ASUG 2009: Impactful Presentations

1. ASUG 2009: Impactful Presentations Jason Sprunk Rockwell Automation

2. 2 Which do you prefer? Vendor Sales Pitch Monotone �droner� SIS � Self Importance Syndrome Presenter Engaging Speaker with a few nuggets of insight

3. 3 Which do you prefer? Vendor Sales Pitch Monotone �droner� SIS � Self Importance Syndrome Presenter Engaging Speaker with a few nuggets of insight

4. 4 Agenda Setting the tone Sample Presentation Outline & Agenda PowerPoint Presentation Tips Handling Demos Samples Q&A

5. 5 Tell a Story! Good stories: Set the stage Have a Hero and a Villain Keep audience engaged Decide on Tone: �Love Story� � Great Vendor or Tool �Drama� � Impossible timeline, against all odds �Tragedy� � Didn�t work out; Waiting for the sequel Good story construction = Problem ? Personal Journey ? Resolution

6. 6 Suggestions Tell your real story � not the one you think they want to hear The good, the bad, & the ugly Lessons learned: �If we had to do it over again, we would�� What we did right! Think dialogue, conversation, interaction Survey your audience Focus on your audience, not on the screen Don�t give it all away on slides

7. 7 Abstract Checkpoint

8. 8 Key Points 60% of Annual Conference attendees are first time attendees for your topic Remember: No one knows your story as well as YOU do! Attendees are looking for take away�s which they can utilize when they return to the office Give them a top ten learning list

9. 9 Exercise If your audience could remember only three things about your presentation, what would you want them to be? ___________________ ___________________ ___________________

10. 10 Powerpoint Style Text Use the ASUG Template ** ASUG Speaker Resource Page ** Stay with the template color scheme Title font size = 28 Text font size = 22 Use Gil Sans MT font from the template

11. 11 Sample Agenda 1. Set the Stage (5 minutes) Company Overview (1 slide) Who are we, what do we do, etc. Systems Utilized, User Base, Project Scope (1 slide) SAP release, enhancement package, portal, etc. SAP infrastructure/architecture Number of users, types, global deployment, etc. Overview of Learning Points (1 slide) Introduce the Problem or Challenge (1 slide)

12. 12 Sample Agenda 2. Tell your story: Learning Point #1 (3 � 5 slides) (8-10 minutes) Learning Point #2 (3 � 5 Slides) (8-10 minutes) Learning Point #3 (3 � 5 slides) (8-10 minutes) Conclusion & Key Take-aways (1 - 2 slides) (5 minutes) Appendix 3. Summarize learning points and tell the audience where to find more information

13. 13 Sample Agenda � BAD SLIDE � TOO MUCH! Company Introduction (3-5 minutes) Company Overview (1 slide) Who are we, what do we do, etc. Systems Utilized and User Base (1 slide) SAP release, enhancement package, portal, etc. SAP infrastructure/architecture Number of users, types, global deployment, etc. Project Scope (1 slide) Your presentation learning points Overview of Learning Points (1 � 2 minutes) Learning Point #1 (3 � 5 slides) (8-10 minutes) Learning Point #2 (3 � 5 Slides) (8-10 minutes) Learning Point #3 (3 � 5 slides) (8-10 minutes) Conclusion (2 -3 slides) (5 minutes) Appendix Summarize learning points and tell the audience where to find more information

14. 14 PowerPoint Presentation Tips Design Tips: K.I.S.S. principle Use headlines rather than sentences Clarify with visual illustrations Simplify complex ideas Use recorded demos vs live demos 15-18 slides � general rule of thumb If you need more, add an appendix If in doubt: Ask yourself � �Does my audience care? So what?� More pictures than words 6x6 Rule: 6 bullet points and limit line to 6 words6x6 Rule: 6 bullet points and limit line to 6 words

15. 15 Overall Suggestions Keep Company introductions to a minimum Focus on Learning Points What�s your �elevator speech�? Tell �em what you�re gonna tell �em, then tell �em, then tell �em what you told �em What are your 1-3 key �take-aways� that you want your audience to talk about? What makes your experience different or unique?

16. 16 A word on demos� Don�t do them live! Simulate them: Captivate SnagIt Screen shots

17. 17 DEMO Sample: SAP Education Site

18. 18 DEMO Sample: Find a Learning Map

19. 19 Test your SkillsGood or Bad

20. 20 Example 1: SOX SAP workflow

21. 21 If you guessed BAD, you are correct.

22. 22 Learning Points How to design the inspection plan master data so it is simple to maintain and use (remember your end-users) Use electronic signatures and document management during results recording Discover how simplified quality notifications were used to capture defects from the production line Make your process more efficient with simple hardware solutions (bar code scanning, USB measuring equipment)

23. 23 If you guessed Good, you are correct.

24. 24 Highly Rated Presentations � Slide Samples

25. 25 Unlimited Stakeholders & Agendas: Limited Resources Although the goals of government have not changed much over the centuries, the �business of government� has grown increasingly complex. Today, governments have multiple lines of business providing a diverse set of services to a wide range of stakeholders. Governments have traditional �back-office� or public administration responsibility just like commercial and private sector companies, but also many unique lines of business. For example, governments must deliver social programs; provide health and safety services to constituents; manage natural resources; provide educational services; build and maintain public infrastructure, and plan for the future. Most governments have different agencies, departments and divisions that in turn manage these different �lines of business�, such as Social Services, Tax & Revenue and Transportation, to name a few. On top of this, the public sector is one of the most highly regulated industries, with extensive oversight, auditability and accountability mandates and compliance measures designed to avoid nepotism, corruption, and ensure equitable use of public funds. All of these statements are true aross all government segments, across all �sizes�, from the smallest township to the largest central government, across all geographies worldwide � including federal / central / national; state / provincial / regional and local / municipal governments. It�s also true for your government. Although the goals of government have not changed much over the centuries, the �business of government� has grown increasingly complex. Today, governments have multiple lines of business providing a diverse set of services to a wide range of stakeholders. Governments have traditional �back-office� or public administration responsibility just like commercial and private sector companies, but also many unique lines of business. For example, governments must deliver social programs; provide health and safety services to constituents; manage natural resources; provide educational services; build and maintain public infrastructure, and plan for the future. Most governments have different agencies, departments and divisions that in turn manage these different �lines of business�, such as Social Services, Tax & Revenue and Transportation, to name a few. On top of this, the public sector is one of the most highly regulated industries, with extensive oversight, auditability and accountability mandates and compliance measures designed to avoid nepotism, corruption, and ensure equitable use of public funds. All of these statements are true aross all government segments, across all �sizes�, from the smallest township to the largest central government, across all geographies worldwide � including federal / central / national; state / provincial / regional and local / municipal governments. It�s also true for your government.

26. 26 Transparency � Citizens Expect It

27. 27 Performance-Based Budgeting Legislation and Initiatives in U.S. States

28. 28 Governments are Being Graded

29. 29 Simple Notification Creation (IQS21)

30. 30 Simple Notification Creation (IQS21)

31. 31 2008 Common Feedback Comments yellow on slides More time on "what we learned" topics: What worked? What Failed? What was helpful? LOVED hearing about real world experience and examples Unclear/misunderstood what the presentation was supposed to about, need clearer expectations Speaker was unorganized with their material

32. 32 Final checklist Spell Check Include a �how to contact� if appropriate Use text sparingly � keep points to a short, concise, outline form Wording � clear and legible Slide titles � keep to one or two lines Visually appealing � pictures and visual effects are appealing Consistent � presentation should follow an organized, logical manner Ask another set of eyes to review your final PPT Session Code: Should be added to first and last slide Use text sparingly: Keep your points in a short, concise, outline form. This will inform the audience about the topic and will also help you remember your key points for discussion. There is no real need to write in full sentences, as this will unnecessarily clutter your slides. Use actions keywords to point out the important topics of your discussion. Wording should be clear and legible: Make sure your font selections can be read by all participants in your session. Text should be large enough to be legible from all areas of the room. Slides should have not more than five bullets and each bullet should be no longer than two lines. Slide titles: Keep your slide titles to one or two lines. Number of slides: A typical rule-of-thumb is to have one slide for each 1.5 to 2 minutes of the speaker portion of your presentation (not including the Q&A time). Stick to one topic per slide. You can have multiple slides per topic. In this case, the same title should be used on the each slide, with the word �cont�d� at the end of the title in all instances after the first use. Visually appealing: Use other sources of information besides text in your presentation. Pictures and visual effects can add to the attractiveness of a presentation if used correctly. However, be careful that those tools don�t override the information you are trying to convey. Colors: Do not use more than four colors in your presentation. Avoid red letters, which are difficult for some people to read. The best readability comes with high contrast of intensity rather than by clashes of color. Alignment: All type is upper and lower case, flush left, ragged right. Naming Convention: Must use the following naming convention when uploaded, Surname_Session Code.zip (i.e., Doe_1208.zip). Session Code: Should be added to first and last slide Use text sparingly: Keep your points in a short, concise, outline form. This will inform the audience about the topic and will also help you remember your key points for discussion. There is no real need to write in full sentences, as this will unnecessarily clutter your slides. Use actions keywords to point out the important topics of your discussion. Wording should be clear and legible: Make sure your font selections can be read by all participants in your session. Text should be large enough to be legible from all areas of the room. Slides should have not more than five bullets and each bullet should be no longer than two lines. Slide titles: Keep your slide titles to one or two lines. Number of slides: A typical rule-of-thumb is to have one slide for each 1.5 to 2 minutes of the speaker portion of your presentation (not including the Q&A time). Stick to one topic per slide. You can have multiple slides per topic. In this case, the same title should be used on the each slide, with the word �cont�d� at the end of the title in all instances after the first use. Visually appealing: Use other sources of information besides text in your presentation. Pictures and visual effects can add to the attractiveness of a presentation if used correctly. However, be careful that those tools don�t override the information you are trying to convey. Colors: Do not use more than four colors in your presentation. Avoid red letters, which are difficult for some people to read. The best readability comes with high contrast of intensity rather than by clashes of color. Alignment: All type is upper and lower case, flush left, ragged right. Naming Convention: Must use the following naming convention when uploaded, Surname_Session Code.zip (i.e., Doe_1208.zip).

33. 33 Onsite: PowerPoint Presentation You will need to run the presentation off of your laptop.. You will need to bring your presentation on a CD/USB drive just in case. Remember, it is always a good idea to bring a backup copy of your presentation just in case.

34. 34 A/V Equipment Please note, each speaker is expected to bring his or her own notebook PC for the presentation. Computers will not be provided in session rooms.Each session room will be set with the following equipment: Wireless internet connection (1) High Intensity LCD Data Projector (1) Screen� (1) Flipchart (1) Laser Pointer (2) Table-top microphones (1) Wireless Lavaliere Microphone (1) Podium Microphone

35. 35 Frequently Asked Questions How many slides should my presentation include? Is there a PowerPoint template I should use? Where can I locate the 2009 ASUG Annual Conference Presentation Template? Will I receive any feedback on my presentation? Who can I contact if I have additional questions or concerns? Any tips for a successful presentation? When�s are my slides due? APRIL 20! How many slides should my presentation include? Keep your points in a short, concise, outline form. This will inform the view about the topic and will also help you remember your key points for discussion. There is no real need to write in full sentences, as this will unnecessarily clutter your slides. Use actions keywords to point out the important topics of your discussion. Is there a PowerPoint template I should use? YES! All presentations must be in PowerPoint and utilize the 2007 ASUG Annual Conference Presentation Template as a guideline for the format and content of your presentation. Please note: Speakers should use the 2007 ASUG Annual Conference Presentation Template and NOT last year�s template or another event template. Where can I locate the ASUG Presentation Template? The 2007 ASUG Annual Conference Presentation Template is available for download on the ASUG Speaker Resource Page. Will I receive any feedback on my presentation? All attendees in your session will be asked to complete an evaluation form. Remind them to complete the form at the end of your presentation. You will be sent a summary of the evaluations 7-8 weeks after the conference. In addition, the ASUG Annual Conference Program Committee will try to attend as many sessions as possible. If the ASUG Annual Conference Program Committee Volunteer attends your session, the Volunteer will meet with you before you session and introduce you at the beginning of your session. Who can I contact if I have additional questions or concerns? Feel free to contact the ASUG Annual Conference Program Committee Volunteer that relates to your presentations content area (i.e. Supply Chain Planning, Enterprise Date Warehousing, etc.) or you can contact ASUG Speaker Services at any time with any question. The objective is to help make this a successful experience for you in every way. The ASUG Annual Conference Program Committee contact list is available on the Speaker Resource Page and you can contact ASUG Speaker Services at speakers@asugannualconference.com. Any tips for a successful presentation? -It is better not to read slides verbatim. Expand on the material. -Always repeat any questions. Those in the back probably did not hear it. -Watch your time. Set yourself 10 minute goals so you don�t end up with 10 slides to cover in 3 minutes. -Speak slowly and enunciate carefully. -Be positive, be enthusiastic, relax and have fun. How many slides should my presentation include? Keep your points in a short, concise, outline form. This will inform the view about the topic and will also help you remember your key points for discussion. There is no real need to write in full sentences, as this will unnecessarily clutter your slides. Use actions keywords to point out the important topics of your discussion. Is there a PowerPoint template I should use? YES! All presentations must be in PowerPoint and utilize the 2007 ASUG Annual Conference Presentation Template as a guideline for the format and content of your presentation. Please note: Speakers should use the 2007 ASUG Annual Conference Presentation Template and NOT last year�s template or another event template. Where can I locate the ASUG Presentation Template? The 2007 ASUG Annual Conference Presentation Template is available for download on the ASUG Speaker Resource Page. Will I receive any feedback on my presentation? All attendees in your session will be asked to complete an evaluation form. Remind them to complete the form at the end of your presentation. You will be sent a summary of the evaluations 7-8 weeks after the conference. In addition, the ASUG Annual Conference Program Committee will try to attend as many sessions as possible. If the ASUG Annual Conference Program Committee Volunteer attends your session, the Volunteer will meet with you before you session and introduce you at the beginning of your session. Who can I contact if I have additional questions or concerns? Feel free to contact the ASUG Annual Conference Program Committee Volunteer that relates to your presentations content area (i.e. Supply Chain Planning, Enterprise Date Warehousing, etc.) or you can contact ASUG Speaker Services at any time with any question. The objective is to help make this a successful experience for you in every way. The ASUG Annual Conference Program Committee contact list is available on the Speaker Resource Page and you can contact ASUG Speaker Services at speakers@asugannualconference.com. Any tips for a successful presentation? -It is better not to read slides verbatim. Expand on the material. -Always repeat any questions. Those in the back probably did not hear it. -Watch your time. Set yourself 10 minute goals so you don�t end up with 10 slides to cover in 3 minutes. -Speak slowly and enunciate carefully. -Be positive, be enthusiastic, relax and have fun.

36. 36 Resources Beyond Bullet Points: Using Microsoft PowerPoint to Create Presentations That Inform, Motivate, and Inspire Cliff Atkinson Squirrel Inc.: A Fable of Leadership through Storytelling Stephen Denning Presentation Zen: Simple Ideas on Presentation Design and Delivery (Voices That Matter)� Garr Reynolds Speaker Resource Page: http://www.asugannualconference.com/SpeakerResourcePage/tabid/536/Default.aspx

37. 37 A �Green� Learning Event

38. 38