Effective Use of PowerPoint as a

Presentation Tool

http://eglobiotraining.com/

Effective Use of PowerPoint as a

Presentation Tool

http://eglobiotraining.com/

ContentsContents

Rules for the Effective Use of PowerPoint Presentation

Ten Secrets For Using PowerPoint Effectively

http://eglobiotraining.com/

Rules for the Effective Use of PowerPoint Presentation

Ten Secrets For Using PowerPoint Effectively

http://eglobiotraining.com/

Rules for the Effective Use of

PowerPoint Presentation

http://eglobiotraining.com/

Rules for the Effective Use of

PowerPoint Presentation

http://eglobiotraining.com/

Limit the Number of Slideshttp://eglobiotraining.com/

Limit the Number of Slideshttp://eglobiotraining.com/

Keeping the message simple usually results in an effective presentation. By designing a presentation that contains just the essential information, it makes it easier for the audience to listen, learn and act on the content.

Effective presentations contain an introduction, set of topic slides and then a conclusion slide that summarizes the main points of the presentation.

Engaging presentations contain complete, accurate, timely and applicable material. When presenting, effective presenter spend no more than a minute or two presenting each topic. Then, the presenter can engage the audience in conversation for the best results.

Keeping the message simple usually results in an effective presentation. By designing a presentation that contains just the essential information, it makes it easier for the audience to listen, learn and act on the content.

Effective presentations contain an introduction, set of topic slides and then a conclusion slide that summarizes the main points of the presentation.

Engaging presentations contain complete, accurate, timely and applicable material. When presenting, effective presenter spend no more than a minute or two presenting each topic. Then, the presenter can engage the audience in conversation for the best results.

Pick an Appropriate Themehttp://eglobiotraining.com/

Pick an Appropriate Themehttp://eglobiotraining.com/

Picking the right background, font (such as Arial) and font size to meet the needs of the audience enhances the success of pleasing the viewers. For example, if the presentation will be viewed from far away, increase the font size.

If the presentation will be part of a series of presentations, all of the files should rely on the same theme (from the "Design" menu, by choosing one the available themes). Keeping the background subtle makes it easier for the viewer to see the slide contents.

Picking the right background, font (such as Arial) and font size to meet the needs of the audience enhances the success of pleasing the viewers. For example, if the presentation will be viewed from far away, increase the font size.

If the presentation will be part of a series of presentations, all of the files should rely on the same theme (from the "Design" menu, by choosing one the available themes). Keeping the background subtle makes it easier for the viewer to see the slide contents.

Use Lists and Tables to Organize Information

http://eglobiotraining.com/

Use Lists and Tables to Organize Information

http://eglobiotraining.com/ Effective presentation designers avoid

including long paragraphs of text. Using lists consisting of short phrases that summarize the message encourages the audience to listen to the presentation rather than just look at the slides. Inserting tables of information to categorize the content helps the viewer quickly see a summary.

Using background colors and block shapes can further focus attention on the most important topic. When the audience needs to interpret complex information, such as operational metrics, organizing the information into blocks helps reinforce the important points.

Effective presentation designers avoid including long paragraphs of text. Using lists consisting of short phrases that summarize the message encourages the audience to listen to the presentation rather than just look at the slides. Inserting tables of information to categorize the content helps the viewer quickly see a summary.

Using background colors and block shapes can further focus attention on the most important topic. When the audience needs to interpret complex information, such as operational metrics, organizing the information into blocks helps reinforce the important points.

Use Relevant Visualshttp://eglobiotraining.com/Use Relevant Visuals

http://eglobiotraining.com/

Using pictures, photos and multimedia elements to enhance the visual appeal typically makes a presentation more effective. However, users should ensure the graphics relate well. Adding labels, arrows or captions on charts can further call attention to the important elements.

Animation and screen builds help make presentation slides effective because they add details at the right time, without overwhelming the user. Using a time line, for example, helps viewers understand the deadlines and milestones associated with a project. Chart types such as bar, line and pie display data making it easy to interpret.

Using pictures, photos and multimedia elements to enhance the visual appeal typically makes a presentation more effective. However, users should ensure the graphics relate well. Adding labels, arrows or captions on charts can further call attention to the important elements.

Animation and screen builds help make presentation slides effective because they add details at the right time, without overwhelming the user. Using a time line, for example, helps viewers understand the deadlines and milestones associated with a project. Chart types such as bar, line and pie display data making it easy to interpret.

Check Spelling and Grammarhttp://eglobiotraining.com/

Check Spelling and Grammarhttp://eglobiotraining.com/

Using PowerPoint's "Spelling" function from the "Review" menu helps ensure the presentation contains no errors. Users should read aloud their slides while creating the presentation to ensure there are no punctuation and grammar problems either. The PowerPoint "Thesaurus" and "Research" functions also provide a way for users to ensure the presentations contain relevant details in order to tell a convincing story.

Using PowerPoint's "Spelling" function from the "Review" menu helps ensure the presentation contains no errors. Users should read aloud their slides while creating the presentation to ensure there are no punctuation and grammar problems either. The PowerPoint "Thesaurus" and "Research" functions also provide a way for users to ensure the presentations contain relevant details in order to tell a convincing story.

Ten Secrets For Using PowerPoint

Effectively

http://eglobiotraining.com/

Ten Secrets For Using PowerPoint

Effectively

http://eglobiotraining.com/

Start by creating an outline

http://eglobiotraining.com/

Start by creating an outline

http://eglobiotraining.com/ The most important part of any presentation is the

content, not the graphical appeal. That is why you should develop your presentation with the content first, before deciding on the look (colours, graphics, etc.)

Create a good structure for your presentation by reflecting on the goal of the presentation, what your audience is thinking right now, and what points you need to make in order to move the audience from where they are to where you want them to be. 

Write an outline on paper or use sticky notes so you can move ideas around. By creating an outline first, you ensure that the content of your presentation is solid before you concern yourself with the visual elements.

The most important part of any presentation is the content, not the graphical appeal. That is why you should develop your presentation with the content first, before deciding on the look (colours, graphics, etc.)

Create a good structure for your presentation by reflecting on the goal of the presentation, what your audience is thinking right now, and what points you need to make in order to move the audience from where they are to where you want them to be. 

Write an outline on paper or use sticky notes so you can move ideas around. By creating an outline first, you ensure that the content of your presentation is solid before you concern yourself with the visual elements.

Use Contrasting Colours

http://eglobiotraining.com/

Use Contrasting Colours

http://eglobiotraining.com/ If you want your audience to be able to see what you

have on the slide, there needs to be a lot of contrast between the text colour and the background colour. I suggest a dark background with light text – I usually use a medium to dark blue background and white or yellow letters. Some prefer a light background and dark letters, which will also work well – which you choose will depend on personal preference.

Don’t think that just because the text looks fine on your computer screen that it will look fine when projected. Most projectors make colours duller than they appear on a screen, and you should check how your colours look when projected to make sure there is still enough contrast.  To check that your colors have enough contrast, use the Color Contrast Calculator.

If you want your audience to be able to see what you have on the slide, there needs to be a lot of contrast between the text colour and the background colour. I suggest a dark background with light text – I usually use a medium to dark blue background and white or yellow letters. Some prefer a light background and dark letters, which will also work well – which you choose will depend on personal preference.

Don’t think that just because the text looks fine on your computer screen that it will look fine when projected. Most projectors make colours duller than they appear on a screen, and you should check how your colours look when projected to make sure there is still enough contrast.  To check that your colors have enough contrast, use the Color Contrast Calculator.

Use a big enough fonthttp://eglobiotraining.com/Use a big enough font

http://eglobiotraining.com/ When deciding what font size to use in your

presentation, make sure it is big enough so that the audience can read it.  I usually find that any font size less than 24 point is too small to be reasonably read in most presentation situations.  I would prefer to see most text at a 28 or 32 point size, with titles being 36 to 44 point size.  The only reason I would use a font less than 24 point is when adding explanatory text to a graph or diagram, where you could use a 20 point font size. 

If you are given a small screen in a big room, your font will look smaller because the image will not be as big as it should be.  In this case, see if you can get a larger screen, use a wall instead of a screen to project on, move the chairs closer to the screen or remove the last few rows of chairs.  I’ve put together a chart that lists how far away the last row of your audience should be based on the size of screen, font size and visual acuity testing -use the Font Size chart here.

When deciding what font size to use in your presentation, make sure it is big enough so that the audience can read it.  I usually find that any font size less than 24 point is too small to be reasonably read in most presentation situations.  I would prefer to see most text at a 28 or 32 point size, with titles being 36 to 44 point size.  The only reason I would use a font less than 24 point is when adding explanatory text to a graph or diagram, where you could use a 20 point font size. 

If you are given a small screen in a big room, your font will look smaller because the image will not be as big as it should be.  In this case, see if you can get a larger screen, use a wall instead of a screen to project on, move the chairs closer to the screen or remove the last few rows of chairs.  I’ve put together a chart that lists how far away the last row of your audience should be based on the size of screen, font size and visual acuity testing -use the Font Size chart here.

Stop the moving texthttp://eglobiotraining.com/Stop the moving text

http://eglobiotraining.com/When text comes on the screen, we want the

audience to read the text, then focus back on the presenter to hear the message. If the text moves onto the screen in any way – such as flying in, spiral or zooming – it makes it harder for the audience members to read since they have to wait until the text has stopped before they can read it. This makes the presenter wait longer between each point and makes the audience members focus more on the movement than on what is being said. I suggest the use of the “Appear” effect, which just makes the text appear and is the easiest for the audience to read.

When text comes on the screen, we want the audience to read the text, then focus back on the presenter to hear the message. If the text moves onto the screen in any way – such as flying in, spiral or zooming – it makes it harder for the audience members to read since they have to wait until the text has stopped before they can read it. This makes the presenter wait longer between each point and makes the audience members focus more on the movement than on what is being said. I suggest the use of the “Appear” effect, which just makes the text appear and is the easiest for the audience to read.

Turn the pointer offhttp://eglobiotraining.com/

Turn the pointer offhttp://eglobiotraining.com/ During a presentation, it is very annoying to have the pointer (the little arrow) come on the screen while the presenter is speaking. It causes movement on the screen and draws the audience attention from the presenter to the screen. The pointer comes on when the mouse is moved during the presentation.

To prevent this from happening, after the Slide Show view has started, press the Ctrl-H key combination. This prevents mouse movement from showing the pointer. If you need to bring the pointer on screen after this, press the A key. If the pointer does appear during your presentation, resist the urge to press the Escape key – if you do, it will stop the presentation and drop you back into the program. Press the A key or Ctrl-H to make the pointer disappear.

During a presentation, it is very annoying to have the pointer (the little arrow) come on the screen while the presenter is speaking. It causes movement on the screen and draws the audience attention from the presenter to the screen. The pointer comes on when the mouse is moved during the presentation.

To prevent this from happening, after the Slide Show view has started, press the Ctrl-H key combination. This prevents mouse movement from showing the pointer. If you need to bring the pointer on screen after this, press the A key. If the pointer does appear during your presentation, resist the urge to press the Escape key – if you do, it will stop the presentation and drop you back into the program. Press the A key or Ctrl-H to make the pointer disappear.

Use visuals instead of text slideshttp://eglobiotraining.com/

Use visuals instead of text slideshttp://eglobiotraining.com/

 Instead of using slides that only contain text, use visuals such as graphs, diagrams, photos and media clips to engage the audience.

 I’ve developed a five-step method for creating persuasive visuals in my book The Visual Slide Revolution.  

 Instead of using slides that only contain text, use visuals such as graphs, diagrams, photos and media clips to engage the audience.

 I’ve developed a five-step method for creating persuasive visuals in my book The Visual Slide Revolution.  

Have Slides at the End of Your Presentation

http://eglobiotraining.com/

Have Slides at the End of Your Presentation

http://eglobiotraining.com/

The last slide you speak to should not be the last slide in your presentation file. You should have three identical copies of your last speaking slide so that if you accidentally advance one too many times at the end of your presentation, your audience never knows because you don’t drop into the program, the slide looks like it has not changed. After these slides, you should include some slides that answer questions that you expect to be asked. These slides will be useful during Q&A sessions after the presentation. The final slide should be a blank slide so that if you go through all the other slides, you have a final backup from dropping into the program.

The last slide you speak to should not be the last slide in your presentation file. You should have three identical copies of your last speaking slide so that if you accidentally advance one too many times at the end of your presentation, your audience never knows because you don’t drop into the program, the slide looks like it has not changed. After these slides, you should include some slides that answer questions that you expect to be asked. These slides will be useful during Q&A sessions after the presentation. The final slide should be a blank slide so that if you go through all the other slides, you have a final backup from dropping into the program.

Be able to Jump to Any Slidehttp://eglobiotraining.com/

Be able to Jump to Any Slidehttp://eglobiotraining.com/

PowerPoint has a feature that allows you to be able to move quickly and seamlessly to any slide in your presentation. To do so, you need to know the slide numbers. The easiest way to print a list of the slide numbers and associated slide titles is to go to the Outline View and collapse the details for each slide (there is a button on the left side of the screen in this view that will do this).

Then print the view. To jump to any slide, just enter the slide number on the keyboard and press the Enter key. This will move you directly to that slide. This technique is very useful for moving to a prepared Q&A slide or for skipping parts of your presentation if time becomes an issue.

PowerPoint has a feature that allows you to be able to move quickly and seamlessly to any slide in your presentation. To do so, you need to know the slide numbers. The easiest way to print a list of the slide numbers and associated slide titles is to go to the Outline View and collapse the details for each slide (there is a button on the left side of the screen in this view that will do this).

Then print the view. To jump to any slide, just enter the slide number on the keyboard and press the Enter key. This will move you directly to that slide. This technique is very useful for moving to a prepared Q&A slide or for skipping parts of your presentation if time becomes an issue.

Blank the screenhttp://eglobiotraining.com/

Blank the screenhttp://eglobiotraining.com/

Sometimes we want the image on the screen to disappear so that the audience is focused solely on the presenter. There are two ways to do this. The first is if you want to blank the screen with a black image, similar to shutting the projector off (we used to do this all the time with overhead projectors by just shutting the projector off). Just press the period key (.) on the keyboard and the image is replaced with a black image. Press the period key again and the image is restored.

Sometimes we want the image on the screen to disappear so that the audience is focused solely on the presenter. There are two ways to do this. The first is if you want to blank the screen with a black image, similar to shutting the projector off (we used to do this all the time with overhead projectors by just shutting the projector off). Just press the period key (.) on the keyboard and the image is replaced with a black image. Press the period key again and the image is restored.

Draw on the screen during a presentation

http://eglobiotraining.com/

Draw on the screen during a presentation

http://eglobiotraining.com/

Sometimes it can be valuable to be able to draw on the screen during your presentation to illustrate a particular point or item. This can be done in the following way.

Press the Ctrl-P key combination to display a pen on the screen. Then, using the left mouse button, draw on the slide as you wish. To erase what you have drawn, press the E key. To hide the pen, press the A key or the Ctrl-H key combination.

Sometimes it can be valuable to be able to draw on the screen during your presentation to illustrate a particular point or item. This can be done in the following way.

Press the Ctrl-P key combination to display a pen on the screen. Then, using the left mouse button, draw on the slide as you wish. To erase what you have drawn, press the E key. To hide the pen, press the A key or the Ctrl-H key combination.

When you employ these secrets to use PowerPoint effectively, you will greatly enhance your audience’s understanding of your message

and help to make your presentation the best it can be.

http://eglobiotraining.com/

When you employ these secrets to use PowerPoint effectively, you will greatly enhance your audience’s understanding of your message

and help to make your presentation the best it can be.

http://eglobiotraining.com/