How to make efficient powerpoint slides

Effective PowerPoint presentation Dr. T. Balasubramanian M.S. D.L.O.

Aims
To help you to create effective presentation
Help in avoiding common pitfalls in PowerPoint presentation
To reveal some of the hidden but useful features in PowerPoint

Assumptions
You are familiar with PowerPoint interface
You have already tried and generated PowerPoint slides
You use presentation software on a regular basis

Did you Know
That you can add speaker notes to your slide?
That you can print out not only the slides but also your notes?
That you can add commentaries to your slide?
That you can make your slide interactive?
That you can undo the last 20 actions of PowerPoint.

What makes an effective ppt ?
Appropriately designed formatting for the audience / medium
Tight focus on the subject
Use of appropriate themes and font colors
Right amount of text in each slide (No overcrowding)
Use of charts in place of raw numbers / data
Use of sound / video to create interest – should not be a distracter
Animations / transitions should not be over domineering

Audience factors
Size of the audience
Age of audience
Basic knowledge level of the target audience
Make notes about the purpose of the presentation
Always number your slides

Types of presentation methods
Speaker led presentation
Self running presentation
User interactive presentation
Create a good intro slide

Speaker led presentation
Your slides need not tell the whole story
Slides are no more than support materials for the speaker
Primary message will have to come from the speaker
Slides should not contain lot of information. You should be the only Hero.
Let the audience listen to you

Speaker led presentation pitfalls
Needs lot of planning
Handouts to audience
Handling PowerPoint controls
Take care to create summary slide

Self running presentations
Slides should carry the entire show
All information should be there in the slides
Voice commentary is a must
Ideal for individual / small group teaching
Timing should be precise – User should get to see the next slide as soon as he completes reading the previous one

User interactive presentation
User input is needed for this presentation
You need to place arrows for easy user interaction
This presentation is ideal for mass distribution
HTML / Web format is best for this type of presentation

Delivery methods
PowerPoint slide show – you need to have PowerPoint programme / viewer installed in the user’s system
Web browser show – No special software needed – used for self running / user interactive shows
Show on CD – Useful for self running / user active shows

Delivery methods (contd)
Over head transparencies – used only for speaker led show – Beware of transparencies you buy. Transparencies designed for inkjet printers may melt when laser printer is used.
35 mm slides – Expensive – Resolution high, image quality better.
Paper handouts

Projection medium
Overhead projector
35 mm slide projector
Computer driven presentations
For case change select and press Shift and F3

Overhead projection
Not the ideal way to present
Image is medium sized / poor quality
For headings choose Arial / Times Roman fonts (Always choose Bold)
Prefer black fonts in light background
Keep the content pretty simple
Avoid graphics

35 mm slides
Choose 35 mm slides in page setup
Prefer light text on dark background
Avoid patterned backgrounds
Bright yellow texts on navy blue background is preferred
Animations / transitions don’t work
Very expensive

Computer driven presentations
Need computer / computer based projection systems (LCD)
Any font can be used. Caution – The chosen font should be available in the computer used for projection
Background color should be tailored to the room’s illumination
Animations /transitions / videos/audios can be used

Content creation A canvas should have a painting This is a classic example of bad slide design

Content creation A canvas should have a painting Shadow effect can be used to emphasize a point

Content creation (contd)
Reassure the audience that you are a professional who knows what you are doing
Assure the audience you had them in mind while creating the presentation
Create content to suit your target audience

Text / Font size / Style
Ideal font size – 28 – 34 (Bold)
Titles / subtitles should be different font sizes
Limit the amount of text. Use abbreviations
Remember rule of 7
Emphasize key terms by playing with fonts

Use of pictures
Pics enhance quality of presentation
Don’t clutter a slide with too many pics
Don’t use pics to enhance the design quality of presentation
Preferable to use JPEG format

Animation
Use subtle animations
Animations should not distract the audience
Lively animations can be used for informal presentation
Use animation to highlight hyperlinks
Use annotation facility to stress a point

Videos
Videos enrich yr presentation
Media should be ideally placed alongside to the text
Always prefer to embed videos to the slide (Caution)
AVI format is preferred

Naming convention
Use short file names
Following characters cannot be used in naming a ppt file: @, #, &, =, ?, $, /, , ;.
8 letter word is preferred
Following characters can be used in the naming convention: alphabets, number (0-9), _ , etc.

Saving format options in 2003
PPT
PPS
GIFF
JPEG
RTF
Windows metafile
Design template

Saving format options in 2007
.pptx – default format
.potx – template
.potm – Macro enabled template
.ppsx – slide show
.ppsm – Macro enabled show
.pptm – To save VB enabled macros
.thmx – theme
.ppt – will open with older versions

Protecting your slide
Pass word protection
IRM rights
Saving slides as image and recreating the presentation

Setting file properties

Optimizing presentation
Avoid using excessive embedded sounds
Avoid using TIFF images
Choose insert image option over dragging and pasting
Recycle images by adding them to slide master rather than individual slides
Compress images to optimize presentation further

Printing slides
Color printing – will show background color well
Gray scale printing – Inexpensive way of printing PowerPoint slides. Graphic portions of the slides will also get printed
Black & white – Printing is fast. Suitable for slides that don’t contain excessive images. Non text images appear pitch black

Converting PPT to flash
Flash runs in all computers
Useful for web based presentation
Free converters are available : iSpring PowerPoint to flash converter
Flash files cannot be plagiarized

PowerPoint to flash converter

Name the capital city of India Chennai Calcutta New Delhi

For those who don’t want scripts
Name the capital of India
Chennai
Calcutta
New Delhi

Congratulations that is the correct answer

Sorry that was wrong. Try again.

Thankyou

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How to make efficient powerpoint slides

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