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  1. 1. Using PowerPoint Effectively © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.
  2. 2. presentation © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.
  3. 3. presentation noun • the organization of visual details to create an overall impression • a verbal report presented with illustrative material © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.
  4. 4. Topics to be covered Tailoring presentations for audience Slide Design • Types of Slides • Data Slides • Impact/Conclusion Slides • Contrast • Color • Background • Font Size • Font Type • Animations • Reducing bullet points © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.
  5. 5. with great presentation skills comes great success © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.
  6. 6. How can we make impressive slides? © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.
  7. 7. © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.
  8. 8. lets follow some guidelines © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.
  9. 9. Before that, let’s assess ourselves on how good our PowerPoint skills are Exercise: Make a 3-slide deck on the following • ‘An activity/game/sport you are passionate about’ • You’ll be given 10 minutes for this • Feel free to use your creativity to the hilt • Keep in mind that simplicity is the key • Even a layman must be able to understand the content of your slides © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.
  10. 10. Time Estimate for Developing an important Presentation – What experts say Time (hrs) Activity 6 Research and collect input from the web, colleagues, and the industry. 1 Build an audience-needs map. 2 Generate ideas via sticky notes. 1 Organize the ideas. 1 Have colleagues critique or collaborate around the impact the ideas will have on audience. 2 Sketch a structure and/or a storyboard. 20 Build the slides in a presentation application. 3 Rehearse 36 Total © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.
  11. 11. Understand your audience © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.
  12. 12. How to make the most of PowerPoint  DESIGN:  • Text  o Maximum five lines of text per slide  o No more than 20-25 words per slide  o Mix upper and lower case letters  o Slides should not contain complete sentences  o Use short bullets that emphasize or reinforce what you are discussing  o 10 Second Rule – If it takes longer than 10 seconds to read the slide there is too  much content  • Font  o Use easier to read sans serif fonts such as: Arial, Tahoma, Verdana  o Avoid serif fonts such as: Courier, Times New Roman, and Garamond  o Use 44 font size for headings  o Use 38 font size for bulleted points  o Minimum of at least 28 size font  o Remember person in back of audience must be able to read text  • Color  o Avoid using black and white for the color of all slides  o Avoid background colors like red, yellow, and white  o Use dark background colors like blues and greens  o Always use bright colors for lettering such as white, yellow, and bright orange  o When designing charts make sure to use a contrast of colors  o Recommended that you use between 3-6 colors per slide  o Use color to help separate concepts.  o Highlight important information  o Presentations may look different when using an LCD projector. You may want to  test slides ahead of time © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.
  13. 13. How to make the most of PowerPoint  DESIGN:  • Text  o Maximum five lines of text per slide  o No more than 20-25 words per slide  o Mix upper and lower case letters  o Slides should not contain complete sentences  o Use short bullets that emphasize or reinforce what you are discussing  o 10 Second Rule – If it takes longer than 10 seconds to read the slide there is too  much content  • Font  o Use easier to read sans serif fonts such as: Arial, Tahoma, Verdana  o Avoid serif fonts such as: Courier, Times New Roman, and Garamond  o Use 44 font size for headings  o Use 38 font size for bulleted points  o Minimum of at least 28 size font  o Remember person in back of audience must be able to read text  • Color  o Avoid using black and white for the color of all slides  o Avoid background colors like red, yellow, and white  o Use dark background colors like blues and greens  o Always use bright colors for lettering such as white, yellow, and bright orange  o When designing charts make sure to use a contrast of colors  o Recommended that you use between 3-6 colors per slide  o Use color to help separate concepts.  o Highlight important information  o Presentations may look different when using an LCD projector. You may want to  test slides ahead of time © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.
  14. 14. How to make the most of PowerPoint  DESIGN:  • Text  o Maximum five lines of text per slide  o No more than 20-25 words per slide  o Mix upper and lower case letters  o Slides should not contain complete sentences  o Use short bullets that emphasize or reinforce what you are discussing  o 10 Second Rule – If it takes longer than 10 seconds to read the slide there is too  much content  • Font  o Use easier to read sans serif fonts such as: Arial, Tahoma, Verdana  o Avoid serif fonts such as: Courier, Times New Roman, and Garamond  o Use 44 font size for headings  o Use 38 font size for bulleted points  o Minimum of at least 28 size font  o Remember person in back of audience must be able to read text  • Color  o Avoid using black and white for the color of all slides  o Avoid background colors like red, yellow, and white  o Use dark background colors like blues and greens  o Always use bright colors for lettering such as white, yellow, and bright orange  o When designing charts make sure to use a contrast of colors  o Recommended that you use between 3-6 colors per slide  o Use color to help separate concepts.  o Highlight important information  o Presentations may look different when using an LCD projector. You may want to  test slides ahead of time © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. NO
  15. 15. Do not dump data in your slides. You won’t be listened to. © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.
  16. 16. © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. Tell the truth Data Slide Get to the point Pick the right tool for the job Highligh t what’s importa nt Keep it simple
  17. 17. 12% 10% 8% 6% 4% 2% 0% Available Fresh Water © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. Available Fresh Water Fresh water levels fell by 70%. Soon, we will run out of water to drink Comparison - Explanation Conclusion
  18. 18. Sales 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 10 8 6 4 2 0 1st Qtr 2nd Qtr Sales 3rd Qtr 4th Qtr 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr Pie Charts For showing large differences in proportion. Simplifies. Bar Graphs For larger data sets. More precise. Shows small differences too.
  19. 19. You want to show how Adobe NOIDA has a lot more employees than Adobe Bangalore. Which one would you choose to emphasize the vast difference? Employee Strength 1400 1200 1000 800 600 NOIDA Bangalore 0 © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 400 200 Employee Strength NOIDA Bangalore
  20. 20. You want your boss to choose the most recommended consultant. Which one of the following would you choose to represent the data? Consultants Step Consulting Middle Earth Consultants Planman Consulting Navgati Associates © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 27.5 27 26.5 26 25.5 25 24.5 24 23.5 23 22.5 Consultants Step Consulting Middle Earth Consultants Planman Consulting Navgati Associates
  21. 21. Which one would you choose if you wanted the audience to compare Q1 and Q2? 10 8 6 4 2 0 1st Qtr 2nd Qtr Sales 3rd Qtr 4th Qtr © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr 10 8 6 4 2 0 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr Sales 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr
  22. 22. © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. Effective Slides Arrangement Visual elements Movement
  23. 23. © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. Contrast
  24. 24. Good contrast between the background and the text color makes for comfortable reading © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.
  25. 25. In a presentation on the importance of non-conventional energy, which one would you choose if you want to illustrate the production of thermal and solar power over a period? And why? 1000 800 600 400 200 0 5/1/2002 8/1/2002 11/1/2002 2/1/2003 5/1/2003 8/1/2003 © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. Thermal power Solar Power 1000 800 600 400 200 0 5/1/2002 8/1/2002 11/1/2002 2/1/2003 5/1/2003 8/1/2003 Thermal power Solar Power
  26. 26. Some illustrations of how contrast can be used to emphasize on your point size shade India UK Peru Chile 3 Idiots color © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. Khiladi 786 Ek Tha Tiger Dabangg Gujarat Kerala Nagaland Virginia
  27. 27. © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.
  28. 28. Your choice of colors must be appropriate to the sensibilities of your audience, the subject of your presentation and the industry you belong to. Unfortunately, we couldn’t help the Earthquake victims and they died © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. Unfortunately, we couldn’t help the Earthquake victims and they died Asian Paints is the best solution for your new house. We have thousands of colors for you to choose Asian Paints is the best solution for your new house. We have thousands of colors for you to choose x x
  29. 29. Color Wheel explained © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.
  30. 30. What could be the reason of the color of the logos? © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.
  31. 31. background © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.
  32. 32. The background must complement the theme of your presentation © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. Do not include a background if you think it might not be necessary
  33. 33. © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.
  34. 34. adobe adobe serif sans © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. serif • Used in documents • For extensive reading • Eg: Times New Roman, Garamond, Bodoni • Used for headings • For short sentences • Eg: Adobe Clean, Arial, Verdana, Calibri In PowerPoint, prefer Sans Serif fonts
  35. 35. © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. Take Care of Font Size
  36. 36. Of course you don’t want to tell your audience, “Yeah you might not be able to read it, but…” © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. Ensure that the font size is large enough that far-seated audience can read X
  37. 37. Growth Progressive Positive © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. Reversal Regressive Negative Falling on the ground Natural To emphasize conformity Against gravity Unnatural To emphasize rebellion, flight, moving away Animation - Objects
  38. 38. Reducing Bullet Points - Improvization Step 1 Step 2 Step 3 • In 1990, 7% of the Earth’s water was fresh. • It’s just 4% now in 2013. • In 10 more years, we’ll run out of water to drink Fresh Water Content • 1990 - 7% • 2013 - 4% • 10 more years – 0~1% Reduce or remove the need for bullet points as much as possible © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.
  39. 39. Use these keys to blank out the screens white and black © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.
  40. 40. Because when you’re talking, their eyes must be on you, not the slides! © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.
  41. 41. USE PICTURES © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.
  42. 42. Sometimes you are compelled to use background images that don’t allow text to be clearly visible, like the one in this slide. In such cases, you can use semi transparent text boxes. Instructions: 1. Create a text box. 2. Enter text. 3. Right-click the text box, and go to ‘Format Shape’ 4. Go to the ‘fill’ tab and select ‘Solid Fill’ 5. Select the color of your choice, preferably a dark color 6. Increase the transparency to anywhere between 20-50% 7. Change the font color to ‘White.’ © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.
  43. 43. Sometimes, you can use a PENCIL and BOARD when you have to illustrate a trend, just to pass off as possessing mastery over the subject. Your audience will be impressed! © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.
  44. 44. Templates © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.
  45. 45. Try to avoid using PowerPoint provided templates © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.
  46. 46. Let’s again assess ourselves on how good our PowerPoint skills are, after this session Exercise: Again make a 3-slide deck on the following • ‘An activity/game/sport you are passionate about’ • You’ll be given 10 minutes for this • Feel free to use your creativity to the hilt • Keep in mind that simplicity is the key • Even a layman must be able to understand the content of your slides © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.
  47. 47. Hope we helped you © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.
  48. 48. © 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.

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