Self Study Guide for Presentation Development

Deloitte Consulting LLP

Strategy & Operations

Presentation Development Self-Study Guide: 1

Global Strategy & Operations Curriculum Self-Study Guide 1: Presentation Development

Copyright ©2004 Deloitte Development LLC. All rights reserved. April 2003 Page 2

Table of Contents Introduction................................................................................................................................3 Self-Study Guide Objectives......................................................................................................3 Module 1: Presentation Development.......................................................................................4

Objectives............................................................................................................................4 Objective 1: Apply the Rules of Logical Structuring and Minto’s Pyramid Principle to Develop Effective Presentations................................................................4 Objective 2: Use the Different Logic Flows (Horizontal and Vertical, Deductive and Inductive) to Support Your Hypotheses.................................................................7 Objective 3: Create Storyboards for a Presentation to Provide Initial Direction for Research and Analysis Priorities...........................................................................11 Objective 4: Use the Rolling Pack Technique and Key Principles of Presentations to Facilitate Effective Project Management .........................................12

Summary..................................................................................................................................14 Appendix A: Glossary of Terms ..............................................................................................15 References................................................................................................................................17



Introduction The Presentation Development Self-Study Guide introduces the framework necessary to be both efficient and highly effective in creating presentations. Because presentations are a primary vehicle for communicating our analysis and insights to clients, it is critical that all practitioners apply the appropriate framework in a consistent manner.

Prior to completing this self-study guide, practitioners should have completed all prerequisites, which include the Say It With Charts book and the virtual learning modules of Strategic Surveyor™, Microsoft® PowerPoint®, and Introduction to Logical Structuring or Senior Level Logical Structuring. After completing this module, practitioners should understand how to effectively structure and develop presentations so that they can be immediately deployed to address any client opportunity.

Self-Study Guide Objectives After completing this self-study guide, you will be able to:

Structure and develop presentations by:

− Applying the rules of Logical Structuring and the Minto “Pyramid Principle”

− Choosing between different logic flows to support your hypotheses

− Creating storyboards to logically structure ideas and key messages

− Using the “Rolling Pack” technique to structure output

− Recognizing the key principles behind the development of a presentation



Module 1: Presentation Development

Objectives After completing this module, you will be able to:

Apply the rules of Logical Structuring and Minto’s “Pyramid Principle” to develop effective presentations.

Use the different logic flows (horizontal and vertical, deductive and inductive) to support your hypotheses.

Create storyboards for a presentation to provide initial direction for research and analysis priorities.

Use the rolling pack technique and key principles of presentations to facilitate effective project management.

Ultimately, practitioners will be more effective and efficient in crafting presentations that are concise, clear, and insightful for a variety of audiences.

Objective 1: Apply the Rules of Logical Structuring and Minto’s Pyramid Principle to Develop Effective Presentations Logical structure is critical to developing an effective presentation for the following reasons:

Makes Message Precise: forces the writer to be very clear about what he or she is communicating to the reader, preventing messages that are unclear, unintended, or intellectually empty.

Reveals Gaps in Thinking: enables the writer to identify gaps by anticipating and responding to the reader’s questions before the communication is delivered.

Provides Clarity to Reader: prevents the reader from making assumptions about the message, thereby eliminating the possibility that the message is misunderstood or ignored entirely. Since the mind automatically sorts information into distinctive groupings in order to comprehend it, applying a pyramid structure facilitates comprehension.

The Pyramid Structure, as developed by Barbara Minto, provides a proven framework for structuring presentations in a logical structure. Figure 1-1 highlights the key components of the pyramid structure.



Governing Thought:States the answer to the question raised in the reader’s mind

Key Line:Major points that, taken together, prove the answer

The Pyramid Structure

Support:Data and facts that support the key line

Governing Thought:States the answer to the question raised in the reader’s mind

Key Line:Major points that, taken together, prove the answer

The Pyramid Structure

Support:Data and facts that support the key line

Figure 1-1 Source: Minto, Barbara. The Minto Pyramid Principle: Logic in Writing, Thinking and Problem Solving. London: Minto International Inc., 1996.

There are three golden rules that govern the pyramid structure:

1. Ideas above must always be a summary of the ideas grouped below them.

2. Ideas in each grouping must always be of the same kind of data.

3. Ideas in each grouping must always be logically ordered using either deductive or inductive reasoning.

Figures 1-2a and 1-2b highlight the differences between an unstructured and a structured communication. The message in the first communication is neither as precise nor as clear as the message in the second communication. Figure 1-2a An Unstructured Communication

Opportunitiesand threats


Primary benefitsof the

Internet strategy


Internet strategy

ABC’s current customers are more likely to shop online

than the general

population


than the general

population

ABC’s competitors

are increasing their online

product assortment

ABC’s competitors


product assortment

Without an online channel

ABC risks losing some customers to competitors



ABC’s online sales in 2005 could reach

$100mm


$100mm

Defendmarket share

Defendmarket share

GrowrevenueGrow

revenue

Develop deeper

relationships with

customers

Develop deeper

relationships with

customers

Support ABC’s

operatingstrategy

Support ABC’s

operatingstrategy

ABC should go online,and the first priority should be to defend its current market share


An Unstructured Communication




Internet strategy


Internet strategy


than the general

population


than the general

population

ABC’s competitors


product assortment

ABC’s competitors


product assortment






$100mm


$100mm

Defendmarket share

Defendmarket share

GrowrevenueGrow

revenue

Develop deeper

relationships with

customers

Develop deeper

relationships with

customers

Support ABC’s

operatingstrategy

Support ABC’s

operatingstrategy





Figure 1-2b

Pyramids can be constructed using either a top-down or bottom-up approach. If using a top-down approach (as depicted in Figure 1-3), the writer should begin by filling in the top box of the pyramid by answering the following questions:

What subject are you discussing?

What question are you answering in the reader’s mind about the subject?

What is the hypothesis?

Next, the writer matches the answer to the introduction by asking these questions:

What is the situation?

What is the complication?

Do the question and hypothesis still follow?

Then the writer finds the key line and structures the support points.

Figure 1-3

• Fill in the top box– What Subject are you discussing? (1)– What Question are you answering in the

reader’s mind about the subject? (2)– What is the Answer? (3)

• Match the Answer to the introduction– What is the situation? (4)– What is the complication? (5)– Do the question and answer still follow? (2)

• Find the key line– What new question is raised by the

Answer? (6)– Will you answer it deductively or

inductively? (7)– If inductively what is you plural noun? (7)

• Structure the support points– Repeat the question/answer process at this

level (8)

(1) (3)Subject/Predicate

Situation (4)

Complication (5)

Question (2)

New Q (6)

(7)

(8)

(1) (3)Subject/Predicate

Situation (4)

Complication (5)

Question (2)

New Q (6)

(7)

(8)

The Top-Down Approach

Differentiate service levelsDifferentiate

service levels

Segment customers by value


Determine economic

level of service for

each segment

Determine economic


each segment

Shift lower value

segments to lower

cost channels

Shift lower value

segments to lower

cost channels

Re-engineer core functionsRe-engineer core functions

Evaluate internal cost of core

function


function

Compare cost of

function to best-in-class benchmarks

Compare cost of


Adopt best practices based on bench-marks


Selectnon-core functions


Evaluate cost and service level of

potential partners


potential partners

Choose one partner

for each function

Choose one partner

for each function

Governing Thought:

Key Line:

Support:

A Structured Communication

Acme can reduce costs by $10mmin the next two years through

some operational improvements



Outsource non-core functions


Differentiate service levelsDifferentiate

service levels



Determine economic


each segment

Determine economic


each segment

Shift lower value

segments to lower

cost channels

Shift lower value

segments to lower

cost channels

Re-engineer core functionsRe-engineer core functions


function


function

Compare cost of


Compare cost of







potential partners


potential partners

Choose one partner

for each function

Choose one partner

for each function

Governing Thought:

Key Line:

Support:

A Structured Communication









If using a bottom-up approach, writers should list all the points they want to make, work out the relationships between them, and draw conclusions about the horizontal and vertical relationships among the points. For practitioners who desire additional information, Barbara Minto provides an example of the bottom-up approach on pages 26–30 in her book The Minto Pyramid Principle: Logic in Writing, Thinking and Problem Solving.

Objective 2: Use the Different Logic Flows (Horizontal and Vertical, Deductive and Inductive) to Support Your Hypotheses There are five key steps in creating a presentation: Writing the Introduction, Working out the Logic, Grouping the Ideas, Creating the Storyboard, and Maintaining the Rolling Pack. Writing the Introduction, Working out the Logic, and Grouping the Ideas are covered in this Objective. Creating the Storyboard will be covered in Objective 3, and Maintaining the Rolling Pack will be covered in Objective 4.

1. Writing the Introduction: The introduction reiterates in story form what the reader already knows about the subject and sets up the relevant questions that will be answered in the document. A good introduction reminds the reader of the issues rather than informs—accordingly, nothing should be included that would have to be proven for the reader to accept your statements. Finally, it should contain the four elements of a story: the situation, the complication, and a hypothesis that implicitly answers the question.

Figure 1-4

HypothesisHypothesis

Elements of the Introduction

Governing Thought:

Key Line:

Support:

The main message of the documentHypothesis:

The implicit question that results from the complicationQuestion:

The complicating event that creates the tension in the storyComplication:

A statement about the subject with which you know the reader will agree

Situation:

The main message of the documentHypothesis:

The implicit question that results from the complicationQuestion:

The complicating event that creates the tension in the storyComplication:

A statement about the subject with which you know the reader will agree

Situation:



2. Working out the Logic: Each idea in the pyramid is logically related vertically to the idea above and horizontally to other ideas on the line, as shown in Figure 1-5.

Figure 1-5

Vertical logic creates a question and answer dialogue that responds to the governing thought from the introduction, and continues raising and answering questions until there are no more logical questions to ask. Key vertical questions include “How?” and “Why?”

Figure 1-6

How?How?

Why?Why?

Step Step Step

Reason Reason Reason

We must redesign customer service to take advantage of

$X mm in savings


$X mm in savings

Redirectvolume

Redirectvolume

Improve organizational

efficiency


efficiency

Establish operational standards


We should purchase a new office building on

Main Street


Main Street

We need moreoffice space


It’s the least expensive

option


option

It’s a moreconvenient

location


location

Key Vertical QuestionsStructure Example

Vertical Logic

ConclusionConclusion

ActionActionHow?How?

Why?Why?

Step Step Step

Reason Reason Reason


$X mm in savings


$X mm in savings

Redirectvolume

Redirectvolume


efficiency


efficiency




Main Street


Main Street




option


option


location


location

Key Vertical QuestionsStructure Example

Vertical Logic

ConclusionConclusion

ActionAction

Horizontal Logic: Relies on inductive and deductive logic to answer the questions at each level

Vertical Logic:

• Creates a question and answer dialogue that responds to the governing thought

• Continues raising and answering questions until there are no more logical questions to ask

Governing Thought:

Key Line:

Support:

Vertical vs. Horizontal Logic

Horizontal Logic: Relies on inductive and deductive logic to answer the questions at each level

Vertical Logic:

• Creates a question and answer dialogue that responds to the governing thought

• Continues raising and answering questions until there are no more logical questions to ask

Governing Thought:

Key Line:

Support:

Vertical vs. Horizontal Logic



Horizontal logic relies on inductive and deductive logic to answer questions at each level of the pyramid.

Figure 1-7

When inductive logic is applied, ideas do not necessarily build upon one another. Ideas must be described by the same kind of plural noun, and inferences are drawn based on the similarity.

Figure 1-8

Recommend that we switch vendors to ABC Co.


Improve quality of materials ordered

Improve quality of materials orderedOffers unit cost savings of $2mmOffers unit cost savings of $2mm Increase customer response timeIncrease customer response time

You must move into the credit card industry


It will improve your company’s performance


There’s a great deal of synergy between your current business

and the credit card business

There’s a great deal of synergy between your current business and the credit card business

It will improve your competitive position


Inductive Examples



Improve quality of materials ordered

Improve quality of materials orderedOffers unit cost savings of $2mmOffers unit cost savings of $2mm Increase customer response timeIncrease customer response time





There’s a great deal of synergy between your current business

and the credit card business

There’s a great deal of synergy between your current business and the credit card business



Inductive Examples

DeductionDeduction

InductionInduction

Inductive InferenceInductive Inference

• The second point comments on the subject or predicate of the first

• The third point states the implication of the first two points existing at the same time

• The conclusion takes the last point and adds a “because” to cover the other two points

• Ideas are all at the same time

• They are all described by the same kind plural noun

• Draw inference based on the similarity

Deduction ConclusionDeduction

Conclusion

Two Logic Flows

Horizontal Logic

DeductionDeduction

InductionInduction

Inductive InferenceInductive Inference

• The second point comments on the subject or predicate of the first

• The third point states the implication of the first two points existing at the same time

• The conclusion takes the last point and adds a “because” to cover the other two points

• Ideas are all at the same time

• They are all described by the same kind plural noun

• Draw inference based on the similarity

Deduction ConclusionDeduction

Conclusion

Two Logic Flows

Horizontal Logic



When deductive logic is applied, the second point comments on the subject or predicate of the first, the third point states the implication of the first two points existing at the same time, and the conclusion takes the last point and adds a “because” to cover the other two points.

Figure 1-9

3. Grouping the Ideas: Ideas on a line are grouped in one of three ways: time order, structure order, or class order.

Figure 1-10

The improved billing system will better meet our needs:

1. Solve customer requests2. Satisfy internal management

requirements3. Conform to outside regulation

Time Order Structure Order Class Order

OutcomeOutcome

Step 2Step 2Step 1Step 1 Step 3Step 3

Company Structure

Company Structure

Division B

Division B

Division A

Division A

Division C

Division C

Universe of Problems


3 Key Problems

3 Key Problems

All Other ProblemsAll Other Problems

• Grouping items to reflect the order in which they occur

• Always answer

• Grouping ideas in the order that reflects what you see once you visualize something—by diagram or map or drawing

• Grouping items because they possess a characteristic in common, and are different from other items in the universe

To achieve savings targets through performance improvements, we will:

1. Determine the critical functions of the business

2. Identify key weaknesses in performing those functions

3. Recommend practical ways to improve performance

Grouping the Ideas

Exam

ples

To improve sales performance, we will:1. Target women using a personal

approach2. Reach men by advertising during

sporting events3. Educate children by sponsoring

school-related extra-curricular activities





OutcomeOutcome


Company Structure

Company Structure

Division B

Division B

Division A

Division A

Division C

Division C



3 Key Problems

3 Key Problems



• Always answers “how” question







Grouping the Ideas

Exam

ples









OutcomeOutcome


Company Structure

Company Structure

Division B

Division B

Division A

Division A

Division C

Division C



3 Key Problems

3 Key Problems



• Always answer







Grouping the Ideas

Exam

ples









OutcomeOutcome


Company Structure

Company Structure

Division B

Division B

Division A

Division A

Division C

Division C



3 Key Problems

3 Key Problems



• Always answers “how” question







Grouping the Ideas

Exam

ples





Redesign the manufacturing process to fit today’s skills


The manufacturing process requires a complex set of skills

to operate


to operateTherefore we need to redesign the way the process operates

Therefore we need to redesign the way the process operates

You need to investigate selling your business


The business faces an increasing threat from abroad


Different owners would be able to respond


Your present financial structure will not enable you to respond

effectively to this threat



These skills are fast disappearing from out labor pool and cannot be replaced


Deductive Examples




to operate















These skills are fast disappearing from our labor pool and cannot be replaced

Deductive Examples




to operate
















Deductive Examples




to operate
















Deductive Examples




to operate
















Deductive Examples




to operate
















Deductive Examples



To group ideas, ensure that ideas satisfy the MECE (Mutually Exclusive, Collectively Exhaustive) principle. To be mutually exclusive, none of the points should overlap. To be collectively exhaustive, all possibilities should be covered. Standard process steps for grouping ideas are highlighted in Figure 1-11.

Clarifying Group Ideas

Process Step

Key Activities

Figure 1-11

Objective 3: Create Storyboards for a Presentation to Provide Initial Direction for Research and Analysis Priorities

4. Creating the Storyboard: After developing the pyramid, the ideas are laid out in a storyboard format. A storyboard describes in complete sentences the individual pages in an evolving report. Storyboards are useful for both the creator and the reader by keeping the presentation clear and on track. Pages are logically structured and readers can skim pages for key messages and relevant support. Many teams begin their storyboards by creating place-holding headlines for each hypothesis even before the graphic support has been created. Identifying the data required to support the hypothetical headlines provides analytical direction.

This headline summarizes the main

idea of the page


idea of the page


idea of the page

Content/ Graphic Support



Page 1 Page 2 Page 3

Figure 1-12

List the Points

List the Points

Identify the Type of PointIdentify the

Type of PointSummarize the Points

Summarize the Points

Order the Points

Order the Points

List the Points

List the Points

Identify the Type of PointIdentify the

Type of PointSummarize the Points

Summarize the Points

Order the Points

Order the Points

Synthesize findings from interviews, research and analysis

Create a list of key points

Put the points into categories by defining the kind of problem being discussed, attempting to use similar level of abstraction across categories

Write a sentence that states the essence of each category

Avoid using intellectually-blank assertions

Put the points in logical order, such as order of importance or time order



Objective 4: Use the Rolling Pack Technique and Key Principles of Presentations to Facilitate Effective Project Management

5. Maintaining the Rolling Pack: The Rolling Pack is the continually evolving presentation document, in which placeholder slides are systematically updated until the draft is considered final. It represents the evolution of the storyboard into a living document that is constantly updated by all team members. Additionally, the Rolling Pack plays an important role in structuring the output and assigning responsibility to each member of the case team. It facilitates tracking of slide creators for each section as well as remaining tasks. Finally, scrupulously maintaining a Rolling Pack ensures that the most recent version of the draft is always immediately at hand.

Often a team will assign one member to be the point-of-contact with graphics or creative services. It cannot be overstated how important it is to create and follow a visible, efficient process for interacting with graphics or creative services resources. Spending time upfront to organize this process will help to ensure that the final development process runs smoothly.

Key Principles of Presentation When developing presentations, keep the following guidelines in mind:

A summary of the presentation should fit on one page with only three to five bullet points

The point of the slide should be clear within five seconds

Minimize clutter that obscures the message—less is more!

Each page should logically read from top to bottom, left to right

Relay insight, not information

Slides should be able to stand-alone and retain their meaning

Weigh in with the facts when necessary

Prove the headline by the analysis—if it is only indicative, say so

Illustrate insights graphically, using data and analysis

Ensure that a rationale exists for 3D graphics—if none exists, graphs should be two-dimensional

Assumptions, notes, sources, and file references MUST be documented on the slides

Headlines should convey a coherent story WITH A CONCLUSION and should be the largest font on the page

Numbers in headlines should be easily apparent in graphic support or content support

Avoid using taglines that introduce a second main point and typically are added at the bottom of the page; instead, these should be used for the headlines of successive pages if there is sufficient supporting content

Avoid slang or business jargon

Ensure fonts and bullet point hierarchies are logically and consistently applied

Avoid using small fonts



Avoid using clip art

Avoid excessive and arbitrary use of color

Ensure that your presentation can be viewed adequately when printed in either color or black and white, and can be printed on a variety of printers—someone might need to make a last minute copy, and it must be legible!

Additionally, determine upfront whether you want your audience to read or listen. By stating all facts and insights on the slides, your audience could easily read the presentation rather than listening. As an alternative to capturing all facts and insights on the slides, consider using the handout format and writing notes so participants can refresh their memories or share the presentation with others at a later date without compromising the content.

Although the competency has not yet decided upon a single standard, it is highly recommended that practitioners develop and consistently use a standardized set of slide templates. Standardized formats are useful because managers can read the slide and grasp the message quickly; work can be easily consolidated among a team; clients are exposed to consistent documentation even as the consultants themselves might change; and, time is saved that would otherwise have been spent on slide formatting.



Summary By consistently applying the Pyramid Principle, practitioners can easily create effective presentations. Storyboarding, the “Rolling Pack” concept, and Firm templates facilitate coordination among a team by helping to ensure consistency and a shared understanding of the project’s strategic direction.



Appendix A: Glossary of Terms

class order Grouping items to reflect the order in which they occur.

Example: the improved billing system will better meet our needs: (1) solve customer requests, (2) satisfy internal management requirements, and (3) conform to outside regulation.

Deductive Logic When deductive logic is applied, the second point comments on the subject or predicate of the first, the third point states the implication of the first two points existing at the same time, and the conclusion takes the last points and adds a “because” to cover the other two points.

Horizontal Logic Within Minto’s Pyramid Principle approach to logical structuring, this type of logic relies on inductive and deductive logic to answer questions at each level of the pyramid.

Inductive Logic When inductive logic is applied, ideas do not necessarily build upon one another. Instead, ideas must be described by the same kind of plural noun, and inferences are drawn based on the similarity.

MECE (Mutually Exclusive Collectively Exhaustive) Exhaustive principle that states that none of the points should overlap and that all possibilities should be covered.

Pyramid Principle A logical structuring framework developed by Barbara Minto used by Deloitte to add clarity and structure to our presentations.

qualifications (quals) References used to identify our eminence, whether by industry, competency, or type of problem posed. Qualifications can most easily be pulled from DCconnect or by contacting the relevant industry or competency leaders.

rolling pack The continually evolving presentation document in which placeholder slides are systematically updated until the draft is considered final. It represents the evolution of the storyboard into a living document that is constantly updated by all team members.

storyboard A suggested approach to managing and developing reports/decks that describes in complete sentences the individual pages in an evolving report/deck. Pages should be logically structured and readers can skim for key messages and relevant support.

structure order Grouping items in the order that reflects what you see once you visualize something—by diagram or map or drawing.

Example: To improve sales performance, we will: (1) target women using a personal approach, (2) reach men by advertising during sporting events, and (3) educate children by sponsoring school-related extra-curricular activities.



time order Grouping items to reflect the order in which they occur. Example: To achieve savings targets through performance improvements, we will (1) determine the critical functions of the business, (2) identify key weaknesses in performing those functions, and (3) recommend practical ways to improve performance.

Vertical Logic Within Minto’s Pyramid Principle approach to logical structuring, this type of logic creates a question and answer dialogue that responds to the governing thought, and continues raising and answering questions until there are no more logical questions to ask. Key vertical questions include “How?” and “Why?”



References

Minto, Barbara. The Minto Pyramid Principle: Logic in Writing, Thinking and Problem Solving. London: Minto International Inc., 1996.

Documents

Self Study Guide for Presentation Development