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Making Presentations with Making Presentations with PowerPointPowerPoint
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OutlineOutline
Learning Objectives: First Run (~30mins)Learning Objectives: First Run (~30mins)
Top Tips (~30min)Top Tips (~30min)
Break (~10min)Break (~10min)
Activity: Reuse the Learning Objectives to Activity: Reuse the Learning Objectives to create a draft presentation (~30min)create a draft presentation (~30min)
Learning Objectives: Second Run (~10min)Learning Objectives: Second Run (~10min)
Questions/ misunderstandings (~10min)Questions/ misunderstandings (~10min)
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Announcement:Announcement:
Your presentation is due:Your presentation is due:
–January 13January 13thth, 2010, 2010
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Learning Objectives: First RunLearning Objectives: First RunOpen new presentation Basic
Add text to slide Basic
Inserting slides Basic
Editing text Basic
Slide navigation Basic
Bold Basic
Changing views Basic
Rearranging slides Basic
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Learning Objectives: First RunLearning Objectives: First RunMoving objects Basic
Group objects Basic
Insert note Basic
Hide slide Basic
Insert chart Basic
Deleting slides Basic
Save as Basic
Run slide show Basic
Print outline view Basic
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Learning Objectives: First RunLearning Objectives: First Run
Demoting points Intermediate
Inserting pictures Intermediate
Inserting organization charts Intermediate
Adding a subordinate Intermediate
Drawing objects Intermediate
Changing border color Intermediate
Inserting page numbers Intermediate
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Learning Objectives: First RunLearning Objectives: First RunApplying a new presentation design Advanced
Slide master Advanced
Adding transitions Advanced
Adding animations Advanced
Set automatic slide timings Advanced
Animate chart Advanced
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Tip #1: OutlineTip #1: Outline
Make your 1Make your 1stst or 2 or 2ndnd slide an outline of your slide an outline of your presentationpresentation– Ex: previous slideEx: previous slide
Follow the order of your outline for the rest Follow the order of your outline for the rest of the presentationof the presentation
Only place main points on the outline slideOnly place main points on the outline slide– Ex: Use the titles of each slide as main pointsEx: Use the titles of each slide as main points
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Tip #2: Slide Structure – GoodTip #2: Slide Structure – Good
Use 1-2 slides per minute of your Use 1-2 slides per minute of your presentationpresentation
Write in point form, not complete Write in point form, not complete sentencessentences
Include 4-5 points per slideInclude 4-5 points per slide
Avoid wordiness: use key words and Avoid wordiness: use key words and phrases onlyphrases only
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Tip #2: Slide Structure - BadTip #2: Slide Structure - Bad
This page contains too many words for a This page contains too many words for a presentation slide. It is not written in point presentation slide. It is not written in point form, making it difficult both for your form, making it difficult both for your audience to read and for you to present audience to read and for you to present each point. Although there are exactly the each point. Although there are exactly the same number of points on this slide as the same number of points on this slide as the previous slide, it looks much more previous slide, it looks much more complicated. In short, your audience will complicated. In short, your audience will spend too much time trying to read this spend too much time trying to read this paragraph instead of listening to you.paragraph instead of listening to you.
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Tip #3: Slide Structure – GoodTip #3: Slide Structure – Good
Show one point at a time:Show one point at a time:– Will help audience concentrate on what you Will help audience concentrate on what you
are sayingare saying– Will prevent audience from reading aheadWill prevent audience from reading ahead– Will help you keep your presentation focusedWill help you keep your presentation focused
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Tip #3: Slide Structure - BadTip #3: Slide Structure - Bad
Do not use distracting animationDo not use distracting animation
Do not go overboard with the animationDo not go overboard with the animation
Be consistent with the animation that you Be consistent with the animation that you useuse
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Tip #4: Fonts - GoodTip #4: Fonts - Good
Use at least an 18-point fontUse at least an 18-point font
Use different size fonts for main points and Use different size fonts for main points and secondary pointssecondary points– this font is 24-point, the main point font is 28-this font is 24-point, the main point font is 28-
point, and the title font is 36-pointpoint, and the title font is 36-point
Use a standard font like Times New Use a standard font like Times New Roman or ArialRoman or Arial
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Tip #4: Fonts - BadTip #4: Fonts - Bad
If you use a small font, your audience won’t be able to read what you have writtenIf you use a small font, your audience won’t be able to read what you have written
CAPITALIZE ONLY WHEN NECESSARY. CAPITALIZE ONLY WHEN NECESSARY. IT IS DIFFICULT TO READ IT IS DIFFICULT TO READ
Don’t use a complicated fontDon’t use a complicated font
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Tip #5: Color - GoodTip #5: Color - Good
Use a color of font that contrasts sharply Use a color of font that contrasts sharply with the backgroundwith the background– Ex: blue font on white backgroundEx: blue font on white background
Use color to reinforce the logic of your Use color to reinforce the logic of your structurestructure– Ex: light blue title and dark blue textEx: light blue title and dark blue text
Use color to emphasize a pointUse color to emphasize a point– But only use this But only use this occasionallyoccasionally
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Tip #5: Color - BadTip #5: Color - Bad
Using a font color that does not contrast Using a font color that does not contrast with the background color is hard to read with the background color is hard to read Using color for decoration is Using color for decoration is distracting distracting and and annoyingannoying..Using a different color for each point is Using a different color for each point is unnecessaryunnecessary– Using a different color for secondary points is Using a different color for secondary points is
also unnecessaryalso unnecessary
TTrryyiinngg t too bbe e ccrreeaattiivvee ccaan n aallssoo bbee b baadd
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Tip #6: Background - GoodTip #6: Background - Good
Use backgrounds such as this one that are Use backgrounds such as this one that are attractive but simpleattractive but simple
Use backgrounds which are lightUse backgrounds which are light
Use the same background consistently Use the same background consistently throughout your presentationthroughout your presentation
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Tip #6: Background – BadTip #6: Background – Bad
Avoid backgrounds that are distracting or Avoid backgrounds that are distracting or difficult to read fromdifficult to read from
Always be consistent with the background Always be consistent with the background that you usethat you use
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Tip #6: BackgroundTip #6: Background
Dark letters against a light background work.
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Tip #6: BackgroundTip #6: Background
Light letters against a dark background also work.
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Tip #6: Background Tip #6: Background
Avoid red-green combinations because a large fraction of the human population is red-green
colorblind.
Lots of people can’t read this –and even if they could, it makes your eyes hurt.
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Tip #6: Background Tip #6: Background
Other color combinations can be equally bad:
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Tip #7: Graphs - GoodTip #7: Graphs - Good
Use graphs rather than just charts and Use graphs rather than just charts and wordswords– Data in graphs is easier to comprehend & Data in graphs is easier to comprehend &
retain than is raw dataretain than is raw data– Trends are easier to visualize in graph formTrends are easier to visualize in graph form
Always title your graphsAlways title your graphs
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Tip #7:Graphs - GoodTip #7:Graphs - Good
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Tip #7:Graphs - BadTip #7:Graphs - Bad
20.4
27.4
90
20.4
30.6
38.6
34.631.6
0
10
20
30
40
50
60
70
80
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January February March April
Blue Balls
Red Balls
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Tip #7: Graphs - BadTip #7: Graphs - Bad
Minor gridlines are unnecessaryMinor gridlines are unnecessary
Font is too smallFont is too small
Colors are illogicalColors are illogical
Title is missingTitle is missing
Shading is distractingShading is distracting
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Tip #8: Spelling and GrammarTip #8: Spelling and Grammar
Proof your slides for:Proof your slides for:– spelling mistakesspelling mistakes– the use of of repeated wordsthe use of of repeated words– grammatical errors you might have make grammatical errors you might have make
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The structure of a good talk: start broad, get The structure of a good talk: start broad, get specific, and end broadspecific, and end broad
Start with the biggest questions and get progressively more specific
Tip #9: StructureTip #9: Structure
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Tip #9: StructureTip #9: Structure
Now we’ll build an introduction and a home slide that puts the previous data into context.
A powerful tool in a talk is a “home slide”A powerful tool in a talk is a “home slide”
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Tip #9: StructureTip #9: Structure
The middle is the meat of the talk…
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The middle is also the time at which the audience tends to zone
out
Tip #9: StructureTip #9: Structure
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Audience attention curve
……but talks are delivered to but talks are delivered to audiencesaudiences
with limited attention spanswith limited attention spans
Tip #9: StructureTip #9: Structure
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Nontechnical
Generaltechnical
Specialist
After going into depth, come back to your home slide to make
transitions
Tip #9: StructureTip #9: Structure
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Tip #9: StructureTip #9: Structure
End with the most specific conclusions then build back out to
the “big picture”
The structure of a good talk: start broad, get The structure of a good talk: start broad, get specific, and end broadspecific, and end broad
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Audience attention curve
Audience attention increases as Audience attention increases as you signal the end of the talk – you signal the end of the talk –
so avoid false endings!so avoid false endings!
Tip #9: StructureTip #9: Structure
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Organizing a great talkOrganizing a great talk
• Be smart about Powerpoint
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Organizing a great talkOrganizing a great talk
• Be smart about Powerpoint
• Your introduction should start broad then get specific
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Organizing a great talkOrganizing a great talk
• Be smart about Powerpoint
• Your introduction should start broad then get specific
• Think of your talk as consisting of episodes
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Organizing a great talkOrganizing a great talk
• Be smart about Powerpoint
• Your introduction should start broad then get specific
• Think of your talk as consisting of episodes
• Use a home slide to make transitions effectively
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Organizing a great talkOrganizing a great talk
• Be smart about Powerpoint
• Your introduction should start broad then get specific
• Think of your talk as consisting of episodes
• Use a home slide to make transitions effectively
• Your conclusion should start specific but end broadly
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Tip #9: ConclusionsTip #9: Conclusions
Use an effective and strong closingUse an effective and strong closing– Your audience is likely to remember your last Your audience is likely to remember your last
wordswords
Use a conclusion slide to:Use a conclusion slide to:– Summarize the main points of your Summarize the main points of your
presentationpresentation– Suggest future avenues of research/ workSuggest future avenues of research/ work
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Tip #10: PowerPoint is Tip #10: PowerPoint is JUSTJUST a tool a tool
People People came came
to hear to hear YOUYOU!!
PPT PPT doesn’t doesn’t lead, lead, YOUYOU do.do.
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Tip #11: A Good talk Tip #11: A Good talk ≠≠ Good Slides Good Slides
Do face the audience and make eye contactDo face the audience and make eye contact Do be enthusiastic and vary the tone of your Do be enthusiastic and vary the tone of your
voice, voice,
Don’t pace up and down but also don’t stand Don’t pace up and down but also don’t stand rigid!rigid!
Don’t wave your pointer all over the slideDon’t wave your pointer all over the slide Don’t take lots of drinks- it is distracting Don’t take lots of drinks- it is distracting
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Do practice beforehand, preferably using a Do practice beforehand, preferably using a video camera and timervideo camera and timer
Do ask your friends (and family) for feedbackDo ask your friends (and family) for feedback
Don’t use too many gimmicks Don’t use too many gimmicks
Tip #11: A Good talk Tip #11: A Good talk ≠≠ Good Slides Good Slides
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Tip #12: Questions??Tip #12: Questions??
End your presentation with a simple End your presentation with a simple question slide to:question slide to:– Invite your audience to ask questionsInvite your audience to ask questions– Provide a visual aid during question periodProvide a visual aid during question period– Avoid ending a presentation abruptlyAvoid ending a presentation abruptly
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Break TimeBreak Time
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ActivityActivity
Use the Learning Objectives to create a draft of your presentation
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Learning Objectives: Second RunLearning Objectives: Second RunOpen new presentation Basic
Add text to slide Basic
Inserting slides Basic
Editing text Basic
Slide navigation Basic
Bold Basic
Changing views Basic
Rearranging slides Basic
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Learning Objectives: Second RunLearning Objectives: Second Run
Demoting points Intermediate
Inserting pictures Intermediate
Inserting organization charts Intermediate
Adding a subordinate Intermediate
Drawing objects Intermediate
Changing border color Intermediate
Inserting page numbers Intermediate
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Learning Objectives: Second RunLearning Objectives: Second Run
Applying a new presentation design Advanced
Slide master Advanced
Adding transitions Advanced
Adding animations Advanced
Set automatic slide timings Advanced
Animate chart Advanced
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Questions?Questions?
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