effectiveuseofpowerpointasapresentationtool-120904223559-phpapp02

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Effective Use of Powerpoint

as a presentation tool.





• Write a script.

• A little planning goes a long way. Most presentations are written in PowerPoint

(or some other presentation package) without any sort of rhyme or reason.

• That’s ass!ackwar"s. #ince the point of your sli"es is to illustrate an" e$pan"

what you are going to say to your au"ience. %ou shoul" know what you inten"

to say an" then figure out how to visuali&e it. Unless you are an e$pert at

improvising' make sure you write out or at least outline your presentation efore

trying to put together sli"es.

• An" make sure your script follows goo" storytelling conventions give it a

eginning' mi""le' an" en" have a clear arc that uil"s towar"s some sort of

clima$ make your au"ience appreciate each sli"e ut e an$ious to fin" out what’s ne$t an" when possile' always leave *em wanting more.

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• One thing at a time, please.

• At any given moment' what shoul" e on the screen is the thing you’re

talking aout. +ur au"ience will almost instantly rea" every sli"e as

soon as it’s "isplaye" if you have the ne$t four points you plan to make

up there' they’ll e three steps ahea" of you' waiting for you to catch uprather than listening with interest to the point you’re making.

• Plan your presentation so ,ust one new point is "isplaye" at any given

moment. -ullet points can e reveale" one at a time as you reach them.

harts can e put on the ne$t sli"e to e reference" when you get to the

"ata the chart "isplays. %our ,o as presenter is to control the flow of

information so that you an" your au"ience stay in sync.









as a presentation tool

• No paragraphs.

• /here most presentations fail is that their authors' convince" they are

pro"ucing some kin" of stan"!alone "ocument' put everything they want to say

onto their sli"es' in great ig chunky locks of te$t.

• ongratulations. %ou’ve ,ust kille" a roomful of people. ause of "eath terminal

ore"om poisoning.

• %our sli"es are the illustrations for your presentation' not the presentation itself.

They shoul" un"erline an" reinforce what you’re saying as you give your

presentation 0 save the paragraphs of te$t for your script. PowerPoint an"

other presentation software have functions to "isplay notes onto the presenter’s

screen that "o not get sent to the pro,ector' or you can use notecar"s' aseparate wor" processor "ocument' or your memory. 1ust "on’t put it on the

screen 2 an" for goo"ness’ sake' if you "o for some reason put it on the

screen' "on’t stan" with your ack to your au"ience an" read it from the screen3











as a presentation tool• Pay attention to design.

• PowerPoint an" other presentation packages offer all sorts of ways to a"" visual 4flash5 to your sli"es fa"es' swipes'

flashing te$t' an" other annoyances are all too easy to insert with a few mouse clicks.

• Avoi" the temptation to "ress up your pages with cheesy effects an" focus instea" on simple "esign asics

• Use a sans serif font for body text. #ans serifs like Arial' 6elvetica' or aliri ten" to e the easiest to rea" on screens.

• Use decorative fonts only for slide headers, and then only if they’re easy to read. 7ecorative fonts 2calligraphy'

8erman lackface' futuristic' psychotic han"writing' flowers' art nouveau' etc. 2 are har" to rea" an" shoul" e reserve"

only for large hea"lines at the top of the page. -etter yet' stick to a classy serif font like 8eorgia or -askerville.

• Put dark text on a light background. Again' this is easiest to rea". 9f you must use a "ark ackgroun" 2 for instance' if

your company uses a stan"ar" template with a "ark ackgroun" 2 make sure your te$t is :uite light (white' cream' light

grey' or pastels) an" maye ump the font si&e up two or three notches.

• lign text left or right. entere" te$t is har"er to rea" an" looks amateurish. ;ine up all your te$t to a right!han" or left!

han" aseline 2 it will look etter an" e easier to follow.

• void clutter. A hea"line' a few ullet points' maye an image 2 anything more than that an" you risk losing your

au"ience as they sort it all out.



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• !hink outside the screen.

• ememer' the sli"es on the screen are

only part of the presentation 2 an" not the main

part. Even though you’re liale to e presenting ina "arkene" room' give some thought to your own

presentation manner 2 how you hol" yourself' what

you wear' how you move aroun" the room. You are

the focus when you’re presenting' no matter howinteresting your sli"es are.










• "ave a hook.

• ;ike the est writing' the est presentation shook their au"iences early

an" then reel them in. +pen with something surprising or intriguing'

something that will get your au"ience to sit up an" take notice. The

most powerful hooks are often those that appeal "irectly to yourau"ience’s emotions 2 offer them something awesome or' if it’s

appropriate' scare the pants off of them. The rest of your presentation'

then' will e effectively your promise to make the awesome thing

happen' or the scary thing not happen.










• sk #uestions.

• Buestions arouse interest' pi:ue curiosity' an"

engage au"iences. #o ask a lot of them. -uil"

tension y posing a :uestion an" letting yourau"ience stew a moment efore moving to the ne$t

sli"e with the answer. Bui& their knowle"ge an"

then show them how little they know. 9f appropriate'

engage in a little :uestion!an"!answer with yourau"ience' with you asking the :uestions










• $odulate, modulate, modulate.

• Especially when you’ve "one a presentation efore' it can e

easy to fall into a "rone' going on an" on an" on an" on an"

on with only minimal changes to your inflection. Always

speak as if you were speaking to a frien"' not as if you are

rea"ing off of in"e$ car"s (even if you are). 9f keeping up a

lively an" personale tone of voice is "ifficult for you when

presenting' "o a couple of practice run!throughs. 9f you still

can’t get it right an" presentations are a ig part of your ,o'take a pulic speaking course or ,oin Toastmasters.










• %reak the rules.

• As with everything else' there are times when each of these

rules 2 or any other rule you know 2 won’t apply. 9f you know

there’s a goo" reason to reak a rule' go ahea" an" "o it.

ule reaking is perfectly acceptale ehavior 2 it’s ignoring

the rules or reaking them ecause you ,ust "on’t know any

etter that lea"s to sho""y oring presentations that lea" to

ore"om' "epression' psychopathic reaks' an" eventually

"eath. An" you "on’t want that' "o youC










• PowerPoint' when "isplaye" via a pro,ector' is a

useful tool for showing au"iences things

that enhance what the speaker is saying. 9t is a

useful tool for illustrating the content of a speech'such as y showing photos' graphs' charts' maps'

etc.' or y highlighting certain te$t from a speech'

such as :uotations or ma,or i"eas. 9t shoul" not e

use" as a sli"e!show outline of what the speaker istelling the au"ience










• #li"es use" in a presentation shoul" e spare' in

terms of how much information is on each sli"e' as

well as how many sli"es are use". A rule of thum is

to put no more than eight lines of te$t on a sli"e'an" with no more than eight to ten wor"s per line. 9n

most cases' less is more' so four lines of te$t is

proaly etter. 7on’t "isplay charts or graphs with

a lot of information0if it’s useful for the au"ience tosee such things' pass them out as han"outs.










• Unless you’re an e$perience" "esigner'

"on’t use the transition an" animation

4tricks5 that are uilt into PowerPoint' such

as ouncing or flying te$t. -y now' mostpeople roll their eyes when they see these

things' an" these tricks a"" nothing of

value to a presentation.










• Aove all' use high!contrast color schemes so that whatever is on

your sli"es is rea"ale. Unless you are a talente" graphic "esigner'

use the templates that come with PowerPoint or Deynote' an" keep

it simple0high concept "esign in a sli"e presentation "oesn’t help

in most circumstances' unless you’re in the fashion or "esign fiel"s.

9f you use graphics or photos' try to use the highest :uality you can

fin" or affor"0clip art an" low!resolution graphics lown up on a

screen usually "etract from a presentation.










• ehearse your PowerPoint presentation an" not ,ust

once. 7on’t let PowerPoint get in the way of your

oral presentation' an" make sure you know how it

works' what se:uence the sli"es are in' how to getthrough it using someone else’s computer' etc.

Make sure that you can "eliver your presentation if

PowerPoint is completely unavailale in other

wor"s' make sure you can give your speech withoutyour PowerPoint presentation.










• 8et use" to using lack sli"es. There are few

speeches that nee" something "isplaye" on the

screen all the time. 9f you inclu"e a lack sli"e

in your presentation' your au"ience will refocuson you' rather than on the screen' an" you can

"irect them ack to the screen when you have

something else to show them. Put a lack

screen at the en" of your presentation' so that when you’re "one' the PowerPoint presentation

is finishe" an" off the screen.










• oncentrate on keeping the au"ience focuse" on you' not on the

screen. %ou can "o this y using sli"es sparingly' stan"ing in front

of the au"ience in a way that makes them look at you' an"' if

possile' going to the screen an" using your han" or arm to point

out things on a sli"e. 9f you e$pect to e using PowerPoint a lot'

invest in a remote 4clicker5 that lets you get away from the

computer an" still "rive your presentation. 9f you "on’t have one of

those' it’s etter to ask someone to run the presentation than to e

ehin" a screen an" keyoar" while you talk.










• 9f you show something on a computer that re:uires moving the cursor aroun"' or flipping

from one screen to another' or some other techni:ue that re:uires interaction with the

computer itself' rememer that people in the au"ience will see things very "ifferently on the

pro,ection screen than you see them on the computer screen. Deep motion on the screen to

a minimum' unless you’re showing a movie or a vi"eo. 9t’s etter to show a static screenshot

of a /e page' eme""e" on a sli"e' than to call up the /e page in a rowser on a

computer. 9f you want to point out something on a /e page' go to the screen an" point at it0"on’t ,iggle the cursor aroun" what you want people to look at their hea"s will look like

ole!hea"e" "olls.










• 7on’t 4cue5 the au"ience that listening to your speech means

getting through your PowerPoint presentation. 9f the au"ience

sees that your PowerPoint presentation is the structure of your

speech' they’ll start won"ering how many sli"es are left. #li"es

shoul" e use" asynchronously within your speech' an" onlyto highlight or illustrate things. Au"iences are ore" with oral

presentations that go from one sli"e to the ne$t until the en".

Engage the au"ience' an" use sli"es only when they are

useful.






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