Keyboarding PowerPoint Presentations Short Version Handout Page 1 Stratton. Career Exploration 10 Slide PowerPoint Presentation Unit

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1 Keyboarding PowerPoint Presentations Short Version Handout Page 1 Stratton Career Exploration 10 Slide PowerPoint Presentation Unit Semester 2, 2015 Note all materials are on class unit web Packet Contents Gathering Background Information PowerPoint Unit: Overview (Page 2) PowerPoint Presentation Requirements, the slides you should have (Pages 3-4) Career-Related Learning Standards, CRLS (Pages 5-7) Career Information System (CIS) Worksheet & CIS Internet Site (Pages 8-11) SKILLS Assessment (Holland Codes) (translate into percents) Pie Chart Reality Check (as if living on own) 1. Monthly Living Expenses Pie Chart in dollars 2. Annual Living Expenses Statement, both with and without taxes Background Research into career of choice (recommended by CIS) Career Interview/Research Questions (based on CIS recommended career) (Pages 12-16) Creating Tips & Hints for Making PowerPoint Slides Creating an Effective PowerPoint Presentations by Thomas Saylor Notes (Pages 16-17) Making PowerPoint Slides, Avoiding the Pitfalls of Bad Slides Notes & PowerPoint (Pages 18) Five Rules for Better Presentations by Michael Hyatt Notes (Pages 18-19) PowerPoint Presentations, A little PowerPoint is a dangerous thing! Notes (Pages 20-21) Creating an Effective PowerPoint Presentation Notes (Pages 22) PowerPoint Example Presentation Booklet in front of room & PowerPoint (Online example also) Grading Requirements Requirements (See above) Colored Rubrics (from front of room, also visible online) What to turn in: Finished PowerPoint Digital File Directly to Stratton Packet to Stratton (in this order) 1. Printout of 6-slide handout (choose this from print screen and print out using black and white printer) 2. Your interview notes &/or research notes 3. Colored Rubric (stapled to back packet).

2 Keyboarding PowerPoint Presentations Short Version Handout Page 2 Stratton PowerPoint Presentation Unit Overview (A Career-Related Learning Experience) A CRLE is a specific type of learning experience with essential components: Inquiry, Working with Adults, creating a Product, Professional Standards (CRLS), and Reflection. Key Content, Knowledge, Concepts and Skills addressed: Interview process, identification of a specific career or career field of interest within the student s Focused Program of Study, PowerPoint Technology and presentation skills. Essential Question: What post high school education or training should I pursue, and what technology skill should I possess to prepare for employment in a chosen career field? Inquiry: Identify a career or career field of interest and inquire about the education and technology skills needed for employment. Adult Connections: Interview an adult whose career is the same or similar to which the student would like to have one day. The career should align with the student s interests. Product PowerPoint presentation Career-Related Learning Standards you should be using to complete this project Personal management Maintain regular attendance and complete project on time; assume responsibility for decisions and actions. Problem-Solving Use decision-making skills. Communications Listen and speak clearly; give and receive feedback in a positive manner; maintain clear, organized, accurate and appropriate communication. Employment Foundations Apply academic knowledge and technical skills in a career context. Career Development Learn educational, training and skill requirements for career-interest area; participate in an interview. Teamwork Work with others to review and edit own work. Reflection From this experience, what did you learn about technology skills, education and training needed in a particular career, and how has this learning affected your future career goals?

3 Keyboarding PowerPoint Presentations Short Version Handout Page 3 Stratton PowerPoint 10 Slide Presentation Requirements The Slides You Must Have (Keyboarding Stratton 2014) Slide # Title Content Examples 1 Title Slide a. Name of career choice b. Name of person you interviewed c. Your name 2 Career Explored This is about the other showing following interview or research information. First box: career description in list form. Second box: one of the following: Interview Research name of subject interviewed Profession explored Or job title Examples job titles place of employment Examples of employers or 3 At least one slide listing specific job duties and general skills used. There should be two labeled text boxes sideby-side. 4 Interview Information or Research Notes One slide listing technology skills used 5 One slide listing education/training and additional qualifications (certificates, licenses, etc.) There should be two labeled text boxes side-by-side.

4 Keyboarding PowerPoint Presentations Short Version Handout Page 4 Stratton Slide # 6 Title Content Examples Reflection on Your Interview or Research 7 Expenses One or more slides showing your personal reflection on interview or research. This is just your thoughts on the interview or research, not the entire project. This is not the thoughts or ideas of respondent (the person you interviewed). Remember use bullet form following the 5 by 5 rule. One slide with one graph showing living expenses (use CIS Reality Check ). You do not need clip art on this slide as the pie chart (graph) acts as a graphic devise. Include the following on the slide. a. Pie chart of monthly expenses b. Text box of total monthly expenses c. Text box of total annual expenses and taxes 8 Potential Income One slide with pay scale/range for this job with sources listed 9 Conclusion One slide with concluding thoughts and reflection about entire project (not just the interview). Think about whether you want to continue to pursue this field as a career option or change career pathways. Take into consideration your income requirements, projected profession income, education requirements, required skills, continuing education requirements, work hours, job responsibilities and your potential family s needs. 10 Questions & Thank you A final questions and thank you slide Remember: All slides must have some sort of visual/graphic device unless otherwise noted. The 5 by 5 rule Use only 2 fonts a. San serif for headlines b. Serif for text c. Remember: san serif and serif are not the name of a font, rather a description of what the font looks like Refer to notes & handouts for more information

5 Keyboarding PowerPoint Presentations Short Version Handout Page 5 Stratton Career-Related Learning Standards (CRLS) Part 1 Definition Knowledge and skills that are essential for success in school, the community and/or the work place. Listed below are examples of ways students might document in the six CRLS and collect evidence that illustrates their understanding of each standard. Personal Management Students should be able to exhibit appropriate work ethic and behaviors in school, the community and/or the work place. Examples of personal management include: Identifying tasks that need to be done and initiating action to complete the tasks Planning, organizing and completing projects and assigned tasks on time, meeting agreed upon standards of quality. Taking responsibility for decisions and actions and anticipating consequences of decisions and actions Maintaining regular attendance and being on time Maintaining appropriate interactions with colleagues Evidence of examples that students might collect to demonstrate personal management include: Use of planners/calendars Use of project planning guides Employee reviews/evaluations Certificates of appreciation Completion of internships Letters of recommendation Focused elective assignments Job application letters of introduction Transcript Career-Related Learning Experience (CRLE) SSE: Status reports, CC evaluations, CC s, exhibition feedback Problem Solving Students should be able to apply decision-making and problem solving techniques in school, community and/or the work place. Examples of problem solving include: Identifying problems and locating information that may lead to solutions Identifying alternatives to solve problems Assessing the consequences of the alternatives Selecting and explaining a proposed solution and a course of action Developing a plan to implement the selected course of action Assessing results and taking corrective action Evidence of examples that students might collect to demonstrate problem solving include: Focused elective assignments Rough and final drafts of papers Lab reports Work evaluations Career-Related Learning Experience (CRLE) reflections SSE: planning evidence, research, letter of intent, reflections/ journals/status Teamwork Students should be able to demonstrate effective teamwork in school, community and/or the workplace. Examples of teamwork include: Identifying different types of teams and roles within each type of team; describing why each role is important to effective teamwork Demonstrating skills that improve team effectiveness (e.g., negotiation, compromise, consensus building, conflict management, shared decision making and goal setting) Evidence of examples that students might collect to demonstrate teamwork include: Club participation and leadership roles Student government Project evaluations Focused elective assignments Letters of recommendation Employer evaluations Career-Related Learning Experience (CRLE) SSE: CC meetings/logs and notes, CC and teacher collaboration evaluations reports, CC evaluations, exhibition feedback, and reflective essay

6 Keyboarding PowerPoint Presentations Short Version Handout Page 6 Stratton Career-Related Learning Standards (CRLS) Part 2 Communication Students should be able to demonstrate effective communication skills to give and receive information in school, the community and/ or the workplace. Examples of communication include: Locating, processing and conveying information using traditional and technological tools Listening attentively and summarizing key elements of verbal and nonverbal communication Giving and receiving feedback in a positive manner Reading technical/instructional materials for information and applying the information to specific tasks Writing instructions, technical reports and business communications clearly and accurately Speaking clearly, accurately and in a manner appropriate for the intended audience when giving oral instructions, technical reports, and/or business communications Evidence of examples that students might collect to demonstrate communication include: Speaking work sample Job evaluations Job application letters of introduction Letters of recommendation Mock interview feedback Focused elective assignments Career-Related Learning Experience (CRLE) Research papers Slide show presentations (Power point) SSE: CC Evaluations, reflections, practice exhibition/exhibition feedback Employment Foundations Students should be able to demonstrate academic, technical, and organizational knowledge and skills required for successful employment. Examples of employment foundations include: Applying academic knowledge and technical skills in a career context Demonstrating dress, appearance and personal hygiene appropriate for the situation (e.g., interviews, presentations, etc.) Demonstrating dress, appearance and personal hygiene appropriate for the work environment Explaining and following health and safety practices in the work environment Selecting applying, and maintaining tools and technologies appropriate for the workplace Identifying parts of organization and systems and how they fit together Describing how work moves through a system or organization Describing the changing nature of work, workplaces, and work processes on individuals, organizations and systems Explaining and following regulatory requirements, security procedures and ethical practices Evidence examples that students might collect to demonstrate employment foundations include Focused elective assignments Mock interview feedback Work experience reviews/recommendations Internship reviews/recommendations Job shadow reflections Career-Related Learning Experience (CRLE) reflection SSE: CC evaluations and exhibition evaluations

7 Keyboarding PowerPoint Presentations Short Version Handout Page 7 Stratton Career-Related Learning Standards (CRLS) Part 3 Career Development Students should be able to demonstrate career development skills in planning high school experiences. Examples of career development include: Assessing personal characteristics related to educational and career goals Researching and analyzing career and educational information Developing and discussing a current plan designed to achieve personal, educational and career goals Monitoring and evaluating educational and career goals Demonstrating job-seeking skills (e.g., writing resumes, completing applications and participating in interviews) Evidence examples that students might collect to demonstrate career development include: 4-year plan Job Shadows CIS interest and job skills survey (My Plan) Personality/work inventories and reflections Focused elective assignments Internship reviews and reflections Career-Related Learning Experience (CRLE) Work experience reviews and reflections Resumes College search information Job applications Transcripts Mock interviews SSE: reflective essay, exhibition Interviews

8 Keyboarding PowerPoint Presentations Short Version Handout Page 8 Stratton CIS is a career exploration resource available to Clackamas High students. CIS url: Career Information System Worksheet Page 1 To Log On: 1. Go to : 2. Go to : Sign in for Internet 3. Generic username: Clackamas 4. Generic password: CAVS If you want to save your information in CIS: 1. Go to My Career Planning Portfolio (top right) Existing User (if you have your password) or if you are a new user. 2. User: lastname, firstnamenc12 3. Password your student number 4. Click submit Explore CIS You are going to explore two areas of the Career Information System (CIS) 1. Occupation Sort 2. Reality Check You will need to collect information from each section of the website to use for your PowerPoint Presentation. You will be asked to input information based on interests, skills and how well you know yourself. Based on how you answer the questions and/or identify your skills and interests, the inventory/assessment will match the information with possible occupations As you complete the CIS inventories/assessments, ask your self the following questions: 1. Who am I? 2. Where am I going? 3. How will I get there? 4. What are my next steps? 5. Where am I now?

9 Keyboarding PowerPoint Presentations Short Version Handout Page 9 Stratton Career Information System Worksheet Step 3 Occupational Sort zz Do the Occupational Sort section to verify your interest in a career to explore. zz Follow the on-screen instructions to help you narrow down possible careers. zz CIS Worksheet Page 3 has term definitions to assist you. zz Write down the careers below you find through Occupational Sort or that interest you. Page 2 Step 1 Step 4 Step 2 Step 5 These are careers I know I am interested in: These are careers CIS recommended for me:

10 Keyboarding PowerPoint Presentations Short Version Handout Page 10 Stratton Occupational Sort Career Information System Worksheet occupational sort. A. Personal Skills 01. Dependability Working in a reliable and responsible manner. 02. Flexibility Accepting change and variety in the workplace. 03. Persistence Working continuously despite interruption. 04. Integrity Avoiding unethical behavior and being honest. 05. Efficiency Effectively using resources. 06. Competitiveness Striving to be the best. B. Social Skills 07. Social Perception Being aware of the needs and feelings of others. 08. Independent Work Working with little or no supervision. 09. Team Work Working cooperatively with others. 10. Working with the Public Representing the organization and communicating with persons outside the organization. 11. Assisting/Caring Providing assistance, care, or service to others. 12. Performing Interacting with others to entertain or sell. 13. Instructing Teaching, guiding, or motivating others. C. Movement Skills 14. Finger Dexterity Coordinating movements of the fingers. 15. Manual Dexterity Coordinating movements of the hand, arm and hand, or both hands. 16. Motor Coordination Coordinating movements of two or more limbs together. 17. Stamina Exerting one s self physically over long periods of time. 18. Strength Exerting force repeatedly or continuously. 19. Rapid Response Moving quickly and correctly between two different activities. D. Perceptual Skills 20. Sound Discrimination Detecting the difference between sounds, pitch, or loudness. 21. Shape Discrimination Detecting the difference between sizes, shapes, and mass. 22. Color Vision Detecting the difference between colors, shades, and brightness. 23. Depth Perception Detecting the distance between objects. 24. Visualizing Forming a mental image of how something will look after it is moved or when its parts are moved. 25. Creativity Originating, designing, or creating new ideas, relationships, systems, artworks, or products. 26. Aesthetic Judgment Recognizing artistic or natural beauty E. Situational Skills 27. Stress Tolerance Dealing calmly and effectively with tense situations. 28. Hazards Tolerance Working in potentially dangerous conditions. 29. Discomfort Tolerance Working in unpleasant environmental conditions. 30. Repetition Tolerance Continuously performing the same action. F. Processing Skills 31. Following Procedures Correctly following a given set of rules to complete a task. 32. Categorizing Identifying items by similarities. 33. Record Keeping Entering, transcribing, recording, storing, or maintaining information. 34. Attention to Detail Checking each item or task carefully. 35. Verifying Information Evaluating information against a set of standards or ensuring that it is correct. If you are unsure of a career choice the Occupational Sort section will help you narrow down your choices. Read all 72 skill words and their definitions to aide you in deciding how to do your Page G. Technical Skills 36. Installing Setting up equipment, machines, or structures to meet specifications. 37. Inspecting Checking and evaluating equipment, structures, and products. 38. Repairing Fixing, servicing, aligning, setting up, and adjusting machines, devices, moving parts, and equipment. 39. Troubleshooting Determining the cause and solution of an error. 40. Controlling Machines Using control mechanisms or direct physical activity to operate machines. 41. Operating Vehicles Running, maneuvering, navigating, or driving vehicles or mechanized equipment. 42. Using Computers Working with computers by using programs or entering data. 43. Programming Writing computer programs. 44. Technology Design Developing or adapting equipment and technology. H. Math and Science Skills 45. Calculating Adding, subtracting, multiplying, and dividing. 46. Estimating Approximating distances, quantities, time, costs, resources, or materials. 47. Budgeting Allocating financial resources. 48. Math Reasoning Using mathematical methods to understand and solve problems. 49. Science Reasoning Using scientific methods to understand and solve problems. I. Communication Skills 50. Reading Understanding information and ideas presented in writing. 51. Writing Communicating information and ideas in writing. 52. Speaking Talking to others to convey information. 53. Listening Listening to what people are saying and asking questions. 54. Concentrating Focusing on a task without interruption J. Problem Solving Skills 55. Information Locating and identifying information. Gathering 56. Evaluating Judging the success or progress of an idea, work activity, or project. 57. Advising Providing consultation or advice to others. 58. Synthesizing Reorganizing information to get a better approach to problems. 59. Analyzing Examining information and using logic to solve problems. 60. Planning Developing approaches for implementing ideas. 61. Active Learning Working with new material or information to understand the implications. 62. Using Knowledge Using work-related experience. K. Management Skills 63. Safety of Others Managing the work environment to provide for the health and safety of others. 64. Persuading Convincing others to approach things differently. 65. Negotiating Bringing others together and trying to reconcile differences. 66. Confronting Communicating a position opposed by others. 67. Initiating Taking on new responsibilities and challenges. 68. Coordinating Organizing people and activities to complete tasks. 69. Directing/Leading Providing leadership and direction to others. 70. Decision Making Understanding information and reaching a conclusion to solve problems. 71. Managing Resource Determining the best use of human resources, finances, and material resources. 72. Impact of Accepting the long-term outcome of decisions. Responsibility 3

11 Keyboarding PowerPoint Presentations Short Version Handout Page 11 Stratton Career Information System Worksheet Occupations & Careers Occupation by Title Here you need to look up the occupation you have chosen to explore. The information will be used in your presentation. Be sure to write down the job s salary for your presentation. Reality Check You will need to enter expenses for the Portland area from the data created in CIS into the table below. Use this to list to help focus your research and interview choice around a occupation and this information will be used to create a pie chart (graph) in your PowerPoint presentation. Fill out the form as if you are zz single zz living on your own in the Portland area zz only have a high school diploma zz have no debt Choose Portland Page 4 You must fill out all of the section below Monthly Expenses Housing $ Utilities $ Food $ Transportation $ Clothes $ Health Care $ Entertainment $ Personal Care $ Miscellaneous $ Student Loans $ Savings $ Total Monthly Expenses $ Annual Expenses $ Federal Taxes $ State Taxes $ Annual Salary Needed $ Dollars

12 Keyboarding PowerPoint Presentations Short Version Handout Page 12 Stratton Career Interview Questions 1 For PowerPoint Presentation (Keyboarding Stratton 2014) You are to choose a person to interview in the career recommended for you by the CIS Profiler or similar to the career you would like to have. The best way to interview someone is to have an face-to-face interview with them. If you cannot conduct the interview in person the next best option is over the telephone so you may hear the tone and inflection in their voice. is the worst way to conduct an interview and texting is not allowed. The person you interview cannot be a family member. They may be a family friend or a coworker of a family member. They must be someone currently working in the field (career). Remember to take extensive notes, you may be asked to turn them in as proof of the interview. Also you may want to include a photograph of you and the person you interviewed as part of one of your slides. Keep the message as short and to the point as possible but gather enough facts to create all the slides for the PowerPoint. This is a sample script you are to used if contacting by phone or . (use something similar if using ): Hello, my name is, and I am a student at Clackamas High School enrolled in a Keyboarding class. As a Career-Related Learning Experience, I must interview a community member whose career is closely related to one I would like to have in the future. I need to identify the educational requirements and technology skills need to work in this area. May I ask you some questions regarding your career choice? Questions are listed on next page.

13 Keyboarding PowerPoint Presentations Short Version Handout Page 13 Stratton Career Interview Questions 2 You must ask the following questions plus two additional of your own (20 total): Name of respondent (person interviewed) & correct spelling: Job title: Place of employment (include address) What are your duties? What are general skills do you use? How is technology used in your line of work? What are technology skills do you use? What is your educational background? What are your degrees? What kind of training have you had? Where any additional qualifications, such as, certificates, licenses, etc., are required or benefit you in your work?

14 Keyboarding PowerPoint Presentations Short Version Handout Page 14 Stratton How do you manage your time? Career Interview Questions 3 What kind of hours do you work? Who decides when you work? How do you problem solve on your job? What kind of communication skill do you use to complete your job? What courses (classes) help you the most on this job? Why? What is necessary to for you to continue to be employed in this field? What is the average pay scale for people in this career/job? Write your two questions and answers below:

15 Keyboarding PowerPoint Presentations Short Version Handout Page 15 Stratton If you are unable to conduct an interview you must research the following questions and statements +3 of your own (20 total): Job title Places where can be employment in this field. What are duties preformed in this job? What are general skills are used? How is technology used in this line of work? What are technology skills do are use? What is educational background is required? Degrees? What kind of training is necessary? Where any additional qualifications, such as, certificates, licenses, etc., required for to do the work? How is time managed? What kind of hours are work? Who decides when work schedule? Career Research Questions 2 How does a worker problem solve on this job? What kind of communication skill are use to complete your job? What courses (classes) help will help the most on this job? What is necessary to for to continue to be employed in this field? What is the average pay scale for people in this career/job?

16 Keyboarding PowerPoint Presentations Short Version Handout Page 16 Stratton Notes: Designing PowerPoint Slides 1 Avoiding the Pitfalls of Bad Slides View this PowerPoint presentation online at: Tips to be Covered Outlines Slide Structure Fonts Color Background Graphs Spelling and Grammar Conclusions Questions Outline Make your 1 st or 2 nd slide an outline of your presentation o Ex: previous slide Follow the order of your outline for the rest of the presentation Only place main points on the outline slide o Ex: Use the titles of each slide as main points Slide Structure Good Use 1-2 slides per minute of your presentation Write in point form, not complete sentences Include 4-5 points per slide Avoid wordiness: use key words and phrases only Slide Structure - Bad This page contains too many words for a presentation slide. It is not written in point form, making it difficult both for your audience to read and for you to present each point. Although there are exactly the same number of points on this slide as the previous slide, it looks much more complicated. In short, your audience will spend too much time trying to read this paragraph instead of listening to you. Slide Structure Good Show one point at a time: o Will help audience concentrate on what you are saying o Will prevent audience from reading ahead o Will help you keep your presentation focused Slide Structure - Bad Do not use distracting animation Do not go overboard with the animation Be consistent with the animation that you use Fonts - Good Use at least an 18-point font Use different size fonts for main points and secondary points o this font is 24-point, the main point font is 28-point, and the title font is 36-point Use a standard font like Times New Roman or Arial Fonts - Bad If you use a small font, your audience won t be able to read what you have written CAPITALIZE ONLY WHEN NECESSARY. IT IS DIFFICULT TO READ Don t use a complicated font Color - Good Use a color of font that contrasts sharply with the background o Ex: blue font on white background Use color to reinforce the logic of your structure o Ex: light blue title and dark blue text Use color to emphasize a point o But only use this occasionally

17 Keyboarding PowerPoint Presentations Short Version Handout Page 17 Stratton Notes: Designing PowerPoint Slides 2 Avoiding the Pitfalls of Bad Slides Color - Bad Using a font color that does not contrast with the background color is hard to read Using color for decoration is distracting and annoying. Using a different color for each point is unnecessary o Using a different color for secondary points is also unnecessary Trying to be creative can also be bad Background - Good Use backgrounds such as this one that are attractive but simple Use backgrounds which are light Use the same background consistently throughout your presentation Background Bad Avoid backgrounds that are distracting or difficult to read from Always be consistent with the background that you use Graphs - Good Use graphs rather than just charts and words o Data in graphs is easier to comprehend & retain than is raw data o Trends are easier to visualize in graph form Always title your graphs Graphs - Bad Graphs - Good Graphs - Bad Graphs - Bad Minor grid lines are unnecessary Font is too small Colors are illogical Title is missing Shading is distracting Spelling and Grammar Proof your slides for: o speling mistakes o the use of of repeated words o grammatical errors you might have make If English is not your first language, please have someone else check your presentation! Conclusion Use an effective and strong closing o Your audience is likely to remember your last words Use a conclusion slide to: o Summarize the main points of your presentation o Suggest future avenues of research Questions?? End your presentation with a simple question slide to: o Invite your audience to ask questions o Provide a visual aid during question period o Avoid ending a presentation abruptly

18 Keyboarding PowerPoint Presentations Short Version Handout Page 18 Stratton Presentation Software Text Graphics Sound Video Why PowerPoint? Enhances presentation Easy to create and use Professional quality Customize to fit purposes Elements of a Presentation Content Design Delivery Content One concept per slide Essential information Key points with sub points Bullets for key points Hyphens for sub points Ensures organized presentation Design Basics Simple Consistent Visually appropriate for big screen Don t get carried away Design Font 1 Titles 36 points or larger Text no smaller than 18 pts. No more than two fonts No fancy fonts Design Font 2 Don t underline, use bold Don t use italics Design 5 x 5 Rule Five words per line Five bulleted lines per slide Line space bulleted text Design Capitalization Capitalize with care Don t use ALL CAPS, use bold instead Be consistent Notes: PowerPoint Presentations A little PowerPoint is a dangerous thing! View this PowerPoint presentation online at: Animations Titles/text on each slide Emphasizes important points Focuses attention Should not detract Be consistent Graphics and Photographs Emphasize point Illustrate Appropriate Watch image proportions Charts and Graphs Complement and support point Avoid three dimensional Limit data Use animation Sound Effects Rarely used Use sparingly Use appropriately Slides Check spelling Use one background design Color change for emphasis Color matching Pulled color Presentation Prompts Use notes sparingly Screen as reference Face audience Hands for emphasis Special Note Blue background for white print White text two points larger KISS Keep it short and simple... PowerPoint Rocks!!! Printing File to Print Select Microsoft PowerPoint Print What: 6 Slide View

19 Keyboarding PowerPoint Presentations Short Version Handout Page 19 Stratton Five Rules for Better Presentations 1 Hello there! If you are new here, you might want to subscribe to the RSS feed for my updates. Presentation software, like PowerPoint or Keynote, can be wonderful tools if used correctly. They can also be a dangerous distraction that interferes with communication rather than facilitating it. In my role as CEO of Thomas Nelson, I sit through scores of presentations. Most of these are on PowerPoint. Most of them are done poorly. I often think the presenter would be more compelling if he would ditch the presentation software and just speak. Because of this, I ve even thought of outlawing presentation software in our company. But alas, It has become a staple of corporate life. It is the ubiquitous prop that attends every presentation. So if we can t outlaw presentation software, at least we can regulate it and, hopefully, try to improve it. Here are my five rules for making more effective presentations. Rule #1: Don t give your presentation software center stage. This is the biggest mistake I see speakers make. They forget that PowerPoint or Keynote are tools designed to augment their presentation not be their presentation. Never forget: You are the presenter. You should be the focus. Not your slides. Not your props. And not your handouts. You are in the lead role, and you need to retain that role. No amount of razzle dazzle can overcome a weak presentation. If you don t do your job, PowerPoint can t save you. It only makes a bad presentation worse. Rule #2: Create a logical flow to your presentation. Better yet, tell a story. (See Cliff Atkinson s Beyond Bullet Points. [affiliate link] ) The absolute last thing you want to do is turn your presentation into a random assortment of bulleted lists, which is what often happens, especially when PowerPoint is involved. There must be a flow. Start with a good outlining or mind mapping program (e.g., I use both OmniOutliner and NovaMind) or just use the one built-into Microsoft Word. Tell them what you are going to tell them, tell them, then tell them what you told them. If people understand where you are going to take them, they can relax and enjoy the ride. If they don t, they will be distracted and frustrated. Continue reading on next page

20 Keyboarding PowerPoint Presentations Short Version Handout Page 20 Stratton Five Rules for Better Presentations 2 Rule #3: Make your presentation readable. I constantly wonder, why is this so difficult? Memorize this sentence: If people can t read my slides from the back of the room, my type is too small. Now repeat it over and over again while you create your slides. If people are squinting during your presentation, trying to make out what s on the slide, you ve lost your audience. In my experience you must use at least 30-point type. Obviously, it depends on the size of the room, the size of the screen, etc. This is precisely why you can t afford to leave this to chance. You must test your slides and make certain they are readable. In Really Bad PowerPoint (PDF file), Seth Godin also sets forth five PowerPoint rules. In the first one he says, No more than six words on a slide. EVER. I think this is too extreme, but you get the idea. The more words you use, the less readable they become. I have made some really effective presentations with no more than a word or two per slide. It can be done. Both Steve Jobs and Tom Peters are masters at this. Here are some other things to remember regarding text: Avoid paragraphs or long blocks of text. If you really, really must use a paragraph, then whittle it down to the bare essentials. Use an excerpt a couple of sentences. Emphasize the important words. Put the text block by itself on a single slide. Use appropriate fonts. I recommend a sans serif font for titles (e.g., Arial, Verdana, Helvetica, or my personal favorite Myriad Pro, etc.) and a serif font for bullets or body text (e.g., Times New Roman, Garamond, Goudy, Palatino, etc.). Most books are typeset this way because it make them more readable. The serifs help you recognize the characters (and thus the words) faster. It makes the text more readable. It s also customary to use san serif fonts for chart labels. Avoid detailed reports. If you need to include a report in your presentation, hand it out. Don t force people to try to read a ledger printout on a slide. It s maddening! If you must show a report, use it as a picture and then use a call out to emphasize the part of the report you want people to focus on. Better yet, just fill up a whole slide with the one number you want people to take away from the presentation. Avoid title capitalization unless (duh!) it s a title. Sentence capitalization is much easier to read. For example, Sales are up 100% in the southeast region is easier than Sales Are Up 100% In The Southeast Region. This is especially true when you have numerous bullet points. Rule #4: Remember, less is more. Fancy slide transitions and fly-ins get old quickly. I strongly recommend that you keep things simple. A basic dissolve from one slide to another is usually sufficient. Have all your bullets appear at once rather than one at a time. Avoid sound effects they serve no other purpose than annoying the audience and distracting them from your presentation. And finally, cut down the number of slides. You don t need a transcript of your speech with every point and sub-point. Yawn! People are only going to remember the major points any way. Rule #5: Distribute a handout. I have changed my mind on this over the years. I do not think that you should distribute a handout before you begin speaking. If you do so, people will start reading ahead instead of listening to you. It s just one more distraction to keep them from focusing on your message. It also eliminates any surprises or drama you have built into your presentation. Instead, I tell people that I will distribute a handout of the slides when I am finished with my presentation. That way, they can take notes during my session, knowing that they don t have to write everything down. This allows them to stay engaged without becoming distracted. Finally, I would encourage you to hone your PowerPoint or Keynote skills like you would any other essential business skill. The more you work at it, the better you will get. And the better you get the more compelling your presentations will become. If you haven t done so already, you might want to start with my newly updated list of Presentation Resources.

21 Keyboarding PowerPoint Presentations Short Version Handout Page 21 Stratton Creating an Effective PowerPoint Presentation Thomas Saylor, Ph.D., All rights reserved. Planning and creating a PowerPoint presentation needn t be difficult or stressful. Use these guidelines to improve the quality of your presentation. Content is the most important part of your presentation. 1. The quality of the research. The topic should be thoroughly researched, with a number of different sources. Using visual images? Make sure they are appropriate to the point(s) you wish to make, and be certain that you know the specifics on each image (who? what? when? where? how?). 2. Organization and transition. There should be a logical flow from beginning to end, like in written work. Avoid jumping from one point to another, and be careful about adding information that is not directly related to the main theme. Strongly consider drawing up an outline before you begin assembling the actual slides. The following points contain information that can help strengthen the visual part of your presentation. 1. The joy of six is a helpful rule of thumb. Use a maximum of six points per slide and six words per point. 2. Use text sparingly. Depending on the color and font size you select, text may be difficult to read. In addition, if your audience is concentrating on written text, they are most likely not giving you their complete attention. 3. Select colors with care. Experiment with color combinations, but make sure they work well on a screen there is often a difference between how something looks on your computer screen and how it appears when projected onto a screen or wall. If possible, preview your presentation ahead of time. 4. Keep unity of design from slide to slide. Using one, or several, of the master slides provided in PowerPoint can help avoid problems of this nature. 5. Font size is important use the floor test for readability. Print out a slide containing text, then place the page on the floor. Can you read the slide from a standing position? If yes, then your audience can likely read it from their seats. If no, then the font size needs to be increased. Previewing your presentation in the room you ll be using? Walk to the back of the room if you can t easily read the slides, your audience won t be able to either. 6. Minimize or avoid animated texts, sounds, and fancy transitions. These can be effective in certain situations, but often distract your audience from the main points you are making. 7. Avoid switching between programs (such as calling up a Web page). This takes extra time and can make it difficult for your audience to remain focused on your presentation. 8. Do you want people to take notes during your presentation? Leave them sufficient time to do so. 9. Timing. Use three slides per minute as a maximum. Generally use 2-3 slides per minute. 10. Visual images can be great, but they need to be selected carefully and be appropriate to the point(s) you want to make. Watch size, too images too small are not helpful. And if formatting visual images to fit a slide, be sure to keep the dimensions of the original!

22 Keyboarding PowerPoint Presentations Short Version Handout Page 22 Stratton Creating an Effective PowerPoint Presentation (cont.) 11. It s often helpful to keep these concepts in mind: FOCUS PLAN PRACTICE Focus on the main point(s) you want to make. Plan the layout of your presentation. This means carefully considering each slide, as well as the presentation as a whole. Does everything fit together? Practice your entire presentation at least once before you present it to your audience. Most helpful is projecting your presentation onto a screen, in order to see exactly how your audience will view it. If possible, have someone watch and listen, then ask questions about anything that they find unclear--rather face a difficult question from one person than in front of an audience! *Some language and concepts used here adopted from David G. Brown, Judicious PowerPoint, in 14, 8 (March 2001), 27. The author: Thomas Saylor, Ph.D. is Associate Professor of History at Concordia University, St. Paul (Minnesota/ USA).

23 Student Name: Day/Period: 10 Slide PowerPoint Presentation Career Exploration Project Worth 40 points Section Interview and/or Research Content Design Visual Projection Mechanics Person Interviewed or Research Contains 10 Required Slides Accurate Information, Sources Listed Organization Fonts 10 Professional Interviewed or Attempted & Research Done 20 all slides 5 2 errors Clear 5 Titles Text 16 8 slides errors 7 Evidence Pro. Contact Attempt, but no Interview, Research was Done 12 6 slides errors Somewhat Clear 3 5 All San Serif 5 All Serif 3 Mix 3 Mixed 5 Family Member Interviewed, No Interview Attempt, No Research 6 3 slides errors 1 2 slides 1 8+ errors Unclear 1 1 All Serif 1 All San Serif Only 2 Families 5 Consistent 3 Most 1 Few Use of Space 5 Consistent 3 Most 1 Few 5x5 Rule 5 All 3 Most 1 Few Consistency in Slide Design 5 All 3 Most 1 Few Backgrounds 5 Consistent 3 Most 1 Few Color Choice 5 Ascetically Pleasing, Harmonious 3 Some What Distracting 1 Distracting, Clashing Animation Present 5 Enhancing 3 Distracting 1 None Transitions Smooth 5 Consistent 3 Most 1 Few Spelling Punctuation Capitalization 5 2 errors 5 2 errors 5 2 errors errors errors errors errors errors errors errors errors errors 1 8+ errors 1 8+ errors 1 8+ errors Totals 10 possible 30 possible 30 possible 20 possible 15 possible Graphs Has Correct # of Appropriate Graphs Title Legend/Key/Units Labeled possible Stratton 2014 Total: /120 Percent: Points: /40 pts.