Creating Effective Power Point Presentations M. Reber ©
Overview n n Planning Your Presentation Writing Your Presentation Designing Your Presentation Presenting Your Presentation 2
Overview n n Planning Your Presentation Writing Your Presentation Designing Your Presentation Presenting Your Presentation 3
Planning Your Presentation n n Audience Purpose Topic Presentation Management 4
Planning Your Presentation – Audience n Who is your audience? § Is your audience a layperson, executive, technician, expert? Or a combination? § What are the characteristics and concerns of your audience? § How will you meet the needs of your audience? 5
Planning Your Presentation – What Your Audience Wants n n n A presentation that is more than just reading slides A clear idea what you are talking about Information they can actually use § Not so much information that they can’t remember § Not so little information that they wonder why they even listened to you n n Slides with enough information, but not too much A lively, interesting presentation that doesn’t send them to sleep 6
Planning Your Presentation – Purpose n Why are you giving the presentation? § To inform and increase level of expertise on presented topic “My specific purpose is to inform the audience about the role of the two-party system in American politics. ” § To persuade listeners with presented argument “My specific purpose is to persuade the audience of the need for stiffer penalties for running red lights. ” § To sell a presented product “My desired outcome is to have you buy this product. ” 7
Planning Your Presentation – Topic n What is the purpose of exploring this topic? § Determine if your purpose is: n n n To provide an overview of a broad topic or related topics To provide an in-depth presentation of a specific subsection of a topic How do you break the topic down? § Determine the natural subsections of your topic § Delegate tasks/subsections among group members 8
Planning Your Presentation – Project Management n How do you meet your deadline? § Create an internal timeline with milestones and reviews n Build in time for content reviews, grammar edits, merging document portions, and ensuring format and styleguide are applied consistently § Consider choosing a facilitator to oversee project management § Create checks and balances for completing assignments § Notify the instructor of any issues 9
Overview n n Planning Your Presentation Writing Your Presentation Designing Your Presentation Presenting Your Presentation 10
Writing Your Presentation n n Flow Information 11
Flow n n n Establish Flow Develop Flow Build Cohesion Through Structure 12
Flow – Establish Flow n An effective Power. Point with good flow: § Organizes information logically § Transitions smoothly between slides § Presents information in context, e. g. from general to specific § Breaks down complex ideas into smaller concepts and addresses them one by one 13
Flow – Establish Flow (cont. ) n A presentation with good flow: § Answers your audience’s questions before they think to ask them § Leads your audience through the topic and subsections § Keeps the audience focused on content through clearly developed slides § Helps your audience link concepts 14
Flow – Develop Flow n Develop the flow of the presentation on paper before you create slides § Write out all information to be presented on paper or in WORD. § Use individual pieces of paper or Post-Its for each point if useful for arranging flow § Group related items together and ensure information flows smoothly from one group to the next § Organize and move around groupings until the flow becomes clear 15
Flow – Build Cohesion Through Structure n Create overview slides to outline for the audience what you are going to tell them § Make the 1 st or 2 nd slide an outline of presentation § Repeat overview slides at the beginning of each new section if presentation is lengthy n n Follow the outline for the rest of the presentation Place only main points on outline slides § Allow audience to orient themselves during the presentation by repeating section titles in individual slide titles 16
Flow – Build Cohesion Through Structure (cont. ) n Introduction Slide: § Contains title of presentation, date, presenter name n Outline Slides: § § § n Use several hierarchical levels of overview slides if necessary State main points of presentation Follow described structure Start broad, finish specific Rank Information: include only what NEEDS to go on the slide Content Slides: § Cover detailed information based on outline § Use as many slides as needed, as many as 1 -2 per minute n Final Slide: § Audience will remember last thing they hear, so make it matter 17
Writing Your Presentation n n Flow Information 18
Information – Research n n Use reputable sources for research such as academic articles, interviews with professionals, books, etc. Document information sources with citation numbers throughout and corresponding reference slides at the end Collect more information than you need for the slides Anticipate questions the audience might have when researching your topic 19
Information – Selection n Present essential information: not too much § Leave out minute details § Limit use of examples and tangential information § Exclude unnecessary or contradictory information 20
Information – Selection (cont. ) n Present essential information: not too little § Information on slides should be self-explanatory and complete § A number, cryptic sentence, or unexplained image is not useful information § Slides should clearly present the topic and content of presentation in an obvious way and develop the basic ideas comprehensibly 21
Information – Grammar n n n Avoid abbreviations and acronyms not obvious to audience Eliminate personal pronouns or articles when it makes sense Use whole sentences or fragments, but be consistent Limit punctuation marks Use present tense when possible 22
Information – Slide Density n n n Write a maximum of 2 lines per bullet, if possible Limit to 6 bullets per slide Avoid long sentences Keep slides simple and understandable in a few seconds If a slide contains too much information, split it in two 23
Information – Structure 24
Overview n n Planning Your Presentation Writing Your Presentation Designing Your Presentation Presenting Your Presentation 25
Designing Your Presentation n n Templates Format Font Visuals 26
Templates n Choose template carefully § Background images and busy templates distract from content § Unobtrusive templates showcase content § Text should contrast strongly with background n n Dark text on a light background are easy to read both on the projector and on handouts Choose a color scheme and template that will not empty the toner when you print handouts 27
Templates (cont. ) n Use slide master feature for consistent and simple design template § Change slide master settings at View – Master – Slide Master § Make changes to the fonts, sizes and look of master slide as needed n n Add copyright, name, date, and phrases like “confidential” in slide master footer for company slides Design your own presentation template if you have the time and ability 28
Designing Your Presentation n n Templates Format Font Visuals 29
Format n n n Use font, size, and color consistently and parallel in titles, text and bullets Use the same transitions and animations for whole presentation Use only basic animations and transitions § Fancy animations are distracting and become annoying quickly § Transitions should be quick and unnoticeable 30
Designing Your Presentation n n Templates Format Font Visuals 31
Font n n n 48 Use font size 24 point to make sure slides can be read from the back of the room Font size under 20 is nearly unreadable from a distance Use basic serif and sans serif fonts since fancy fonts can be hard to read DON’T WRITE TEXT IN ALL CAPITAL LETTERS, IT IS DIFFICULT TO READ Be careful with colors Use colors for emphasis but plan well 32
Font (cont. ) n n n Use as few different fonts and sizes as possible Use sans serif fonts for a clean look and readability Use font size to indicate hierarchy § Make the font size of titles larger than text § Use a smaller font for sub-bullets or body text 33
Designing Your Presentation n n Templates Format Font Visuals 34
Visuals – Types n n Flowcharts and other conceptual drawings Graphs and charts Photographs and clipart Tables 35
Visuals – Uses n Use graphics to depict: § § n n Objects, parts, or features of an object Actions or movements Orientation or position Concepts or a progression of ideas Summarize and condense information and make it easy to access through a visual Allow international communication 36
Visuals – Flowchart To create an MPEG movie file: Import audio and storyboard files Adjust length of audio and video files Add and edit transition effects Create an MPEG movie file 37
Visuals – Graphs n Use graphs rather than just charts and words § Data in graphs is easier to comprehend and retain than raw data § Trends are easier to visualize in graph form n Always title graphs 38
Visuals – Photographs and Clipart n n Use professional photographs, not clipart Make sure images maintain impact and resolution when projected on a large screen Source: http: //www. garrreynolds. com/Presentation/slides. html 39
Visuals – Tables n Tables organize information for quick comparison Visuals Comparison Chart Type of Visual Flowcharts Graphs Photo-graphs Tables and Clipart Level of effectiveness High Low Medium High 40
Visuals n n Generally, you should be able to explain a graph or a table in a few minutes Overly dense graphs or tables are difficult to follow § If necessary, break up into several slides § Be sure not to use a font size under 22 points for tables or graphics to keep them readable § Tables or graphics imported directly from print material are generally bad for slides n n n Fonts are too small Information is generally too crowded and dense Made for close-up reading, not distant viewing on a screen 41
Visuals – How Not To Do It Source: http: //www. google. com/search? hl=en&client=firefox&rls=com. yahoo: en-US: official&q=powerpoint+presentation+too+much+info&start =10&sa=N 42
Overview n n Planning Your Presentation Writing Your Presentation Designing Your Presentation Presenting Your Presentation 43
Presenting Your Presentation n n Rehearsal Testing Interaction Handouts 44
Rehearsal n Use slides as a guide § Slides only give audience basic information you fill out orally § Never consider slides a substitute for oral presentation n Use the slides as reference, not as exclusive information § Power. Point slides are an aid for the presentation, not the presentation itself § Audience wants to hear what YOU have to say on the topic, not just read slides n Navigate slides with ease § Spend enough time as necessary to explain a slide § Split an information dense slide into more than one slide 45
Rehearsal – Single Presenter n n n Practice introducing yourself and the topic Synchronize your spoken presentation with your slides If you encourage note-taking, allow audience time to do so and include in timing presentation Plan your presentation to allow time at the end for questions and answers Practice non-linear navigation in Power. Point to allow jumping ahead or back without paging through all slides 46
Rehearsal – Multiple Presenters n n Combine individual presentations into one before presentation day Determine how to break down total presentation time among presenters and their respective subsections Decide who introduces the group and topic Estimate correctly how long it really takes to cover all information among presenters 47
Rehearsal – Multiple Presenters (cont. ) n Practice a smooth transition from one presenter to the next § Transfer the controls and move on smoothly without interruption § Practice introduction of next speaker and topic n Do a practice run of the entire presentation with transitions with all presenters present § Ensure all presenters have sufficient time for their portion of the presentation § Allow for extra feedback on each presenter individually § Allow time for questions 48
Rehearsal – Important Navigation Shortcuts n Practice shortcuts to make moving around in presentation easy § Up, Page Up, Mouse Wheel Up: Previous Slide § Down, Page Down, Mouse Wheel Down, Left-Click: Next Slide § Type number and press ENTER: go to specific slide. NO visual feedback as number is entered § B – Blank screen: displays black screen. Useful if you want audience to stop reading § W – White screen. Displays white screen. Similar to 'B', but less jarring if presentation has a white background 49
Rehearsal – Important Navigation Shortcuts (cont. ) § A – Hide pointer. Makes on-screen arrow cursor go away. Cursor normally disappears if not moved for a few seconds § CTRL-P – Pen mode. Lets you write on your presentation. Not recommended for many laptop pointing devices § E – Erase pen marks § Esc - Terminate slide show § F 5 – Start slide show 50
Presenting Your Presentation n n Rehearsal Testing Interaction Handouts 51
Testing n Test presentation on actual presentation system BEFORE presentation § Things can and do go wrong § One system may have different versions and requirements and than another system and the presentation cannot run § Slides may be unreadable from back seats and have to be changed § Unusual fonts may be unreadable on a different system n Bring presentation on several media in case one source fails. § Use a memory stick or CD § Send as an attachment to an online email account § Print handouts for audience 52
Presenting Your Presentation n n Rehearsal Testing Interaction Handouts 53
Interaction n n Don’t read from your slides. Slides are for the audience, not you. Don’t read to your slides. Face the audience, not the screen. Don’t apologize for your slides. If a slide is hard to read or unclear, don’t use it. Don’t turn off all lights. Light keeps the audience from falling asleep and lets them take notes if they want. Do interact with and engage your audience. 54
Interaction (cont. ) n n n Speak at a comfortable speed. Do not speed up to cover more information! If you have a hard time talking to groups, present to a few members in the audience in different locations of the room. Remember, you know more than your audience and they want to learn from you! 55
Interaction (cont. ) n Remember that a good presentation is a story § Give a brief overview of information at the start § Present information § Review important points in the conclusion n Allow for audience responses and questions 56
Presenting Your Presentation n n Rehearsal Testing Interaction Handouts 57
Handouts n n Provide a hard copy of your slides to allow viewers to focus on you, note taking If you are a knowledgeable and engaging presenter, don’t worry that the audience won’t listen to you Handouts allow the audience to take notes directly on relevant slides Presentation should still make sense if all the audience has is the handout 58
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