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CI-620 System Analysis and Design

Topics

Instructor: Ed Quigley 724.774.2088

Topics 4/2/98

Presentations

A Presentation is a Purposeful Delivery of a Message.

The twelve most influential English words:

you money save

new results easy

healthy safety love

discovery proven guarantee
Never say: Should or But.

Make Presentation work for both sides of the brain.

Principles of Powerful Presentations

People are overhwelmed with information. Present only the info required for persuasion.

People have short attention and retention spans. 8-10 minutes, 6-10 reps

Presenting is not the same as public speaking. Presenting is audience-focused and purposeful.
Speaking is speaker-focused and entertaining

The purpose of every presentation is to persuade. to act, to buy, to change

The audience's perception of the presenter is more important than the presenter's perception.

Every presentation must satisfy four criteria:
attention getting
meaningful
memorable
activating

Eight Steps to a Powerful Presentation

1. Develop Your Objectives

Why before What:
The first question you must answer is, Why Am I Doing This??
The second question to answer is, What Do I Want to Cover??
The purpose can be found in what action you hope they'll take.

2. Know Your Audience

What You Have in Common With the Audience is the Information You'll Present
What is motivating the audience? The Carrot or the stick?
Size? Age? Gender? Education? Income?
Fears? Problems? Challenges? Goals?
Taboos? Their attitude about me? About the topic?
How much do I have to prove myself to them?

3. State the Main Ideas

What ideas will lead my audience to the objective? What ideas do I want them to remember? Main ideas should:

State Conclusion
Specifically Accomplish Goal
Be motivating and interesting: What's In It For Me?
Be few in number. 1 Key Point for a 20-30 minute briefing.

4. Decide on Supporting Information

Sources of Supporting Information

Internal
External
Personal

Types of Supporting Information

Examples
Comparisons
Pertinent Quotations
Surveys and Findings
Statistics
Graphics (people are visual learners)
Audio Visual (MTv Generation)
Expert Testimony, preferably an Insider

Now: List the main ideas, the types of support for each, and the supporting info for each. Look for weaknesses or imbalance.

5. Create An Opener

sell the audience on listening to the presentation
introduce the subject of the presentation
establish your credibility with the audience

Attention-Getting Statement
Highlight the Key Points
Pitch the Benefits (and re-visit throughout)
Words/ Gestures Must be Appropriate
Open all meetings with 3 minutes of education, 2 minutes of how it applies.

Apology
Long, slow-moving statements
Obvious Observations
Trite Questions
Stories Unrelated to Topic
Jokes (as opposed to humor)

6. Develop Transitions

Transitions are links that connect the end of one point to the beginning of the next. It provides a natural flow into the key points of the presentation, while continuing to build audience interest.

	Opener
	Transition
	Main Idea
	Transition
	Main Idea
	Transition
	Close

Keep guidelines short.
Use attention-getting statements.
Use relevant Statistics.
Involve Action on Audience's Part (If you'll look at Page 5..)

7. Structure the Main Body

The main body is the compilation and re-telling of key points and supporting information (already built). This section is where you'll either convince/persuade the audience or lose them. It is essential that you logically sequence your main ideas, so your audience can follow, understand, and remember your message.

Problem-Solution
Chronological (past, present, future)
Priority (1st, 2nd, 3rd)
Topical (reverse of priority; most important goes last)
Spatial (by geographic area)

8. Prepare the Close

The closing should:

get 10% of the total time
summarize main ideas and objectives
review the purpose
appeal directly for audience action

Bridging statement that announces the close
Hook the closing
Restatement of Key Points
Summary of Main Idea
Benefit Statement (vice features)
Brief, Memorable statement (possibly echoing opener)

a return to opening theme
call for action
future challenge
a reference to whatever follows the presentation

Changing Delivery Style
Admitting You Forgot a Point
Stopping Without Summarizing
Apologizing
Rambling. (say thanks, then let 'em go!)

Logistics

attendance
comfort
handouts
travel
parking
rest rooms

seating
lighting
electricity
microphone/podium
projector
refreshments

Visual Aids

Never use a presentaiton aid until after you have rehearsed it.
Make certain the aid is a help rather than a hindrance to communication.
Don't waste the audience's time with your presentation aids.
Project with Volume when You Speak
Don't stand between audience and Visual Aid.
Don't let aids distract you or the audience

Unity: only one idea per visual. Offer a headline
Simplicity: avoid cluttering. (max 6 words per line, 6 lines per visual)
Legibility: letters big and readable. Standard Fonts, 36 points
Consistency
Clarity: no italics, avoid using all capital letters.
Quality: neat, professional, a small touch of color.

Handouts Distributed

Solutions to Last Week's Assignment
Pictures Please- Presenting Information Visually, William Horton.
Visual Literacy: The Road Sign Problem, Judith & Richard Wilde.
5 Quick Ways to Organize Your Presentations, Claudyne Wilder.
Thinking for a Change, Michael J. Gelb. Chapter5: High Performance Presentations.

4.02.98

The twelve most influential English words:
you	money	save
new	results	easy
healthy	safety	love
discovery	proven	guarantee

Principles of Powerful Presentations
People are overhwelmed with information.	Present only the info required for persuasion.
People have short attention and retention spans.	8-10 minutes, 6-10 reps
Presenting is not the same as public speaking.	Presenting is audience-focused and purposeful. Speaking is speaker-focused and entertaining
The purpose of every presentation is to persuade.	to act, to buy, to change
The audience's perception of the presenter is more important than the presenter's perception.
Every presentation must satisfy four criteria: attention getting meaningful memorable activating