Using PowerPoint to Design Effective Presentations THE CAIN PROJECT Power Point Etiquette

What shall we Learn Getting Started with Design Template Displaying Colour Displaying Text Animating Presenting

Getting Started with Design

Template

Displaying Colour

Displaying Text

Animating

Presenting

Text & Content Text Facilitates presentation Reinforces key terms and concepts Images Complement presentation Illustrate or highlight main points Tables and Graphs Support presentation Present information in a visually appealing way

Text

Facilitates presentation

Reinforces key terms and concepts

Images

Complement presentation

Illustrate or highlight main points

Tables and Graphs

Support presentation

Present information in a visually appealing way

Getting Started Create a slide show with storyboards not a script

Create a slide show with storyboards not a script

Choosing a Design Template Avoid templates with themes that don’t fit your information If your content includes images, avoid templates with large background graphics Streamlined templates with minimal background graphics present a professional image

Content of A Slide Purpose Complement speaker Talk ≠ technical report Density 7 lines/page 4 words/line

Purpose

Complement speaker

Talk ≠ technical report

Density

7 lines/page

4 words/line

Speaker Reads Slides A speaker may put his entire presentation on his slides. He turns his back to the audience and reads the slides aloud. Perhaps he feels this approach guarantees all the information will get to the audience. This may be the most annoying way to give a presentation. Audience members feel insulted: they already know how to read! They wonder why the lecturer doesn’t simply hand out a copy of the slides. The visual presentation dominates the presenter. The presenter is not adding any value to what is on the slides.

A speaker may put his entire presentation on his slides. He turns his back to the audience and reads the slides aloud. Perhaps he feels this approach guarantees all the information will get to the audience.

This may be the most annoying way to give a presentation. Audience members feel insulted: they already know how to read! They wonder why the lecturer doesn’t simply hand out a copy of the slides.

The visual presentation dominates the presenter. The presenter is not adding any value to what is on the slides.

Speaker Interprets Slides Slides dominate Provide all content Audience’s attention Speaker supports Faces slides Helps audience understand

Slides dominate

Provide all content

Audience’s attention

Speaker supports

Faces slides

Helps audience understand

Slides Enhance Speaker Speaker dominates Faces audience Provides content Slides support speaker Reinforce message Orient listeners

Speaker dominates

Faces audience

Provides content

Slides support speaker

Reinforce message

Orient listeners

type of room Dimly-lit room: use dark back ground and light text and visual Well-lit room: use light back ground and dark text and visual

Dimly-lit room: use dark back ground and light text and visual

Well-lit room: use light back ground and dark text and visual

Wall of White Increases glare Causes eyestrain Distracts from speaker

Increases glare

Causes eyestrain

Distracts from speaker

Red/Blue Conflict Red letters on blue background creates “flicker effect” Blue letters on red background just as bad

Color Wheel Primary colors (outside) Secondary colors (inside – combine adjacent primary colors)

Primary colors (outside)

Secondary colors (inside – combine adjacent primary colors)

Readability Make sure people in the back can read it! High contrast between text and background Be careful with busy backgrounds This is good This is not good This is good This is not good

Make sure people in the back can read it!

High contrast between text and background

Be careful with busy backgrounds

Choose Color Carefully Similar intensities draw attention but make details hard to see. Strong, clean contrast draws attention, makes details easy to see

Low Contrast White on yellow Yellow on white Black on blue Blue on black

Make It Clear (Colours) Use contrasting colours Light on dark vs dark on light Use complementary colours

Use contrasting colours

Light on dark vs dark on light

Use complementary colours

Fonts can express a mood Comic sans is a gentle font BettysHand is very relaxed Diner makes you think of the 1950’s Tinkertoy is a good elementary font Schools often use the Kids font Century Schoolbook is a formal font Don’t let the font become distracting!

Comic sans is a gentle font

BettysHand is very relaxed

Diner makes you think of the 1950’s

Tinkertoy is a good elementary font

Schools often use the Kids font

Century Schoolbook is a formal font

Don’t let the font become distracting!

Project a Clear Font easy to read in printed documents Times New Roman Palatino And Verdana Serif easy to see projected across the room Arial Helvetica Geneva Sans serif

easy to read in printed documents

Times New Roman

Palatino

And Verdana

easy to see projected across the room

Arial

Helvetica

Geneva

Sanserif Z Serif Z Make It Clear (Fonts) busy clear

Sanserif Z

Serif Z

Use sans serif fonts. Sans serif: Arial, 24-pt Involvement The importance of a topic to the speaker. Serif: Bookman, 24-pt Involvement The importance of a topic to the speaker.

Sans serif: Arial, 24-pt

Information about fonts Type can express moods and emotions as well as images can Type can be serious and business-like Don’t let the typeface contradict your message No more than 3 fonts in no more than 4 sizes during a presentation

Type can express moods and emotions as well as images can

Type can be serious and business-like

Don’t let the typeface contradict your message

No more than 3 fonts in no more than 4 sizes during a presentation

Serif fonts are difficult to read on screen Sanserif fonts are clearer Italics are difficult to read on screen Normal or bold fonts are clearer Underlines may signify hyperlinks Instead, use colours to emphasise Make It Clear (Fonts)

Serif fonts are difficult to read on screen

Sanserif fonts are clearer

Italics are difficult to read on screen

Normal or bold fonts are clearer

Underlines may signify hyperlinks

Instead, use colours to emphasise

Make It Clear (Capitalisation) ALL CAPITAL LETTERS ARE DIFFICULT TO READ Upper and lower case letters are easier

ALL CAPITAL LETTERS ARE DIFFICULT TO READ

Upper and lower case letters are easier

HOW ABOUT CAPITAL LETTERS ? Make limited use of all capital letters Our eyes need to capture the shapes of the letters above and below the line Words in all capital letters have nearly the same visual shape What does this say….

Make limited use of all capital letters

Our eyes need to capture the shapes of the letters above and below the line

Words in all capital letters have nearly the same visual shape

What does this say….

Make It Big

Make it Big (Text) This is Arial 12 This is Arial 18 This is Arial 24 This is Arial 32 This is Arial 36 This is Arial 44

This is Arial 12

This is Arial 18

This is Arial 24

This is Arial 32

This is Arial 36

This is Arial 44

Make It Big (How to Estimate) Look at it from 2 metres away 2 m

Look at it from 2 metres away

Make It Clear (Numbers) Use numbers for lists with sequence For example: How to put an elephant into a fridge? 1. Open the door of the fridge 2. Put the elephant in 3. Close the door

Use numbers for lists with sequence

For example:

How to put an elephant into a fridge?

1. Open the door of the fridge

2. Put the elephant in

3. Close the door

Make It Clear (Numbers) How to put a giraffe into a fridge? 1. Open the door of the fridge 2. Take out the elephant 3. Put the giraffe in 4. Close the door

How to put a giraffe into a fridge?

1. Open the door of the fridge

2. Take out the elephant

3. Put the giraffe in

4. Close the door

Make It Clear (Bullets) Use bullets to show a list without Priority Sequence Hierarchy, …..

Use bullets to show a list without

Priority

Sequence

Hierarchy, …..

Typical Eye Movement Upper left Upper right Lower left Lower right Z

Upper left

Upper right

Lower left

Lower right

Eye Flow The eye flows from top left to bottom right and spends 60% of time on the top half of leaflet 15% 25% 25% 35% of time spent reading this area The eye flows from top left to bottom right and spends 60% of time on the top half of leaflet

Complicated Derivation

Good Illustration Complicated Derivation Number of processors Memory needed per processor Memory Size Scales poorly Scales well

Mixing Important/ Unimportant Words The isoefficiency and the scalability metrics of a parallel algorithm are crucial The typical parallel computers of the future will have thousands of CPUs and terabytes of RAM

The isoefficiency and the scalability metrics of a parallel algorithm are crucial

The typical parallel computers of the future will have thousands of CPUs and terabytes of RAM

Important Words Only Crucial metrics Isoefficiency Scalability function Future systems Thousands of CPUs Terabytes of RAM

Crucial metrics

Isoefficiency

Scalability function

Future systems

Thousands of CPUs

Terabytes of RAM

Unbalanced Lists Speedup Sequential time Parallel time Parallel computations Parallel overhead Efficiency

Speedup

Sequential time

Parallel time

Parallel computations

Parallel overhead

Efficiency

Balanced Lists Speedup Expresses time reduction Sequential time, parallel time, overhead Efficiency Expresses processor utilization Speedup, number of processors

Speedup

Expresses time reduction

Sequential time, parallel time, overhead

Efficiency

Expresses processor utilization

Speedup, number of processors

Grammatical Parallelism Not Parallel: Criteria to Assess Alarm System Price Effectiveness How easily the alarm could be installed Parallel: Criteria to Assess Alarm System Price Effectiveness Ease of installation

Not Parallel:

Criteria to Assess Alarm System

Price

Effectiveness

How easily the alarm could be installed

Parallel:

Criteria to Assess Alarm System

Price

Effectiveness

Ease of installation

Use Parallelism Not Parallel: Lyse cells in buffer 5 minute centrifuging Supernatant is removed Parallel: Lyse cells in buffer Centrifuge for 5 minutes Remove supernatant

Not Parallel:

Lyse cells in buffer

5 minute centrifuging

Supernatant is removed

Parallel:

Lyse cells in buffer

Centrifuge for 5 minutes

Remove supernatant

“ Fly In” Fails Could you read this? How about this one? Maybe the third time is the charm!

Could you read this?

How about this one?

Maybe the third time is the charm!

“ Wipe from Left” Works Less distracting Reduces eye movement Increases readability

Less distracting

Reduces eye movement

Increases readability

Displaying Visuals

GRAPHICS Standard Personalized

GRAPHICS Tired and overworked clipart Fresh and memorable photo

Displaying Visuals Select visuals purposefully What visuals illustrate a point? Make a claim? Help to prove an argument? Design easy-to-read visuals Are the visuals easy to read by all members of your audience?

Select visuals purposefully

What visuals illustrate a point? Make a claim? Help to prove an argument?

Design easy-to-read visuals

Are the visuals easy to read by all members of your audience?

Displaying Visuals Insert needed visuals Use color Resize appropriately Draw attention That was purely gratuitous!

Insert needed visuals

Use color

Resize appropriately

Draw attention

Animating: Tips Custom animation allows you to animate text, visuals, or line work Custom animation should be used purposefully (and sparingly!) Animating should help audience comprehend your message Don’t animate solely for aesthetic purposes

Custom animation allows you to animate text, visuals, or line work

Custom animation should be used purposefully (and sparingly!)

Animating should help audience comprehend your message

Don’t animate solely for aesthetic purposes

Supplement presentation Simple and clear Outline of main points Serve audience’s needs not of speaker’s Visual Aids Should…

Supplement presentation

Simple and clear

Outline of main points

Serve audience’s needs not of speaker’s

Theme Tone Support Visuals Story Data Closing Presentation Flow Point Point Point Point Point

A. Key point B. Key assertions C. Sub - assertions D. Evidence The Point Assertion 2 A Pyramid Structure Assertion 1 The Point Assertion 2 Assertion 1

Pyramid Principle” requires you to begin with the insight or conclusion and then follow up with the support Mint candy consumption is expected to grow rapidly over the next five years Current capacity will reach maximum next year May want to add capacity meet demand We should consider adding capacity to meet growing demand Mint candy market is expected to grow rapidly over the next five years (CAGR 30%) Our capacity will reach maximum next year Reverse your logic flow

Mint candy consumption is expected to grow rapidly over the next five years

Current capacity will reach maximum next year

May want to add capacity meet demand

We should consider adding capacity to meet growing demand

Mint candy market is expected to grow rapidly over the next five years (CAGR 30%)

Our capacity will reach maximum next year

Subliminal Messages Orientation Motion

Orientation

Motion

Message: Decline

Message: Improvement

Message: Bad Event

Message: Good Event

Here are some of the things many listeners want from a talk:

Change in Thinking Higher level of understanding Change in Performance Change in Behavior Learning