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Creating Effective PowerPoint Presentations - PowerPoint PPT Presentation

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Creating Effective PowerPoint Presentations

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note to viewer
Note to viewer

To view this presentation, be sure the screen shows this slide, the outline of the presentation on the left, and the speaker notes below. Use “View” in the navigation bar and the appropriate viewing mode. Adjust the margins of the three frames as needed.

To show this presentation, hide this slide (and slide 24) before selecting “slide show.”

  • PowerPoint features
  • Presentation elements
  • Formatting
  • Content
  • Rehearsal
  • Instructions specific to this class
  • Works consulted
powerpoint features
PowerPoint features
  • Commonly used in business presentations
  • Provides colorful choices
  • Coordinates vividly with oral delivery
  • Offers amazing flexibility
  • Utilizes multi-media (text, graphics, sound, etc.)
  • Keeps audience on track
presentation elements
Presentation elements
  • Title page
  • Presenter(s) introduction
  • Overview page (presentation contents)
  • Concise content
  • Conclusion
formatting text
Use only 1 or 2 fonts

Serif and sans-serif

Broad line strokes

Complementary styles

Use 18 pt. or larger

Include up to 3 type treatments per page

Size, bold, italics

Don’t underline

This is Arial

This is Garamond

This is Aristocrat LET

This is Antique Olive

This is Delphian

Which is easiest to read?

Formatting: Text
formatting text7
Formatting: Text
  • Consistently use upper and lower case
  • Use consistent placement in layout
  • Avoid using all upper case letters
  • Use parallel construction in vertical lists
  • Omit most punctuation
  • May use symbols (“&” instead of “and”)
formatting graphics
Formatting: Graphics
  • Represent the topic clearly with graphics
  • Select suitable & concise graphics
  • Discard or manipulate wordy insertions
  • Avoid adulteration
  • Use a combination of graphics (color, art, charts, graphs, etc.)
formatting graphics9
Formatting: Graphics
  • Graphics use several different formats
    • .psd
    • .jpeg
    • .eps
  • File format compatibility should be considered (PC vs. Mac formats)
  • Resolution can be low (about 72 dpi)
formatting graphics10
Formatting: Graphics
  • Often overused (especially clip art)
  • Often poorly related to text/topic
  • Might be obscure (meaning)
  • Sometimes positioned poorly
  • Slows transitions and downloading
  • May not be free (do not steal it!)
formatting graphics11
Formatting: Graphics
  • Makes slide more interesting
  • Might add color
  • Directs the eye
  • Enhances or makes a point
  • May provide humor
formatting graphics12
Formatting: Graphics
  • Select diversity “sensitive” clip art
  • Select clearly-drawn graphics
  • Avoid “dated” art
  • Alter free art as needed
  • Avoid unnecessary clutter
  • Place graphics appropriately
formatting layouts
Alter slide layouts sparingly, but appropriately

Select some “permanent” elements for all slides

This is a 2-column layout

Use the 6 X 6 rule for text

Up to 6 lines per page

Up to 6 words per line

Less when graphics are utilized

Formatting: Layouts
formatting layouts14
Formatting: Layouts
  • Use basic design concepts for layout
  • Balance top-to-bottom for placement
  • Center left-to-right
  • Size graphics to balance with text
  • Use appropriate hierarchy in text sizes
  • Alter slide layout as needed
formatting layouts15
Formatting: Layouts
  • Be creative!
  • Utilize…
    • Hyperlinks
    • Sound
    • Animation
    • Transitions
  • Enhance content, don’t compete
formatting notes
Formatting: Notes
  • Contain presenter’s words and directions
  • Won’t be seen in “slide show” view
  • Differentiate between words and directions
    • Directions in all upper case or brackets
    • What presenter will say in upper/lower case
    • Use appropriate punctuation in notes
content purpose
Content: Purpose
  • Content depends on purpose
  • Should relate to audience
  • Avoid content presenter can’t pronounce
  • Select highlights
  • Avoid unnecessary, minute details (dates, figures, etc.)
  • Provide content that is interesting, yet easy to follow for listeners
content sources
Content: Sources
  • Cite material from other sources
    • May be on slides
    • May be in notes (speaker says it)
    • May be at the end of presentation
    • Don’t forget sources for graphics
  • Footnotes should be 1/2 size of text1
  • Follow a standard format (MLA, APA, etc.)

1 Lehman & DuFrene, Business Communication, 13th ed. New York: South-Western Thomson Learning, 2002.

rehearsal set the stage
Rehearsal: Set the stage
  • Dark room requires light background
  • Light room requires dark background
  • Contrast is the key
  • Room width/depth determine who can see screen
  • Obstructions should be avoided
  • The presenter(s) shouldn’t obstruct the view
rehearsal testing testing
Rehearsal: Testing, testing
  • Assure availability of compatible equipment
  • Use Web-safe colors
  • Check for differences between PCs and Macs (type, color, file format)
  • Check hyperlinks
  • Always have a back-up plan for projection
rehearsal getting it right
Rehearsal: Getting it right
  • Proofread carefully
  • Practice in front of others several times
  • Seek objective feedback
  • Eradicate spelling errors (presentation & handouts)
  • Don’t read straight from slides (look at audience)
rehearsal timing
Rehearsal: Timing
  • Coordinate speaking and visuals
  • Use 1 to 2 slides per minute
  • Maximum: 30 slides per 15-minute presentation (average is 20 slides)
  • Practice speed, tone, volume, projection (of voice), and movement

B. J. Reed and Patricia A. Clausen

works consulted
Works Consulted

Hult, Christine A. and Thomas N. Huckin. “Oral Presentations Using PowerPoint and Other Tools.” The New Century Handbook, 3rd ed.New York: Pearson Longman, 2005.

works consulted25
Works Consulted

Murray, Katherine. 10 Tips for Creating Effective Presentations in PowerPoint 2002. Microsoft Corporation. 21 August 2006. <>.

works consulted26
Works Consulted

Reid, Stephen. The Prentice Hall Guide for College Writers, 6th ed. Upper Saddle River, NJ: Prentice Hall, 2003.

works consulted27
Works Consulted

U.S. Department of Labor Occupational Safety & Health Administration. Presenting Effective Presentations with Visual Aids. May 1996. 21 August 2006. <>.