Puan Roziana Rashid
• Enhance skills in creating PowerPoint
presentation for future use.
• Improve any PowerPoint presentation
(ppt) already being used.
• Create more impact on audience in
presenting (teaching) by, and when
using ppt presentation.
Objective of session
• Good/basic knowledge of PowerPoint.
• Experienced presenters.
• Know your target audience
– Interest in subject matter – Hi, Mid, Lo
– Age range
– Average education level
– Language flair
– Attention span
• Produce ppt slides that are:
– Comprehensive & detailed)
– Creative & captive )
– Effective & easily
• Presenters who are:
Desired end result
1. Lay the napkin face
down in front of you.
2. Fold the napkin
in half diagonally.
Example of desired result –
TABLE NAPKIN FOLDING
• 1 work day only – manage your
• NOT a session on creating/designing
PowerPoint slides for presentation.
• A session on presenting using the aid of
PowerPoint slides effectively.
Scope of session
• PowerPoint AIDS & SUPPORTS
• Slides should not overpower the
• YOU, the presenter are still the key
component of the presentation
• You observe & listen
• I listen & observe
• You do & show
• We review & feedback
• We ask & we respond!
Plan for the day
Why do you think, speak,
behave and react the way you
Take the d.o.p.e. test!
Take the d.o.p.e. test!
The peaceful dove. The dove is
people-orientated, loyal, friendly, hard-
working and a great team player but
tends to avoid change, confrontation,
risk-taking and assertiveness.
The showy peacock. The peacock
loves talking, being the centre of
attention, has passion/ enthusiasm and
is happy/ optimistic. Peacocks can be
accused of talking too much, and aren’t
good with detail or time-control.
The wise owl. The owl is logical,
mathematically minded, methodical
and sometimes seen as a perfectionist.
The owl can be slow to make decisions
and inflexible if rules and logic says
otherwise. Owls are not big risk takers
but love detail.
The bold eagle. Eagles are dominant,
stimulated by challenge, decisive and
direct. Eagles can be blunt/ stubborn,
can lose sight of the big-picture and
can be insensitive to other people’s
needs. Eagles are natural achievers.
Dove Soft, even paced, sometimes slow.
Simple language, follows instructions with no questions asked,
doesn’t look at speaker.
Owl Soft, even paced, patient, focused.
More verbal than oral, very organised.
Firm, always seek clarification, likes intellectual language.
Peacock Loud, cheerful, fast paced, short attention span.
Loves flowery language, injects colors in speech, very
Doesn’t take to instructions well.
Eagle Firm, assertive, well paced, confident, focused when needed.
Simple intellectual language, goal oriented, no need for small
Serious and no-nonsense.
• There are many, with the top 7 being:
Traits of great presenters
Read, read and read;
Never fear of not knowing – will find out
Related to Attitude
Tone, pace, melody + body gestures
What you wear + how you wear them
The 3 As
CREATING THE POWERPOINT
The Good vs. The Bad
1) Start with an idea/concept of WHAT.
2) Follow that with a storyboard of HOW
3) Then only onto the ppt.
• Storyboards can be build by mapping
(mind map, idea tree) or flowcharting
• When you see (visual), you can follow
(instructions) & detect areas for
1 2 3
Basic flowchart symbols
The Terminal Symbol (Elongated Circle) tells you
where the flowchart begins and ends. To indicate
the start of your flowchart, fill this shape with words
like Start or Begin. The words you use are up to you.
The Process Symbol (Rectangle) represents any
process, function, or action and is the most
frequently used symbol in flowcharting.
The Document Symbol is used to represent any
type of hard copy input or output (i.e. reports).
Off-page Connector Symbols are used to indicate
the flowchart continues on another page. Often, the
page number is placed in the shape for easy
The Input/Output Symbol represents data that is
available for input or resulting from processing (i.e.
measurements, weights etc.).
Comment Symbols are used when additional
Explanation or comment is required. This symbol is
usually connected to the symbol it is explaining by a
The Decision Symbol is a junction where a decision
must be made. A single entry may have more than 1
solution, but only one can be chosen.
The Connector Symbol represents the exit to, or
entry from, another part of the same flowchart. It is
usually used to break a flow line that will be
continued elsewhere. It's a good idea to reference
page numbers for easy location of connectors.
also ideal as
Or as an
overview of a
So what’s your story?
Groups 1 & 4:
• General safety
the class / lab
Groups 2 & 5:
• General safety
Groups 3 & 6:
• Dress code for
Format is well
Site's structure makes sense and it is easily navigated. Multi-
pages exhibit consistency.
The page demonstrates an attractive use of graphics, color,
and page layout.
Background coordinates with text colors and graphics.
Animation (if any) is justifiable. Graphics add meaning and
are not decoration.
Content is reliable Information is accurate, complete, and current.
Content is useful Content is meaningful and important. Reference information
Content is rich Information is interesting and likely to be used frequently.
Knowing the criteria of good ppt
Overview of what is covered
• Make your 1st or 2nd slide an outline of
– Eg: as in previous slide (slide 18)
• Follow the order of your outline for the
rest of the presentation
• Only place main points on the outline
– Eg: Use the titles of each slide as main
Slide Structure – Good
• Use 1-2 slides per minute of your
presentation, 4-5 points per slide.
• Write in point form, not complete
• If sentences are required, keep it simple.
• For instructions, detailed step-by-step.
• Avoid wordiness: use key words &
phrases, and diagrams/illustrations.
• Number your slide pages, if possible with
• For one-time presentation, insert
• Slide numbers, date/time & other
footnotes stay hidden from title page.
• Chunk contents and differentiate with
Structure – good (cont)
Fonts - Good
• Use at least an 18-point font
• Use different size fonts for main
points and secondary points
– this font is 28-point, the main point
font is 32-point, and the title font is 44-
• Use the latest font i.e. Calibri
although a standard font like Times
New Roman or Arial is acceptable.
Slide Structure - Bad
• This page contains too many words for
a presentation slide. It is not written in
point form, making it difficult both for
your audience to read and for you to
present each point. Although there are
exactly the same number of points on
this slide as the previous slide, it looks
much more complicated. In short, your
audience will spend too much time
trying to read this paragraph instead of
listening to you.
Slide Structure – Good
• Show one point at a time:
– Will help audience concentrate on what
you are saying
– Will prevent audience from reading ahead
– Will help you keep your presentation
Slide Structure - Bad
• Do not use distracting animation.
• Do not go overboard with the
• Be consistent with the animation
that you use.
Fonts - Bad
• If you use a small font, your audience won’t be able to read what you have written
• CAPITALIZE ONLY WHEN NECESSARY.
IT IS DIFFICULT TO READ
• Don’t use a complicated font
Colour - Good
• Use a colour of font that contrasts
sharply with the background
– E.g.: blue font on white background
• Use colour to reinforce the logic of
– E.g.: light blue title and dark blue text
• Use colour to emphasize a point
– But only use this occasionally
Colour - Bad
• Using a font colour that does not
contrast with the background colour
is hard to read
• Using colour for decoration is
distracting and annoying.
• Using a different colour for each
point is unnecessary
– Using a different colour for secondary
points is also unnecessary
• Trying to be creative can also be bad
Background & Themes - Good
• Use backgrounds & themes such as
this one that are attractive but
• Use backgrounds which are light.
• Use the same background
consistently throughout your
Background – Bad
• Avoid backgrounds that are
distracting or difficult to read from
• Always be consistent with the
background that you use
Graphs & charts
• Use graphs rather than just tables
– Data in graphs & charts are easier to
comprehend & retain than raw data;
– Trends are easier to visualize in graph
• Always title your graphs, charts &
• Use pictures for show-&-tell of
equipment, or step-by-step instructions
to show progression.
• As much as possible, use pictures of the
real item, or one that closely resembles
• Best used to support complex
• Embed in powerpoint as part of
• If you render entire presentation to
video, put in some caveats.
• Downside to using video is it can take a
long time to render.
• Proof your slides for:
– speling mistakes
– the use of of repeated words
– grammatical errors you might have make
• If English is not your first language,
please have someone else check your
• Don’t take your Bahasa Malaysia for
• Use a conclusion slide to:
– Summarize the main points of your
– Acknowledge reference sources used in
creating your ppt.;
– Suggest other resources of reading or
• It is encouraged to end your
presentation with a simple question
– Invite your audience to ask questions;
– Provide a visual aid during question
– Avoid ending a presentation abruptly.
Remember what you know of your audience
when creating your powerpoint.
THE BEST OF BOTH
Before the curtains are drawn…
• BEFORE structuring your presentation,
organise your research & structure your
• Understanding the best ways to
organise oral presentations help make
your major points clearly!
• An effective presentation engages
audience, simplifies material & control
1. Organise the presentation
• Gather all required materials &
information – manuals, powerpoint.
• Be clear of your role – as problem-
solver, informer, teacher/instructor,
proposer. (Impacts powerpoint content)
• If teaching/instructing, apply time-
• Ensure you have the correct
2. Organise your resources
• Once you have organize your materials,
arrange them for effective oral delivery
• Prepare an effective speaking outline
for the presentation.
3. Write the presentation
• Differences between oral and written
– Written – ideas are visually indicated
through paragraphs; readers can look back
– Oral – must repeat phrases to indicate
transition from one topic to another;
audience need to stay focused.
4. Know your presentation well
• Engage your audience with the
following attention-getting techniques
(some relation to presentation):
Tell a joke
Provide a sample
Open with a story
Open with a startling statistic
6. Attention-getting technics
• Time constraints:
– Presentations are limited by the time
allocated to them – need to adjust
presentation to meet the time.
– Oral presenters speak on average 150
words a minute + slides which take 90
seconds to read from.
– Proper coordination is needed.
– Rehearse with an outline.
7. Time management
Make sure all necessary equipment are
Practice your presentation
Create clear performance outline on note
cards or paper – practice handling them
Maintain consistent eye contact with
8. The delivery
Preserve good posture – do not lean
against the wall or podium.
Avoid nervous habits.
Use your hands to emphasize key points –
preview your gestures in the mirror, ensure
they are moderate.
If possible, move during your presentation.
Control your voice.
Avoid distracting filler words – “um”, “ah”,
Never turn your back to the audience when
speaking (facing the powerpoint only).
Never read-off your slides all the time.
Give audience a few seconds to read your
slides and assimilate new information.
When using electronic slides, control when
you reveal information through the
available graphic capabilities.
Determine the tone and analyze the body
language of the questioner.
Nod your head to acknowledge a question.
Ensure everyone in the audience heard the
Lengthy or confusing question? Seek
Don’t be forced into a “corner” – choosing
9. Responding to questions
Establish ground rules for length and types of
questions, especially if audience is potentially
Encourage participation from many members.
Dominating questioner? Politely interrupt and
seek opinion from others.
Agree to disagree – move on.
Admit when question goes beyond the scope
– please refuse to answer such questions.
Admit when you don’t know - promise to
• Summarize the key points of your
• Highlight – solutions, new ideas
• Look to the future, link to the future
• Bring to attention good questions asked
• Thank the audience!
10. Ending the presentation