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1、There are three steps to making an IBM presentation:?PlanItoffersadviceonorganizingyourmessage,sharpeningyourfocusonyou want to say, and arranging it in a manner that audiences can follow.PrepareItisaresourceforconstructinggraphicsupportmaterialsinFreelance Graphics (PowerPoint is also supported).Yo

2、u will find instructions on how include elements such as text, charts and graphs in a style that will be consistent to allour audiences - an IBM look, in same waythat our advertising and marketing materials have a distinct appearance.Present It offers tips on how to deliver what youve prepared effec

3、tively to an audience. Presentations are not about showing a series of slides; they aboutyou,communicatingamessage,withvisualelementsinasupportingrole.Where to beginHeres what you do first: Stop. Take someIn her book Secrets ofHeres what you do first: Stop. Take someIn her book Secrets oftime. As Th

4、omas Watson Sr. used to advise,PowerPresentation,Mickifamously: Think.Holliday suggestsansweringthe following questions asafirst start toorganizingYou are about to mount an argument. What doyourpresentation:you need? Dont succumb to the temptation of?Whatdoestheaudienceto know?chart on this, and Lis

5、a has some good market?Whatdoestheaudiencewantdata, Ill get those.) Thats the flawed technique behind many of the more overblown, leaden presentations youve ever dozed through. Thats working backwards. Instead, start with nothing. and work forward.to know?What are the possible benefits of a successf

6、ul meeting for this (Whats in it for me?)?What questions might Ask yourself this: What is my point? Everyaudience have?presentation is an attempt to communicatesomething. It may be a complex topic, withlotsofsupportingdata,butfundamentallytherewillalwaysbesomethingyouwanttosay.ItmightbeIBMunderstand

7、syourbusiness,orThistechnologyis the bestfor our requirements or We time to dothis job right.Figure out what youre trying to communicate, in its conciseform.Writeitdown,inonesentence.Doesitmakesense?Doesitreally cut to the heart of what you need to convey? If not, rewrite it.If you only could delive

8、r this one sentence to your audience, with no charts or any supporting information, would this be the one youd choose?Composingthisbasicsentencemighttaketwominutes,oritmighttakeanhour. It doesnt really matter which. Just get it right. Without a clear point view, you are navigating without direction.

9、Get it wrong, and youll struggle the rest of the way.Get it right, and the pieces will begin falling naturally into place behind it.Build your caseOK, youre clear about the point you need to convey. But its safe to assume thatyouraudienceisnotpreparedtoacceptyourmessageonfaith.Afterall, if everyone

10、in the room already knew what you wanted to tell them, and with it, there would be no point whatever to your standing up and talking.The purpose of your talk is to move your audience to your point of view. So you will have to build your case. You need to organize your argument.Makearoughflowchartoft

11、heinformationyouaregoingtopresent.Justitoutonpaper-thisisntgoingtobeachartyoullshow,andyoullprobably have to revise it a few times anyway.Theorganizingprinciplebehindthisisapyramid:eachstatementyoumakewill have one, or more likely several, supporting pieces of information under it. As you build your

12、presentationin this outlineform, a pyramidwill form, with your basic statement at the top and everything else arrayed beneath it. worry yet about theorderin which youllactually present eachitem. Just get them all down on paper to look at.ThePyramid Principlebook listed in our recommended reading lis

13、t is devotedtothismethodoforganization,anditsausefulresource.Butthebasicidea is really commonsense, merelya way oflaying out yourinformation soyou arrange and, later on, present it logically.Lets take a look at a hypothetical presentation and how you might its various elements, using this technique.

14、From the top downLets assume your basic point is: IBMs solution is your best option, itscombinationofproductsandservicesisintegratedandflexible,andbecause we understand your business challenges.Now,putyourselfinyouraudiencesposition.Theywanttoknowwhytheybelieve this. They expect proof.Youhave,letsas

15、sume,fourreasons.First,IBMproductsworktogether.IBMofferstheflexibilityofopensystems.Third,IBMservicestieeverything together. Fourth, IBM has experience in the customers industry.This is the heart and framework of your pitch. Lay it out graphically.You now see that youre going to open by stating your

16、 main point, and goingtoproceedthroughyourpresentationbyofferingfactsanddatainthese four areas. Dont worry yet about which will come first.Take each of your supporting arguments and do the same again. Build another pyramid under each of the four. Under products work together you might have informati

17、on about each of the elements in the solution: servers, middleware, storage. You might want to talk about inter-divisional efforts in IBM to integrate technologies across our product lines. It would look something like this:Fallen PyramidsFallen PyramidsSomeSomepeoplefindithelpfultouseapyramidonitss

18、ide,withthe topic in the left-mostbox, and building the pyramidout to the right, instead ofbelow it. If you use thismethod,youllnoticethatthepyramid more closelyresembles a classic outlinepyramid more closelyresembles a classic outlinestructure.Unlikeanoutline,however, the relativeequality of the bo

19、xes make itmucheasiertorestructureandre-order your presentationand establish newrelationshipstoitemwithoutaltering the entireorganization,asoftenoccurswhen creating an outline.downward,butyouwillwanttodothisforyour entire presentation. Organize all the information that you might want to Youwillthenh

20、aveapyramidthatencompasseseverything you need to convey.Now, play with it. Look at the big picture.See whats mostimportant. Take outthingsthat, while youmight think theyreimportant, justwont resonate withor beunderstood by your audience. Move things around.Addordelete,butkeeptheorganizing structure

21、intact.Onceyouhaveapyramidthatseemstorepresentyourthemeandthevariouspoints you need to get across, youre ready to start creating the materials you actually show people: bullet points, charts, graphs. Instead of organizingon-the-fly, youve organized first. Congratulations: you now have a clear pictur

22、e - literally - of what information is relevant to your what points it supports, and where it should go. Unfortunately, many dont bother to begin with this formal, structured approach.Althoughyouhaventevencreatedyourfirstslide,themostcritical(andbotched) work in creating your presentation is complet

23、e.If this all seems too plodding, too restrictive and structured, dont it isnt. By the time you have a presentation ready to show, the underlying organizationwillfadefromview,leavingbehindmerelyaframeworkthathelps youraudiencefocusmoreeasilyonyourmessage,andenhancesyourownmastery of the material, si

24、nce you understand thoroughly how it all fits together.Where to beginVisual elements such asWhere to beginVisual elements such asgraphs, charts, and text canenhance your ability tocommunicate, helping youraudience follow your message and quickly understand various types of information.Used thoughtfu

25、lly, they can be valuable tools.Used indiscriminately, or constructed poorly, however, they can actually detractfromyourmessage.Theycanclutteryourpresentationandconfuseaudience.This template will facilitate the preparation of your presentation and will help to continue establishing you as one of the

26、 best expressions of the IBM brand.It reflects IBMs corporate design style, which also influences our advertising and marketing materials. It is straightforward, clean, and simple.Its flexible enough to accommodate a variety of uses. Some may use it with little or no graphic elements, while others m

27、ight need to convey far more complicated data.Its simple to use. Although communications specialists and graphic designers have worked to create this template, anyone in IBM should be able to use it without any special skills or software beyond what isalready available.Dont automatically assume you

28、need to use presentation software to make presentation!Some of the most effective sales jobs are done just by speaking directly, sincerely and informatively about the subject, without hiding behind In Say It With Presentations, noted presentation designer Gene Zelazny threebasictypesofmediayoushould

29、considerifyouneedvisualstohelpconvey your message:Lapvisuals,socalledbecauseeachmemberoftheaudiencereceiveshisorher owncopy ofthematerialsat thestartof themeeting,if not before. Best for small groups, their use can open up discussion and help everyone participate as equal partners. The downside is t

30、hat they may read ahead and start questions you would prefer to deal with later in the discussion. And you also miss opportunities for eye contact if everyone is looking down Easels or white boards. Great for increasing interactivity among 15 or fewer people,sinceyourerecordingtheaudiencesideasasthe

31、ycomeup.Downsides: Avoid spending all your time with your back to the audience; perhaps a member of the meeting to help write down points so you can concentrate on their comments and reactions to you and each other.On-screenpresentations.Whilelesspersonablethantheothertwomethods,this is by far the m

32、ost polished and suitable for large audiences. Since this is also the medium with the greatest pitfalls, this is the type of well be working on in this section. Title screenBy using a standard title chart and following the style consistently, we will add a professional touch not only to our individu

33、al presentations but collectively to all of IBMs face-to-face communications.Thetitleslideisastraightforwardelement,andgenerallyrequiresonlyyou include your name, IBM organization, and speaking topic in the places provided. However, the template allows for other elements that might be required,andit

34、simportanttofollowtheguidelinesifyouwillbeusingMore text (if you must)The template also provides a format for longer blocks of text. You should use blocks of text very sparingly. Yes, once in a while there might be a longer passage that is relevant, and valuable. For instance, you might have a quote

35、 from an analyst or customer that is particularly striking:If you are going to makeyour audience readIf you are going to makeyour audience readsomething,makesureitsworth their time andeffort. More important,makesureitsworthyourDont overdo itBefore you begin, keep in mind some key points:Visuals are

36、not your presentation. You are the presentation. Your audience has not gathered for the purpose of reading your Freelance (or PowerPoint) pages; they have come to hear you communicate. Use visuals to support your message.Lessismore.Agraphthatshows(forexample)levelsofcustomerspending oncertaintechnol

37、ogiescanrevealataglancetrendsinthemarket,but it remains your task to explain that datas relevance to your audience. A single, well-constructed graphic, supported by your thoughtful explanation,ismoreeffectivethanaseriesofchartsthattheaudience must decipher.Projected visuals have severe limits. They

38、are constrained by the resolutionofacomputerscreen,whichisfarlowerthantheprintedpage. They are limited further by being projected onto a screen that mustreadfromadistance.Forthisreason,wewanttokeepvisualssimple andbold.Morecomplexgraphicsarebettersuitedforinclusioninprinted materials.Lets take a loo

39、k at the main elements of the IBM Presentation Template that you might need to include. More possibilities and variations are available in the presentation templates themselves. But understanding which you need, and when, is the first step.Bullet-point textYouraudience isreadyto listenand to look,bu

40、t they dont want passages of text on a screen. And you dont want them too, reading takes their attention away from what you are saying.The most effective way to use text is with short phrases that can be read at a glance. Presented this way, text can remind people of your key points, or help them fo

41、llow the progress of your presentation. Heres an example of poorly used:That isnt a bad-looking page, and it isnt too difficult to read. But it can be improved. This would be even better:The first example tries to present your message. The second example merely provides cues to the messages you are

42、discussing. It engages the audiences time only for a moment, and demands that they listen to what youre saying as you explain the points.Of course, even whenyou reduce your messageto a bullet-pointphrase, you can still defeat yourself by cramming too many onto a single page. Thats why shouldlimitany

43、pageoftexttonomorethanfiveitems(andevenfiveispushing it). Youll see that the template reflects this limit.This limit of five is not a matter of how much text will fit onto a page while remaining both legible and visually pleasing, although these are important considerations. Rather, its a question o

44、f how much information someone can easily retain at one time, especially while listening to you speak.But what if you have more than three or even five points to make about IBM servers?Perhapsyouwanttotalkaboutthetechnologiesthatgiveourservers theirprice-performanceedge,andcitesomebenchmarkstudiesas

45、evidence.You have more to say about management capabilities, too. It simply wont fit five lines.No problem. If you examine your information, you are likely to find that it will arrange itself into groups of details that support more general points. (If youd prepared your information carefully, accor

46、ding to the pyramid structure described in the Plan It module, this should already be clear.) The solution is to create another page which focuses in greater detail on one of your topics. In our current example, you might progress to this:Here again, you are giving your audience a limited, manageabl

47、e amount of informationatanyonetime.Ifyouhavebenchmarkdata(inthisexample)that simply demands a graphic treatment, dont cram it onto this page unless a very simple graphic. Make another page, devoted to that.Whenyouvefinished withyourinformationaboutprice-performance, returnto your list andthe second

48、point. Your nextpage might list the key points IBMserversadvancedmanagementcapabilities,followedbyonewithmoredetail on Linux and open standards.If those other topics dont have as much supporting detail, you might simply show your first page about IBM servers again, perhaps with your next point highl

49、ighted:You would then proceed to discuss the advanced management features. Your audience has a clear and quick visual cue that youre moving on to the second point, along with a reminder that a third one will follow.Its perfectly okay to repeat pages in this manner. Repeating pages can help your audi

50、ence follow the presentation, without requiring a lot of their attentiontodoso.Whileitstruethatlessismoreonanysinglepage(and even for visuals in general) so long as your pages are brief and direct, repeating pages in order to highlight the progress of your presentation is effective use of supporting

51、 visuals. In this instance, more can be more. dont get carriedaway: youdont needa line on the screento summarize every single thing youre going to say.(If you are preparing a printed version of your pitch to distribute to audience,youwillprobablyincludeapageonlyonce,andremoveanyhighlighted and repea

52、ted pages.)ChartwareCharts & graphsChartwareIfIfyourpresentationsrequiregreateruseofawidervarietyofcharts,youcanfindamoredetailed exploration of theChartsandgraphscanbeveryeffectivetools.topicinSayitWithTheycanalsobeannoyinglyclumsy,obscuringGeneZelazny,oneofthethe very information theyre intended t

53、oin our recommended reading communicate. Like other tools, they must belist. For an even deeper used when the task requires them, and withexamination of munication,EnvisioningInformationbyEdwardTufteexcellent, though not asOur template calls for charts stripped clean directlyrelevanttobusinessof ext

54、raneous clutter, free from such visual presentations. gimmickry as three-dimensional effects, andrestrained in their use of color. If your information is relevant to your audience, it shouldnt be obscured by this sort of distraction. If your information isnt relevant, it shouldnt be on the screen at

55、 all.This introduction to the simplest, most common and effective types of usedinpresentationsshouldhelpyoudevelopthebasicskillsyouneedtodecide when to usea graph, howto selectthe typemost appropriate toyour data, and howtocreateitusingthesoftwareyoualreadyhaveavailable,inastylethat will blend harmo

56、niously into the IBM template.Before you evenbegin creatingcharts, there are a fewpoints tokeep in mind.Charts must be read. They dont convey information, but rather present itinavisualwaythatmakesunderstandingiteasy.Still,youraudience is going to have to extract the message of a chart by looking at

57、 it, reading it, possibly with your assistance in pointing out its key aspects.The simpler a chart is, the more clear and direct its message will be. Complex charts of simple information are failures. Simple charts of complex information are achievements.Whendatademandscomplexcharts,theyarenearlyalw

58、aysbetterpresented on a printed handout. We will work around these limits as best we but you must be aware of them and strive for simplicity.In the hands of skilled people trained in presenting information visually,therearesoftware toolscapableoftransformingcomplex data into elegant and effective ch

59、arts. But these often require specialized skills.Youll find all sortsof examples ofchartsand graphs inthe Infographics. Once youve gotyourpresentation prepared, however,youre readyto Present It which just happens to be the subject of the third and final section the IBM Presentation Methodology.The t

60、emplateThe IBM Presentation Template (someone reading this has already mentally shortened it to the IPT, no doubt) gives you a few basic options to choose from. Inside of the blue bands (the letterbox area), you can either use a black background with white text or a white background with black text.