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Archive for the ‘Presentations/speeches’ Category

Get the PowerPoint

Posted by Catie Holdridge

PowerPoint has revolutionised presentations.

But too many people now use it as a substitute for thinking. They launch the application before they’ve even considered what they want to say or what information will help the audience take in what they’re saying. Too often, the result is as exciting as a presentation on watching a plank warp.

The key is to let this tool support your talk, not to let it take over. So here’s a two-minute guide on how to write PowerPoint presentations:

Intro slide

With the first slide, introduce yourself. (Obvious we know, but it’s surprising how many people miss this one.) This frame can be up as your audience comes in if yours is the first or only talk in the session. It should feature:

•    the title of your talk
•    your name
•    your position.

Bullet points

To use bullets effectively:

•    stick to five bullets maximum
•    keep each point to ten words maximum
•    write statements, not descriptions
•    cut all non-essential words
•    double-check grammar, spelling and punctuation
•    avoid flashy animations – they’re just distracting.

Graphics

Graphics can add variety. Just make sure they are:

•    relevant
•    not too detailed
•    making a clear point
•    properly labelled.
Sometimes a graphic on its own (ie with no text or other information) can work well to hold attention and liven up your talk. Sites like Flickr or CDs of copyright-free images can be useful here if you’re on a tight budget. Although £30 spent on a decent image from a photo library can make your presentation far more professional.

Holding frames

Include holding frames when you want more attention on you. Avoid blank screens, it will look like something has gone wrong. Use your holding frame if you have no suitable illustration too. The holding frame should contain as little information as possible, eg just your organisation’s logo and web address.
Avoid putting too much on your screen

PowerPoint is there to support your talk. But filling the screen won’t help your cause at all. It’s easy to overestimate how much people can read on a slide. So don’t stuff it full of statistics and excess verbiage.

What’s more, if you put something on screen, remember that people will read it rather than listen to you, so you just end up wasting your breath. Less is more, therefore. (See the point about using images in isolation, above.)

And finally …

Always think about your audience:

•    keep things moving: aim for about one frame a minute
•    vary the pace slightly
•    plan your talk separately
You can learn more about writing presentations and speeches on one of our courses.

Keeping it (un)real

Posted by Catie Holdridge

He’s a shrewd one, that Sir Alan Sugar.  As he announced in the opening episode of The Apprentice, he realises that knowing every word to ‘Candle in the wind’ does not mean he is Elton John.

Using our Suralan to Plain English dictionary, we see that his sensible – if somewhat obvious – point is that being able to say the right things will not automatically make you a success in business. But without even looking at how his hapless protégés walk the walk, it’s worth noting just how poorly they talk the talk.

From business writing to business speaking, the distinction that must be made is between effective self-expression (which is vital from job interviews onwards) and meaningless buzzwords. That these two be kept separate is as fundamental as Sir Alan and Sir Elton not mixing up their night-on-the-town outfits.

The question raised just before this series began airing was: is it appropriate, in this economic climate, to encourage the aggressive, money-grabbing ways that helped get us into this mess? Alternatively, will people tune into the programme for tips on how to get, or hold onto, a job?

Whatever their motivation, tune in they have: over eight million viewers watched episode one. Sir Alan was quoted on www.telegraph.co.uk describing this year’s contestants as “very bright and high calibre compared to what we’ve seen in the past”. As a newcomer at series five then, I can only assume previous series have been populated entirely by briefcase-carrying chickens (with or without heads).

There is a growing consensus that what is needed now is more of a back-to-basics approach. As Tim Worstall points out in February’s Real Business magazine: ‘[t]oo much of the economy lies in banking and financial services’, and that what this situation calls for is the textbook entrepreneur, eg ‘one who takes available economic resources…and turns them to more productive uses.’ Similarly, Cassandra Jardine of the Telegraph wrote of the need for more literal ‘apprentices, with just the small “a”’.

Aha. So, we’re looking at a difference between reality and reality television. (No, really.) In the real world, trust and teamwork are encouraged.

And what has TA 2009 given us? On the team-building side: criticisms of a project manager who wasn’t ‘autocratic’ enough; and reference to colleagues as ‘puppets’. For cultivating business relationships, we have: business manager Mona belligerently telling a prospective client ‘you’ve got it all wrong’; sales consultant Debra snapping ‘we’d already bought it!’ at Sir Alan himself, when he dared question her team’s buying of overpriced cleaning supplies; and Majid who didn’t ‘want to lose to girls…not that I’m sexist’.

And from trainee stockbroker Ben’s inappropriate and hyperbolic ‘making money is better than sex’, to moist-eyed Senior Commercial Manager James – he of the success-flavoured spit, who ‘trusted with my heart when I should have been looking with my eyes’ – the whole batch is clearly aiming for the record of most words used to say nothing at all.

For all that, long may we continue to watch The Apprentice (albeit often in mortification and through our fingers). Just not as a means of polishing one’s communication skills: these people can’t even polish cars. Perhaps we could add a disclaimer for anyone in any doubt: this is Big Brother in suits, not a seminar on business.

The anatomy of a good speech

Posted by Rob Ashton

Whether you think David Cameron is Blair MK II or the saviour-in-waiting of UK plc, the BBC’s analysis of his speeches down the years here and here makes very interesting reading. Top of the list of most-used words is ‘people’, which Emphasis has always cited as one of the most powerful in the English language.

The UK’s Conservative Party (of whom Cameron is leader) is currently riding high in the polls with a nine point lead over Labour, and many put this down at least partly to a well-orchestrated communications policy. This is unsurprising given that Cameron is the former head of corporate affairs at a large media company. But credit must also go to the speechwriters on the Tory campaign team, who clearly know how to turn a phrase or two to their leader’s advantage.

The analysis reveals how they seem to have chosen words very carefully to support a deliberate strategy. For example, Gordon Brown said in his speech last week that this was ‘no time for novices’, in a sideways swipe at his opponent’s lack of experience. So Cameron this week gave Margaret Thatcher a name-check purely to give his speech weight, apparently.

The BBC uses ‘word clouds‘ to show how the latest conference speeches from the leaders of all three main UK political parties compare. It’s all fascinating stuff.