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Lesson 13. Writing a Presentation Document > The 30-Second Recap - Pg. 60

Writing a Presentation Document Market Shares (% Northeast Region) Company A: Company B: Company C: All others: 62 22 12 4 60 In the first chart, your audience will have a difficult time picking out the relevant information and potentially will be distracted by trying to analyze the share numbers for the other regions. The second chart is preferable because it distills the data into exactly what is needed to make the point you wish to make. Tip If you must include a large array of numbers on a single slide, use boxes, arrows, bold print, or underlining to highlight the few numbers you want your audience to focus on. Other Visuals Similar to the use of charts and graphs, the use of other visuals, such as a copy of a competitor's print advertising in a discussion of how successful that advertising is, can be effective in a presen- tation. As with charts and graphs, be judicious in your use of visuals, to avoid overwhelming your audience with pictures and causing them to lose sight of your key messages. Tip Practice your presentation several times to be sure you know what you're going to say, how you're going to verbally transition between slides, and how long the presentation will be. Handouts After your presentation is complete, you will often want to give audience members handouts of the presentation deck that they might refer to later. In general, the handout can be merely a close copy of the deck you used in your presentation. Occasionally, however, you may wish to include backup or supporting data for some of the key points made in the presentation. These can be added as appendixes to the deck itself. Since these appendixes are not part of the main presentation, they can contain more data than a chart or page in the regular deck. Effective presentations follow essentially the same format as effective memos, for exactly the same reason--to deliver the information you wish to present as efficiently and effectively as possible. The presentation format gives you the additional flexibility of including charts, graphs, and other visual aids that are more difficult to include in written memos, as well as the opportunity to orally expound on the data you're presenting. For these reasons, the presentation can be an effective tool if used properly. The 30-Second Recap · Structure presentation decks similarly to how you structure memos. · Keep individual pages of your deck brief, with at most one or two points and about 25 to 30 words per page. · Use charts and graphs to present data; as with other pages of your deck, streamline charts and graphs to focus on only a single piece of information. · Use other visuals to illustrate key points, but don't overwhelm your viewer with so many visuals that he loses sight of the point of your presentation.