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Running Effective Meetings &
Elements of a Powerpoint
Presentation
Presented By:
Nadia King
Manager of SEO Consulting
nadia.king@apogee-search.com
May 13, 2009

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Agenda
I. Types of Meetings
II. Preparation
III. The Meeting
IV. Tools
V. Handling the Unexpected
VI. Additional Resources

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SNL Example Meeting
Click here for the video!

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Types of Meetings

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Types of Meetings
• Client Services
• Kickoff Campaign
• Review Deliverable & Takeaways
• Reporting
• Questioning Budget
• Sales
• Discovery
• Road Map
• Organization/Committee Meetings
• Weekly meeting

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Preparation
Who Called the Meeting?
• Meeting “Leader”
If you are the meeting “leader”, be sure to establish:
• Purpose
 Pre-meeting or email: helpful but not necessary
• Attendees
• Agenda & Timing of each Section
• Consider the Tools that will be used
• Consider the room layout, if any
• Everything else in this presentation!

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The Meeting
Overview
• Be on time to the meeting! Be respectful of your time
AND everyone else's time
• Bring a notebook or your laptop to take notes

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The Meeting
Introduction
• Introduce members of the meeting AND THEIR ROLES
• Establish time limit and confirm with attendees
• Discuss purpose of meeting and confirm with attendees
• Review Agenda
• Assign note taker

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The Meeting
Body
Communication During the Meeting
• Verbal hand offs
• Be professional but not shy!
• Don't jump between sections of the agenda
• After each section, ask if anyone has questions
Timing
• Observe how time is passing & mention verbally

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The Meeting
Conclusion
• Observe time limit
• Complete all items on agenda
• Ask if there was anything that was missed
• Be clear about Action Items after the meeting
• Ask for feedback about what could be done better &
what was done well!

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Tools

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Tools
Agenda
• Send the agenda ahead of time to attendees
• Consider adding time limits for each section
• Consider adding presenter for each section
• Confirm agenda with attendees at the beginning of the
meeting

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Tools
Powerpoint - Overview
• Helpful for visual learners
• Keeps you on track with the agenda
• Helpful for remembering all of the data or topics
• Keep it simple!

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Tools
Powerpoint - Images
• Choose images that clarify
your content
• Better to have NO images
than DISTRACTING
images
• People remember 50-80%
of what they see AND hear

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Tools
Powerpoint - Text
• Use textual bullets instead of paragraphs
• Warm Colors are good for Titles & Text
 RED, ORANGE, YELLOW
• Cool Colors are good for Backgrounds
 BLUE, GREEN, PURPLE
• Rule of 6: Six words per bullet & Six bullets per slide

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Tools
Powerpoint - Text
• Size 18 Text – Bold
• Size 24 Text – Bold
• Size 30 Text – Bold
• Size 40 Text – Bold
• Size 44 Text - Bold

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Tools
Powerpoint – Embedding Videos
• Watch this video:
http://tutorialized.tv/component/seyret/?
task=videodirectlink&id=1304
• Copy & Paste Youtube URL into a converter (ex:
http://mediaconverter.org/). This should take 2 minutes
maximum. Save to handy location.
• Select “Insert” then “Object” and find the Video on your
computer.

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Tools
Powerpoint – Design & Layout
• Minimize complicated slide transitions
• Minimize flying objects
• Keep title location & image location consistent on a page
• Use Apogee template!
Z/Employee Resources/Apogee Templates/Powerpoint
 Background & No Background Options

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Tools
Powerpoint – Additional Resources
• http://mason.gmu.edu/~montecin/powerpoint.html
• http://sbinformation.about.com/od/sales/a/presentationtip.htm
• http://www.microsoft.com/atwork/getworkdone/presentations.m

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Tools
Internet
• Check ahead of time to
make sure you have
internet connection
• Load all sites before
starting the meeting
• Do not jump back & forth in
presentation too many
times

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Tools
Robert's Rules of Order
• Also called: Parliamentary Procedure
• Usually used for democratic style rule of an
organizational meeting (not as much for corporate use)
• Allows for introduction of motion, procedure for
discussion, etc
• http://www.nytimes.com/2007/05/20/books/review/Donadio-t.ht
• http://www.robertsrules.org/
• http://www.jimslaughter.com/robertsrules.htm

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Handling the Unexpected

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Handling the Unexpected
• Be calm
• Judge if the prospect/client is interested and use that
information to determine if you go off topic or not
• Ex: Someone walks in who is not familiar with the project
(CEO, a different team member)
 Recommendation: "This is a great line of discussion. If we
continue with it, we may not finish all of the objectives for
this meeting - do we want to go with the discussion while
it's top of mind and follow up later to finish these
objectives?"

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Handling the Unexpected
• Try to guide the conversation back to the agenda if you
get off topic
• Restate the question to be sure you understand it and
buy yourself more time!
This will happen so be ready and think on your feet!

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Additional Resources
• http://www.businessweek.com/smallbiz/content/sep2006/sb200
• http://www.mindtools.com/CommSkll/RunningMeetings.htm
• http://www.nytimes.com/2009/01/18/jobs/18pre.html?_r=1

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Feedback!