I use LaTeX Beamer for my presentations - the prepared tex-files delivered with it already give quite good hints and structures for building the presentation and they look imho superior in contrast to Powerpoint or Keynote

The only problem is that there is no notes-field and no clock - but hey, for that i have a watch, clock or a silenced/vibrations off cellphone and flash-cards

Every high school student in the United States should have to read this blog post. Period.

I just want to say thank you. I have been wanting to start using a GTD method but didn’t know the best way to start. By the time I finished watching the video I had already finished “zeroing” my inbox on both gmail accounts and I am about 90% done with my work mailbox too. I have added a quote you made to my gmail account too. “Don’t let your blackberry become exploding cats.”

Thanks again.

Your advice is priceless. Humble humans are the knowledgeable.

Thanks for sharing.

I’m bookmarking this, just so I can share it with my classmates, and possible avoid presentations with one essay per slide. (Yes, they’re that bad)

I must said it’s a great piece of information. I have add to my favourite site for future visit.

I’ve always enjoyed the Presentation Zen website, but I wish dearly that I could find some advice on teaching presentations. Reynold’s advocated approaches break down a little there, because unlike the board room or the stage, we expect the students to copy things down. We can avoid wordiness, but using a single thought per slide actually gets a little more tedious than less for students, I think. Somewhere on Reynold’s site, he acknowledges this, which is nice, but I guess I was looking for something a little meatier.

@Steve:

I have no idea what kind of material you’re teaching exactly, but how about breaking things up in 3 or maybe 4 seperate presentations (based on topics, subtopics, different viewpoints or approaches)? In between you could have Q&A, and challenges for the students. I think nothing can keep a class awake like the opportunity to think and discuss about information, instead of just absorbing it. Just my 2 cents.

Yours, Andra

I love it when big brains get together: Merlin + Garr = a simpler, more visually appealing world where stuff gets done!

Regarding Stephen’s question: WHAT TO DO WITH TWO HOURS…

First, who planned this? Either the meeting planner was lazy and is relying on one speaker to carry their conference, or she/he simply doesn’t understand - or care about - how adults learn. A good rule of thumb is that your audience can sit still for the number of minutes equal to their age, e.g. if the average age of your audience is 35, they’ll remain in their chairs for 35 minutes before the shifting begins.

When I have to speak for two hours, I think of it like building a Layer Cake of You-Audience-You-Audience. Most presentations (less than 2 hours) have two layers: the speaker talks and audience asks Q&A. With two hours, you have to build more layers.

1. Start with a 5-10 minute intro of WHY you’re there, a personal or favorite story to reinforce why the topic matters, and (if it makes sense) your first main idea;

[Total time elapsed: 10 minutes]

1. Give the audience a chance to share their WHY and/or to respond to your first idea. This gives the audience an early opportunity to buy into your presentation and your time together.

For example, I talk a lot about how to engage the next generation, and I ask my audience to talk to each other about their last ‘generational moment,’ a time when they had an interaction with someone from a different generation (at work, at home, etc) and walked away thinking, “Man, are we different!”

When you feel the energy of the room start to come down, e.g. the volume decreases, go to the next step;

[Total time elapsed: 20-30 minutes]

1. Bring their attention back, and solicit a couple of the most surprising/funny stories they shared with each other. Your goal is to widen their shared sense of why they’re all in attendance, and to develop a few ‘call backs’ for later in your presentation. A ‘call back’ is what stand-up comedians often do…their last joke will ‘call back’ to a previous joke or story in their act. You want to be able to ‘call back’ to something your audience said, “Remember when Joe said earlier that his kid text messaged him to ask what was for dinner, instead of just coming down to the kitchen and asking? That’s exactly the kind of ‘digital divide’ I’m talking about here…”

[Total time elapsed: 30-40 minutes]

1. The Meat and Potatoes of why you’re there. Here, you share your best stuff. The Beyond Bullet Points document works well, and I also recommend (and use) the Presentation Zen style for slides (high visual, low text) to reinforce your spoken words with a visual message. HINT: As you’re designing this section, if you wonder whether something fits here as ‘your best stuff,’ leave it out. You’ll have PLENTY of time for Q&A, and if it’s relevant, it will be asked…

[Total time elapsed: 60-75 minutes]

1. More audience interaction. I think there are two directions to go here: 1. Individual learning (self-tests, checklists, etc.) and 2. Group learning. You need to pick the one that works best for your content. If your topic is highly technical, you may want to provide a trouble-shooting questionnaire, to help your audience diagnose where they could improve. If the topic is less technical, you can facilitate a larger discussion with questions like:
   • What surprised you about this information?
   • What shifted for you?
   • What wasn’t said that should’ve been said?
   • What do you need to know more about (a great seque to Q&A)

Even with the smallest groups, this part can last at least 15 minutes. If you also invite the audience to response to each others’ questions, e.g. “Who else has an experience with this issue that they’d like to share?” it can comfortably go to 30 minutes.

[Total time elapsed: 75-105 minutes]

1. Q&A. Here, you’re allowing the audience to ask you specific questions about your expertise and/or their specific situations. Do not let one person dominate this segment. A good rule of thumb is that for an entire audience to feel ‘heard’ by a speaker, ten percent of them must have an opportunity to interact or ask a question. So you’ve got to efficiently deal with each person’s question, and keep the conversation flowing. If your response will take more than one minute, offer to follow up individually at the break. If you don’t know, admit it, and ask the participants if they have experience with the issue.

[Total time elapsed: 90-100 minutes]

1. Your big finish. Always, ALWAYS keep something for the end. This might be Three Things to Remember. I sometimes use the “ACE” acronym: one thing to Add, one thing to Change, one thing to Eliminate. You can also end with a big closing story that leaves them on a high note, or with a provocative idea.

[Total time elapsed: 105-120 minutes]

Other tips: 1. The number one request speakers receive (if they have a good deck) is, “Can I get a copy of your deck?” Save yourself time and headaches: Do NOT make handouts of your powerpoint to distribute at your presentation. Instead: (1) create an annotated slide deck (see presentationzen.com for more about that); (2) save it as a PDF, and (3) Either give it to the meeting planner and let them duplicate it for everyone OR put it on your blogsite or website, and show participants how to download it there.

1. Some professional speakers say you should never thank your audience. I think that’s BS. Peoples’ time is extremely valuable, and speakers need to show respect. It’s also a good signal to people that you’re done. ;)

2. “Know your audience.” You can ask the meeting planner to fill out a short questionnaire about the audience, e.g. What do they read, what do they worry about at work, what are their accountabilities, are they married, kids, average age, what are the ‘hot potato’ issues that everyone’s nervous about right now, etc. If you want to go lower tech, spend a few minutes either talking with people before your presentation (Why are you here? What are you hoping to get from today?) or do some quick “Raise your hand if…” questions at the top of the presentation.

Phew!

absolute gold. I Always thought it was wise to try to present the most important info in the least amount of words.

Great read, I like the pointers. I’ll probably refer back here before I need to present in front of a class again. Yeah!

Thank you for this post.

Hi Merlin,

Great post, I love the step by step approach you develop here and it taught me a lot. I’ve a quick question though: all of the material on presenting assumes that, in an optimal presentation environment, you’ll only really be ‘on stage’ for 30 minutes or so (20 mins + 10 for questions).

What if you are up there for 2 hours?

I’m well aware of the attention dipping after 20 minutes problem, and as someone who has spent a lot of time in classes myself, I subscribe to the view. But now I’m on the other side of the fence, and trying not to inflict the same punishment on my own students.

Normally what I’d do is break things up with examples, etc, (I’m an economist) but I’m not sure I’m really solving the problem.

If you or your readers have any thoughts or tips they might share on lecturing (distinct from presenting) for extended periods of time, that would be great.

Thanks,

Steve

Merlin,

This is the first time I’ve read anything from ‘43 Folders’ and all that I can say is “Excellent!” I learned a lot from this article. Thanks a ton for posting

Regards, Vinoth

Fantastic summary — I’m bookmarking this and look forward to referring to it again in future. One tip for anyone who is edgy about forking out hard-earned cash for iStockphoto: I find the free moderated stock library at www.sxc.hu extremely useful for presentations and publications. It’s similar to iStockphoto in style, but works on the principle that it’s good to share useful images for free.

I want the web address of several free business presentation software

Well, having just finished a sixteen page powerpoint presentation for my boss that just about contradicts all of this advice (and my own intuition), I’m bookmarking this for next time.

Thanks Merlin!

Thanks — great stuff!

I’ll use this to teach classmates as well as Alan — I don’t get why people do not understand that “the slides in your presentation are about visual story-telling that complements your presence and speaking. They are not a script to be acted-out, or a book to be printed and read aloud, word for word.”

Isn’t it simple enough that you’re a “speaker” and this thingy behind is going along with you?

Thanks for this, Merlin! This is a great resource.

Good stuff - here’s more from VA Tech that uses a assertion statement + visual/words support http://www.writing.eng.vt.edu/slides.html