PowerPoint, when displayed via a projector, is a useful tool forshowing audiences things that enhance what the speaker is saying.It is a useful tool for illustrating the content of a speech, such as byshowing photos, graphs, charts, maps, etc., or by highlightingcertain text from a speech, such as quotations or major ideas. Itshould not be used as a slide-show outline of what the speaker istelling the audience.
Slides used in a presentation should be spare, in terms of how muchinformation is on each slide, as well as how many slides are used. A rule ofthumb is to put no more than eight lines of text on a slide, and with nomore than eight to ten words per line. In most cases, less is more, so fourlines of text is probably better. Don’t display charts or graphs with a lot ofinformation—if it’s useful for the audience to see such things, pass them outas handouts.
Unless you’re an experienced designer, don’t use thetransition and animation “tricks” that are built intoPowerPoint, such as bouncing or flying text. By now, mostpeople roll their eyes when they see these things, and thesetricks add nothing of value to a presentation.
Start by creating an outline- The most important part of any presentation is thecontent, not the graphical appeal. That is why you should develop your presentationwith the content first, before deciding on the look (colors, graphics, etc.) Create a goodstructure for your presentation by reflecting on the goal of the presentation, what youraudience is thinking right now, and what points you need to make in order to move theaudience from where they are to where you want them to be. Write an outline on paperor use sticky notes so you can move ideas around. By creating an outline first, youensure that the content of your presentation is solid before you concern yourself withthe visual elements.
Use Contrasting Colours- If you want your audience to be able to see what you have onthe slide, there needs to be a lot of contrast between the text color and the background color. Isuggest a dark background with light text – I usually use a medium to dark blue backgroundand white or yellow letters. Some prefer a light background and dark letters, which will alsowork well - which you choose will depend on personal preference. Don’t think that just becausethe text looks fine on your computer screen that it will look fine when projected. Mostprojectors make colors duller than they appear on a screen, and you should check how yourcolors look when projected to make sure there is still enough contrast. To check that yourcolors have enough contrast, use the Color Contrast Calculator.
Stop the moving text- When text comes on the screen, we want the audience toread the text, then focus back on the presenter to hear the message. If the text movesonto the screen in any way – such as flying in, spiral or zooming – it makes it harderfor the audience members to read since they have to wait until the text has stoppedbefore they can read it. This makes the presenter wait longer between each pointand makes the audience members focus more on the movement than on what isbeing said. I suggest the use of the "Appear" effect, which just makes the text appearand is the easiest for the audience to read.
Use visuals instead of text slidesEvery two years I ask audiences what annoys them about badPowerPoint presentations. The latest survey confirms that audiencesare more fed up than ever with the overload of text on slides. Instead ofusing slides that only contain text, use visuals such as graphs, diagrams,photos and media clips to engage the audience. Ive developed a five-step method for creating persuasive visuals in my book The Visual SlideRevolution.
Have Slides at the End of Your PresentationThe last slide you speak to should not be the last slide in your presentation file. You shouldhave three identical copies of your last speaking slide so that if you accidentally advanceone too many times at the end of your presentation, your audience never knows becauseyou don’t drop into the program, the slide looks like it has not changed. After these slides,you should include some slides that answer questions that you expect to be asked. Theseslides will be useful during Q&A sessions after the presentation. The final slide should be ablank slide so that if you go through all the other slides, you have a final backup fromdropping into the program.
Be able to Jump to Any Slide- PowerPoint has a feature that allows you to beable to move quickly and seamlessly to any slide in your presentation. To do so, youneed to know the slide numbers. The easiest way to print a list of the slide numbersand associated slide titles is to go to the Outline View and collapse the details foreach slide (there is a button on the left side of the screen in this view that will dothis). Then print the view. To jump to any slide, just enter the slide number on thekeyboard and press the Enter key. This will move you directly to that slide. Thistechnique is very useful for moving to a prepared Q&A slide or for skipping parts ofyour presentation if time becomes an issue.
Blank the screen- Sometimes we want the image on the screen to disappear so that the audience is focused solely on the presenter. There are two ways to do this. The first is if you want to blank the screen with a black image, similar to shutting the projector off (we used to do this all the time with overhead projectors by just shutting the projector off). Just press the B key on the keyboard and the image is replaced with a black image. Press the B key again and the image is restored. If you want to use a white image instead of a black image, press the W key each time.
Draw on the screen during a presentation- Sometimes it can be valuableto be able to draw on the screen during your presentation to illustrate aparticular point or item. This can be done in the following way. Press theCtrl-P key combination to display a pen on the screen. Then, using the leftmouse button, draw on the slide as you wish. To erase what you have drawn,press the E key. To hide the pen, press the A key or the Ctrl-H keycombination
Above all, use high-contrast color schemes so that whatever is on yourslides is readable. Unless you are a talented graphic designer, use thetemplates that come with PowerPoint or Keynote, and keep it simple—highconcept design in a slide presentation doesn’t help in most circumstances,unless you’re in the fashion or design fields. If you use graphics or photos,try to use the highest quality you can find or afford—clip art and low-resolution graphics blown up on a screen usually detract from apresentation.
Rehearse your PowerPoint presentation and not just once. Don’tlet PowerPoint get in the way of your oral presentation, and makesure you know how it works, what sequence the slides are in, howto get through it using someone else’s computer, etc. Make surethat you can deliver your presentation if PowerPoint is completelyunavailable; in other words, make sure you can give your speechwithout your PowerPoint presentation.
Get used to using black slides. There are few speeches that needsomething displayed on the screen all the time. If you include a blackslide in your presentation, your audience will refocus on you, ratherthan on the screen, and you can direct them back to the screen whenyou have something else to show them. Put a black screen at the end ofyour presentation, so that when you’re done, the PowerPointpresentation is finished and off the screen.
Concentrate on keeping the audience focused on you, not on the screen.You can do this by using slides sparingly, standing in front of the audiencein a way that makes them look at you, and, if possible, going to the screenand using your hand or arm to point out things on a slide. If you expect tobe using PowerPoint a lot, invest in a remote “clicker” that lets you get awayfrom the computer and still drive your presentation. If you don’t have one ofthose, it’s better to ask someone to run the presentation than to be behind ascreen and keyboard while you talk.
If you show something on a computer that requires moving thecursor around, or flipping from one screen to another, or some othertechnique that requires interaction with the computer itself, rememberthat people in the audience will see things very differently on theprojection screen than you see them on the computer screen.
Keep motion on the screen to a minimum, unless you’re showing amovie or a video. It’s better to show a static screenshot of a Web page,embedded on a slide, than to call up the Web page in a browser on acomputer. If you want to point out something on a Web page, go to thescreen and point at it—don’t jiggle the cursor around what you wantpeople to look at: their heads will look like bobble-headed dolls.
Don’t “cue” the audience that listening to your speech means gettingthrough your PowerPoint presentation. If the audience sees that yourPowerPoint presentation is the structure of your speech, they’ll startwondering how many slides are left. Slides should be used asynchronouslywithin your speech, and only to highlight or illustrate things. Audiences arebored with oral presentations that go from one slide to the next until theend. Engage the audience, and use slides only when they are useful.
THANK YOU !!Submitted by: Kristelle Gregorio BM12103