Creating an Effective PowerPoint Presentation

D Brodsky1 and E Doherty2

1Beth Israel Deaconess Medical Center, Boston,MA2Winchester Hospital and Children’s Hospital, Boston, MA

Note to presenter:

1. Select videotape of a short PowerPoint presentation to discuss with audience

2. Ideal if videotape is short; can create own or find one at: ted.com/talks

3. Discuss with audience:

What worked well?

What could have been done better?

Video

Overview • Extensive preparation

• Creating slide content

• Precise formatting

• Successful delivery

• Self-reflection and modifications, as needed

Planning the Presentation

• Know the audience– Who are they?

– What is their baseline knowledge of your topic?

– What do they need to learn about your topic?

– How many audience members are anticipated?

Planning the Presentation

• Know the program– What are you being asked to do?

– How much time have you been allotted?

– Where are you in relation to the rest of the program?

– What is the room layout?

– What technology is available to you?

Planning the Presentation

• Determine the focus of the talk– What do you want to convey?

• Research the topic– Become an expert– Use peer-reviewed sources that are up-to-date

• Develop a detailed outline– Include learning objectives and key points– Select visual aids

Creating Slide Content

• Introduction

• Body

• Conclusion

Creating Slide Content

• Introduction– Gain the attention of the audience

Striking statement or powerful quote Provocative question Personal anecdote Short questionnaire Demonstration

– Review the learning objectives

– Provide an overview of the presentation

Creating Slide Content

• Body of talk– Ensure that content is focused and congruent with objectives – Explain concepts clearly

– Maintain organization within and between slides

– Reinforce key concepts

– Keep the audience engaged

Creating Slide Content: Body of Talk• Potential format of medical presentations:

– Classical: Case Diagnosis Epidemiology Pathophysiology Management Outcome

– Problem-to-solution: problem presented and various solutions are described

– Sequential: cased presented in a time sequence

– Comparative: comparison of two or more methods, models, perspectives, treatments

– Thesis: assertion made and then proven or refuted

Creating Slide Content: Body of Talk

• Solidify concepts by:– Using examples

– Putting concepts into various contexts

– Providing mini-summaries of key concepts

– Posing questions to audience

• Leads to: – Deeper audience understanding of topic

Creating Slide Content: Body of Talk• Engage audience

– Varying visual aids

– Posing questions, asking for comments, seeking opinions from group

– Including role-play

• Audience member can pose as a physician, consultant, family member, patient

– Asking audience to solve problems individually or in small groups

Creating Slide Content

• Conclusion– Finish on a positive note

• Avoid comments such as: “And let me just add one more thing…” or “I guess I ran out of time, so I better end now”

– Provide a sense of closure• Review the learning objectives and key concepts

– Encourage self-directed learning • Discuss need for further research• Consider concluding with a thought-provoking question or

problem

Formatting in PowerPoint

• Attendees judge slides as well as content

• Speaker should not apologize for poor quality slides—just don’t use them!

• Speaker should use slides as a means to enhance the presentation (not as a crutch)

Master Slide

• Use master slide to ensure consistent formatting– Adjust font and font sizes

– Modify color scheme

– Create background

– Add images that will automatically be added to each slide

Font Selection

• Use simple, legible font

• Use standard font common to all computers to avoid font substitution if font not available on presentation computer

• Minimize various fonts– Use at most 2 different fonts throughout presentation

Font Style

• Preferred: – Arial

– Tahoma

– Univers

– Verdana

Less preferred: – Courier

– Garamond

– Georgia

– Times New Roman

Font Size• Largest size in text 32 pt

• Ideal at this size or above 24 pt

• Mostly legible 22 pt

• Barely legible 18 pt

8 Foot Rule: Print out slide and tape to wall; should be able to read slide from 8 feet away

Tool to adjust font size by 4-6 pt:

A A

Colors

• Create sharp contrast between text and background color

• Use basic background so audience is not distracted

• Remember that colors on computer screen not always same as projected colors

This one?

Colors

Do you prefer this color combo?

How about this one?

Or this one?

And last one…??

#1 #2

#3

#4#5

Bulleted Lines • Much better if presenter doesn’t have too many words per

bulleted line, as shown here, because this makes it difficult for the audience to read the text, listen to the speaker, and understand the content all at the same time

• Try to limit words to ≤ 7 words per line

• Try to limit bullets to ≤ 5 bullets per slide

Line Spacing • Important to adjust line spacing

• Instead of placing an extra line between bulleted lines, explicitly define space by using “Line spacing”

• Find line spacing by:– “Format” “Paragraph”

– In newer program versions, click symbol below in toolbar and then “Line Spacing Options”

Line Spacing • Line spacing too small (.70 lines) resulting in lines on top

of each other

• Line spacing (.85) and additional spacing “Before paragraph” (.55)

• Similar to previous bullet but also has spacing “After paragraph” (.60)

• To move this bullet closer to previous, decrease “Before paragraph” in this bullet or decrease “After paragraph” in previous bullet

Sort Slides

• To obtain a quick overview of slides to assess flow and rearrange slides, as needed

– Located on bottom toolbar– Also accessed within “View” in upper toolbar (“Slide Sorter”)

Views: Normal Slide Slide sorter show

Indent Lines

• Can adjust bulleted lines to a specific level

• Tool to move text to next or prior level:

• First level

– Second level• Third level

– Fourth level• Fifth level

Order, Align and Group Objects

• Quicker and simpler to use automatic computer commands than using your eye or grids

• Access “Draw” tab in Drawing toolbar– To control relative positions of 2 or more objects, select one

object, and “Order to…” (options include bring to front, send to back)

– To move or resize items simultaneously “Group” objects

– To align objects use “Shift” and then select each item, position by using “Align” or “Distribute”

Small Positional Changes

• To make minor positional changes:– Click on item

– Click on “Control” button

– Adjust position of image/text by using arrows on keyboard

Navigating Between Slides• Use action button to navigate from 1 slide to another within

the same presentation

• Alternatively, can use action button to navigate from slide to hyperlink

• Access by:

– “Slide Show” in upper toolbar view “Action buttons” select one

– In newer PowerPoint versions: “Insert” “Shapes” “Action Button”

• Place action button within slide

• Then, determine what action occurs when this button is clicked

Navigating Between Slides

• To return to previous slide, insert action button:

• Note: these action buttons will only work in Slide Show mode

Visuals• Use visuals to stimulate interest and increase

understanding

• Use only legible images

– Eliminate any unnecessary marks/words

– Highlight important components of a complicated visual with circles or boxes

• Eliminate any patient identifiers

• During the talk:

– Take the time to explain the visual

– Give the audience enough time to absorb the information in the visual

Visuals

• Common misconception that material from Web is available for anyone to use

– Need to site source

– May need copyright permission

• If you cannot find the source, best not to use the image!

Videotapes

• Insert videos as “Embedded” (i.e., stand alone within presentation)– Inserting video as “Object linked” requires original computer

folder to be open

• Compress video

• Configure video to play “When clicked”

• Use presentation video to practice opening video prior to talk

Animations

• Use judiciously – Add emphasis

– Explain a complicated concept

• Helps build layers of information

• Forces audience to focus on just one part at a time

• Use consistent type of animation throughout talk

• Limit frequency of animations because may become distracting

Practicing the Presentation

• Know the talk environment– If conference room with large table in front, bottom of slides may

not be seen by audience

– Some projectors cut off edges

– Some computers may alter slide images or content

• Be prepared for something to go wrong– Have a hard copy of slides available

Practicing the Presentation

• “Case the joint” (C. Hatem)– Put presentation on room computer or hook up your computer into

their set-up

– Quickly view all slides in presentation mode

• Confirm video clips are working properly

– Be aware of nuances of the venue (lighting, outside noise, temperature) and if possible/necessary, make adjustments

– Practice using slide changer and laser pointer

Tips to Effective Delivery

• Minimize nervousness– Relax and take deep breaths prior to the talk

– Remind yourself that nervousness lessens as you get underway

– Memorize the first few slides in anticipation of early anxiety

• As a back-up plan, refer to detailed notes of first few slides in large font

– Practice, practice, practice

Tips to Effective Delivery

• Maintain eye contact– Look at as many people as possible

• Mentally divide room into 3-5 sections and make eye contact with someone in each section during the talk

• Look in the middle of 2 attendees or look at listener’s foreheads if direct eye contact disturbs your concentration

– Look at someone for ≤ 5 seconds (a longer glance will make most people uncomfortable)

– Observe cues to the audience’s understanding and interest level and adjust talk accordingly

Tips to Effective Delivery

• Show enthusiasm– Use facial expressions

– Vary your pitch

– Focus on the meaning of what you are saying as this will make you more expressive

Tips to Effective Delivery

• Be natural– Avoid reading notes

• If absolutely necessary, limit the amount of reading time

– Speak as if you are having a conversation with the audience

– Incorporate anecdotes or stories into your lecture

Tips to Effective Delivery

• Monitor pace of delivery– Know midway point in talk and when you get there, assess if you

are behind or ahead of schedule

– If you are behind schedule, best not to speed up to cover everything (ideal to make a contingency plan and anticipate possibility of omitting a few slides)

– Plan to leave time for questions

Tips to Effective Delivery

• Emphasize key points– Take advantage of “the pause”

– Let audience know that something is important

• “This is a really significant finding and important for you to remember.”

– Speak more slowly when want to emphasize key points

Presentation Techniques

• Clear slides on screen– To temporarily make screen black or white and allow audience to

concentrate on your words:

• Press letter “B” to create a black screen

• Press letter “W” to create a white screen

– To return to presentation, press any key

Presentation Techniques

• To view website or document open on computer:– Pre-open website or document on screen computer

– During slide show, press “Alt” and keep finger on “Alt” key

– Then press and release “Tab” to view options

– Continue to hit “Tab” to scroll to internet or to document that you want to view

– Release “Alt” to view

Responding to Questions

• Repeat question

– Makes certain that everyone hears the question

– Confirms that you have understood the question

– Allows time for you to process the question

Responding to Questions

• Response to specific questions:

– If don’t know answer: acknowledge this, offer to get back to group after research question

– If complicated answer: consider discussing after session

– If argumentative audience member: best not to be confrontational but rather, be respectful, acknowledge comment, offer to meet later

– If monologue instead of question: feel free to kindly interrupt and provide your thoughts

Improving the Presentation • Self-reflect

– What went well?

– What could be improved?

• Review learner evaluations

• Review videotape of session to gather information about specific behaviors

– Level of enthusiasm

– Degree of nervousness

– Use of filler words

• Ask colleague to observe talk and provide feedback

Improving the Presentation

• Based on these actions:– Alter the content of the presentation as soon as possible

– Write down recommended behavioral changes so that prior to next presentation, tips can be reviewed

• Regardless of speaker’s level of experience or success of the presentation, there is always room for improvement

Steps to Follow to Create the Ideal PowerPoint Presentation:

• Proper preparation• Keen organization• Appropriate formatting• Use of audiovisual aids• Diligent practice• Applying constructive feedback

Characteristics of an Ideal PowerPoint Presentation:

• Connect and build on previous knowledge

• Teach complicated concepts

• Allow the audience to process information

• Engage the audience

• Motivate the audience to learn more

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