate. In fact…

…you probably love to hate it.

Let’s quickly go around the room, introduce yourself, and give us at least one example of why/when you love PowerPoint, or why/when you hate it. So if I heard you correctly…

Powerpoint can be confusing.

Presentations can be boring. And when you put the two together, PowerPoint & Presentations…

the results can be downright smelly.

But believe it or not, they don’t have to. PowerPoint presentations don’t have to stink. (click for flyswatter) Before we get into how to make your next powerpoint presentation a little sweeter smelling for your audience, let’s talk about the three main things most people utilize powerpoint for… (Show slide:ology)

…And there really are about three main things that you can do with powerpoint… You can use it to create a (CLICK) document, as a (CLICK) teleprompter, and for (CLICK) presentations. The format you decide to utilize depends on your purpose and your audience. (CLICK FOR UNDERLINE) It depends on your intentions. (KEEP HAND UP) Let’s talk briefly about the first two uses, and I’d like to see a show of hands here.

How many of you have seen a handout like this before? I think we’re all pretty familiar with using powerpoint to create documents like this, because we’ve all received them. These “handouts” with the ultra neat lined sides that we take notes on instead of in our notebooks, are turning presentations into printed documents. In some cases this is okay - powerpoint makes it easy for you to show screenshots, and people tend to get upset if they don’t get the handout with the lines on the right-hand side. After all, where else are you going to take notes? But let me give you some reasons powerpoint might not be the best medium you can use for creating documents. First, the material might already exist somewhere else in document form – be it a memo, a procedure manual, or some other kind of document. Putting it onto a slide doesn’t typically enhance the presentation experience for anyone involved, so why re-create that wheel? If you do choose to use Powerpoint for document creation, you run the risk of your audience reading your entire presentation before you’ve presented it. (Has anyone here done that? What happens to your attention span once you’ve read the whole thing? How interested are you in watching the rest of the presentation?) CLICK FOR “NO” DOCUMENTS. There’s a trend now to stay away from using powerpoint as a document creation, for many of these reasons, and a few more we’ll talk about later. So let’s move on to using powerpoint as a teleprompter.

You want your presentation to be memorable and interesting. Big text blocks are neither. CLICK FOR “NO” TEXT. Save text for headline assertions, quotes, and other very information that can not be conveyed textually.

TURN YOUR BACK TO AUDIENCE AND READ THE SLIDE WORD FOR WORD. Not very engaging is it? If you’re using the screen as a teleprompter, you’ll probably lose your audience. In a way it’s condescending. They can already read and don’t need you to do it for them. What else did you notice about this? (I had my back to the audience, I spoke in monotone, you couldn’t see my facial expressions – all important things to keep in mind when presenting. If you’re using PowerPoint as a teleprompter, and rely on it too much beyond actual “prompting” you will loose your audience. CLICK FOR “NO” TELEPROMPTING. So…

But all visuals don’t work either. You probably also have important assertions or arguments that need to be made and can best be done with text. Presentations with lots of visuals and little text can be confusing. Not all slides or ideas need visuals. In fact, sometimes visuals just complicate ideas. For example, the visual here shows weather patterns in several states by date, but it is unclear without some text what part of this visual the audience should focus on and remember. CLICK FOR “NO.” Remember, the goal of the visuals is NOT to cue the speaker like a teleprompter, but to increase audience understanding and recall by connecting oral information to a memorable visual. A blend of text assertion followed by visual evidence usually is most effective for scientific and engineering presentations.

Sometimes you do have studies or important data that relates to a slide that you do want quick and easy access to when you present. If you put this information in the notes then the audience can’t see it, but you still have access to it if you get questions and, better yet, you can save it as a pdf and share your notes as well as the presentation itself. This allows readers to see your data if they have further questions. This helps keep the slides visual not textual! Now, let’s move on to using powerpoint as a teleprompter.

…I’m not going to show you how to create documents or teleprompting scripts with powerpoint today, CLICK FOR DOCUMENT & TELEPROMPT EXIT ANIMATION. Rather, my intentions are to show you how to use powerpoint for its intended purpose which is to present presentations. That is, I’m going to show you…

…how to put power back into your powerpoint.

So how do you put the power back into your powerpoint?

Well…I’ve searched the entire world…wide-web, and I’ve compiled 10-tips here that I’m going to share with you today – 10 ways I’ve found that can potentially spruce up your next presentation. A lot of my presentation to you today will focus on design, but I’ll be sure to give you some tips on using the actual software effectively, as well as provide you with information on where to go to learn more. But for now, let’s focus on the 10-tips which I affectionately call…

Matthew’s Methods. Let’s get started...

Presentations should be created with an understanding of their purpose. When scientists and engineers present powerpoints they usually are doing so because they have research to present. Their goal is primarily to present or validate their research or conclusions. For this purpose it is recommended that they use an assertion-evidence slide design. The slide presents a sentence headline that states the main assertion followed by visual evidence that supports it.

Here is a good example of an assertion text headline with visual evidence. Short and simple assertion as a headline (read aloud) followed by visual evidence.

This brings me to the second helpful method I’ve found… (“More is not always better” story) Mom was right…

It’s not hunting season, so leave the bullet points at home. Bullet points kill presentations. Why? Let’s take a look at some examples.

Hm. Somehow it’s just not that amusing to me. CLICK FOR “NO”.

One idea with enough visual impact to get the point across seems to work a lot better… Assertion and Evidence at work!

Now I’m a Windows user, so I’m not necessarily disrespecting Mr Gates or his industry-crippling monopoly – after all, I’m just here to talk about presentations. But let’s take a look at this still from a presentation about Windows Live by Bill Gates. ASK: Does this look like a powerful, inspiring, and motivating presentation? Does it look informative? Why or why not? ASK: What do you think happens to the audience while Mr Gates is talking (or reading from the screen)? Where is your attention? Are you listening to what he’s saying, or are you reading the information on the screen behind him? Or are you trying to do both whilst simultaneously writing furiously on the lined printouts he provided? The mind reads faster than one can speak, so if you were at this presentation, you’d have read the bullets behind Mr. Gates before he would’ve finished addressing the first key point. You know how to read, so you would’ve taken the information behind him, and your mind would have drawn its own conclusions, after which it would wander, wonder, and basically shut down.

Now I hate to keep comparing apples to oranges CLICK FOR ANIMATION but these two gentlemen make it kind of easy. On the left is Steve Jobs, at a product launch presentation for…apple computers. On the right, Mr. Gates has returned and is still talking about all the things Windows Live should be able to do. It’s really uncanny how different their two approaches are – ASK: What are the major differences you see? ANSWERS MAY INCLUDE: Jobs’ is simpler, more direct; Gates’ is full to the brim, almost chaotic and overloaded. You can see that Gates’ presentation is definitely busier than Jobs’, perhaps overwhelming the audience with visual and auditory information, whereas Jobs’ presentation is much simpler, cleaner, and direct. Gates’ clip art might be relevant, but it’s overused. The trend now is to stick with one major idea per slide, with one major graphic to help support it – less is more.

…less is more. We’re constantly bombarded with information and noise, our minds are constantly active, and our attention spans are becoming shorter and shorter – meaning we retain less and less overall. So, the last thing you need when you’re presenting is any more distraction than necessary. When you’re using PowerPoint to make your point, keep it simple. One idea per slide is typically enough to make your point, and to help make sure it sticks –because there are less distractions, your audience will retain more of what you’re telling them. Has anyone heard of K.I.S.S.?

A good rule of thumb is to use six words only on each slide. Some say a good powerpoint should also be done in no more than six slides. That seems a bit difficult. Ideally short declarative sentences work best.

Tables, charts and graphs can not always be used interchangeably. Make sure you are using the best visual to convey the information you need and show only as much as is necessary

Now, I mentioned that I thought Mr. Gates used too much clip art – but what about the kind of clip art that he used? This leads into my third method…

…trash the default. CLICK FOR ANIMATION PowerPoint allows you to do so much more than list bullet points on a screen. It can be a useful tool to engage your audience and help you tell your story. Tap into your creativity, notice inspiration….

Design inspiration is everywhere. Billboards are a great example of this – think about why. They’re designed to promote one idea, using a (usually) relevant image, and leave their audience with just enough information to stick.

Comics! Comics are a great place to look for design inspiration. The artist only has three or so panels to setup and deliver a punch-line. That’s not a lot of time or space to work with, but comic artists are masters at getting their point across quickly - so that it reaches our brains with just the right amount of information and timing to make us laugh. Can you imagine a comic that uses bullet points to convey ideas?

…and like the rest of your slides, to help you tell your story. Animations can create continuity, combine several ideas together to form one cohesive thought, but…

…don’t over do it. Remember, unless you’re talking about chocolate, more is not always better, less is more, and Keep it Short & Simple - the same rule applies for animations and sound effects.

Don’t be afraid of white space…Why? A couple reasons. Minimalist design can look cleaner and help you deliver your message more clearly, and, you don’t need to be worried about projecting white space. Ellen Finklestein, the author of How to Do Everything with PowerPoint 2007 , and 101 Tips Every PowerPoint User Should Know says “Brighter LCD projectors mean that you don’t have to turn off the lights in most rooms. With the lights on, white isn’t as glaring as it used to be. Web sites usually use a white background and presentation design has followed this trend. A plain background enhances the effect of images, which may be overwhelmed by a fancy background.” So don’t be afraid of white space. For that matter…

…don’t be afraid of blue space.

Be consistent in your formatting. Note here what matches: colors ( red and black), fonts sizes (60 for large and 44 for smaller text), font type (Calibri), text ( full sentence of fewer than six words.) and punctuation (period used at the end of sentences), and basic layout ( centered in white space) all match.

Clipart is Cliché. Let’s play a game. I’ll flash a word on the screen, and you tell me what image everybody uses for it (including you and me, because we’re all guilty of it) – I want the most common, clichéd metaphor for the word. Ready?

Two images of a teacher. Which is more interesting?

Now, let’s talk about this slide as a slide. This slide has a lot of text, but it works because it conveys a single very simple message. A one sentence quote works. Two sentences would not. You can have text in powerpoint. You just have to be careful how you use it and use it sparingly.

I’m not saying all clipart is “wrong” or “bad,” or that there isn’t ever a place for common metaphors (of course there is – otherwise they wouldn’t be “common”), but my challenge to you is to think twice before you start searching for your next image. You can do this simply by asking yourself, “How does this image enhance this slide?” Soon you’ll start asking yourself, “How does this image enhance my presentation?” If the image does neither, then, why take up space with it? Now…how many of you have handshake clip art you might re-consider before you present again? ;)

Another method that effective presenters like Steve Jobs utilize is that they … tell a story. People love stories! Really, they do. Telling the story of your research or project is the best way to connect your audience to your data. Your project wasn’t just an isolated event. It had a narrative structure with a beginning, middle and end that your reader needs to know. You started this project for good reasons and had significant questions or data to review and (hopefully) you have been led to a deeper understanding of an issue. Your audience needs to know this. Tell them what is at stake in this project, why it is important, and what you have discovered or concluded even if it is just that more research is needed.

Never forget your presentation needs to explain the big picture.

Visit Mindtools .Com for the six kinds of stories that work best for different situations in the workplace. But the one thing they have in common is that they: “Create an experience - Remember that when you tell a story, you're creating an experience for your listeners. Don't just use sound (words), but the other senses as well. Show your listeners the picture you're painting, don't just tell them. For example, it's easy to tell people that it's snowing outside. But if you want your listeners to really experience the snow, then describe how cold it is and the way the wind blows snow into your eyes. Tell them how you dream of a hot cup of cocoa after you're done shoveling snow in your driveway, and how your toes freeze because your boots aren't warm enough. Try to engage the five senses in every story: taste, touch, sight, hearing, and smell. They'll make your story come alive.” Make your presentations, and your PowerPoints, include sensation, story, and the emotional hook for better retention. Your audience’s brains will thank you for it …

…well, most of their brains.

The sixth method that I’d like to present to you has to do with finding inspiration. So many of us think that we’re just “not creative”. How many of you here feel that way? You just don’t know how to be creative or how those “creative types” come up with all their wacky ideas? The great thing is, you don’t have to be creative to be inspired. And if you really start paying attention…

It is no longer necessary or advisable to keep powerpoint presentations locked on a single lap top. Free cloud based storage and hosting software like prezi, slideshare and slideboom allow you to upload your presentations to a stable and password protected website that will allow you to replay your presentations on any mac or pc that has internet access. This is especially useful since it is now always easy to tell what kind of technology will be available (or working!) in a space you may be given in which to present. If you save your presentation as a pdf you can also save the notes ( research data that may be useful or a tutorial like here) for others to view and use.

A word on copyright…

It’s best to avoid trouble in that area. Cite your sources, ask permission, or…

Do it yourself. We’re in the digital age, and there’s tons of training available that can teach you how to do these things yourself, including the State Library which offers free, online software training to all Ohio residents….

So what have we learned?

10 ways to keep your next powerpoint presentation…

From stinking. Q & A

Fancy text animations and sounds are ways to get your audience’s attention, but over doing it can become more of a distraction than an asset to your presentation, especially when it comes to sound – imagine trying to talk over all this noise! If you’ve been following some of these methods, I’m hopeful you won’t need to rely on animations or sounds to maintain your audience’s attention. (Click for “no” & “explosion”) Unless it’s REALLY necessary.

And this was powerpoint.

this is powerpoint.

Hi.

This format was created by Matthew dyer and modified by Emily dotson.

this is powerpoint.

you may love it.

you may hate it.

you may love to hate it.

why? it’s not rhetorical. is that. ?

powerpoint can be confusing!

presentations can be boring!

powerpoint presentations can stink!

this is powerpoint. (it doesn’t have to stink.)

intentions. Adapted from: “You are a Natural Born (Visual) Storyteller” by Nancy Duarte

document creation. Adapted from: “You are a Natural Born (Visual) Storyteller” by Nancy Duarte

text. text. text. text. text. text. text. text.

How many of you have attended presentations where the leader of the discussion reads, word for excruciating word, exactly what is written on the slide? How many of you found this to be stimulating? How many of you found this to stretch your thinking and hold your attention span? How many of you would rather eat dry, three-day old toast? teleprompting. Adapted from: “You are a Natural Born (Visual) Storyteller” by Nancy Duarte

Use notes for extra data or talking points.

intentions. Adapted from: “You are a Natural Born (Visual) Storyteller” by Nancy Duarte presentations.

put the power back into powerpoint.

put the power back into powerpoint.

how? it’s easier than you think.

it’s easier than you think. 5 4 3 2 1

Consider your purpose. 1

The best way to present research is with an assertion (statement) and (visual) evidence.

Assertion Evidence

Piezoelectric materials (PZTs) have properties that make them attractive as sensors. Advantages Not-Intrusive Potential for self-diagnostic capabilities High sensitivity to strain

Satellite images show an estimated 1.2 billion dollars of damages (in blue) around the Kingston TVA fly ash containment failure.

2 style matters.

bullet points kill presentations.

Reasons Garfield Hates Mondays They start with “M”. They aren’t Fridays. They sneak up on you. They have a bad reputation. They crush the human spirit. They crush the feline spirit. They don’t crush the canines.

how effective is this presentation? Image via Flickr user niallkennedy

Image via Flickr user mathoov Image via Flickr user niallkennedy Adapted from: “Gates, Jobs & the Zen aesthetic” by Garr Reynolds

Prune your prose. .

Show only what is necessary Image via eNR Services, Inc.

3 Be art smart.

trash the default. Method 1 Method 2 Method 3

inspiration is everywhere. Adapted from: “You are a Natural Born (Visual) Storyteller” by Nancy Duarte

http://jeffreyalanmiller.wordpress.com/2008/05/01/it-all-started-with-archie-comics/

animations can create motion & continue ideas.

but don’t overdo it.

don’t be afraid of white space.

…or blue space.

Be consistent. font layout punctuation

Clip Art is cliché .

Clip art v. Google Images

“If you feel tempted to use a picture of two hands shaking in front of a globe, put the pencil down, step away from the desk, and think about taking a vacation or investigating aromatherapy.” -Nancy Duarte, in Presentation Zen by Garr Reynolds

Tell a story. 4

BIG PICTURE

Why does this matter? Who does this effect? What is at stake?

make ‘em pucker. Adapted from: “Management Training: Why Does Most Training Not Work” byScott Warrick

create an experience. Adapted from: “Business Story-telling: Using Stories to Inspire” from MindTools.Com

it usually works.

5 stay legal.

Upload to the cloud.

Regarding opyright:

ASK FOR PERMISSION and cite your source.

or D-I-Y.

a quick review.

5 ways to keep this

from turning into this.

Closing Thank you for letting me be here. Today we talked about using Microsoft PowerPoint. I have given you 5 tips that I’ve collected which are helpful for me, and might be just as helpful for you. I hope your next presentation is your best yet!

Thank you.