The fact that PowerPoint is so easy to use, may be its biggest disadvantage when it comes to creating an effective presentation!

The most effective PowerPoint presentations are simple and uncomplicated. They use charts & graphs that are easy on the eye, and graphics that bear direct relation to what the presenter is saying.

Unnecessary graphics and too much text detract from the effectiveness of any presentation. Remember - if the audience wanted all that text, they would read it from a document - the idea of a presentation is to make them understand what you're saying by backing up your story.

If a picture is worth a thousand words, then a video is surely worth a million!

Top 11 PowerPoint Tips

1. KISS (Keep It Simple Stupid!):

PowerPoint uses slides with a horizontal or "Landscape" orientation. The program was designed as a convenient way to display graphical information to support a speaker as an adjunct to his/her presentation. The slides are not supposed to be the star of the show but are there merely to add weight to your message. The audience have come to hear you and be moved, motivated and/or informed by your message. Don't let your message and your ability to tell a story get sidetracked by slides that are unnecessarily complicated, busy, or full of distractions.

Use plenty of white space and don't feel compelled to fill empty areas on the slide with unnecessary graphics or text that do not contribute to better understanding. The less clutter you have on your slide, the more powerful your visual message will become.

2. Keep Bullet points & Text to a Minimum:

Your presentation is for the benefit of the audience and boring them with bullet point after bullet point is of little benefit to them and even worse for you. Which brings us to the issue of text. The most powerful slides could have no text at all. This may sound crazy, but keep in mind that slides are meant to support the narration of the speaker, not replace the speaker.

However great your presentation, slides are of little or no use without you to speak to them. If detailed information is requested, it is far better to send a written document which expands on the content of your presentation. Audiences are much better served receiving a detailed, written handout as a takeaway from the presentation, rather than a mere copy of your PowerPoint slides. If you have a detailed handout or publication for the audience to be passed out after your talk, you need not feel compelled to fill your PowerPoint slides with a great deal of text.

3. Don't use too many varied transitions and animation styles:

Use object builds and slide transitions judiciously. Object builds (also called animations), such as bullet points, should not be animated on every slide. Some animation is a good thing, but stick to the most subtle and professional (similar to what you might see on the evening TV news broadcast). A simple "Wipe Left-to-Right" (from the "Animations" menu) is good for a bullet point, but a "Move" or "Fly" for example is too tedious and slow (and yet, is used in many presentations today). Listeners will get bored very quickly if they are asked to endure slide after slide of animation. For transitions between slides, use no more than two-three different types of transition effects and do not place transition effects between all slides.

4. Use Good Quality Graphics & Images:

Use high-quality graphics including photographs. You can take your own high-quality photographs with your digital camera, purchase professional stock photography, or use the plethora of high-quality images available on line (be cautious of copyright issues, however). Never simply stretch a small, low-resolution photo to make it fit your layout - doing so will degrade the resolution even further.

Do NOT use PowerPoint Clip Art or other silly line art. Again, if it is included in the software, your audience has seen it a million times before. It may have been interesting in 1993, but today the inclusion of such clip art often undermines the professionalism of the presenter. There are exceptions, of course, and not all PowerPoint art is dreadful, but use carefully and judiciously.

I often use images of people in my slides, as photography of people tends to help the audience connect with the slide on a more emotional level. If the photographic image is secondary in importance, then I decrease the opacity and add a Gaussian Blur or motion filter in Photoshop. If the photographic image is the primary area I want the audience to notice (such as a picture of a product), then the image can be more pronounced and little (or no) text is needed.

5. Use an established visual theme:

You clearly need a consistent visual theme throughout your presentation, but most templates included in PowerPoint have been seen by your audience countless times (and besides, the templates are not all that great to begin with). Your audience expects a unique presentation with new (at least to them) content, otherwise why would they be attending your talk? No audience will be excited about a cookie-cutter presentation, and we must therefore shy away from any supporting visuals, such as the ubiquitous PowerPoint Design Template, that suggests your presentation is formulaic or prepackaged.

You can make your own background templates which will be more tailored to your needs. You can then save the PowerPoint file as a Design Template (.pot) and the new template will appear among your standard Microsoft templates for your future use. You can also purchase professional templates on-line.

6. Use professional looking & relevant chart styles:

Always ask yourself, "How much detail do I need?" Presenters are usually guilty of including too much data in their on-screen charts. There are several ways to display your data in graphic form; here are a few things to keep in mind:

Pie Charts. Used to show percentages. Limit the slices to 4-6 and contrast the most important slice either with color or by exploding the slice.

Vertical Bar Charts. Used to show changes in quantity over time. Best if you limit the bars to 4-8.

Horizontal Bar Charts. Used to compare quantities. For example, comparing sales figures among the four regions of the company.

Line Charts. Used to demonstrate trends. For example, here is a simple line chart showing that our sales have gone up every year. The trend is good. The arrow comes in later to underscore the point: Our future looks good!

Tables: In general, data presented in a tabular fashion is good for side-by-side comparisons of quantitative data. However, tables can lack impact on a visceral level. If you want to show how your contributions are significantly higher than two other parties, for example, it would be best to show that in the form of a bar chart (below, right). If you're trying to downplay the fact that your contributions are lower than others, however, a table will display that information in a less dramatic or emotional way.

7. Use Color to Great Effect:

Color evokes feelings. Color is emotional. The right color can help persuade and motivate. Studies show that color usage can increase interest and improve learning comprehension and retention.

You do not need to be an expert in color theory, but it's good for business professionals to know at least a bit on the subject. Colors can be divided into two general categories: Cool (such as blue and green) and Warm (such as orange and red). Cool colors work best for backgrounds as they appear to recede away from us into the background. Warm colors generally work best for objects in the foreground (such as text) because they appear to be coming at us. It is no surprise, then, that the most ubiquitous PowerPoint slide color scheme includes a blue background with yellow text. You do not need to feel compelled to use this color scheme, though you may choose to use a variation of those colors.

If you will be presenting in a dark room (such as a large hall), then a dark background (dark blue, grey, etc.) with white or light text will work fine. But if you plan to keep most of the lights on (which is highly advisable) then a white background with black or dark text works much better. In rooms with a good deal of ambient light, a screen image with a dark background and light text tends to washout, but dark text on a light background will maintain its visual intensity a bit better.

8. Choose your fonts carefully:

Fonts communicate subtle messages in and of themselves, which is why you should choose fonts deliberately. Use the same font set throughout your entire slide presentation, and use no more than two complementary fonts (e.g., Arial and Arial Bold). Make sure you know the difference between a Serif font (e.g., Times New Roman) and a Sans-Serif font (Helvetica or Arial). Serif fonts were designed to be used in documents filled with lots of text. Serif fonts are said to be easier to read at small point sizes, but for on screen presentations the serifs tend to get lost due to the relatively low resolution of projectors. San-serif fonts are generally best for PowerPoint presentations, but try to avoid the ubiquitous Helvetica. I often choose to use Gill Sans as it is somewhere in between a serif and a sans-serif font and is professional yet friendly and "conversational." Regardless of what font you choose, make sure the text can be read from the back of the room.

9. Use video and audio whenever possible:

Using video clips to show concrete examples promotes active cognitive processing, which is the natural way people learn. You can use video clips within PowerPoint without ever leaving the application or tuning on a VCR. Using a video clip not only will illustrate your point better, it will also serve as a change of pace thereby increasing the interest of your audience. You can use audio clips (such as interviews) as well. Something to avoid, however, is cheesy sound effects that are included in PowerPoint (such as the sound of a horn or applause when transitioning slides). The use of superfluous sound effects attached to animations is a sure way to lose credibility with your audience.

10. Split presentations into sections:

For long presentations, split your presentations into sections which can be accessed by a menu slide. That way you don't always have to present everything to everyone, but can present selectively depending on the needs of that particular audience.

11. Keep it consistent:

Make sure your color schemes, layouts, fonts, etc. show consistency from slide to slide. This is important if you don't want your presentation to look like it was pulled together from many different sources. Now this doesn't mean that every slide should look exactly the same, for that would make your presentation dull and boring.

PowerPoint Just Builds Slides - YOU Create the Presentation!

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