Creating Effective PowerPoint Presentations

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Overview  PowerPoint features  Presentation elements  Formatting  Content  Rehearsal  Instructions specific to this class  Works consulted

PowerPoint features  Commonly used in business presentations  Provides colorful choices  Coordinates vividly with oral delivery  Offers amazing flexibility  Utilizes multi-media (text, graphics, sound, etc.)  Keeps audience on track

Presentation elements  Title page  Presenter(s) introduction  Overview page (presentation contents)  Concise content  Conclusion

Formatting: Text  Use only 1 or 2 fonts Serif and sans-serif Broad line strokes Complementary styles  Use 18 pt. or larger  Include up to 3 type treatments per page Size, bold, italics Don’t underline  This is Arial  This is Garamond  This is Aristocrat LET  This is Antique Olive  This is Delphian  Which is easiest to read?

Formatting: Text  Consistently use upper and lower case  Use consistent placement in layout  Avoid using all upper case letters  Use parallel construction in vertical lists  Omit most punctuation  May use symbols (“&” instead of “and”)

Formatting: Graphics  Represent the topic clearly with graphics  Select suitable & concise graphics  Discard or manipulate wordy insertions  Avoid adulteration  Use a combination of graphics (color, art, charts, graphs, etc.)

Formatting: Graphics  Graphics use several different formats.psd.jpeg.eps  File format compatibility should be considered (PC vs. Mac formats)  Resolution can be low (about 72 dpi)

Formatting: Graphics  Often overused (especially clip art)  Often poorly related to text/topic  Might be obscure (meaning)  Sometimes positioned poorly  Slows transitions and downloading  May not be free (do not steal it!)

Formatting: Graphics  Makes slide more interesting  Might add color  Directs the eye  Enhances or makes a point  May provide humor

Formatting: Graphics  Select diversity “sensitive” clip art  Select clearly-drawn graphics  Avoid “dated” art  Alter free art as needed  Avoid unnecessary clutter  Place graphics appropriately

Formatting: Layouts  Alter slide layouts sparingly, but appropriately  Select some “permanent” elements for all slides  This is a 2-column layout  Use the 6 X 6 rule for text Up to 6 lines per page Up to 6 words per line Less when graphics are utilized

Formatting: Layouts  Use basic design concepts for layout  Balance top-to-bottom for placement  Center left-to-right  Size graphics to balance with text  Use appropriate hierarchy in text sizes  Alter slide layout as needed

Formatting: Layouts  Be creative!  Utilize… Hyperlinks Sound Animation Transitions  Enhance content, don’t compete

Formatting: Notes  Contain presenter’s words and directions  Won’t be seen in “slide show” view  Differentiate between words and directions Directions in all upper case or brackets What presenter will say in upper/lower case Use appropriate punctuation in notes

Content: Purpose  Content depends on purpose  Should relate to audience  Avoid content presenter can’t pronounce  Select highlights  Avoid unnecessary, minute details (dates, figures, etc.)  Provide content that is interesting, yet easy to follow for listeners

Content: Sources  Cite material from other sources May be on slides May be in notes (speaker says it) May be at the end of presentation Don’t forget sources for graphics  Footnotes should be 1/2 size of text 1  Follow a standard format (MLA, APA, etc.) 1 Lehman & DuFrene, Business Communication, 13th ed. New York: South-Western Thomson Learning, 2002.

Rehearsal: Set the stage  Dark room requires light background  Light room requires dark background  Contrast is the key  Room width/depth determine who can see screen  Obstructions should be avoided  The presenter(s) shouldn’t obstruct the view

Rehearsal: Testing, testing  Assure availability of compatible equipment  Use Web-safe colors  Check for differences between PCs and Macs (type, color, file format)  Check hyperlinks  Always have a back-up plan for projection

Rehearsal: Getting it right  Proofread carefully  Practice in front of others several times  Seek objective feedback  Eradicate spelling errors (presentation & handouts)  Don’t read straight from slides (look at audience)

Rehearsal: Timing  Coordinate speaking and visuals  Use 1 to 2 slides per minute  Maximum: 30 slides per 15-minute presentation (average is 20 slides)  Practice speed, tone, volume, projection (of voice), and movement