Train the trainers PPT Techniques For the benefit of business and people

2 > Improving your PPT > 10 Golden Rules > Creating an effective > Presentation 2 2 Train the trainers

Ships in Service Training Material A-M CHAUVEL What this mean for you ?

Part ONE Ships in Service Training Material A-M CHAUVEL

1- Plan away from your Computer Brainstorm on paper, before touching your computer. It is important to remember that you don’t have to do this alone. Involve the stakeholders, such as : - Human Resources, - Training Managers, - Line Managers, or even some of the future participants themselves. This way you can ensure that the message is targeted to your audience. Ships in Service Training Material A-M CHAUVEL

2- Keep it Short & Simple The first rule a trainer needs to teach is to keep all information concise. This is internationally known as the KISS rule. Each PowerPoint slide should only be paraphrasing what you are saying, so don’t overwhelm your audience with too many figures and numbers. Try to use less than Ships in Service Training Material A-M CHAUVEL per slide.

3- Point your Feet at the audience By ensuring that your feet are always pointing to the centre of your audience. You will avoid the bad habit of reading the slides from the screen. This technique ensures that you maintain the eye contact with your audience. Don’t show them the back of your head. Ships in Service Training Material A-M CHAUVEL

4- Increase your Body language a sweep and point of the hand is much more attention grabbing, and you can use the shadow of your hand much more effectively. Remember, 55% of the impact of a message comes from nonverbal communication. The more animated you are during your presentation, the more engaging your presentation will be. A laser pointer is not only tiny, it requires minimum movement on your behalf, but… Ships in Service Training Material A-M CHAUVEL

5- Use Pauses Raising your voice can be used to gain emphasis on a point. However, making a short pause before you mention a word can be even more effective. This change in your voice will trigger your audience to prick up their ears and listen more carefully. Ships in Service Training Material A-M CHAUVEL

6- Time your Remarks A mistake that speakers make is talking precisely with the appearance of a new PowerPoint slide. Your audience are drawn away from you, and towards the screen, resulting in missed information. Verbally introduce the slide and then press « next » to make it appears. Ships in Service Training Material A-M CHAUVEL

7- Give it a Rest PowerPoint is most effective as a visual accompaniment to the spoken word. Experienced PowerPoint users aren’t shy about letting the screen go blank on occasion. Not only can that give your audience a visual break, it is also effective when you want to include a discussion section in your presentation. Ships in Service Training Material A-M CHAUVEL

8- Be Original If your company has a standard PowerPoint « master », try modifying it, or even creating your own. Your audience’s eyes may glaze over at yet another slideshow based around your company’s corporate logo, and don ’t rely on the images that come standard with PowerPoint ; add your own. Ships in Service Training Material A-M CHAUVEL

9- Distribute Handouts at the end Distribute handouts at the end – not during the presentation : No speaker wants to be presenting to a crowd that’s busy reading a summation of his or her remarks. Unless it is imperative that people follow a handout while you’re presenting, wait until you had done before to distribute. Ships in Service Training Material A-M CHAUVEL

Ships in Service Training Material A-M CHAUVEL 10- Conclude by summarizing and “Cheat sheet” It is commonly believed that we forget 75% of new information after 24 hours. With this in mind, it is imperative that your audience is given a concise summary of your presentation and a « cheat sheet » of the most important factors. They can then place this sheet in a convenient location for future reference.

And more… So? If we forgot 75% of new information after 24 hours. Practice and Practice Ships in Service Training Material A-M CHAUVEL Practice

Content is the most important part of your presentation Content is the most important part of your presentation Part TWO Ships in Service Training Material A-M CHAUVEL

1 - The quality of the research The topic should be thoroughly researched with a number of different sources. Using visual images? Make sure they are appropriate to the point (s) you wish to make, and be certain that you know the specifics on each image : - Who? What? When? - Where? Why? And How? Ships in Service Training Material A-M CHAUVEL

2 - Organization & Transition There should be a logical flow from the beginning to end. Avoid jumping from one point to another, and be careful about adding information that is not directly related to the main theme. Strongly consider drawing up an outline before you begin assembling the actual slides. Ships in Service Training Material A-M CHAUVEL

Part THREE Strength the visual part of your presentation Strength the visual part of your presentation Ships in Service Training Material A-M CHAUVEL

1 - “The joy of….” Ships in Service Training Material A-M CHAUVEL

1 - “The joy of Six” Use a maximum of six points per slide and six words per point. Is a helpful rule of thumb. Ships in Service Training Material A-M CHAUVEL

2 - Use text sparingly Depending on the color and font size you select, text may be difficult to read. In addition, if your audience is concentrating on your writing, they are most likely not giving you their complete attention. Ships in Service Training Material A-M CHAUVEL

3 - Select colors with care Experiment with color combinations, but make sure they work well on the screen. There is often a difference between how something looks on your computer screen and how it appears when projected on the screen or wall. Color Ships in Service Training Material A-M CHAUVEL

Yellow with black lettering is considered the most readable. (school buses & traffic signs). However, on sign, color is paint. On screen, color is light. What may work on a sign or in print may not work well on a LCD, example: Reds and Greens. There is the colorblindness issue, about 10% have difficulty with reds and greens. Color 3 - Select colors with care

4 - Keep unity of design from slide to slide Using one, or several, of the master slides provided in Power Point can help avoid problems of this nature. My PowerPoint Presentation Your PowerPoint Presentation Our PowerPoint Presentation Ships in Service Training Material A-M CHAUVEL

5 - Font size is important Use the “Floor test” for readability. Project a slide from a standing position: -If OK, then your audience can likely read from their seats. -If not OK, then the font size needs to be increased. 72 Point 36 Point 24 Point Ships in Service Training Material A-M CHAUVEL

Before you start to prepare your presentation, determine how far your audience will be from your screen. Them choose the best font size. Choosing the right font size is 90 % of the job. Point size is actually measured from ascended to descended. 5 - Font size is important 72 Point 36 Point 24 Point 18 Point Ships in Service Training Material A-M CHAUVEL

The fonts may look fine when you’re close to the screen but look at this screen from 6 ft. From a distance, you will notice that the narrow or condensed font are more difficult to read. Do not sacrifice readability for style. Keep your eye on the ball, your job is to communicate. 36 Pt Arial 36 Pt Times 36 pt Arial Narrow 5 - Font type is important Ships in Service Training Material A-M CHAUVEL

6 - Minimize or avoid animated texts, sounds and fancy transitions These can be effective in certain situations, but often distract your audience from the main points you are making. These can be effective in certain situations… Ships in Service Training Material A-M CHAUVEL …but often distract your audience.

7 - Avoid switching between programs ( such as calling up a Web page ) This takes extra time and can make it difficult for your audience to remain focused on your presentation. Ships in Service Training Material A-M CHAUVEL

8 - Do you want people to take notes during your presentation ? If so, leave them sufficient time to do so. Ships in Service Training Material A-M CHAUVEL

9 - Timing Use three slides per minute as a maximum. Ships in Service Training Material A-M CHAUVEL

10 - Visual images can be great But they need to be selected carefully and be appropriate to the point (s) you want to make. Watch size, too. Images too small are not helpful. And if formatting visual images to fit a slide, be sure to keep the dimensions of the original. Ships in Service Training Material A-M CHAUVEL

Part FOUR Keep these concepts in mind Ships in Service Training Material A-M CHAUVEL

A - Focus… …on the main point (s) you want to make. IPSEM Port Safety & Environmental Protection Management Scheme Port Safety & Environmental Protection Management Scheme IMPLEMENTATION OF THE IPSEM CODE IMPLEMENTATION OF THE IPSEM CODE Ships in Service Training Material A-M CHAUVEL

B - Plan The layout of your presentation. This means carefully considering each slide, as well as the presentation as a whole. Ships in Service Training Material A-M CHAUVEL Does everything fit together ?

C - Practice Practice your entire presentation at least once before you present it to your audience. Most helpful is projecting your presentation onto a screen, in order to see exactly how your audience will view it. Ships in Service Training Material A-M CHAUVEL

C - Practice If possible, have someone watch and listen, then ask questions about anything that they find unclear. It is better to face a difficult question from one person than in front of an audience. Ships in Service Training Material A-M CHAUVEL

Part FIVE In closing Ships in Service Training Material A-M CHAUVEL

Ships in Service Training Material A-M CHAUVEL 1 - Hints for a successful presentation - Plan carefully - Do your research - Know your audience - Time your presentation - Practice your presentation - Speak comfortably

Ships in Service Training Material A-M CHAUVEL 2 - Effective PowerPoint Slides - Standardize position, colors and styles - Include only necessary information - Limit the information to essentials - Content should be self evident - Use colors that contrast - Be consistent with effects, transitions and animation - Too many slides can lose your audience

Ships in Service Training Material A-M CHAUVEL 3 - Text guidelines - Generally no more than 6 words a line - Generally no more than 6 lines a slide - Avoid long sentences - Larger font indicates more important information

Ships in Service Training Material A-M CHAUVEL 3 - Text guidelines - Font size generally ranges from 18 to 48 point - Be sure text contrasts with background - Fancy fonts can be hard to read - Words in capital letters are hard to read - Avoid abbreviations and acronyms - Limit punctuation marks

Ships in Service Training Material A-M CHAUVEL 4 - Clip Art and Graphics - Should balance the slide - Should enhance and complement the text, not overwhelm - Should be not more than two per slide

Ships in Service Training Material A-M CHAUVEL