HOW TO MAKE EFFECTIVE PRESENTATIONS Can there be a more terrifying subject to make a presentation on???? 1 I mean presentations are boring to start with! How to make presentations might be twice as boring!! 2 HELP! No turning back now 3 Smart Solutions Group z Economic Development consulting firm specializing in the business of economic development … sample services: • Strategic business planning • Branding, positioning and messaging development • Marketing planning and implementation • Organizational development z Past five years, worked with over 225 economic development organizations — Missouri, Iowa, Nebraska, Kansas, Oklahoma … including numerous regional economic development organizations Irv Jensen z z z z z z z z z 30+ years in research, advertising, direct marketing, public relations, strategic planning and brand development Clients ranged from Fortune 500 to sole-proprietors Conservative estimate – over 1,000 presentations Presented to over 2,000 and to one person. From Hand-Written Poster Board, to 35mm slides, to Overhead Projectors, to PowerPoint and Webinars. Some really great. Some stinkers. Some laughable. Some just made me weep. 4 The Presentation z Oral Written Grants z Persuasive z z The Basics The 4P’s whether Oral or Written Planning Preparation Practice Presentation 5 Planning z Know your subject matter • • • z Seem obvious, but many times we are called on to talk or present something we do not know very well. Do you homework or enlist the aid of others who know the subject. Don’t fake it…your audience will know. Know your audience • • Whether verbal or written, who are you talking to? What are their key issues, concerns, expected outcomes of your presentation. Preparation z Develop a theme z Outline your approach z Select proper visual aids Graphs, charts, pictures, logos, etc. all can help make or break a point. z • Your overall point of view • Key points 6 Practice z Know your limits z Now, Rehearse, Rehearse, Rehearse • Can’t tell a joke…don’t try • Not good with numbers…don’t use them • Find ways to present from your strengths • Practice or read your presentation • Step away from it • Review again…if possible ask others to review Presentation z Before you step to the podium or drop it in the mail • Final check of the details • Did you answer the questions/address the key • • issues? Does your presentation reflect a clear point of view Does it represent what you envisioned when you started? 7 PLANNING SHEET FOR A PRESENTATION z z z z z Why a Presentation? • • • • • What is the subject of the presentation? Who will see/read the presentation? What is the overall theme or take away of the presentation? What is the deadline date of the presentation? Are you comfortable you can answer or address the issues in the presentation? Statement of the Issue Desired Response/Action Summary/Conclusion/Recommendations Additional Information to Further Understanding PowerPoint Presentations z z z z z z Create a consistent and simple design template. Limit the number of words on each screen. Avoid putting words in all CAPITAL LETTERS. Avoid the use of flashy transitions such as text fly-ins. Don’t overuse of special effects such as animation and sounds. Use quality images that reinforce/complement your message. 8 PowerPoint Presentations Only "build" screens when necessary to make your point. Limit the number of slides. A good rule is one slide per minute. Know how to and practice moving forward AND backward. Have a Plan B for technical difficulties. Practice with someone. Do not read from your slides. z z z z z z Grants – A Brief Overview z z z Read the Instructions Start with a Summary Statement Organize your Information as instructed or logically. • Your organization • Mission, History, Constituency, Achievements • Programs/Services related to Grant 9 Grants – Problem/Need z This section answers the “Why” your organization should get grant. • • • • • Don’t assume they know much about the subject area. Answer why this subject is important. Describe your need in both factual and human interest terms . Be as local as possible. Describe the problem/issue as same size as solution. Grants – Work Plan/Activities z How will you address the problem/issue? What are your goals? • Who is the target audience? • What are you going to do? • What planning has already be done? • Who will do the work? • When and where will it take place? 10 Grants – Outcomes/Impact z What will change about the situation/problem as a result of your project? z Impact can be difficult to measure. Do your best to describe the outcomes you desire. Grants - Evaluation z z z How will you know whether you have achieved your desired impacts? How will/could future efforts be funded? Do you have a long-term vision for the project? 11 Grants - Budgets z Expenses z Income • Personnel • Direct Project Expenses • Administrative Overhead Expenses • Contributed Income • In kind • Committed/Received Final Thoughts Clarity If you can't summarize it in 2-3 sentences, you’re not ready to write. Strive to communicate, not to impress If you try to baffle them with your brilliance, you'll lose ground. Error Free It takes a fresh eye to spot the typos. Be Politically Correct Avoid language that can be construed as offensive to any group. Write for Global Audiences Even local business have joint ventures with international companies. Jargon Free Make sure they understand what you are talking about. 12 Questions? P.O. Box 65751 West Des Moines, IA 50265 515.267.0674 [email protected] 13