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Presentation SimplifiedMohamed Aslam. H | Multimedia EngineerAcademic Staff College, VIT University, Vellore – 632 014http://www.facebook.com/presentation.simplified

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Presentation is support tool to be used where speech plusmultimedia works better than speech alone.Our short-term memory can only hold a very limited amount ofinformation at one time. The brain processes presentationsthrough two channels; a visual channel and an auditorychannel. PowerPoint presentations helps the way the brain worksin both auditory and visual channels. Effective presentations are made to persuade, inform and inspire.

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What makes PowerPoint different?PowerPoint organizes and stores ideas as slides.PowerPoint is a multimedia tool that allows you to usestunning visuals graphics, charts, diagrams, photos andartwork, plus video film clips, sound effects, soundtracks, and narration.Microsoft Office PowerPoint2007 helps to create high-impact, dynamicpresentations without thehelp of a designprofessional.

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7 steps for successful presentation1. Define Your Purpose2. Profile Your Audience3. Structure Your Story4. Add Impact Needs visuals and stories5. Rehearse Until Perfect6. Deliver with Style7. Review and Revise The best presenters learnfrom their mistakes by continually evaluatingtheir performance.

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Define your PurposeUse sharp, punchy titles which will help you clarify yourpurpose.Summarize your key messageInformative presentation must be built on logical, clearsequence of ideas, and the points must be presented in aneasy-to-remember pattern.Use Logic and Evidencebecause Professionals such asengineers will hunt for any flaw inyour logic.

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Create a clear, simple structure Avoid complexity. Usesupporting charts and visual aids where you need toexplain complex ideas and processes.Use analogies, models, and pictures to explain difficultconcepts and create memorable images.Use a numbered list. the easiest and often the mostpowerful way to group information.Don’t drown audience withyour data and information.

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Structure your story PreviewYour introduction should grab your listeners’ attention andprovide an overview of what’s to come. ViewState your point of view, make three to five points andsupport them with evidence and illustrations. ReviewA strong conclusion with keypoints, includes a wrap-upstory, and finishes with a callfor action.

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Next ! The impact…

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PowerPoint MagicDesign and deliver persuasive PowerPoint

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Visuals75% of what we learn comes to us through our eyes,13 percent through our ears, and 12 percent through smell, taste,and touch. The University of Minnesota and 3M research discoveredthat the presenters who use visuals are 43 percent more persuasivethan those who don’t.In PowerPoint, less is more. If you fill your slide with screeds oftext, you make it impossible for your viewer’s brain’s visual channelto absorb and interpret your visuals.Visuals Increase Message RetentionVisuals increase memorability. Mostlisteners forget what a speaker sayswithin minutes of leaving a presentation.But they do remember a visual in graphicdetail weeks, even months later.

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Convert words into VisualsFacts - Start by gridding your facts into a table [use Zebratables to differentiate each rows and columns]Procedures - Ask how you could draw this procedure asa series of stepsProcesses - Lay the process out as a simple flow chartPrinciples - Try simulating theprinciple as a visual modelConcepts – Present with asimple visual analogy

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How to convert words into VisualsChronological story starting with past achievements,moving onto current achievements, and finishing withfuture plans. 3D 3D

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3DCircular flow diagram 3DJigsaw Puzzle Pieces

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ColorsBecause of the literally millions ofcolor choices, presenters need tounderstand why some colors workand why other color combinationsdon’t. To persuade effectively, youalso need to understand thepsychology of color and how toadapt your color choice to aparticular audience.A 3M study found color was one of the prime reasonspresentation visuals have such a big impact compared toblack and white. Color can add impact, create interest, andfocus the eye.

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ColorsColor PersuadesColor advertisements attract up to 80 percent more readers. Sales ofadvertised products increase by over 50 percent when color is used.The retention of the ad content increases 55 to 80 percent with color.Colors Evoke EmotionsNothing evokes a mood quicker than color. Colors stimulate anemotional response. Color combinations can smooth, stimulate orcharm.Too Many Colors ConfuseThe biggest mistake presenters make with color is to use many colors.Too many colors cause confusion. Two different colors of text with onebackground color usually works best. To unify your presentation, itusually pays to use the same background color for all of your visuals.

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Color AssociationsThe color we select affects us subconsciously andcommunicates subliminal signals about mood. Here are some ofthe common meanings we associate with different colors.

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How Different Audiences Interpret Colors

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Managing ColorsLight text on a dark background Light Text hereDark text on a light background Light Text hereAvoid using Dark text on a dark background colorSelect one or two support colorscombinationSelect a dominant or primarycolor which reflects that moodConsider making this yourbackground slide color

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TextThe way you format and present your text willhave a big impact on your presentation.Consider using Tahoma or Verdana as analternative to ArialAs an alternative to Times New Roman, tryGeorgia. It looks clean, is crisp, and is easy toread.Consider using Tahoma for the headline andGeorgia for the text.If you can’t avoid using lots of text, use a serifface for all your body text.

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Terrific TextOne of the biggest design sins of Power-Point creators is to make texttoo large or too small. Type that is too large looks ugly and clumsy.Type that is too small looks cramped and can’t be read.Underlining text can be very useful if you want to show changes in aparagraph. But again, be discreet.Increase your line spacing: The extraline spacing makes it easier for the viewer toseparate individual words.Italicized text often looks great onthe computer screen but is oftenunreadable when projected. Becauseitalicized text is more difficult to read thannormal text, the type size may need to beenlarged.

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BulletsUnless there is a compelling reason, stick with the regular circleand square bullet points. In most cases, they look more professionalMake your bullets the same size as the text type. But somedesigners think bullets look better when they are one or twopoints less the rest of the textDon’t place your text hard up against the bullet. Add at least oneextra space between a bullet and the textConsider coloring the bullet to add visual interest. Dark red andblue bullets always look good with black textAlign lists on the left vertically. Leave the right margin ragged orunjustified

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BulletsPlace the most important points at the top of the list. That’swhere viewers look for themSlash all unnecessary wordsCapitalize the first letter in a list. But never use all caps foran entire entry or listDon’t punctuate lists with periods or fullstops. Most slides don’t need them to separateout blocks of textReplace bullets with numbers where theorder is critical for meaning. Step, by stepinstructions usually need numbers to makesense.

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Using StatisticsUse Credible SourcesMake your statistics credible by citing authoritative, unbiased sources.Make Your Numbers UnderstandableLarge numbers are especially difficult to understand. For example, thedifference between one million and one billion.Round off numbers to improve recall. It is much easier tovisualize and remember three million than 3,168,758. About30 percent is easier to remember than 31.69 percent.

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Using StatisticsOne Point Per Slide Slide One While revenues are currently rising, they are likely to fall sharply. Slide Two In the meantime, expenditures continue to increase. Slide Three The current surplus is about to turn into a long-term deficit.

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Wow in Charts, Bar and Line GraphsSelect the Appropriate Chart. There are sevencommon chart types.1. Pie charts2. Horizontal bar charts3. Vertical or column charts4. Line charts5. Area charts6. Dot charts (or scatter diagrams)7. Tables

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Use PIE charts for percentagesConsider adding a third dimension (3D) to give the piethe impression of being solid. 3D

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BAR chartsUse Contrasting ColorsUse a contrasting color or shade to highlight the most important bar and reinforce themessage title.Limit the Number of BarsIf practical, keep the number of bars to five or fewer. Five or fewer bars are much easierto read and interpret. Bars can be any width. However, white space between the barsmakes them easier to distinguish. 3D

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Line charts 3D

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Area charts 3D Allow Extra Time for Viewing Area charts are most difficult to interpret than pie and bar charts, so give your audience extra time for comprehension.

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Don’ tsRemove unrelated visual elements, extras like video clips, music, sounds,animated gifs, and clipartRemove heavy, pictorial backgrounds or animated slides can confuse or distractyour audience from your key points. Wherever possible, limit the animation on yourslide template to your title.Remove all corporate logos except the one on the title page.Do not use Complex Diagrams which cause confusionAvoid Cheap Clip Art, low quality images [Pay for/ buy high quality images, clipartfrom internet]Don’t present more than one slide every two minutes and Present no morethan ten slides in thirty minutes. Remember whatever you do, your audience willforget over 80 percent of what you present within twenty-four hours. So your task isto focus in on the 20 percent of critical content they need to remember.Avoid jerks while placing headlines, images, graphs in each slides

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