In this lesson, you will learn some techniques for effectively creating presentation slides and using them in the delivery of your speech. Specifically, this lesson will cover:
Using software like PowerPoint can allow the speaker to create an engaging presentation.
Let's face it. Love it or hate it, PowerPoint, or PowerPoint-type slides, are the most common form of visual aid seen during a presentation. We all know that we have encountered boring PowerPoint presentations with an overload of information and a lack of creativity.
Developed by Microsoft, PowerPoint is a presentation software that enables users to communicate text, graphics, video, and other content via electronic slides.
The following design tips can help users develop effective PowerPoint presentations while keeping in mind PowerPoint etiquette.
Do not write the entire presentation on your PowerPoint. Instead, create bullet points and headings no longer than three to five words that give the main points.
Present no more than five to seven lines per slide.
Use two slides rather than cramming too much information into one.
Be consistent with your "theme" throughout the presentation (i.e., do not use a different theme for each slide).
Do not overuse transitions. They are meant to enhance, not overwhelm, your presentation.
Be careful with your color scheme. Again, this is meant to enhance your presentation. Make sure the audience can read the text.
Make an outline of what you will be talking about so listeners can know what to expect from the presentation.
Think of the demographic (e.g., age) of your audience when setting font size and type.
terms to know
PowerPoint
An electronic slide presentation created and presented using the program (verb) to communicate to (an audience) by electronic slides.
Design
To plan and carry out (a picture, work of art, construction, etc.).
2. PowerPoint Formatting Tips
PowerPoint incorporates elements of written, oral, and visual communication.
By focusing on decisions regarding blank space or color, contrast, and font, you can design a presentation that is not only aesthetically appealing but also enhances and underscores key content and objectives.
The following tips will help you and your audience get the most from your presentation.
2a. Formatting the Slide
Tip
Description
Templates
You may either select an existing template or design your own. The blank template allows you to modify colors, themes, and styles of different elements to best suit your needs.
Normal view— blank presentation template
The blank presentation template provides placeholders for the title and subtitle on the first slide and additional placeholders for the title on each blank slide. This allows you to distinguish your main points from sub-points. Follow basic design rules:
Use blank space to group or separate items.
Use visual balance to please the eye.
Create contrast to make objects stand out. Contrast occurs when any two elements are different.
Colors
Choose colors so that the text is clearly legible.
Use color for clarity and emphasis, not for decoration.
Keep a similar color scheme throughout the entire presentation.
Use contrasting colors to highlight main points.
Use a font color that stands out against the background.
In addition, consider how the colors will look in the space where the slideshow will be presented. For example:
Strong light reduces contrast on dark backgrounds.
In a well-lit room, use a light background with dark text and visuals.
In a dimly lit room, use a dark background with light text and visuals.
Avoid vibrating colors. Bright complementary colors that are close to each other in intensity "vibrate" or reduce legibility.
term to know
Placeholder
Dotted or hatch-marked borders for entering text, charts, tables, or images on a slide.
2b. Adding Content
Tip
Description
Text
Use text properly.
Use keywords and phrases instead of sentences.
Be consistent in your use of capitalization.
Put similar ideas in the same formatting by using the same parts of speech, same clauses, phrases, or all complete sentences.
Use bullet points
Bullets help the audience skim the slide and see relationships between main and sub-points. Here is how to use bullets:
Select the "bulleted list" or "two-column list" slide (from the predesigned slide formats).
Type a phrase, then hit "return."
Type a second phrase, hit "return," then hit "tab" to indent.
OR use "promote" or "demote" arrows at the top to create a bulleted hierarchy in order to distinguish main claims from sub-claims.
Fonts
Choose easy-to-read fonts. Select fonts that are good for projecting, not ones that are just good for printing.
Use headings and subheadings in a larger font.
Bold, italicize, or CAPITALIZE important information.
Pay attention to the legibility of the font you choose, such as the contrast between background and text, the size of the font, and any type of treatment, such as shadowing, that may reduce legibility.
Limit your text to one or two fonts.
Use a font size of 18–24 points.
Graphics
Insert needed visuals such as WordArt, shapes, or images. Make sure to resize the images to fit the slide best.
Make sure the information is clear and supports your presentation. Color coordinate charts/graphs if necessary.
Use text to support/explain your charts and graphs (be brief but cover the high points).
Avoid charts and graphs that can be misleading to your readers.
Video and audio
You can search and select videos in different media formats. Just click to select the video/audio and insert where you want them to play on the slide. You can also record your own audio to add to a slide. When choosing video or audio to add to your presentation, make sure that it is of high quality. This enhances the authority of the presenter as well as improves audience receptivity.
2c. Using Animations and Transitions
Tip
Description
Animations
An animation in a PowerPoint is a special effect applied to an element within a slide that adds movement, transitions, and other effects to the presentation. Animations can be used to make the presentation more engaging, highlight key points, and help the audience understand complex concepts. Avoid slow-moving or fancy animations such as crawl-in, swivel, and spiral.
Transitions
A transition in a PowerPoint is a special effect applied when you move from one slide to the next. Transitions should have a point and support the overall concept of the presentation. Don't overuse transitions, as they can distract your audience from your main points.
2d. After the Presentation
Tip
Description
Handouts
You can export your PowerPoint presentation to a Word document. When you do this, there are different choices available for how slides and notes are positioned.
Share
You can also share your PowerPoint presentation by email or publish your slides online so that others can access them electronically, rather than having to distribute handouts.
3. PowerPoint Delivery Tips
PowerPoint presentation software is your assistant and should help you, not take over the show.
Nothing can substitute for a carefully prepared message, whether that message is a standard linear message or a relational interactive message.
The delivery of the message is guided by the best practices that you have been using throughout your speeches; however, there are some special considerations when working with PowerPoint.
3a. Practice and Rehearsal
After putting together a PowerPoint slide show, you will want to get a "reality check" by actually running the show to see what it will look like when you present it.
If at all possible, rehearse with the same display equipment in a similar space. If you are speaking to a co-located audience, make sure that your projected slides are large enough for all members of the audience to see (usually about 1 inch high for every 10 feet that separates the audience from the projected slide).
Additionally, if you are speaking to a remote audience, check your display so that you can see the presentation in the same way that the audience will see it on their screens.
3b. Basic Delivery
One critical aspect of delivery is avoiding the temptation to read the content to the audience; the audience can read what is projected themselves. The content of the slides serves as a guide or outline for you and the audience.
Stand to the left of the screen. For the English speaker who reads from left to right, the audience will see you as their eyes move across the screen in one continuous left-to-right eye movement. And remember to speak with the audience, not at them.
3c. Using Views
Using PowerPoint views allows you to follow a linear path or relational interactive paths for delivery.
Slide Show View. You can use the Slide Show view to deliver your presentation. The slide occupies the full screen and displays the way your presentation will look when you project it. You can use the Slide Show view to see the slideshow on your computer screen one slide at a time. You can move to the next slide by clicking the mouse or using the up and down arrow keys.
Presenter View. You can see your notes on your monitor while the audience only sees the slide. You can also zoom in on a particular part of the slide or use a pen or laser pointer to call attention to details. In Presenter view, you can display the current slide on the left side, the next slide on the right, and the notes at the bottom right of the screen.
terms to know
Linear
Pertaining to or resembling a line; step by step in order.
Relational
A type of interactive presentation using presentation software that is structured to allow dynamic customization of the message while presenting.
summary
In this lesson, you learned some tips for visual aids, including design tips for using PowerPoint in your presentation. You should not write your entire presentation on your PowerPoint, but rather, use bullets and sub-bullets to break up the text into manageable chunks. Be consistent with your color themes. You also reviewed some PowerPoint formatting tips. When formatting a slide, use keywords and phrases instead of sentences as listed bullet items to help the audience skim the slide and see relationships between the main points and sub-points. Insert and resize content, such as WordArt, shapes, charts, graphs, images, or pictures, into a slide to provide support for your speech. When using animations and transitions, avoid slow-moving or fancy effects such as crawl-in, swivel, and spiral. After your presentation, you can format and export your slides to a Word document for handouts or share by email, pdf, or internet.
You also learned some tips for PowerPoint delivery. You should practice and rehearse the slideshow to see what it will really look like when it is delivered to an audience. Presenter view allows you to see your notes on your monitor while the audience only sees the slide.
