F200612 deliver-message-ist2020-v2001c

Deliver your message!
Organizing your PowerPoint
and presenting to audiences
Tony Pearson
IBM Blogger, Public Speaker, and Content
Manager for IBM Systems Technical
Univeristy events
2020 IBM Systems Technical University
5-7 Feb 2020 | Istanbul, Turkey

What Sucks the Energy Out of a Presentation?
• Dull opening
• Bad technology / AV issues
• Body language, voice and
movement
• Toomuch content
• Weak closing
(c) IBM Corporation, 2020. IBM Systems Technical University 2

Agenda
1. Prepare
2. Practice
3. Present

Gather your requirements
• Where and When will the
presentation take place?
• Who is the audience?
• Why? What is the Goal?
• How long? How many minutes?
• How will it be delivered? In
person? Over video conference?

Gather Requirements – Who, Where and When
Ballroom Classroom Boardroom
Speaker:
More time to prepare
Use of visual imagery
Lecture with no questions
Speaker:
Less time to prepare
Bullet points and details
Discussion and questions
Audience:
Easily distracted
Mixed levels of expertise
Listening, not reading
Audience:
Motivated to listen
Reading slides for details
Highly interactive

Gather Requirements – Why? What is the Goal?
Why? Speaker’s Goal Transfer Audience’s Goal
Inform Raise awareness,
Status Report
Knowledge Learn something new,
Be better informed
Persuade Agree to buy your
product or service
Enthusiasm Make smarter purchase
decision
Warn Prevent and/or prepare
for specific scenario
Emotion Mitigate Risk,
Identify opportunity
Train Teach audience how to
do something
Skills Get certification, job, or
promotion
Survey Initiate conversation,
Learn from audience
Insight Influence product future
design/features

Why Use PowerPoint at all?
Without PowerPoint
• Memorize entire presentation
• This is how stories were
passed from one generation to
the next, hundreds of years
ago
• Hand gestures and box full of
props as only source of visual
aids
With PowerPoint
• No need to memorize entire
presentation
• Your deck is not a
teleprompter, but can serve as
a cheat sheet
• Hand gestures and props
complement what you are
presenting on screen

Gather Requirements – How Long?
How long you have will determine
what you say and how you say it
No less than 15 seconds per slide
No more than 3 minutes per slide
Tony’s Rule-of-Thumb
Aim for 36 slides per hour:
• 15 minutes  9 slides

Determine Appropriate Structure – Here are three examples
Follow the AIDA formula
A – Attention
Grab attention with title page
and some introductory slides
I – Interest
Identify who should be
interested in this product,
offering or solution
D – Desire
The benefits of buying this
product, attending this
conference, using this approach,
etc.
A – Action
Next steps – call your sales rep,
schedule meeting with your
boss, etc.
Follow the SCI-PAB® formula
S – Situation, Setting or Status Quo
Introduction and context
C – Complication or Challenge
What makes this story difficult or
interesting
I – Implication
What does this mean for us?
P – Position or Proposal
What does this speaker feel
should be the right thing to do
A – Action
What should the audience do?
B – Benefit
The benefits to the audience for
taking this action
A list should have an opening to
introduce the items on the list,
and how they are all related
• Ideas and Concepts
• Trends and Directions
• Products or features
• Skills or techniques
• Timeline of events
• Lessons learned
• Step-by-Step instructions
(How to)
Close your presentation with
final thoughts, your
perspective, opinions and
observations
Product or Solution Story List
SCI-PAB is registered trademark of Mandel Communications

The Infamous “Rule of Three”
People are more likely to remember a trio of events, characters or
concepts
Examples:
• Liberté, égalité, fraternité
• Three Little Pigs, the Three Blind Mice, Goldilocks and the
Three Bears, the Three Musketeers, the Three Wise Men,
and the Three Stooges
• Government of the people, by the people, for the people
• Veni, Vidi, Vici - I came, I saw, I conquered

Determine Appropriate Structure – Initial Steps
Title
Speaker
Last
Slide
Title
Speaker
Last
Slide
Background
Materials,
TrademarksBiography
Title
Speaker
Last
Slide
Plan for the first slide to be on screen for several
minutes before you talk, and last slide remains on
screen long after you finish
Add “Back Matter”: biography,
reference links, trademarks and
disclaimers, etc.
Insert Section Separators
Background
Materials,
TrademarksBiography

Provide a “You Are Here” map for your audience
Agenda Agenda Agenda Final Thoughts
Section 1
Section 2
Section 3
Section 1
Section 2
Section 3
Section 1
Section 2
Section 3
Key
message
Pick a relevant
graphic, and
repeat for all the
sections in the
agenda
Highlight
subsequent
sections with
yellow highlighter
Summarize your
final thoughts and
key message in
one or two
sentences

Determine Appropriate Structure – AIDA Section Separators
Title
Speaker
Back Matter
Last
Slide
Introduction
You, the
Audience
Benefits Next Steps
Introduce yourself,
and explain why you
chose your title,
thank the organizers
and the audience
Connect with the
audience, explain that
you understand why they
should be interested.
Answer WIIFM?
Sell the sizzle, not the
steak. Focus on the
benefits of a solution, not
the features and
functions
Call for Action
What should the audience do next,
Call their sales rep, schedule
follow-up meeting with their boss
In some cases, the
“Next Steps” will be
your last slide

Determine Appropriate Structure – SCI-PAB® Section Separators
Title
Speaker
Last
Slide
Situation,
Challenge
Implications,
Position
Action,
Benefits
Situation/Challenge,
what is happening now,
what complications or
challenges are present
Implications, Position,
what does this mean for the
stakeholders involved, what
is speaker’s position on this
Action/Benefits. Call for
Action, and focus on the
benefits of a solution, not
the features and functions
Last slide can provide
a summary or final
thoughts
Back Matter
SCI-PAB is registered trademark of Mandel Communications

The Five C’s for Content
Concise
Your deck is a visual aid,
NOT a teleprompter
Convey
Use visual imagery to enhance your
message
Consistent
Don’t confuse your audience
Clean
Don’t clutter or distract your audience
Contrast
Choose your text, graphic and
background colors carefully

Be Concise with “Caveman Speak” – Fewer Words, Larger Fonts

SQL Injection Spear Fishing DDoS 3rd Party SW Physical
Malware XSS Watering hole Undisclosed
Security Incidents by Attack Type – 2011 to 2013
Source: IBM X-Force Threat Intelligence Quarterly 1Q 2014
2011 2012 2013
Size of circle estimates relative impact of incident in terms of cost to business
Convey with Pictures – Graphs and Charts

Convey with Pictures – Picture and Text Placement
tree
tree
Put pictures and general concepts on the
left side of the slide
• Processed by the right side of the brain
that handles art, creativity, holistic ideas
Put words and technical details on the
right side of the slide
• Processed by the left side of the brain that
handles language, logic, math and science

Convey with Pictures – Eye-Movement Studies
Lorem ipsum dolor sit
amet, consectetur
adipiscing elit.
Source: Analyst
Title of this slide.
Source: Analyst
Title of this slide.
Lorem ipsum dolor sit
amet, consectetur
adipiscing elit.

Compress your pictures!
150 ppi  106 KBHigh Definition 800 ppi  4166 KB
Pictures
Compression pictures
down to 150 pixels
per inch (ppi)
Videos
Keep videos out
during peer reviews
and development
Add them day before
event for rehearsals

Agenda
1. Prepare
2. Practice
3. Present

Jerry Seinfeld on Public Speaking
“According to most studies, people's
number one fear is public speaking.
Number two is death. Death is number
two. Does that sound right? This
means to the average person, if you go
to a funeral, you're better off in the
casket than doing the eulogy.”
-- Jerry Seinfeld

Research all aspects of your presentation
SCIPAB Research areas
S – Situation, Setting, Status Quo Details on current status/setting, statistics, facts about audience
C – Complication or Challenge Details on the challenge or complication, what factors made it worse,
more difficult to deal with, timing, resource shortages
I – Implication What are the business implications, technical implications, financial
costs, risk to reputation, loss of skilled employees
P – Position or Proposal What do you and your company feel should be the right thing to do,
what assumptions are being made, what future direction are you
betting on
A – Action Call for Action -- What should the audience do? Make sure you have all
the answers, how to order product or service, who to contact for more
B – Benefit The benefits to the audience for taking this action, client reference
examples, case studies, IT Analyst reports

Research Pronunciations of Acronyms and Initialisms
Acronyms are pronounced as
words
• ACID, ASCII, ASIC, AWK, BIOS,
BSAM, CAD/CAM, CEC, CICS,
COBOL, DOS, EBCDIC, ESCON,
FICON, FIFO, FUD, HARD, ITIL,
JBOD, JPG, JSON, LAMP, LUN,
MIPS, NIC, PEP, RACF, RADAR,
RHEL, ROBO, SLES, SCSI, SCUBA,
SED, SQL
Initialisms are pronounced
letter-by-letter
• AI, API, BYOB, BYOD, CD, CPU, CSP,
DBCS, DVD, EOL/EOS, ESS, ETL,
FPGA, FTP, GPU, HBA, HTTP, IFL,
IMS, IPL, ISP, JDBC, JFS, KVM, LPM,
MSP, MTBF, NTFS, NVMe, ODBC,
PCIe, PHP, RDBMS, SMB, SQL
Watch YouTube videos or listen to podcasts
to hear how industry terms are pronounced

Rehearse – Practice Out Loud
• Do not present in front of
a mirror or your family!
• Record yourself (audio or
video) and listen to and
watch the recording
yourself afterwards

Rehearse – The Legal Pad Method
The Water Cycle
14
Condensation
Precipitation
Evaporation

Agenda
27(c) IBM Corporation, 2020. IBM Systems Technical University
1. Prepare
2. Practice
3. Present

What you need to present
Laptop
— Fully charged and plugged into
electricity
— Connected to Audio/Visual equipment
— PowerPoint application running and
your deck loaded to Title page
Remote control
— Turned on, batteries charged
Digital Clock
— Apps on Smartphone available
Something to drink
— Avoid alcoholic, caffeinated or
carbonated beverages
— Room temperature water or decaf
coffee

Come Prepared – Electrical and Projector Connections
• Don’t run your presentation
laptop off your battery!
• Have adapters for different
countries
• Have adapter for HDMI, VGA
and Mini DV connections

Recite the Three Affirmations of Public Speaking
The Audience cloud be:
Boardroom
• Single Client or Executive
Classroom
• System Administrators
Ballroom
• Existing and Prospective Clients
• IT Analysts / Consultants
• Sellers and Business Partners
Three Affirmations:
“This audience believes I am the
expert.“
"They don't know what I'm going
to say.“
"They want me to succeed.“

• Avoid the mistake of trying to
make no mistakes
• Your response to a mistake
defines the audience’s response
• Only memorize the first 5-7
minutes of your presentation
We all make mistakes

Don’t Use Your Laser Pointer!
• Some remote
controls have
laser pointers
• Only valid use is to
check if batteries
are dead
• Instead, use
words like “On
your lower right…”

Like Pouring Wine
You are the host of your cocktail party
• Focus on those drinking the wine
• Skip those not drinking

• When to take questions?
• Always repeat the question!
• Never end the presentation asking
for questions
• Trouble-making questions
Handling Questions

Closing – Landing on your feet
End on time
• 45-60 minutes for an
hour-long presentation
• Too early or overtime – FAIL!
Leave them with the message you
want them to take away
• Recap your presentation
• Offer some final thoughts
• Call for Action

Final Thoughts
“There are two types of speakers: those
that are nervous and those that are liars.”
-- Mark Twain
"One of the greatest discoveries a person
makes it to find they can do what they
were afraid they couldn't do"
-- Tom Ford

Thank you!
Tony Pearson
IBM Master Inventor and Senior IT Architect
tpearson@us.ibm.com
+1-520-799-4309
Please complete the Session
Evaluation!

Some PowerPoint Terminology
Presentation – a speaker performing in front of a live
audience, delivering a message with voice and visual
aids like props or PowerPoint
Slides – What is shown on the screen
Deck – a set of one or more slides used to support the
presentation
Charts – Pie charts, Bar graphs, etc. Some decks may
have 4 or 5 charts on a single slide
Pages – Printed sheets of paper for handouts, you can
have one or more slides per page when printed or
saved as PDF file

Convey with Pictures – Free Sources for Images and Graphics
— Royalty vs. Royalty-Free vs. Free
— Personal vs. Commercial use
— Attributions to the Photographer
— Sites for Free images/graphics:
• https://www.freeimages.com/
• https://openphoto.net/
• https://www.pexels.com/
• https://picjumbo.com/
• https://pixabay.com/
• https://slideshare.net/

About the Speaker
Tony Pearson is a Master Inventor, Content Manager, Blogger and Senior IT Architect
focused on the IBM Systems product line. Tony joined IBM Corporation in 1986 in Tucson,
Arizona, USA, and has lived there ever since. In his current role, Tony organizes the
content of IBM Systems Technical University (TechU) events and presents on IBM Z,
LinuxONE, Storage, IT Leadership and Professional Development topics.
Tony writes the “Tony @ TechU” blog and has published a series of books: Inside System
Storage: Volume I through V. Tony has completed extensive training with Mandel
Communications on public speaking, and taught Dale Carnegie courses to help others.
Over the past years, Tony has worked in development, marketing and consulting for various
hardware and software products. Tony has a Bachelor of Science degree in Software
Engineering, and a Master of Science degree in Electrical Engineering, both from the
University of Arizona. Tony is an inventor or co-inventor of 19 patents in the field of
electronic data storage, systems and software.
9000 S. Rita Road
Bldg 9032 Floor 1
Tucson, AZ 85744
+1 520-799-4309 (Office)
tpearson@us.ibm.com
Tony Pearson
Content Manager,
Blogger, and
Senior IT Management
Consultant
IBM Systems

My Social Media Presence
Blog:
https://ibmtechu.com/blog/tony
LinkedIn:
https://www.linkedin.com/in/az990tony
Books:
www.lulu.com/spotlight/990_tony
IBM Expert Network on Slideshare:
www.slideshare.net/az990tony
Twitter:
twitter.com/az990tony
Facebook:
www.facebook.com/tony.pearson.16121
Instagram:
www.instagram.com/az990tony/
Email:
tpearson@us.ibm.com

Notices and disclaimers
— © 2020 International Business Machines Corporation. No part of
this document may be reproduced or transmitted in any form
without written permission from IBM.
— U.S. Government Users Restricted Rights — use, duplication or
disclosure restricted by GSA ADP Schedule Contract with IBM.
— Information in these presentations (including information
relating to products that have not yet been announced by IBM)
has been reviewed for accuracy as of the date of
initial publication and could include unintentional technical or
typographical errors. IBM shall have no responsibility to update
this information. This document is distributed “as is” without
any warranty, either express or implied. In no event, shall IBM
be liable for any damage arising from the use of this
information, including but not limited to, loss of data, business
interruption, loss of profit or loss of opportunity.
IBM products and services are warranted per the terms and
conditions of the agreements under which they are provided.
— IBM products are manufactured from new parts or new and used
parts.
In some cases, a product may not be new and may have been
previously installed. Regardless, our warranty terms apply.”
— Any statements regarding IBM's future direction, intent or
product plans are subject to change or withdrawal without
notice.
— Performance data contained herein was generally obtained in a
controlled, isolated environments. Customer examples are
presented as illustrations of how those
— customers have used IBM products and the results they may have
achieved. Actual performance, cost, savings or other results in
other operating environments may vary.
— References in this document to IBM products, programs, or
services does not imply that IBM intends to make such products,
programs or services available in all countries in which
IBM operates or does business.
— Workshops, sessions and associated materials may have been
prepared by independent session speakers, and do not necessarily
reflect the views of IBM. All materials and discussions are provided
for informational purposes only, and are neither intended to, nor
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participant or their specific situation.
— It is the customer’s responsibility to insure its own compliance
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Notices and disclaimers continued
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IBM does not warrant the quality of any third-party products, or the ability of
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— The provision of the information contained herein is not intended to, and
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— IBM, the IBM logo, ibm.com and [names of other referenced
IBM products and services used in the presentation] are
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registered in many jurisdictions worldwide. Other product and
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This presentation uses the IBM Plex™ font
IBM Plex™ is our new typeface. It’s global, it’s versatile and it’s
distinctly IBM.
IBM Plex
Sans
The IBM company is freeing itself from the cold, modernist cliché
and replacing Helvetica with a new corporate typeface. Also
replaces Arial, Calibri, Lucida Grande, Trebuchet, etc.
IBM Plex
Mono
A little something for developers. Replaces
Courier New, Letter Gothic, Lucida Console, etc.
IBM Plex
Serif
A hybrid of the third kind (combining the best of Plex, Bodoni,
and Janson into a contemporary serif). Replaces Cambria,
Garamond, Lucida Bright, Times New Roman, etc.
IBM Plex is freely available as TrueType and OpenType at: https://github.com/IBM/plex/releases
and looks consistently good across Windows, Linux and Mac

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