Effective use of power point as a presenting tool


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Effective use of power point as a presenting tool

  1. 1. Effective Use of PowerPoint as aPresentation Tool http://eglobiotraining.com/
  2. 2. ContentsRules for the Effective Use of PowerPoint Presentation Ten Secrets For Using PowerPoint Effectivelyhttp://eglobiotraining.com/
  3. 3. Effective Use of PowerPoint as aPresentation Toolhttp://eglobiotraining.com/
  4. 4. Limit the Number of Slides http://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.
  5. 5. Pick an Appropriate Theme http://eglobiotraining.com/Picking the right background, font (such as Arial) andfont size to meet the needs of the audience enhancesthe success of pleasing the viewers. For example, ifthe presentation will be viewed from far away,increase the font size.If the presentation will be part of a series ofpresentations, all of the files should rely on the sametheme (from the "Design" menu, by choosing one theavailable themes). Keeping the background subtlemakes it easier for the viewer to see the slidecontents.
  6. 6. Use Lists and Tables to Organize Information http://eglobiotraining.com/ longEffective presentation designers avoid includingparagraphs of text. Using lists consisting of shortphrases that summarize the message encourages theaudience to listen to the presentation rather than justlook at the slides. Inserting tables of information tocategorize the content helps the viewer quickly see asummary.Using background colors and block shapes can furtherfocus attention on the most important topic. When theaudience needs to interpret complex information, suchas operational metrics, organizing the information intoblocks helps reinforce the important points.
  7. 7. Use Relevant Visuals http://eglobiotraining.com/Using pictures, photos and multimedia elements toenhance the visual appeal typically makes apresentation more effective. However, users shouldensure the graphics relate well. Adding labels, arrowsor captions on charts can further call attention to theimportant elements.Animation and screen builds help make presentationslides effective because they add details at the righttime, without overwhelming the user. Using a timeline, for example, helps viewers understand thedeadlines and milestones associated with a project.Chart types such as bar, line and pie display datamaking it easy to interpret.
  8. 8. Check Spelling and Grammar http://eglobiotraining.com/Using PowerPoints "Spelling" function from the"Review" menu helps ensure the presentation containsno errors. Users should read aloud their slides whilecreating the presentation to ensure there are nopunctuation and grammar problems either. ThePowerPoint "Thesaurus" and "Research" functions alsoprovide a way for users to ensure the presentationscontain relevant details in order to tell a convincingstory.
  9. 9. Ten Secrets ForUsing PowerPoint Effectivelyhttp://eglobiotraining.com/
  10. 10. Start by creating an outline http://eglobiotraining.com/The most important part of any presentation is the content, not thegraphical appeal. That is why you should develop your presentationwith the content first, before deciding on the look (colours, graphics,etc.)Create a good structure for your presentation by reflecting on thegoal of the presentation, what your audience is thinking right now,and what points you need to make in order to move the audiencefrom where they are to where you want them to be.Write an outline on paper or use sticky notes so you can move ideasaround. By creating an outline first, you ensure that the content ofyour presentation is solid before you concern yourself with the visualelements.
  11. 11. Use Contrasting Colourshttp://eglobiotraining.com/If you want your audience to be able to see what you have on theslide, there needs to be a lot of contrast between the text colour andthe background colour. I suggest a dark background with light text –I usually use a medium to dark blue background and white or yellowletters. Some prefer a light background and dark letters, which willalso work well – which you choose will depend on personalpreference. Don’t think that just because the text looks fine on your computerscreen that it will look fine when projected. Most projectors makecolours duller than they appear on a screen, and you should checkhow your colours look when projected to make sure there is stillenough contrast. To check that your colors have enoughcontrast, use the Color Contrast Calculator.
  12. 12. Use a big enough font http://eglobiotraining.com/When deciding what font size to use in your presentation, make sure it is bigenough so that the audience can read it. I usually find that any font size lessthan 24 point is too small to be reasonably read in most presentationsituations. I would prefer to see most text at a 28 or 32 point size, with titlesbeing 36 to 44 point size. The only reason I would use a font less than 24point is when adding explanatory text to a graph or diagram, where you coulduse a 20 point font size. If you are given a small screen in a big room, your font will look smallerbecause the image will not be as big as it should be. In this case, see if youcan get a larger screen, use a wall instead of a screen to project on, move thechairs closer to the screen or remove the last few rows of chairs. I’ve puttogether a chart that lists how far away the last row of your audience shouldbe based on the size of screen, font size and visual acuity testing -use the FontSize chart here.
  13. 13. Stop the moving text http://eglobiotraining.com/When text comes on the screen, we want the audienceto read the text, then focus back on the presenter tohear the message. If the text moves onto the screen inany way – such as flying in, spiral or zooming – itmakes it harder for the audience members to readsince they have to wait until the text has stoppedbefore they can read it. This makes the presenter waitlonger between each point and makes the audiencemembers focus more on the movement than on what isbeing said. I suggest the use of the “Appear” effect,which just makes the text appear and is the easiest forthe audience to read.
  14. 14. Turn the pointer off http://eglobiotraining.com/During a presentation, it is very annoying to have the pointer(the little arrow) come on the screen while the presenter isspeaking. It causes movement on the screen and draws theaudience attention from the presenter to the screen. Thepointer comes on when the mouse is moved during thepresentation. To prevent this from happening, after the Slide Show viewhas started, press the Ctrl-H key combination. This preventsmouse movement from showing the pointer. If you need tobring the pointer on screen after this, press the A key. If thepointer does appear during your presentation, resist the urgeto press the Escape key – if you do, it will stop thepresentation and drop you back into the program. Press theA key or Ctrl-H to make the pointer disappear.
  15. 15. Use visuals instead of text slides http://eglobiotraining.com/ Instead of using slides that only contain text,use visuals such as graphs, diagrams, photosand media clips to engage the audience. I’ve developed a five-step method forcreating persuasive visuals in my book TheVisual Slide Revolution.
  16. 16. Have Slides at the End of Your Presentation http://eglobiotraining.com/The last slide you speak to should not be the last slide inyour presentation file. You should have three identical copiesof your last speaking slide so that if you accidentallyadvance one too many times at the end of your presentation,your audience never knows because you don’t drop into theprogram, the slide looks like it has not changed. After theseslides, you should include some slides that answer questionsthat you expect to be asked. These slides will be usefulduring Q&A sessions after the presentation. The final slideshould be a blank slide so that if you go through all the otherslides, you have a final backup from dropping into theprogram.
  17. 17. Be able to Jump to Any Slide http://eglobiotraining.com/PowerPoint has a feature that allows you to be able to movequickly and seamlessly to any slide in your presentation. Todo so, you need to know the slide numbers. The easiest wayto print a list of the slide numbers and associated slide titlesis to go to the Outline View and collapse the details for eachslide (there is a button on the left side of the screen in thisview that will do this).Then print the view. To jump to any slide, just enter the slidenumber on the keyboard and press the Enter key. This willmove you directly to that slide. This technique is very usefulfor moving to a prepared Q&A slide or for skipping parts ofyour presentation if time becomes an issue.
  18. 18. Blank the screen http://eglobiotraining.com/Sometimes we want the image on the screen todisappear so that the audience is focused solely on thepresenter. There are two ways to do this. The first is ifyou want to blank the screen with a black image,similar to shutting the projector off (we used to do thisall the time with overhead projectors by just shuttingthe projector off). Just press the period key (.) on thekeyboard and the image is replaced with a blackimage. Press the period key again and the image isrestored.
  19. 19. Draw on the screen during a presentation http://eglobiotraining.com/Sometimes it can be valuable to be able to draw on thescreen during your presentation to illustrate aparticular point or item. This can be done in thefollowing way. Press the Ctrl-P key combination to display a pen onthe screen. Then, using the left mouse button, draw onthe slide as you wish. To erase what you have drawn,press the E key. To hide the pen, press the A key orthe Ctrl-H key combination.
  20. 20. When you employ these secrets to use PowerPoint effectively, you will greatly enhance your audience’s understanding of your message andhelp to make your presentation the best it can be. http://eglobiotraining.com/