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					Excellent Presentations
             by
   Raphael Giesecke


      A brief introduction
   to elements of excellence
in contemporary presentations
         4 October 2010
                                             Introduction
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion




     •    Your lecturer: Raphael Giesecke

     •    Learning objectives

     •    Your expectations

     •    Content of the lecture

     •    Schedule and workload




Raphael Giesecke                         Excellent Presentations V6 2010                                     2
                                Your Lecturer: Raphael Giesecke
Introduction       Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    Was born in Hamburg, Germany, and stayed there quite long…
     •    Achieved the best Engineering Master degree in aircraft design
     •    Spent 17 years in industry
               •     Responsible for stress analysis, development processes, methods, tools
                     and general Engineering work improvements
               •     Lead several mid-sized departments
               •     Lead various projects, up to 39M€ size and 51 partners
     •    Moved to Finland in April 2007
     •    Started as Project Director in (then) TKK in September 2007




                         …and likes to share some experiences with you!



Raphael Giesecke                             Excellent Presentations V6 2010                                     3
                                        Learning Objectives
Introduction   Objectives   Structure    Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     After the lecture, learners…
     • Anticipate the audience and actively ask for inputs/questions
     • Are able to make a choice of applicable objectives
     • Achieve knowledge on how to structure content
     • Know how to structure a speech
     • Know various design principles of a presentation
     • Are able to prepare the delivery
     • Are able to deliver a presentation
     • Request feedback and „follow up‟


                             A few ideas on how to become good
                            presentation designers and presenters



Raphael Giesecke                          Excellent Presentations V6 2010                                     4
                             Student Feedback 2007-2009
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     Students liked                                       Students disliked

     •    Confidence                                      •    Nervous/insecure lecturers
     •    Fluency                                         •    Speakers who are not prepared
     •    Interested lecturers                            •    If presenter moves too much
     •    Eye contact                                     •    Monotonous speakers

     •    Loud enough speaking                            •    Mumbling
     •    Clear speaking, clear articulation
     •    Clear language and terminology                  •    If spoken text equals slide text
                                                          •    Too much text on slides
     •    Structure                                       •    Old slide sets
     •    Visualisation
     •    Examples (from real life)                       •    Too much theory
     •    Customised slide sets for
           • the lecture as such
           • for later distribution
     •    Being asked questions
     •    Practical parts
     •    Humour



Raphael Giesecke                         Excellent Presentations V6 2010                                     5
                                    Content of This Lecture
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     1.   Introduction
     2.   Objectives of a Presentation
     3.   Structuring The Content of a Presentation
     4.   Rhetoric Elements
     5.   Designing a Presentation
     6.   Preparing The Delivery
     7.   Presenting – The Delivery
     8.   Post Presenting – „Closing The Deal‟
     9.   Conclusion

          Appendix: References




Raphael Giesecke                         Excellent Presentations V6 2010                                     6
                               Objectives of a Presentation
Introduction   Objectives   Structure    Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion




     •    Your Objectives

     •    Desired Impact

     •    The Audience

     •    Setting Objectives




                                        What are your objectives?



Raphael Giesecke                          Excellent Presentations V6 2010                                     7
               Former Students‟ Objectives (2007 and 2008)
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    Make the audience interested, and keep it interested         Audience &
     •    Limit information to audience‟s needs                           Empathy
     •    Show the benefits for the audience – how to use the new knowledge
     •    Bring a new point of view to the audience‟s knowledge
     •    Deliver the message in a dialog
     •    Show the work and research that has been done                  Content &
     •    Tell what was the research question                            Structure
     •    Explain, how we did research
     •    Show that this is not “just another assignment”
     •    Provide a clear message
     •    Clear delivery                                                Rhetoric &
     •    Create understanding                                          Presenting
     •    Convince the audience
     •    Make the audience remember the subject



Raphael Giesecke                         Excellent Presentations V6 2010                                     8
                                          Desired Impact
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     What are you aiming at?
     • to entertain?
     • to inform?
     • to persuade – e.g. you want a „buy-in‟ to your ideas or concepts?
     • to motivate?
     • to activate?
     • to change (way of thinking and acting)?

     …and do you want to present yourself as a competent person?



            Presentations and speeches generally aim for persuasion!
           You always present yourself, your content, and your design!



Raphael Giesecke                         Excellent Presentations V6 2010                                     9
                                               The Audience
Introduction       Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    Define the audience
               •     Who is it? How many are they?
               •     Where are they from?
               •     Enquire their gender, age, (company-) culture, nationality, …
               •     Which, and what kind of language?
               •     Which professions and education?
     •    Develop empathy with the audience
               •     Know their interests: wishes and needs
               •     Know their value system and opinions
               •     Enquire their expectations
               •     What benefits do you bring?
               •     How to measure their satisfaction? Criteria?
     •    What level of knowledge do they have?
               •     What do they need to know?
               •     What do they know already?
               •     What do they expect regarding content and approach?


Raphael Giesecke                             Excellent Presentations V6 2010                                    10
                                        Setting Objectives
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    Know your goals – what do you want to achieve?
     •    Identify the aims and objectives of your presentation
     •    Define the intended outcomes

     •    Check the objectives with the audience – communicate in advance!

     •    Adjust your presentation accordingly




               Communicating expectations and objectives in advance
               reduces unpleasant surprises during the presentation!



Raphael Giesecke                         Excellent Presentations V6 2010                                    11
                      Structuring The Content of a Presentation
Introduction       Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    The Title

     •    General Considerations

     •    Possible Structures

     •    How To Write

     •    Information Mapping™
               •     Overview
               •     Principles
               •     Units of Information
               •     Information Types
               •     The Chunking Rationale „Seven‟




Raphael Giesecke                             Excellent Presentations V6 2010                                    12
                                                   The Title
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     Length:                                         • 2-5 words

     Theme (not just facts):                         •   most significant
                                                     •   most surprising
                                                     •   most peculiar
                                                     •   new (innovative)

     Can be:                                         •   a question (typical for newspapers)
                                                     •   a suspicion
                                                     •   a hypothesis
                                                     •   a quote
                                                     •   a summary



Raphael Giesecke                         Excellent Presentations V6 2010                                    13
                                   General Considerations
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    What?                 Content means mainly information and examples
     •    Why?                  Map the content against your objectives
     •    How?                  Have a good story

     •    If you „copy and paste‟ you need to name your sources!
     •    Be aware of pending copyrights!

     •    Do not cram too much into your presentation




                              Still, the audience will remember
                       rather your personality instead of the content



Raphael Giesecke                         Excellent Presentations V6 2010                                    14
                                        Possible Structures
Introduction   Objectives   Structure   Rhetoric       Design   Preparing   Presenting   Post Work   Conclusion



     1. Timely                                     •     past, present, future
                                                   •     old vs. new

     2. Local to Global                            •     start local (e.g. Helsinki)
                                                   •     end global (e.g. Finland, EU, world)

     3. Associative                                •     start with content (e.g. your thesis)
                                                   •     continue with wider view/impact

     4. Analysis                                   •     what, where, when, why, who, how
                                                   •     Conclusion

     5. Debate or Comparison                       •     pro vs. contra, strengths vs. weaknesses
                                                   •     „we‟ vs. „them‟

     6. Academic                                   •     problem and solution


Raphael Giesecke                         Excellent Presentations V6 2010                                    15
                                            How To Write
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     1. Plan and pre-design             •    scope
                                        •    structure

     2. Write                           •    quickly and fluently
                                        •    ignore errors
                                        •    do not think of the whole
                                        •    have a break (at least one night)

     3. Finalize                        •    check and adapt structure
                                        •    label and chunk
                                        •    check relevance
                                        •    check consistency
                                        •    integrate graphics/visuals
                                        •    check details
                                        •    create a fresh and generous layout


Raphael Giesecke                         Excellent Presentations V6 2010                                    16
                            Information Mapping™: Overview
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    How do readers deal with large amounts of complex information?



     •    Based on Learning Theory and Cognitive Psychology

     •    A standard approach for organizing and communicating information

     •    Commercialised by Information Mapping Inc.



     •    The non-trademarked alternative is Structured Writing




Raphael Giesecke                         Excellent Presentations V6 2010                                    17
                          Information Mapping™: Principles 1-4
Introduction       Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     There are 7 principles to organize information effectively so that it is
        easy to access, understand, and remember:
     1. Chunking
               •     group content into small manageable units; make information digestible,
                     either for memorization or comprehension
     2. Relevance
               •     put together what belongs together
               •     omit irrelevant information
     3. Labelling
               •     provide a meaningful label (title) to each chunk
               •     labels show organization
     4. Consistency
               •     use the same words, labels, titles, formats and/or structures and
                     sequences for the same subjects



Raphael Giesecke                             Excellent Presentations V6 2010                                    18
                          Information Mapping™: Principles 5-7
Introduction       Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     5. Integrated graphics
               •     use illustrations, diagrams and tables as integrated part of the text


     6. Accessible detail
               •     write at the level of detail which makes your document useful for the
                     whole audience
               •     use details/illustrations/clarifications where needed
               •     complement abstract presentations with concrete examples


     7. Hierarchy of chunking and labelling
               •     organize an accessible structure for content chunks by grouping them
                     into larger groups and labelling them.
               •     This structure gives users a chance to see the "bigger picture," but also
                     access to progressive layers of detail.




Raphael Giesecke                             Excellent Presentations V6 2010                                    19
                     Information Mapping™: Units of Information
Introduction       Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    An Information Blocks consists of
               •     one or more sentences, formula's or figures, about a limited topic, and
               •     is always identified by a clear label (title) that describes the purpose,
                     function, kind of information or content

     •    An Information Map consists of
               •     a collection of Information Blocks (one to nine) about a limited topic, and
               •     a title that describes the shared content of the blocks and
               •     the purpose for writing all the blocks

     •    Several maps build a document


         Documents, maps and blocks are all managed as components.
         Blocks are the smallest reusable components to be managed.



Raphael Giesecke                             Excellent Presentations V6 2010                                    20
                  Information Mapping™: Information Types
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     Information types categorize the subject matter:

     1. Process                 to show how does it work: a series of activities
                                        and who performs them
     2. Task                    shows how to do something

     3. Concept                 shows what it is

     4. Principle               shows the rules or guidelines

     5. Structure               describes what something looks like
                                and what its parts are
     6. Fact                    provides data about something



Raphael Giesecke                         Excellent Presentations V6 2010                                    21
   Information Mapping™: The Chunking Rationale „Seven‟
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    The human capacity to process information is limited*: Short-term
          memory can only hold 5-9 chunks of information at one time.
     •    A chunk can refer to any meaningful unit of information: numbers,
          words, pictures, chess positions, ...
     •    This concept of chunking and the limited capacity of short term
          memory is now a basic element of Information Mapping™:

                   Group all information into small, manageable units:
                                      blocks & maps
                     Small means not more than 7 plus or minus 2



     *: G A Miller (1956) The magic seven, plus or minus two rule of thumb



Raphael Giesecke                         Excellent Presentations V6 2010                                    22
                                                   Rhetoric
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion




     •    What is Rhetoric?

     •    How to Apply It?

     •    Structure of a Speech

     •    Rhetoric Figures




Raphael Giesecke                         Excellent Presentations V6 2010                                    23
                                What is Rhetoric? How to Apply It?
Introduction       Objectives    Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    What is Rhetoric?
               •     As of „palaver‟ or „mere rhetoric‟: loud, confused and empty talk
               •     In a positive definition: Using language effectively to persuade


     •    Is it OK with you?
               •     Yes, because your goal is (see Objectives section), to persuade!
               •     Yes, if you have content to say


     •    How to Apply Rhetoric?
               •     Structure your speech – and thus your presentation
               •     Use rhetoric figures with care and rather sporadically: only if and when
                     they complement your content
               •     Use voice pitch and volume modulation!




Raphael Giesecke                              Excellent Presentations V6 2010                                    24
                                            Structure of a Speech
Introduction       Objectives   Structure    Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    Introduction – The Contact Phase
               •     Provide a context – „set the scene‟
               •     Define the scope – show the limits/borders of your presentation
               •     Provide further definitions, if needed
     •    Main Part – The Information Phase
               •     Structure the information (see „structure‟ section)
               •     Use a logical sequence
               •     Follow a story – keep the suspense
               •     Clarify, what is important, what is addition?
               •     Provide examples, if necessary
     •    Final Part – The Appeal Phase
               •     Conclude!
               •     Appeal!
               •     Do not provide any new information!



Raphael Giesecke                              Excellent Presentations V6 2010                                    25
                                             Rhetoric Figures
Introduction   Objectives      Structure    Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion


     Allegory               Use of (virtual) pictures – clarifies abstract issues:
                            ‘The new tunnel is a pinhole’
     Anacoluthon            An insert into a sentence – intensifies, creates suspense:
                            ‘The new tunnel is – and only that counts – a…’
     Anaphor                Repetitions of introduction words in consecutive sentences – highlights:
                            ‘We want… We want… We want…’
     Antithesis             Confrontation – polarizes, accentuates opposites:
                            ‘Everybody talks about the weather. We don’t’
     Ellipse                Leaving words or parts of a sentence out – precise: ‘Let’s focus’
     Hyperbole              Exaggeration (bigger/smaller) – pictures (see allegory):
                            ‘The car exhaust fumes rise like thick fog’
     Irony                  Hidden sarcasm – rises the level of attention:
                            ‘The good air in a car tunnel…’
     Rhetoric               Questions not expecting answers – suggestive and provocative:
     Question               ‘Why would anyone need a tunnel?‘
     Comparison             Highlighting, scoping of attributes – clarifies:
                            ‘The air in the tunnel is cleaner than in the city centre’

Raphael Giesecke                             Excellent Presentations V6 2010                                    26
                                  Designing a Presentation
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion




     •    Basic Rules
     •    Length
     •    Layout
     •    Videos and Sound
     •    Excel Data Mining
     •    Turning Text Into Diagrams
     •    Cultural Issues
     •    Language
     •    Animation
     •    Links


Raphael Giesecke                         Excellent Presentations V6 2010                                    27
                                             Basic Rules
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     Reason
     • only to illustrate
     • supports your message
     • helps audience to follow you
     Basics
     • do not use slides as your own memory aid
     • know your material – do not use other‟s slides
     • customize – do not use standard slide sets
     • do you need all of the content?
     The 6-Rule
     • 6 slides per half hour
     • 6 lines per page
     • 6 words per line

Raphael Giesecke                         Excellent Presentations V6 2010                                    28
                                                       Length
Introduction       Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    A PowerPoint page needs at least 2-3 minutes for being presented
               •     This includes all pages, also the title page and the end page
               •     It does not include the appendices
     •    This means…
               •     A one hour presentation must never contain more than 30 pages
               •     If you have more than 45 pages, you are beyond the attention span of
                     the audience
     •    If you feel that your content needs more pages than your „time slot‟
               •     Negotiate a longer presentation time
               •     Adapt your presentation to the (new) time!



                                      Calculate 3-5 minutes per page



Raphael Giesecke                             Excellent Presentations V6 2010                                    29
                                                   Layout
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    Paper and Frame Size
     •    Fonts
     •    Frames and Tables
     •    Shadows and Lighting
     •    Colours
     •    Symbols
     •    Drawings and Sketches
     •    Pictures
     •    Printing
     •    Priorities
     •    Templates


Raphael Giesecke                         Excellent Presentations V6 2010                                    30
                                 Layout: Paper and Frame Size
Introduction       Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    Some old PC projectors just „swallow‟ some of your space
     •    Print size will be either A4 (297x210mm) or US „letter‟ (279x216mm)

     •    As a conclusion, your projection size should be
               •     279mm wide minus 2xW
               •     210mm high minus 2xH
               •     With W > H, for esthetical reasons


     •    This presentation uses the standard 254x190.5mm, meaning
               •     W = 12.5mm
               •     H = 9.75mm


     •    Also, there is an additional inner frame, for effects and more safety
               •     You can see the footer being part of the inner frame


Raphael Giesecke                             Excellent Presentations V6 2010                                    31
                                                  Layout: Fonts
Introduction       Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    Commonality dictates the use of standard fonts
               •     Without serifs – perfect for screens and presentations!
                        •   Arial and Helvetica
               •     With serifs – perfect for paper reading (books, magazines)
                        •   Times and Times New Roman
               •     Type writer style – suitable for data display
                        •   Courier
     •    Font size
               •     Minimum 12dots                         (footer and sub headline on this page)
               •     Standard text 18-20dots                (18 on this page)
               •     Title 24-32dots                        (24 on this page)
     •    Font contrast dictates the following
               •     Dark font on light background
               •     Light font on dark background
               •     Do not use complementary colours for font and background!


Raphael Giesecke                             Excellent Presentations V6 2010                                    32
                                          Layout: Fonts
Introduction    Objectives   Structure   Rhetoric    Design
                                                     Design      Preparing   Presenting   Post Work   Conclusion



     •    Commonality dictates the use standard fonts
               • Without serifs – perfect for screens and presentations!
                     •   Arial and Helvetica
               • With serifs – perfect for paper reading (books, magazines)
                     •   Times and Times New Roman
               • Type writer style – suitable for data display
                     •   Courier
     •    Font size
               • minimum 12dots                          (footer and sub headline on this page)
               • Standard text 18-20dots                 (18 on this page)
               • Title 24-32dots                         (24 on this page)
     •    Font contrast dictates the following
               • Dark font on light background
               • Light font on dark background
                     Non-recognized font replaced by ‘closest font’
               • Strictly no complementary colours for font and background!
                                   – at least the software thinks so –



Raphael Giesecke                          Excellent Presentations V6 2010                                    33
                                                  Layout: Fonts
Introduction       Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    Commonality dictates the use of standard fonts
               •     Without serifs – perfect for screens and presentations!
                        •   Arial and Helvetica
               •     With serifs – perfect for paper reading (books, magazines)
                        •   Times and Times New Roman
               •     Type writer style – suitable for data display
                        •   Courier
     •    Font size
               •     Minimum 12dots                         (footer and sub headline on this page)
               •     Standard text 18-20dots                (18 on this page)
               •     Title 24-32dots                        (24 on this page)
     •    Font contrast dictates the following
               •     Dark font on light background
                                        Complementary colours
               •     Light font on dark background
               •     Do not use complementary colours for font and background!


Raphael Giesecke                             Excellent Presentations V6 2010                                    34
                                    Layout: Frames and Tables
Introduction       Objectives   Structure   Rhetoric       Design     Preparing   Presenting   Post Work   Conclusion



     •    Frames
               •     are old fashioned
               •     use shadows instead
               •     or just colour the area



     •    Tables
               •     are useful
               •     but easily look like grids or nets




Raphael Giesecke                               Excellent Presentations V6 2010                                    35
                                Layout: Shadows and Lighting
Introduction       Objectives   Structure   Rhetoric     Design     Preparing     Presenting   Post Work   Conclusion



     •    Shadows
               •     Are the easiest alternative to frames




                                                                                Does this look more alive?



     •    Lighting
               •     Should come from the upper left corner – it looks natural*
               •     Sets nice spots



     *: Right handed persons instinctively prefer the sun from the left,
                                                                                                     Spot on!
               so that they can watch better the object in their right hand


Raphael Giesecke                             Excellent Presentations V6 2010                                      36
                                    Layout: Colours (1 of 3)
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    Use either warm or cold scheme. Do not mix!
     •    The following colour sets are examples for cold colours
               Ocean        Beach        City       Forrest        Alert       East         Winter

                 .            .            .            .            .            .            .
                 .            .            .            .            .            .            .



     •    Colours can be easily „upgraded‟ through shading effects
     •    Example for metallic colours – same sets as above
                 .            .            .            .            .            .            .

                 .            .            .            .            .            .            .
                 .            .            .            .            .            .            .




Raphael Giesecke                         Excellent Presentations V6 2010                                    37
                                   Layout: Colours (2 of 3)
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    Still the same colour set with lighting from the upper left corner

                 .            .            .            .            .            .            .

                 .            .            .            .            .            .            .
                 .            .            .            .            .            .            .



     •    And with lighting from inside (perfect for ellipsoids and balls)

                  .            .           .            .             .           .            .

                  .            .           .            .             .           .            .

                  .            .           .            .             .           .            .


     •    Adapt your PPT Colour Scheme (menu „Slide Design‟) accordingly


Raphael Giesecke                         Excellent Presentations V6 2010                                    38
                                       Layout: Colours (3 of 3)
Introduction       Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     The Traffic Light Colours
                                                                                 …but most people
     • Red
       Red                                                                         prefer blue!
               •  Represents love, sex, danger, passion,
                  blood, stop…
               => Use for crucial alerts only


     • Amber
        Amber
               •     Represents loads of things
               •     May be used for minor alerts


     • Green
        Green
               •     Represents „go!‟, nature, relaxation…
                                                                                    Green paints damage
               •     Use for positive messages, and for „go!‟
                                                                                      the environment!

Raphael Giesecke                             Excellent Presentations V6 2010                                    39
                                             Layout: Symbols
Introduction       Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    Symbols
               •     Talk faster than words
               •     Are easy to understand – when used in the right way
               •     Use only little space
     •    Traffic lights - are good symbols for executives
     •    Arrows - should ideally show to the upper right corner
               •     Use for prosperity and positive trends


     …but do not use symbols (and colours) like in Vantaa airport:




Raphael Giesecke                             Excellent Presentations V6 2010                                    40
                                   Layout: Process Symbols
Introduction    Objectives   Structure   Rhetoric      Design     Preparing    Presenting   Post Work   Conclusion




               data                                                                            document

                                                           control


                                         input        process         output
                                                      activity
                                                                                               multi
          storage                                                                            document
                                                           enablers




                               Define the layout per symbol once…
                                      …and then use forever



Raphael Giesecke                           Excellent Presentations V6 2010                                     41
                              Z axis               Layout: 3D Symbols
Introduction   Objectives   Structure   Rhetoric     Design       Preparing   Presenting   Post Work   Conclusion




                                   z


                               3D Integration
                                                              x               X axis




     Y axis
Raphael Giesecke                         Excellent Presentations V6 2010                                      42
                                Layout: Drawings and Sketches
Introduction       Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    Drawings and sketches may be used, but
               •     Are they in line with your colour scheme?
               •     Do they look good?
               •     Do the lines look like spaghetti?


     •    A series of sketches may look OK
               •     With shadows
               •     Or with coloured frames


     •    Example
               •     This is how I planned this lecture:




Raphael Giesecke                             Excellent Presentations V6 2010                                    43
                                        Pictures: Think Big!
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     Nakio sells mobile phones all over the world:




                                                   Good try…



Raphael Giesecke                         Excellent Presentations V6 2010                                    44
                                Pictures: Think Big!
 Nakio serves a limited
 Introduction
         Objectives Structure   Rhetoric     Design     Preparing   Presenting      But soon we
                                                                                         Conclusion
                                                                                 Post Work

 market, yet:                                                                       serve you…




...on Moon, Mars and Venus!


 Raphael Giesecke                Excellent Presentations V6 2010                                 45
                                                              Pictures: Think Big!
       Weather
      Introduction             Objectives       Structure        Rhetoric
                                                                                  14
                                                                                              Design                      Preparing      Presenting         Post Work                 Conclusion

                                                                                  12

                                                                                  10

                                                                                      8

                                                                                      6
                                                                                                                                        Hamburg: Sunshine [h/d]
                                                                                      4                                                 Hamburg: Rain [d/month]
                                                                                                                                        Helsinki: Sunshine [h/d]
                                                                                      2
                                                                                                                                        Helsinki: Rain [d/month]
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-15                                                                                                                                                Rain:               103 days                    75 days
      Raphael Giesecke                                               Excellent Presentations V6 2010                                                                                                   46
                                                                                                                                                  Snow:                 22 days                    40 days
                                    Layout: Printing (1 of 2)
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion




                                                   Never use ‘Pure Black and White’



Raphael Giesecke                         Excellent Presentations V6 2010                                    47
                                           Layout: Printing
Introduction   Objectives     Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion




                            Printing with ‘Pure Black and White’ option


Raphael Giesecke                           Excellent Presentations V6 2010                                    48
                                        Layout: Printing (2 of 2)
Introduction       Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    If needed, maintain two versions of your presentation:
               •     One for presenting
               •     One for printing




     •    In the printing version
               •     Remove any dark frames (such as the one in this presentation)
               •     Adjust the font colour of header and footer if needed




Raphael Giesecke                             Excellent Presentations V6 2010                                    49
                                            Layout: Priorities
Introduction       Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     Priorities – how to highlight important issues?

     •    Arrows are the standard choice
               •     Red for alerts
               •     Green for the „good‟ choice
               •     Don‟t be shy, use big arrows!
               •     Why not entering from outside the frame?


     •    Other tools include magnifying glasses, light spots, stages etc.

     •    Use your fantasy!




Raphael Giesecke                             Excellent Presentations V6 2010                                    50
                                            Layout: Templates
Introduction       Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    Check whether you shall use an existing (corporate) template

     •    If yes, check instantly the „Masters‟ (Slide, Handout and Notes)
               •     Fonts OK?
               •     Language set to English U.K. (or Finnish or…)?
               •     Page Setup OK?
               •     Printing Settings OK?


     •    If the template is very bad – change it (modestly)

     •    If possible: use your own, reliable template!




Raphael Giesecke                             Excellent Presentations V6 2010                                    51
                                            Videos and Sound
Introduction       Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    Videos are nice – if they work!
               •     Usually they need additional software (on Mac different than on PC)
               •     They might be embedded in PowerPoint – but they may not show
               •     If they show on your screen, they might not show on the projector.
                     In that case: Shut your screen down!
               •     Videos without sound feel awkward
               •     The audience feels like in a cinema – will they fall asleep?


     •    Sound is cool – and annoying
               •     Not everybody likes animated slides with sound effects
               •     Repeated sounds lead to boredom or frustration
               •     What device shall be used for the sound? Your laptop?




Raphael Giesecke                             Excellent Presentations V6 2010                                    52
                                   Excel Data Mining: Data
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion




Raphael Giesecke                         Excellent Presentations V6 2010                                    53
                       Excel Data Mining: A Good Example
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion




Raphael Giesecke                         Excellent Presentations V6 2010                                    54
                   Excel Data Mining: An Excellent Example
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion




Raphael Giesecke                         Excellent Presentations V6 2010                                    55
         Turning Text Into Diagrams: The Relation Examples
Introduction       Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     Task: Visualize the following text

     •    Example for a bad relation
               •     His father dominates him and his mother
               •     He treats her like he is used to be treated by his parents
               •     She has a perfect relation with her mother, and good rapport with her
                     father. Also, her parents have good rapport with each other
               •     She tries to adapt to him, but their relation seems not to work, still


     •    Example for a good relation
               •     She and he concentrate on their own relation
               •     Their parents concentrate on their respective relations
               •     Additionally, she and he maintain good rapport with both parent couples




Raphael Giesecke                             Excellent Presentations V6 2010                                    56
                      Diagrams: Example For Bad Relations
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion




                                                   Her dad                    Her mum




                                        He                           She




                      His dad                       His mum



Raphael Giesecke                         Excellent Presentations V6 2010                                    57
                    Diagrams: Example For Good Relations
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion




                                                   Her dad                    Her mum




                                        He                           She




                      His dad                       His mum



Raphael Giesecke                         Excellent Presentations V6 2010                                    58
                                    Cultural Issues - Examples
Introduction       Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    The gender stereotypes in general
               •     Men speak and understand explicit
               •     Women prefer implicit language
               •     Women show and allow emotions
     •    The conditional: An East-West Issue
               •     In the Western world you should be direct, rather explicit
                        • Best examples: Germany, the US – and Russia
                        • Exceptions: France, Southern Italy, Finns (direct but implicit) and posh Brits
               •     In the Far East talk indirect and implicit
                        • Using explicit language makes you look naïve or immature
                        • Use implicit language also for appealing in France and the UK
     •    National examples
               •     French like colours: green (even as font) is positive, red on blue exciting
               •     Germans think „unprofessional‟ of colours different from blue & grey
               •     US American CEOs do not like cold and warm colours mixed


Raphael Giesecke                             Excellent Presentations V6 2010                                    59
                                 Cultural Issues – in Deutsch
Introduction       Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    The genders in general
               •     Men speak and understand explicit
               •     Women prefer implicit language
               •     Women show and allow emotions
     •    The conditional: An East-West Issue
               •     In the Western world you should be direct, rather explicit
                        • Best examples: Germany, the US – and Russia
                        • Exceptions: France, Southern Italy, Finns (direct but implicit) and posh Brits
               •     In the Far East talk indirect and implicit
                        • Using explicit language makes you look naïve or immature
                        • Use implicit language also for appealing in France and the UK
     •    National examples
               •     French like colours: green (even as font) is positive, red on blue exciting
               •     Germans think „unprofessional‟ of colours different from blue & grey
               •     US American CEOs do not like cold and warm colours mixed


Raphael Giesecke                             Excellent Presentations V6 2010                                    60
                             Cultural Issues – Á la Française
Introduction    Objectives    Structure   Rhetoric    Design
                                                      Design      Preparing   Presenting   Post Work   Conclusion



     •    The genders in general
           • Men speak and understand explicit
           • Women prefer implicit language
           • Women show and allow emotions
     •    The conditional: An East-West Issue
           • In the Western world you should be direct, rather explicit
                • Best examples: Germany, the US – and Russia
                • Exceptions: France, Southern Italy, Finns and posh Brits
               • In the Far East talk indirect and implicit
                • Using explicit language makes you look naïve or immature
                • Use implicit language also for appealing in France and the UK
     •    National examples
           • French like colours: green (even as font) is positive, red on blue exciting
           • Germans think ‘unprofessional’ of colours different from blue & grey
           • US American CEOs do not like cold and warm colours mixed




Raphael Giesecke                           Excellent Presentations V6 2010                                    61
                                                   Language
Introduction       Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    Apply the „KISS‟ principle: Keep it short simple

     •    Use sentences you are comfortable with
               •     SPO (Subject Predicate Object) is the best, still


     •    Apply clarity
               •     Use active verbs, avoid passive (especially if you are a Finn)
               •     Use concrete words, avoid abstract concepts
               •     Avoid jargon



                                    Write short, concise sentences.
                                  You can elaborate when presenting!



Raphael Giesecke                             Excellent Presentations V6 2010                                    62
                                               Animation
Introduction   Objectives   Structure   Rhetoric      Design     Preparing   Presenting   Post Work   Conclusion



     •    Use Animation (menu „Slide Show‟) with care




                                                   But use it!



Raphael Giesecke                         Excellent Presentations V6 2010                                     63
                                                   Links
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    Linking pages is useful, if you need to jump quite often

     •    If linking web pages, be sure to have an online web connection!

     •    Note that PowerPoint will re-format hyperlinks




Raphael Giesecke                         Excellent Presentations V6 2010                                    64
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion




                                         End of slide set one




Raphael Giesecke                         Excellent Presentations V6 2010                                    65
                                    Preparing The Delivery
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion




     •    Preparation Time
     •    Planning
     •    Commonality
     •    E-mail Rules (appendix 2)
     •    Cultural Issues
     •    Key-Word Cards
     •    Surprises
     •    Your Dress
     •    Tools And Environment
     •    Lamp Fright


Raphael Giesecke                         Excellent Presentations V6 2010                                    66
                                          Preparation Time
Introduction   Objectives   Structure    Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



          excellence




                                                                                                 time
                                                                                  [months]



                                        Start as early as you can!
                                        Re-use reliable templates.



Raphael Giesecke                          Excellent Presentations V6 2010                                    67
                                                       Planning
Introduction       Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    Contact the audience – enquire their wishes (see Objectives – The Audience)
     •    Fix date, time and location of your presentation
     •    Investigate the location – and how to get there
     •    If you need to communicate by e-mail – apply the e-mails rules
     •    Put yourself virtually into the presenting situation (NLP* concept)
               •     What can go wrong?
               •     How can you prevent it?
                     Plan rehearsals with colleagues, friends or family
     •    If required print hand-outs (try to avoid this!)
     •    Set your file properties (see next page)


     *: NLP: Neuro Linguistic Programming (a method)



Raphael Giesecke                             Excellent Presentations V6 2010                                    68
                                  Planning: File Properties
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion




                                   Spend 2 minutes of your time



Raphael Giesecke                         Excellent Presentations V6 2010                                    69
                   Commonality: Are All These Compatible?
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion




                    Your                            Their                       Their
                   printer                         printers                    software




   Your                             Your                             Their                        Their
 projector                      presentation                          PC                        projector




                                                     Your XP                          Their
                     Your Mac
                                                      laptop                         screen



Raphael Giesecke                         Excellent Presentations V6 2010                                    70
                                Cultural Issues – Two Stereotypes
Introduction       Objectives    Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    Finland, Germany and the UK
               •     You present to inform
               •     Decisions will be taken during your presentation
               •     The decisions will be adhered, to



     •    France
               •     The presentation is regarded as a final, formal act of your negotiations
               •     You are obliged to inform important persons in advance
               •     Most decisions will be taken in advance
               •     Changes to decisions are likely




Raphael Giesecke                              Excellent Presentations V6 2010                                    71
                                         Key-Word Cards
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     Useful if you have a speech, or if you
        cannot see/read your slides


     •    Do not prepare too many cards
     •    Have them numbered and/or in
          different colours
     •    Fill them – do not put too little info
          (keep the overview)                                   Important or title
     •    Use tabulator steps                                         Less important or headline
     •    Key-words only, no sentences                                      Standard text

     •    Use coloured fonts                                                • Bullets

     •    Use abbreviations, signs and
          symbols                                                                                    1




Raphael Giesecke                         Excellent Presentations V6 2010                                    72
                                               Surprises
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     Examples                                             Prevent by
     •    Your mobile phone rings                         •    Switch your mobile phone off
     •    Black-out                                       •    Rehearsing
     •    Dry throat and/or fading voice                  •    Water glass
     •    Nasty audiences                                 •    Empathy
     •    Low batteries – or other                        •    Charging cables and fitting
          electricity issues                                   adapters




                                                   Ei hätä!



Raphael Giesecke                         Excellent Presentations V6 2010                                    73
                                                  Your Dress
Introduction       Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    Your message consists 60-80% of non verbal signals
     •    Your dress is a large part of this

     •    Blue jeans and white socks are not for business

     •    Have your colour type checked
               •     Are you a cold or warm colour scheme person?
               •     80% of all people look tired or sick in warm colours…
               •     This is an issue in Finland!


     •    Still: wear cloth you feel comfortable in




Raphael Giesecke                             Excellent Presentations V6 2010                                    74
                                Tools And Environment (1 of 2)
Introduction       Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    Make your tools „fail safe‟
               •     Arrange back-up laptop(!), memory stick, pointer, pen…
               •     Check your tools before-hand
               •     Discard unreliable tools!


     •    Check the table/podium – height, access, obstacles, plugs?

     •    Check the room
               •     Temperature and humidity
               •     Ventilation / air condition
               •     Lighting – curtains, sunshine (where will it move?)
               •     Sounds – is there a noisy environment?
               •     Energy zones




Raphael Giesecke                             Excellent Presentations V6 2010                                    75
                                Tools And Environment (2 of 2)
Introduction       Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    Carry a water bottle

     •    Check
               •     Sound (-system)
               •     Light (one or more lights, blinding the screen?)
               •     Projector
               •     Screen (or wall)


     •    Prepare the laptop/PC/Mac (yours or theirs)
               •     Software, reminders, signals, screen savers, power settings, alerts…
               •     Apply charging cables and fitting adapters
               •     Check the screen settings vs. projector!


     •    Switch your mobile phone off


Raphael Giesecke                             Excellent Presentations V6 2010                                    76
                                             Lamp Fright
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    Prepare
     •    Rehearse, rehearse, rehearse…

     •    Do not use (prescriptive) drugs, such as tranquilizers or alcohol…
          they will influence your concentration and alertness

     •    Check your dress, tie, hair, make-up and teeth
     •    Check key-word cards or script



                              Confirm to yourself that you are OK,
                             your preparations were sufficient and
                               your presentation will be excellent


Raphael Giesecke                         Excellent Presentations V6 2010                                    77
                                 Presenting – The Delivery
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion




     •    The Phases

     •    You and Your Message

     •    General Issues

     •    Cultural Issues




Raphael Giesecke                         Excellent Presentations V6 2010                                    78
                                            The Phases (1 of 2)
Introduction       Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     Introduction – The Contact Phase

     •    Do not apologise for your presentation! It is wonderful!

     •    Establish rapport
               •     be present
               •     be in contact – keep eye contact
               •     adapt to audience‟s reaction


     •    Make the audience trust you
               •     know your content
               •     use rationales
               •     be logical




Raphael Giesecke                             Excellent Presentations V6 2010                                    79
                                        The Phases (2 of 2)
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     Main Part – The Information Phase

     •    Try to relax, just get your message across
     •    Remember: the audience does not know what you forgot



     Final Part – The Appeal Phase

     •    Appeal – conclude your message in few sentences
     •    Allow time for questions

     •    Areas of improvement?



Raphael Giesecke                         Excellent Presentations V6 2010                                    80
                                       You and Your Message
Introduction   Objectives       Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



        7-10% The spoken content
                            •     Use active and clear language
                            •     Do never read your slides!

      20-30% Acoustic signals
                            •     Prevent sheep, cow and goat noises, such as ä, ö, a…
                            •     Use voice pitch and volume modulation!

      60-80% Non verbal signals
                            •     Posture (e.g. hands, shoes) and distance to the audience
                            •     Gestures, eyes and mouth
                            •     If you are a Finn, think about this:



                   No great thing has been achieved without passion!
                                        (Hegel)



Raphael Giesecke                             Excellent Presentations V6 2010                                    81
                                              General Issues
Introduction       Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    Interact with the audience
               •     Dialog is better than monologue

     •    Timing
               •     Nominate a time keeper, who will signal to you

     •    Pointing – more difficult than assumed
               •     Stand to the right side of the screen (from the audience‟s point of view).
                     Thus your right arm is free to move
               •     Use a mechanical pointing device (but not like a whip) – or…
               •     Use a laser pointer (but keep it away from the audience. Always)

     •    As a team
               •     If you present in a team, behave like a team!
               •     If one of you fails …not that good
               •     If the others do not help him: bad impression!


Raphael Giesecke                             Excellent Presentations V6 2010                                    82
                                  Cultural Issues - Stereotypes
Introduction       Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    Finland, Germany and the UK
               •     Address everybody in the audience
               •     Questions will be asked for comprehension
               •     Ask for decisions during your presentation


     •    France
               •     Address the senior person!
               •     Ensure the attention of the senior person
               •     Most questions will come from the senior person
                        • Questions‟ purpose: to show intelligence
                        • Questions are not really for comprehension or enquiring content
               •     If in doubt, re-formulate the question
               •     Do not answer too explicit – the audience may feel treated like pupils



Raphael Giesecke                             Excellent Presentations V6 2010                                    83
                       Post Presenting – „Closing The Deal‟
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     Now that your presentation as such was successful…

     •    Take on serious meant invitations for lunch, dinner, drink etc.
     •    Do not immediately fraternize with only some parts of the audience,
          rather leave immediately
     •    Ask for feedback, and again after a few days! By phone, not mail!
     •    Make sure you either got what you wanted – or…
     •    Enquire what went wrong



                                    Follow up what will happen!
                                          Keep in touch!
                                        Show your interest!


Raphael Giesecke                         Excellent Presentations V6 2010                                    84
                                              Conclusion
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion




                                        Know your audience!
                                           Be prepared!
                                            Follow up!




Raphael Giesecke                         Excellent Presentations V6 2010                                    85
                                   Appendix 1: References
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion


     •    BACdraft Pty Ltd: Structured Writing; 1998
          http://members.ozemail.com.au/~bcoster/seven_principles_of_structured_wri
          ting.htm
     •    Frotscher, Sven: 5000 Zeichen und Symbole der Welt; 2006
     •    Hampshire, Mark; Stephenson, Keith: Communicating with Pattern: Circles
          and Dots; 2006
     •    Huhta, Marjatta: Connections; 2000
     •    Information Mapping Inc.: Information Mapping™ http://www.infomap.com
     •    Karhu, Matti; Media- and Crisis Communication trainer; Infor
     •    Marks, Terry: Color Harmony: Layout – 800 Color Ways for Layouts that
          work; 2006
     •    Métaphora: Writing Effective Documentation: An Information Mapping®
          Seminar
     •    Miller, George A: The magic seven, plus or minus two (7±2) rule of thumb;
          1956
     •    Pease, Allan & Barbara: Why Men Don't Listen and Women Can't Read
          Maps: How We're Different And What To Do About It; Great Britain;
          Pease Training International Ltd; 1998


Raphael Giesecke                         Excellent Presentations V6 2010                                    86
                                  Appendix 2: E-Mail Rules
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    For immediate actions use the phone
     •    In case of urgent or important e-mails, call the recipient
          immediately to announce your e-mail
     •    If an e-mail debate starts immediately switch to a physical meeting
          or at least a phone call
     •    Mark only very important mails with „High Priority‟
     •    Never send confidential or strategic e-mails
     •    Check your „inbox‟ size periodically – it may „overflow‟, blocking you
          off from receiving new e-mails


                     E-mails are fairly bad means for communication.
                         Use them for information transfer, only.
                      Use skype, phone or sms for communication!


Raphael Giesecke                         Excellent Presentations V6 2010                                    87
                                            E-Mail Rules: Subject
Introduction       Objectives   Structure    Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    Choose a relevant, complete and comprehensive title as subject

     •    To facilitate sorting of incoming mails, start the „subject‟ line like this
               •     Information (FYI)
               •     Action until (date)
               •     Request (for information/distribution/approval/confirmation)
               •     Minutes of meeting (plus topic and date)


     •    Examples:
               •     Information: New Lecture „Excellent Presentations‟ on 10 Nov 2009
               •     Action until 23 Nov 2009: Create Presentations Check List
               •     Request for confirmation: TKK Executive Meeting 24 Nov 2009
               •     Minutes of Meeting: TKK Executive Meeting 24 Nov 2009




Raphael Giesecke                              Excellent Presentations V6 2010                                    88
                                        E-Mail Rules: Address
Introduction   Objectives   Structure     Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     •    Help minimizing the e-mail-flood!
     •    Address only people concerned and respect hierarchical levels

     •    To: Recipient in charge of actions – or to be informed at first place
     •    CC: Recipient that shall be aware of information or action
     •    BCC: Respect your colleagues: Do not use this functionality

     •    Limit use of “reply to all”
     •    Send reply to original sender and only exceptionally, for good
          reasons, to people who have been put in copy




Raphael Giesecke                           Excellent Presentations V6 2010                                    89
                    E-Mail Rules: Content And Attachments
Introduction   Objectives   Structure   Rhetoric     Design     Preparing   Presenting   Post Work   Conclusion



     Content
     • Write readable e-mails: clear, short, courteous and correct
     • Clearly state actions with deadlines and clear assignments –
             do never bury actions in text blocks!
     • Verify the spelling
     • Use the automatic spell checker

     Attachments
     • Explain content and purpose of the attachments
     • Limit the size of e-mails
     • Zip large attachments
     • Consider use of shared folders, wiki spaces, eRooms etc.




Raphael Giesecke                         Excellent Presentations V6 2010                                    90

				
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