How to Make Powerful Project Presentations in PowerPoint

May 22, 2010 | Author: PM Hut | Filed under: Communications Management

How to Make Powerful Project Presentations in PowerPoint
By Kulveer Singh Virk

Have you attended any boring, too long to stay focused (even awake) presentation and at the end walked out dissatisfied without gaining something or giving out any useful input? Have you ever delivered any lengthy, fact loaded presentations with tons of tables, bullet points, graphs and even slide animation?

PowerPoint is an essential business tool and is used to inform/convince the audience and deliver the key message. It’s to be used as visual aid to help presenter and not to present complete white papers in PowerPoint format. From sales people to students and from technical gurus to creative mavericks, everyone is using PowerPoint to share concepts, offer solutions, sell products/services and deliver messages. Leveraging the power of PowerPoint is helping people to deliver speeches effectively and easily. By following few steps, you can improve the outcome, make interesting presentations and engage the audience.

As we all know that most precious commodity after the time is the attention of the audience so that real message can be delivered, and desired results can be obtained. Our goal should be to keep audience attentive and receptive of our message by making presentation concise, engaging, on-topic and result focused. Also, preparation around the delivery of PowerPoint is the key success factor; actual problem is with the amount and type of content, style of delivery and type of preparation that goes in – and not with the PowerPoint itself.

“The real art of conversation is not only to say the right thing in the right place, but to leave unsaid the wrong thing at the tempting moment.” - Dorothy Nevill

Self-Evaluation

Use the answers to plan your PowerPoint:

Why do you need to give PowerPoint presentation?
What do you plan to accomplish from this presentation?
How would you make your idea get across and accepted?
When do you think will you be ready for presentation?

Cause of Boring PowerPoint Presentations

Knowledge: One does not know the subject inside-out. All talk is superficial.
Passion: Presenter is not passionate about the topic. If presenter himself is not interested in the presentation, how others can be.
Planning: Not enough planning done about presentation. Person may know a lot about the subject and also very passionate; but fails to plan or weave an interesting story for intended audience.
Expectations: Misalignment between audiences’ understanding level and key message to be delivered. Not conveying what people will get out of the presentation in advance.
Overkill: Giving too much information in one slide or single presentation.
Too fancy: Stunning images & background, fancy fonts, various special distract audience. Know your audience and know your field.
Preparation: Not enough rehearsal, presentation not flowing smoothly gives indication as person is not prepared.

How to Prepare?

Prepare your presentation based on self-evaluation questions above. You need to spend time according to the worth of your presentation. More planning and preparation are required if stakes are high.

Brain-storm: Like any task, you need to brain-storm about the presentation. Write down the idea / topic of your presentation. Use any mind mapping tool.
Weave a story: A story around topic supported by case study or testimonial or any relevant post on the Internet is very engaging to audience. Your objective is to grab and keep the attention while presenting.
Research: Comprehensive study of the subject is needed and also do research over the Internet. If it is a tool or application you are presenting about, make sure to use it yourself and learn basics.
Question: Come up with your own questions about each slide that attendee may ask; or what question does your slide raise. Ask questions from subject matter experts (use Internet forums, Twitter, or LinkedIn).
Facts: Find out how would you support the idea or story you are going to tell the audience – find facts/figures/graphs to support your claims.

Putting Slides Together

Flow: Develop a logical flow of your topic so that it becomes seamless from beginning to end.
Less is More: Question yourself why you want this particular slide; can you do without it; if not then how would it benefit the audience.
Simplicity is the Key: Simple slides with white background and big black fonts work in most cases; even when room is well lit.
Make is Readable: Use reasonably big fonts so that person from back of the room can also see. Use different color fonts to emphasize keywords, facts and figures. Use bulleted list where possible; 5 bullets per page should serve the purpose. Spell out acronyms, sources of information on the slide. If slide contains too much – create another slide.
Peer Review: Review the draft presentation with available group of people, including your Boss, peers, and other concerned people.

How To Improve Your Presentation

FAQ: Compile a Frequent Asked Questions (FAQ) slide. Use feedback comments at strategic places in the presentation. Use photos of the person who provided feedback or commented – it wakes audience up.
Engage: Put some multiple choice questions / options around the topic in the slide deck to keep audience brain engaged.
Bullets: Use numbered bullet points where possible or use laser pointer to point out which bullet point is being discussed.
Paint the Picture: Associate your product, service, or topic with something big or unique.
Present: Do not read the slides to audience rather present to them. Slides are to reference and show key points.
Practice: Rehearse the presentation and check (that it works) the tools and technology you will use during presentation. Record and watch your rehearsal practice for improvement. If someone will be helping you in changing the slides, involve that person in rehearsal – if possible.

Kulveer Singh Virk, M. Eng., PMP, is an experienced Project Manager with more than 15 years of experience in Information Technology. He has worked in Automotive, Healthcare, Consulting, Manufacturing, City and State Governments in various capacities. Kulveer also serves as Vice President – Communications at the board of Project Management Institute – Great Lakes Chapter, Detroit, MI and publishes blog on Leadership and Management issues. Kulveer is currently employed by Compuware Corp and working at Detroit Medical Center. You can read more from Kulveer on his own blog, www.kulveervirk.com.

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