Effective use of power point as a presentation tool
Effective Use ofPowerPoint as a Presentation Toolhttp://eglobiotraining.com/
Contents:• Rules for the Effective Use of PowerPoint Presentations• Ten Secrets For Using PowerPoint Effectively• A video of Prof. Erwin using a PowerPoint presentation in his discussion http://eglobiotraining.com/
Rules for the Effective Use of PowerPoint Presentationshttp://eglobiotraining.com/
Limit the Number of Slides http://eglobiotraining.com/Keeping the message simple usually results in aneffective presentation. By designing a presentationthat contains just the essential information, itmakes it easier for the audience to listen, learn andact on the content. Effective presentationscontain an introduction, set of topic slides andthen a conclusion slide that summarizes the mainpoints of the presentation. Engaging presentationscontain complete, accurate, timely and applicablematerial. When presenting, effective presenterspend no more than a minute or two presentingeach topic. Then, the presenter can engage theaudience in conversation for the best results.
Pick an Appropriate Theme http://eglobiotraining.com/ Picking the right background, font (such as Arial)and font size to meet the needs of the audienceenhances the success of pleasing the viewers. Forexample, if the presentation will be viewed from faraway, increase the font size. If the presentationwill be part of a series of presentations, all of thefiles should rely on the same theme (from the"Design" menu, by choosing one the availablethemes). Keeping the background subtle makes iteasier for the viewer to see the slide contents.
Use Lists and Tables to Organize Information http://eglobiotraining.com/Effective presentation designers avoid includinglong paragraphs of text. Using lists consisting ofshort phrases that summarize the messageencourages the audience to listen to thepresentation rather than just look at the slides.Inserting tables of information to categorize thecontent helps the viewer quickly see a summary.Using background colors and block shapes canfurther focus attention on the most importanttopic. When the audience needs to interpretcomplex information, such as operationalmetrics, organizing the information into blockshelps reinforce the important points.
Use Relevant Visuals http://eglobiotraining.com/Using pictures, photos and multimedia elements toenhance the visual appeal typically makes apresentation more effective. However, usersshould ensure the graphics relate well. Addinglabels, arrows or captions on charts can furthercall attention to the important elements.Animation and screen builds help makepresentation slides effective because they adddetails at the right time, without overwhelming theuser. Using a time line, for example, helps viewersunderstand the deadlines and milestonesassociated with a project. Chart types such asbar, line and pie display data making it easy tointerpret.
Check Spelling and Grammar http://eglobiotraining.com/Using PowerPoints "Spelling" function fromthe "Review" menu helps ensure thepresentation contains no errors. Users shouldread aloud their slides while creating thepresentation to ensure there are nopunctuation and grammar problems either. ThePowerPoint "Thesaurus" and "Research"functions also provide a way for users toensure the presentations contain relevantdetails in order to tell a convincing story.
Ten Secrets For UsingPowerPoint Effectivelyhttp://eglobiotraining.com/
1. Start by creating an outline http://eglobiotraining.com/The most important part of any presentation is thecontent, not the graphical appeal. That is why youshould develop your presentation with the contentfirst, before deciding on the look(colors, graphics, etc.) Create a good structure foryour presentation by reflecting on the goal of thepresentation, what your audience is thinking rightnow, and what points you need to make in order tomove the audience from where they are to whereyou want them to be. Write an outline on paper oruse sticky notes so you can move ideas around. Bycreating an outline first, you ensure that thecontent of your presentation is solid before youconcern yourself with the visual elements.
2. Use Contrasting Colors http://eglobiotraining.com/If you want your audience to be able to see whatyou have on the slide, there needs to be a lot ofcontrast between the text color and thebackground color. I suggest a dark backgroundwith light text – I usually use a medium to dark bluebackground and white or yellow letters. Someprefer a light background and dark letters, whichwill also work well – which you choose will dependon personal preference. Don’t think that justbecause the text looks fine on your computerscreen that it will look fine when projected. Mostprojectors make colors duller than they appear on ascreen, and you should check how your colors lookwhen projected to make sure there is still enoughcontrast.
3. Use a big enough font http://eglobiotraining.com/When deciding what font size to use in yourpresentation, make sure it is big enough so that theaudience can read it. I usually find that any fontsize less than 24 point is too small to be reasonablyread in most presentation situations. I wouldprefer to see most text at a 28 or 32 point size, withtitles being 36 to 44 point size. The only reason Iwould use a font less than 24 point is when addingexplanatory text to a graph or diagram, where youcould use a 20 point font size. If you are given asmall screen in a big room, your font will looksmaller because the image will not be as big as itshould be. In this case, see if you can get a largerscreen, use a wall instead of a screen to projecton, move the chairs closer to the screen or removethe last few rows of chairs.
4. Stop the moving text http://eglobiotraining.com/When text comes on the screen, we want theaudience to read the text, then focus back on thepresenter to hear the message. If the text movesonto the screen in any way – such as flying in, spiralor zooming – it makes it harder for the audiencemembers to read since they have to wait until thetext has stopped before they can read it. Thismakes the presenter wait longer between eachpoint and makes the audience members focus moreon the movement than on what is being said. Isuggest the use of the “Appear” effect, which justmakes the text appear and is the easiest for theaudience to read.
5. Turn the pointer off http://eglobiotraining.com/During a presentation, it is very annoying to havethe pointer (the little arrow) come on the screenwhile the presenter is speaking. It causes movementon the screen and draws the audience attentionfrom the presenter to the screen. The pointercomes on when the mouse is moved during thepresentation. To prevent this fromhappening, after the Slide Show view hasstarted, press the Ctrl-H key combination. Thisprevents mouse movement from showing thepointer. If you need to bring the pointer on screenafter this, press the A key. If the pointer doesappear during your presentation, resist the urge topress the Escape key – if you do, it will stop thepresentation and drop you back into the program.Press the A key or Ctrl-H to make the pointerdisappear.
6. Use visuals instead of text slides http://eglobiotraining.com/Every two years I ask audiences what annoys themabout bad PowerPoint presentations. The latestsurvey confirms that audiences are more fed upthan ever with the overload of text on slides.Instead of using slides that only contain text, usevisuals such as graphs, diagrams, photos and mediaclips to engage the audience.
7. Have Slides at the End of Your Presentation http://eglobiotraining.com/The last slide you speak to should not be the lastslide in your presentation file. You should havethree identical copies of your last speaking slide sothat if you accidentally advance one too manytimes at the end of your presentation, youraudience never knows because you don’t drop intothe program, the slide looks like it has not changed.After these slides, you should include some slidesthat answer questions that you expect to be asked.These slides will be useful during Q&A sessionsafter the presentation. The final slide should be ablank slide so that if you go through all the otherslides, you have a final backup from dropping intothe program.
8. Be able to Jump to Any Slide http://eglobiotraining.com/PowerPoint has a feature that allows you to beable to move quickly and seamlessly to any slide inyour presentation. To do so, you need to know theslide numbers. The easiest way to print a list of theslide numbers and associated slide titles is to go tothe Outline View and collapse the details for eachslide (there is a button on the left side of thescreen in this view that will do this). Then print theview. To jump to any slide, just enter the slidenumber on the keyboard and press the Enter key.This will move you directly to that slide. Thistechnique is very useful for moving to a preparedQ&A slide or for skipping parts of yourpresentation if time becomes an issue.
9. Blank the screen http://eglobiotraining.com/Sometimes we want the image on the screen todisappear so that the audience is focused solely onthe presenter. There are two ways to do this. Thefirst is if you want to blank the screen with a blackimage, similar to shutting the projector off (weused to do this all the time with overheadprojectors by just shutting the projector off). Justpress the period key (.) on the keyboard and theimage is replaced with a black image. Press theperiod key again and the image is restored.
10. Draw on the screen during a presentation http://eglobiotraining.com/Sometimes it can be valuable to be able todraw on the screen during your presentation toillustrate a particular point or item. This can bedone in the following way. Press the Ctrl-P keycombination to display a pen on the screen.Then, using the left mouse button, draw on theslide as you wish. To erase what you havedrawn, press the E key. To hide the pen, pressthe A key or the Ctrl-H key combination.
A video of Prof. Erwin using aPowerPoint presentation in his discussion