Effective Design in PowerPoint

Design
Effective
Presentations
Using
owerPoint
Designed by :
Amit K Soni,
PD Department,
L&T Chiyoda Limited

You know ?
There are more than
PowerPoint users
In the world
50,00,00,000
Source: Robert Gaskins (http://www.robertgaskins.com)

You know ?
presentations
each day30M

You know ?
of them are
unbearable
Unbearable
Good
Moderate
50%

It means
PowerPoint
Presentation can be
EFFECTIVE or INEFFECTIV

If You continue doing exactly
what you are doing right now,
Where Would You rate yourself
after 50 Presentations ?

Our objective
STAND OUT
OF THE
CROWD

1
2
3
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5
Before you start
Know your tool, Inside the PowerPoint, Compare toolbar, Customize your toolbar, Slide Master,
snap object to grid, useful ‘short-keys’, Speed
Building blocks
Make it clear, Make it Big, Sound, lines, Shapes, alignments, smart-art, Picture Superiority
Effect, pictures, clip-arts, tables, animations.
Slide design
Components, slide limits, titles, slide body, Slide transition, Design Layout, Be Progressive, Be
Consistent, Simplicity, Power of Simplicity
Content
Scope, audience, Schedule, Structure, visualize presentation, Story, 6S
More tips
Color effects, shadows styles, Transparency, Layers, kinesthetic typography, Advance
Animations, Advance transitions and effects, Official Templates, show
Table of content

1
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5
Before you start
Building blocks
Make it clear, Make it Big, Sound, lines, Shapes, alignments, smart-art, Picture Superiority
Slide design
Content
More tips

1 Know your tool
 Inside the PowerPoint
 Compare toolbar
 Customize your toolbar
 Slide Master
 Snap object to grid
 Useful ‘short-keys’
 Speed
Before you
start

[Before You Start]Inside PowerPoint
PowerPoint is one of the
simplest computer programs
to learn.

[Before You Start]Know your tool
Quick Access Toolbar Close Button
Zoom Slider
Slide
Tabs
Outline
Tabs
Status Bar View Buttons
Ribbon
Slide
Pane
Notes
Pane
Title Bar

[Before You Start]
2007
Compare Toolbar
Ribbon Toolbars
2013

[Before You Start]Customized Toolbar
Add your own tools

[Before You Start]Slide Master
What is a slide master ?

[Before You Start]Snap to Grid
Always activate this feature !

[Before You Start]Exercise
• Customized Tool
• Snap to Grid
• Slide Master

[Before You Start]Common short-keys
ctrl A
ctrl C
ctrl V
ctrl Z
ctrl Y
ctrl S
esc
fn prnt scr
f2Select all
Copy
Paste
Undo
Re-do
Save
Select text
Escape
Print screen
shift enter ‘Line break’
19

How can w save 90% of time?
10h1h
3h20
1h4010’
20’
Do invest some time to learn how to use ‘toolbar’ & ‘short-keys’
!!!
1 day
10 days

[Before You Start]Speed
ctrl A
ctrl C
ctrl V
ctrl Z
ctrl Y
ctrl S
esc
fn
prt sc
f2
shift enter
+ + = 90% time saved !
Invest time to learn how to use toolbar & short-keys!
1st S

Customized toolbar & short-keys
6S
Speed
Simplicity
Scope
Schedule
Structure
Story

Before you
start1SUMMARY
 Know your tool
 Inside the PowerPoint
 Compare toolbar
 Customize toolbar
 Slide Master
 Snap object to grid
 Useful ‘short-keys’
Speed

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Before you start
Building blocks
Make it clear (Colors, Fonts, Capitalization, Numbers, Bullets, contrast, complements, size ),
Make it Big (picture, text), Sound, lines, Shapes, alignments, smart-art, Picture Superiority
Slide design
Content
More tips

2 Make it clear
 Make it Big
 Sound
 Lines
 Shapes
 alignments
 smart-art
 Picture Superiority
Effect
 Pictures
 Clip-arts
 Tables
 Animations
Building blocks

[Building Blocks]
Make It Clear
Colors, Fonts, Capitalization, Numbers,
Bullets, contrast, complements, size

Choosing the right
color is important

[Building Blocks]Make it Clear : Colors
EXAMPLE AVOID

[Building Blocks]Make it Clear : Colors

[Building Blocks]Want to take a print ?
type
grey level
No difference
when printed
type
grey level

Fonts
Sanserif Z
Serif Z
busy
clear

[Building Blocks]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 colors to emphasise

[Building Blocks]
• ALL CAPITAL LETTERS ARE
DIFFICULT TO READ
• Upper and lower case letters are
easier
Use Sentence Case
Make it Clear : Capitalization

[Building Blocks]
How to put an elephant into a fridge?
Open the door of the fridge
Put the elephant in
Close the door
Make it Clear : Numbers

[Building Blocks]
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
Use number for lists with sequence
Make it Clear : Numbers

[Building Blocks]
• Sequence
• Priority
• Hierarchy, …..
Use bullets to show a list without…
Make it Clear : Bullets
Remember
• Avoid White colored bullets
• Use same bullet style
• Use only when necessary

[Building Blocks]
• Use contrasting colors
• Light on dark vs. dark on light
• Use complementary colors
low contrast
high contrast
Make it Clear : Contrast
Using Contrast as a feature

[Building Blocks]
This is light on
dark
This is dark on
light
Light on dark vs. Dark on light
Make it Clear : Contrast

[Building Blocks]
Colors not complement with each other
You are awesome
PowerPoint
Presentations are
very important
Use complementary
colors
You are awesome
Use contrasting
colors
PowerPoint
Presentations are
very important
Colors complement with each other
Make it Clear : Complement

[Building Blocks]Color Activity
Exercise

[Building Blocks]Make it Big: Text
• This is Century Gothic12
• This is Century Gothic 18
Too Small
24 pt minimum
36-44 pt for heading

[Building Blocks]How to Estimate
Look at it from 2 meters away
2 m

[Building Blocks]Text
• Avoid Too many colors
• Avoid Too Many Fonts and Styles
• Apply The 6 x 7 rule
• No more than 6 lines per slide
• No more than 7 words per line
Remember 6 x 7 rule

Instructional Technology:
A complex integrated process involving people, procedures,
ideas, devices, and organization, for analyzing problems and
devising, implementing, evaluating, and managing solutions
to those problems in situations in which learning is purposive
and controlled
(HMRS 5th ed.)
Too detailed !

A process
involving people, procedures & tools
for solutions
to problems in learning
(HMRS 5th ed.)
Instructional Technology:
Much Simpler

[Building Blocks]Sound
• No whooshes
• No chimes
• No lasers
• No typewriters
French
Hello
Goodbye
Thank you
Français
Bonjour
Au revoir
Merci
Use sound only when necessary

UnnecessarySoundDistractsPeople

[Building Blocks]lines
¾ pt 2 ¼ ptNo line
¾ pt Solid
2 ¼ pt Solid
¾ pt Dash
2 ¼ pt Dash
 No need for other
types of lines
 Use same line types in
entire presentation

[Building Blocks]Useful shapes
text text texttext
texttext text
texttext text





[Building Blocks]Working with shapes

[Building Blocks]Align & distribute shapes
text
text
text
text
Not OK
text
text
text
text
OK

[Building Blocks]Shape Activity
Exercise
Shapes , Smart Art ,
Lines,Fonts & Colors

Picture Superiority
Effect (PSE)

[Building Blocks]
BIRD
Picture Superiority Effect
Researchers have discovered that ideas are much more likely to be remembered if they are
presented as pictures instead of words or pictures paired with words.

[Building Blocks]
BIRD
10% 65%

[Building Blocks]
video
C:Users20001283DesktopWorkPresentationFinalContentsFinal PresentationVideoPicture_Superiority _Effect.mp4

[Building Blocks]Pictures
Using pictures is complex
• It’s difficult to find the ‘right’ picture
• Presentations with pictures take lot of time
• Pictures are only useful if you want to make a ‘show’

[Building Blocks]Always have a good picture
• Photographs are
fantastic
• Cartoons are fun
• Diagrams are
useful
• No picture?
Why a slide?
“My PowerPoint presentation went so well,
I had it made into a tattoo!”
Just
SPEAK
it!

[Building Blocks]Clip arts
Avoid using ‘Clip Arts’ which do not make sense

[Building Blocks]Picture
Design Slide with Pictures

[Building Blocks]Animation Painter

[Building Blocks]Animate quickly and simply
• Nothing fancy
• It will only end up
• really annoying
• your poor audience
• Keep it quick
• Or you try to read
or recognise it before it has fully developed!

[Building Blocks]Animate quickly and simply
Avoid transitions
• For text use:
•Appear
•Wipe, from left (very fast)
•Fade (very fast)Appear Fade
For graphics use:
Dissolve in

Animation Effects
• Don’t Over Do It!
• Too Distracting

[Building Blocks]Animation
2 m
Too distracting !

2 m
Simple & to the point

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Use Animation Smartly !

Matrix Activity

[Building Blocks]Why not to use animations ?
• Animations = lot of time unless good PowerPoint skills
• Animations = Murphy’s law I
• problems with mouse during presentation ()
• Animations = Murphy’s law II
• PC & mouse far from you during presentation
• Animations = Print out problem
Avoid excessive animations

[Building Blocks]Life After Death by PowerPoint

[Building Blocks]Find at least 7 ‘mistakes’ in this slide
Text
Text
Text
Text
Text
• any text any text any text any text
any text any text any text any text
any text
any text any text any text any text 82

[Building Blocks]Find at least 7 ‘mistakes’ in this slide
Text
Text
Text
Text
Text
any text
2. Different spacing
1. Font <> Standard font
3. Slide limits
not respected
5. ‘White’ bullet
4. Text not aligned
6. Shape not resized
7. Text in bold, italic, not standard font, same
color as in other shapes, > 2 lines, …
83

Building blocks
2  Make it clear
 Make it Big
 Sound
 lines
 Shapes
 Alignments
 Smart-art
 Picture Superiority Effect
 Pictures
 Clip-arts
 Tables
 Animations
SUMMARY

1
2
3
4
5
Before you start
Building blocks
‘Slide’ design
Consistent, Simplicity
Content
More tips

‘Slide’Design3 Components
 Slide limits
 Titles
 Slide body
 Slide Transition
 Design Layout
 Be Progressive
 Be Consistent
 Simplicity

[‘Slide’Design]Slide components
Footer slide number
Try to align ‘Title’ & ‘Body’ texts
Always include ‘slide #’ & confidentiality level for internal ppt
(exception : no slide # on ‘Title slides’)

[‘Slide’Design]Respect ‘slide limits’
NO
NO
NO
NO
YES
YES
YES

[‘Slide’Design]
Avoid titles having more than 1 line
because it’s difficult to read them and it
will break the ‘uniformity’ of your
presentation

[‘Slide’Design]Title must reflect slide content
Always check that slide title really reflects slide content !

[‘Slide’Design]
Slide transition
Choose one Slide transition
• Remember consistency across
your presentation works best
• Keep it simple
DEMO

 Your presentation should have one design style applied
to it, including background
This also includes font style, size, color and
effects
Slides in this presentation are all different
How distracting
is that?
Design Styles

[‘Slide’Design]Layout
Prefer ‘white’ backgrounds
(easier, less ink & less money spent when printed)

[‘Slide’Design]
Content — It contains information that
people need. But unlike reports, which
are read at the reader's own pace,
presentations must account for how
much information the audience can
absorb in one sitting.
Structure — It has a logical beginning,
middle, and end. It must be sequenced
and paced so that the audience can
understand it. Where as reports have
appendices and footnotes to guide the
reader, the speaker must be careful not
to loose the audience when wandering
from the main point of the
presentation.
Packaging — It must be well
prepared. A report can be reread and
portions skipped over, but with a
presentation, the audience is at the
mercy of a presenter.
Human Element — A good
presentation will be remembered much
more than a good report because it has
a person attached to it. However, you
must still analyze the audience's needs
to determine if they would be better
met if a report was sent instead.
Read or Listen?

[‘Slide’Design]
Design
Helps People
ReadingAVOID

[‘Slide’Design]
Not meant for Reading
Paintings Maps Graphs
Charts
Movies
Television
PowerPoint
VISUAL
Communication

[‘Slide’Design]
Complexity of Interactions
ModeofInstruction
Individual Pair Group
Direct
Instruction
Guided
Inquiry
Discovery
Learning
Individual
Instructive
Tools
Individual
Constructive
Tools
Social
Constructive
Tools
Social
Communicative
Tools
Informational Tools
Types of Instructional Tools
Too many in one go!

[‘Slide’Design]
Complexity of Interactions
ModeofInstruction
Individual Pair Group
Direct
Instruction
Guided
Inquiry
Discovery
Learning
Individual
Instructive
Tools
Individual
Constructive
Tools
Social
Constructive
Tools
Social
Communicative
Tools
Informational Tools
Types of Instructional Tools
Progressive & thus focused

[‘Slide’Design]Be Consistent
• Differences draw attention
• Differences may imply importance
• Use surprises to attract not distract

 Differences draw attention
• Use surprises to attract not distract
This tick draws attention

 Use surprises to attract not distract
These differences distract!

This implies importance

Confusing differences!

Simplify everything
6S
Speed
Simplicity
Scope
Schedule
Structure
Story

John Maeda is a Japanese-American graphic designer, computer scientist, academic, and author. His work in design, technology and
leadership explores the area where the fields merge.
Simplicity is about
subtracting the obvious,
and adding the meaningful.
~John Maeda

[‘Slide’Design]Power of Simplicity
OldNew

[‘Slide’Design]Power of Simplicity
Representation of Data

People will forget what you said, people
will forget what you did, but people will
never forget how you made them feel.
–Maya Angelou
Maya Angelou is an American author and poet.

3  Components
 Slide limits
 Titles
 Slide body
 Slide transition
 Design Layout
 Be Progressive
 Be Consistent
 Simplicity
Simplicity
SUMMARY ‘Slide’design

[Building Blocks]Simplification
Activity

1
2
3
4
5
Before you start
Building blocks
Slide design
Content
Scope, Audience, Schedule, Structure, Visualize presentation, Story, 6S
More tips
Color effects, shadows styles, Transparency, Layers, Kinesthetic typography, Advance

Content4 Scope
 Audience
 Schedule
 Structure
 Visualize presentation
 Story
 6S

Think about context
6S
Speed
Simplicity
Scope
Schedule
Structure
Story

[Content]
> 100
> 50
> 10
< 10
< 5
Projection
Both
Paper
> 30min
15 / 20 min
10 min
5 min
‘Story’
Standard
Details
Facts &
figures
‘Show’
#
attendees Media Audience Content Timing
+ + + + =
‘Public’
Customer
Senior Mgt.
Middle Mgt.
Employees
…
‘Vision’
Strategy /
Positioning
Product
presentation
Technical /
Financials
Status
report
…
Think about scope of presentation !
3rd S

[Content]Audience
Based on
Audience,
Prepare your
content
Treat your Audience as a KING!

Always respect timing
6S
Speed
Simplicity
Scope
Schedule
Structure
Story

[Content]Schedule
4th S
5 min 10 min 15 min 20 min 1h30 min
< 3 slides < 5 slides < 7 slides < 10 slides < 15 slides < 25 slides
Always respect time!
Remember Presentations tend to take longer than you think
the material will last

Slide = 1 idea
6S
Speed
Simplicity
Scope
Schedule
Structure
Story

[Content]Structure
134
it’s easy…
1 slide = 1 idea
(If you can’t summarize slide in one sentence, slide is too complex)
5th S

[Content]
With a Core Without a CorePoint of origin
Structure
Abstractions

[Content]Visualize Presentation
1. Take a ‘A4’ sheet of paper
2. Draw 10 ‘rectangles’ (= if ’10’ slides)
3. Write ‘1. Introduction’ in 1st
rectangle
4. Write ’10 Conclusions’ in last
rectangle
5. Write just one idea on remaining
slides
6. Make a ‘story’ with coherent story
line
1
10
Introduction
Conclusions
Always visualize your
presentation

Make your scenario
6S
Speed
Simplicity
Scope
Schedule
Structure
Story

[Content]Story
A presentation is a STORY
You have to make a ‘scenario’ with
1. STRONG start (attract attention)
2. Coherent story line (no flash-back)
3. ACTION !!! (keep public awake)
4. Suspense & surprises (retain interest)
5. Happy end ! (of course…)
Good presentation needs good ‘Story’
6th S

6S PowerPoint Summary
 Speed- Customized toolbar & short-keys
 Simplicity- Simplify everything
 Scope- Think about context
 Schedule- Always respect timing
 Structure- Slide = 1 idea
 Story- Make your scenario

Content4  Scope
 Audience
 Schedule
 Structure
 Visualize Presentation
 Story
 6S
Scope
Schedule
Story
Structure
SUMMARY

[Content]Exercise
Convert the text

More Tips5 Color effects
 Shadows styles
 Transparency
 Layers
 Kinesthetic typography
 Advance Animations
 Advance Transitions and
effects
 Official Templates
 show

[More Tips]Colors effects
Colors effects are cool but usually…
 Colors effects take lots of time
 Bad surprise when presentation is printed

[More Tips]Shadows styles
 Don’t use other ‘Shadows
Styles’
 Use same ‘Shadow Style’ in
entire presentation

[More Tips]Transparency
Transparency allows…
 Nice effects when correctly used
But most of the time
 Transparency = bad surprise when presentation is printed
 You can make the same effect with standard colors

[More Tips]
Layers
• Too Many Information on one Slide
• Nice way to share progressive content
• Create learnable Impact on viewer

[More Tips]Exercise
Layer Activity

[More Tips]Layer Example
Piping Dept
Key Features
• Software Imports different Format Types (Maximum numbers 3)
• Generates all possible correct Tag combinations
• Checks PDS file for Tag verification and generates error report
PSMS software helps PP in ensuring consistency / correctness of the Pipe support
modeled in PDS.
Key Features
• PMS Compiler Website Imports PBOM files and generates PMS Report,
PMS Index, Schedule Table and Compares latest PMS List with last PMS
List
PMS Compiler is a Website which generates PMS reports in user desired format.
Key Features
• Calculate the Distance between two pipes in a rack.
• Calculate Linear Thermal Expansion & Modulus of Elasticity at different
temperature for different materials like carbon steel, stainless steel and alloy steel.
• Calculate Weight Of Empty Pipe, Weight Of Pipe with water, Metal cross section
area, Inside cross section area, Moment of Inertia for different pipe sizes and
schedules.
• View weight of various Valves and flanges for different pipe size and class.
GPDS is a General Purpose data system is to automate manual piping stress
calculation

[More Tips]Exercise
Activity
2:001:591:581:571:561:551:541:531:521:511:501:491:481:471:461:451:441:431:421:411:401:391:381:371:361:351:341:331:321:311:301:291:281:271:261:251:241:231:221:211:201:191:181:171:161:151:141:131:121:111:101:091:081:071:061:051:041:031:021:011:000:590:580:570:560:550:540:530:520:510:500:490:480:470:460:450:440:430:420:410:400:390:380:370:360:350:340:330:320:310:300:290:280:270:260:250:240:230:220:210:200:190:180:170:160:150:140:130:120:110:100:090:080:070:060:050:040:030:020:01End

[More Tips]kinesthetic typography
Typography can play a key role in design.
The study of letters and their uses in graphic design is called Typography.

[More Tips]Advance Animations With kinesthetic typography

[More Tips]Advance transitions and effects

[More Tips]Office Templates http://office.microsoft.com/

Never just read the slide
This is the thing that
annoys more people
about PowerPoint
presentations than
anything else.
It is
boring!

[More Tips]Take control of the show
• Use B or W keys
• Change to pen (Ctrl + P) – E to erase
• Hide the pointer (Ctrl + H)
• Move to specific slides

[More Tips]Projector View
1. The slide number
2. The slide you are currently showing to
the audience
3. The speaker's notes, which you can use
as a script for your presentation
4. Click to go to the previous slide
5. The pen or highlighter
6. Click to display a menu that enables
you to end the show, darken or lighten
the audience screen, or go to a specific
slide number
7. Click to go to the next slide
8. The elapsed time of your presentation,
in hours and minutes
9. Slide thumbnails that you can click to
skip a slide or to return to a slide that
you already presented
Always visualize your
presentation

[More Tips]template : 10 slides for Senior Management
Structure
- Title
- Executive summary
- Agenda
 Scope
 Status
 Issue(s)
 Solution(s)
 Requirements / Developments needed
 Risks & opportunities
 Financials / Figures
 What if NO GO / -30% investments / GO
 Planning & next steps
 Decisions needed
- Backup
Items on Title slide
 Date
 (presentation to xxx)
 Unrestricted / Internal Use Only / Confidential
 (Name) / Department / (Company)
 For information / For decision / For discussion
Mandatory items on all slides
 Slide number
 Unrestricted / Internal Use Only / Confidential / …
20 min presentation
with executive summary

More Tips5
 Color effects
 Shadows Styles
 Transparency
 Layers
 Kinesthetic Typography
 Advance Animations
 Advance transitions and effects
 Official Templates
 Show
SUMMARY

You have to make a
Presentation

but you’re…
running out of time

[Building Blocks]
this is the goal of this presentation

aim is just to help
to save time

and to spend more time on
real priorities

before you start
building blocks
‘slide’ design
content
+ tips

take some time
to customize
your toolbar

building blocks
before you start

‘slide’ design
building blocks
before you start

content
‘slide’ design
building blocks
before you start

6S
Speed
Simplicity
Scope
Schedule
Structure
Story

+ tips
content
‘slide’ design
building blocks
before you start

[Building Blocks]
ready to go ?

Effective Design in PowerPoint

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