4. Exercises * Inspired by Kitty O. Lockers Business and - - PowerPoint PPT Presentation

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4. Exercises * Inspired by Kitty O. Lockers Business and - - PowerPoint PPT Presentation

Mar 30, 2023 168 likes •551 views

1. Before you start 2. Designing slides* 3. Comments generally made to students presenting power-point slides 4. Exercises * Inspired by Kitty O. Lockers Business and Administrative Communication, and prepared by Jayne A.

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Anne-Pierre de Peyronnet 2015

1. Before you start 2. Designing slides* 3. Comments generally made to students presenting power-point slides

  • 4. Exercises

* Inspired by Kitty O. Locker’s ‘Business and Administrative Communication,’ and prepared by Jayne A. Moneysmith at Kent State University Stark Campus

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Anne-Pierre de Peyronnet 2015

BuWi exercises

Applying principles of Business Writing to Slide Design

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Anne-Pierre de Peyronnet 2015

  • The design of this presentation is purposely

basic

  • This is meant for:

– Students to focus on each exercise – To take out any interference

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Anne-Pierre de Peyronnet 2015

Before validating a slide, ask yourself:

  • 1. Is your presentation serving your

purpose?

  • 2. Is your slide self-explanatory?
  • 3. Can your argumentation easily be countered

by the slide presented?

  • 4. Is your presentation free of spelling/grammar

mistakes?

  • 5. Can you improve the visual impact of the

slides?

  • 6. Are you using the technology available?
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Anne-Pierre de Peyronnet 2015

1- Is your presentation serving a purpose?

  • Your presentation must demonstrate!
  • When presenting a recapitulation of:

– Historical facts, or – Key events, or – Milestones in the society, etc.

  • Ask yourself:

– Do the facts presented serve my purpose?

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Anne-Pierre de Peyronnet 2015

What is the writer’s purpose here?

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Anne-Pierre de Peyronnet 2015

What is the writer’s purpose here?

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Anne-Pierre de Peyronnet 2015

Before validating a slide, ask yourself:

  • 1. Is your presentation serving your purpose?
  • 2. Is your slide self-explanatory?
  • 3. Can your argumentation easily be

countered by the slide presented?

  • 4. Is your presentation free of

spelling/grammar mistakes?

  • 5. Can you improve the visual impact of the

slides?

  • 6. Are you using the technology available?
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Anne-Pierre de Peyronnet 2015

2-Is your presentation self-explanatory?

  • If I pick-up my presentation in 2 months…
  • …can I easily explain what the slide is

about?

  • Nobody must need to ask himself/herself:

– “what the hell is the purpose of this slide?”

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Anne-Pierre de Peyronnet 2015

How could this slide be improved?

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Anne-Pierre de Peyronnet 2015

Improving a slide

  • Make sure the slide demonstrates a point, or

high-lights a situation

  • Make sure the text means something:

– Use bullet point sentences:

  • subject + verb + complement

– Minimize usage of acronyms:

  • What is M&O?

– Avoid looking like a fool:

  • No spelling mistakes: Networks -should be plural
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Anne-Pierre de Peyronnet 2015

Why present the results of an analysis?

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Anne-Pierre de Peyronnet 2015

When presenting the results of a recommendation

  • When asked to present the result of your

analysis, actually present:

– Your findings – Your conclusions – Your methodology should be in the appendixes

  • Simply presenting the method is not enough
  • Plus, the slide becomes impossible to read
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Anne-Pierre de Peyronnet 2015

What is recommended here?

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Anne-Pierre de Peyronnet 2015

When presenting recommendations

  • Is your slide self-explanatory?
  • Put your recommendations on the slides

– Slides are working documents:

  • Benefits for you:

– The information will help you unfold your presentation – You want people to remember you are the author

  • Benefits for your audience:

– Who will take notes with more ease – Who will share the slides with teams or colleagues

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Anne-Pierre de Peyronnet 2015

Before validating a slide, ask yourself:

  • 1. Is your presentation serving your purpose?
  • 2. Is your slide self-explanatory?
  • 3. Can your argumentation easily be

countered by the slide presented?

  • 4. Is your presentation free of

spelling/grammar mistakes?

  • 5. Can you improve the visual impact of the

slides?

  • 6. Are you using the technology available?
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Anne-Pierre de Peyronnet 2015

3-Avoiding being contradicted

  • Presenting the details of the method used

can open the door to counter-argumentation

– The audience can focus on how you use facts

  • To avoid building contradiction:

– Use facts with a purpose – Use facts in a meaningful way:

  • Build weight, statistics…
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Anne-Pierre de Peyronnet 2015

Why present the results of an analysis?

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Anne-Pierre de Peyronnet 2015

Avoiding any contradiction during a presentation

  • This slide presents a methodology
  • Arguments can serve one purpose or

another:

– What are the trends on visitors from Russia, the USA and Japan suppose to mean? – Why not include trends on visitors from France? – Does the trend in visitors from Japan show a reduction or a lesser increase? – How is the Image a « plus »?

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Anne-Pierre de Peyronnet 2015

When using client’s material, make sure it is clear

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Anne-Pierre de Peyronnet 2015

Avoiding to aggravate your client

  • When presenting solutions that belong to

the client:

– Make sure to explicitly say so – Avoid presenting the solution as if yours:

  • In the bottom right corner: « our recommendations »
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Anne-Pierre de Peyronnet 2015

Before validating a slide, ask yourself:

  • 1. Is your presentation serving your purpose?
  • 2. Is your slide self-explanatory?
  • 3. Can your argumentation easily be

countered by the slide presented?

  • 4. Is your presentation free of

spelling/grammar mistakes?

  • 5. Can you improve the visual impact of the

slides?

  • 6. Are you using the technology available?
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Anne-Pierre de Peyronnet 2015

Before validating a slide…

  • Look for:

– Spelling mistakes – Grammar mistakes – Typos – Etc.

  • People do not want careless partners!
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Anne-Pierre de Peyronnet 2015

Particularly in spelling out the titles

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Anne-Pierre de Peyronnet 2015

Before validating a slide, ask yourself:

  • 1. Is your presentation serving your purpose?
  • 2. Is your slide self-explanatory?
  • 3. Can your argumentation easily be

countered by the slide presented?

  • 4. Is your presentation free of

spelling/grammar mistakes?

  • 5. Can you improve the visual impact
  • f the slides?
  • 6. Are you using the technology available?
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Anne-Pierre de Peyronnet 2015

Before validating a slide…

  • Look into improving the visual impact
  • Keep in mind:

– You should not need to explain… – Your demonstration should be obvious

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Anne-Pierre de Peyronnet 2015

What is being recommended here?

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Anne-Pierre de Peyronnet 2015

Make sure your recommendation is clear

  • Clarity will translate the amount of work you

have done

  • The recommendation overview leads to

what?

– Many things are going on here:

  • 6 arrows point in all directions
  • 4 numbers are in circle
  • 5 colors are used to highlight stuff
  • The title says: recommendation

– What does each mean?

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Anne-Pierre de Peyronnet 2015

What is being recommended here?

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Anne-Pierre de Peyronnet 2015

When recommending an action: say what it is black on white!

  • What action are we talking about here?
  • Text must contrast with the background
  • How does the reverse pyramid function?
  • What do the 800€/unit refer to?
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Anne-Pierre de Peyronnet 2015

What do the colors used say?

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Anne-Pierre de Peyronnet 2015

Before validating a slide…

  • Make sure the

colors used are in line with the (cultural) expectations of your audience

  • Red = STOP
  • Green = GO
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Anne-Pierre de Peyronnet 2015

Before validating a slide, ask yourself:

  • 1. Is your presentation serving your purpose?
  • 2. Is your slide self-explanatory?
  • 3. Can your argumentation easily be countered

by the slide presented?

  • 4. Is your presentation free of spelling/grammar

mistakes?

  • 5. Can you improve the visual impact of the

slides?

  • 6. Are you using the technology available?
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Anne-Pierre de Peyronnet 2015

Do you know the technological setting you will be working in?

  • Material:

– What projector:

  • Port? Sound? Quality of the projection?

– Can you computer hook to the projector?

– The screen:

  • How big is the screen?

– Is the set up sufficient for the room?

– Lighting:

  • Is the room bright or dark?

– Some colors might not show in a bright setting

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Anne-Pierre de Peyronnet 2015

Use the technology you are given

  • Software:

– MS Office versus Open Source

  • This is usually the standard
  • When asked for a Power Point, use MS Office

– Use the technology available

  • Spell-check
  • Grammar-check
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Anne-Pierre de Peyronnet 2015

Before validating a slide, ask yourself:

 Is your presentation serving your purpose?  Is your slide self-explanatory?  Can your argumentation easily be countered by the slide presented?  Is your presentation free of spelling/grammar mistakes?  Can you improve the visual impact of the slides?  Are you using the technology available?

End

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Anne-Pierre de Peyronnet 2015

Thank you