Using PowerPoint to Design Effective Presentations

THE CAIN PROJECT

Power Point Etiquette

2

What shall we Learn

Getting Started with Design

Template

Displaying Colour

Displaying Text

Animating

Presenting

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Text & Content

TextFacilitates presentationReinforces key terms and concepts

ImagesComplement presentationIllustrate or highlight main points

Tables and GraphsSupport presentationPresent information in a visually appealing way

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Getting Started

Create a slide show with Create a slide show with storyboards not a scriptstoryboards not a script

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Choosing a Design Template

Avoid templates with themes that don’t fit your information

If your content includes images, avoid templates with large background graphics

Streamlined templates with minimal background graphics present a professional image

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Content of A Slide

• Purpose Complement speaker Talk ≠ technical report

• Density 7 lines/page 4 words/line

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Speaker Reads Slides

•A speaker may put his entire presentation on his slides. He turns his back to the audience and reads the slides aloud. Perhaps he feels this approach guarantees all the information will get to the audience.•This may be the most annoying way to give a presentation. Audience members feel insulted: they already know how to read! They wonder why the lecturer doesn’t simply hand out a copy of the slides.•The visual presentation dominates the presenter. The presenter is not adding any value to what is on the slides.

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Speaker Interprets Slides

•Slides dominate Provide all content Audience’s attention

•Speaker supports Faces slides Helps audience understand

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Slides Enhance Speaker

• Speaker dominates Faces audience Provides content

• Slides support speaker Reinforce message Orient listeners

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type of room

Dimly-lit room: use dark back ground and light text

and visual

Well-lit room: use light back ground and dark text

and visual

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Wall of White

• Increases glare• Causes eyestrain• Distracts from speaker

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Red/Blue Conflict

Red letters on blue backgroundcreates “flicker effect”

Blue letters on red backgroundjust as bad

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Color Wheel

• Primary colors (outside)

• Secondary colors (inside – combine adjacent primary colors)

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Readability• Make sure people in the back can read it!• High contrast between text and background• Be careful with busy backgrounds

This is good

This is not good

This is good

This is not good

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Choose Color Carefully

Similar intensities draw attention but makedetails hard to see.

Strong, clean contrastdraws attention, makes

details easy to see

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Low Contrast

White on yellow Yellow on white

Black on blue Blue on black

3 colour information.ppt

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Make It Clear (Colours)

• Use contrasting colours • Light on dark vs dark on light• Use complementary colours

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Fonts can express a mood

• Comic sans is a gentle font• BettysHand is very relaxed • Diner makes you think of the 1950’s• Tinkertoy is a good elementary font• Schools often use the Kids font• Century Schoolbook is a formal font• Don’t let the font become distracting!

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Project a Clear Font

easy to read in printed documents Times New Roman

Palatino And Verdana

Serif

easy to see projected across the roomArial

Helvetica Geneva

Sans serif

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Sanserif Z Serif Z

Make It Clear (Fonts)

busyclear

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Use sans serif fonts.

Sans serif:Arial, 24-pt

Involvement

The importance of a topic to the speaker.

Serif:Bookman, 24-pt

Involvement

The importance of atopic to the speaker.

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Information about fonts

• Type can express moods and emotions as well as images can

• Type can be serious and business-like• Don’t let the typeface contradict your

message• No more than 3 fonts in no more than 4

sizes during a presentation

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• 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 colours to emphasise

Make It Clear (Fonts)

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Make It Clear (Capitalisation)

• ALL CAPITAL LETTERS ARE DIFFICULT TO READ

• Upper and lower case letters are easier

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HOW ABOUT CAPITAL LETTERS ?

• Make limited use of all capital letters• Our eyes need to capture the shapes of

the letters above and below the line• Words in all capital letters have nearly

the same visual shape• What does this say….

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Make It Big

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Make it Big (Text)

• This is Arial 12

• This is Arial 18

• This is Arial 24

• This is Arial 32• This is Arial 36

• This is Arial 44

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Make It Big (How to Estimate)

Look at it from 2 metres away2 m

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Make It Clear (Numbers)

Use numbers for lists with sequenceFor example:

How to put an elephant into a fridge?

1. Open the door of the fridge2. Put the elephant in3. Close the door

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Make It Clear (Numbers)

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

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Make It Clear (Bullets)

Use bullets to show a list without• Priority• Sequence• Hierarchy, …..

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Typical Eye Movement

• Upper left• Upper right• Lower left• Lower right

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Eye Flow

The eye flows from top left to bottom right and spends 60% of time on the top half of leaflet

15%25%

25%35% of time spent reading

this area

The eye flows from top left to bottom right and spends 60% of time on the top half of leaflet

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Complicated Derivation

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Good Illustration Complicated Derivation

Number of processors

Mem

ory

need

ed p

er p

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ssor

Memory Size

Scales poorly

Scales well

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Mixing Important/ Unimportant Words

• The isoefficiency and the scalability metrics of a parallel algorithm are crucial

• The typical parallel computers of the future will have thousands of CPUs and terabytes of RAM

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Important Words Only

Crucial metrics Isoefficiency Scalability function

Future systems Thousands of CPUs Terabytes of RAM

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Unbalanced Lists

Speedup Sequential time Parallel time

• Parallel computations• Parallel overhead

Efficiency

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Balanced Lists

Speedup Expresses time reduction Sequential time, parallel time, overhead

Efficiency Expresses processor utilization Speedup, number of processors

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Grammatical Parallelism

Not Parallel:Criteria to Assess Alarm System Price Effectiveness How easily the alarm could be installed

Parallel:Criteria to Assess Alarm System Price Effectiveness Ease of installation

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Use Parallelism

Not Parallel: Lyse cells in buffer 5 minute centrifuging Supernatant is removed

Parallel: Lyse cells in buffer Centrifuge for 5 minutes Remove supernatant

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“Fly In” Fails

• Could you read this?• How about this one?• Maybe the third time is the charm!

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“Wipe from Left” Works

• Less distracting• Reduces eye movement• Increases readability

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Displaying Visuals

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GRAPHICS

Standard Personalized

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GRAPHICS

Tired and overworked clipart

Fresh and memorable photo

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Displaying Visuals

• Select visuals purposefully What visuals illustrate a point? Make

a claim? Help to prove an argument?

• Design easy-to-read visuals Are the visuals easy to read by all

members of your audience?

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Displaying Visuals

• Insert needed visuals

• Use color

• Resize appropriately

• Draw attention That was purelygratuitous!

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Animating: Tips

• Custom animation allows you to animate text, visuals, or line work

• Custom animation should be used purposefully (and sparingly!)

Animating should help audience comprehend your message

Don’t animate solely for aesthetic purposes

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• Supplement presentation• Simple and clear• Outline of main points

• Serve audience’s needs not of speaker’s

Visual Aids Should…

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Theme

Tone

SupportVisuals Story Data

Point Point Point Point Point

Closing

Presentation Flow

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A.Key point

B.Key assertions

C.Sub - assertions

D.Evidence

The Point

Assertion 2

A Pyramid Structure

Assertion 1

The Point

Assertion 2Assertion 1

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Mint candy consumption is expected to grow rapidly over the next five years

– Current capacity will reach maximum next year

– May want to add capacity meet demand

Mint candy consumption is expected to grow rapidly over the next five years

– Current capacity will reach maximum next year

– May want to add capacity meet demand

Pyramid Principle” requires you to begin with the insight or conclusion and then follow up with the support

We should consider adding capacity to meet growing demand

– Mint candy market is expected to grow rapidly over the next five years (CAGR 30%)

– Our capacity will reach maximum next year

We should consider adding capacity to meet growing demand

– Mint candy market is expected to grow rapidly over the next five years (CAGR 30%)

– Our capacity will reach maximum next year

Reverse your logic flow

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Subliminal Messages

• Orientation• Motion

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Message: Decline

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Message: Improvement

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Message: Bad Event

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Message: Good Event

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Here are some of the things many listeners want from a talk:

CONTENT

Conveys new information Poses an interesting question Conveys how people in other f ields think Describes important ideas Novel discovery

CLARI TY AND ORGANI ZATION

Understandable Avoids jargon Uses clear and simple visual aids Well organized Enables me to catch up if I space out Doesn’t run over time

STYLE AND DELIVERY

Keeps me awake Varies voice Conveys enthusiasm Doesn’t stay in one place Friendly and approachable

EXPERTISE

Credible I nspires trust and conf idence Answers questions clearly

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Change in ThinkingHigher level of understanding

Change in PerformanceChange in Behavior

Learning