PowerfulPowerPointPresentation

2Have you ever experiencedYou walked into the meeting roomThey dimmed the lightThe presenter clicked on the mouse again and againGuess what happens next

3After just five minutes or soThey start noddingOr meditatingMay be prayingNo!

This could be you

4Let us make Powerful PowerPoint Presentations

Dont want such audience?

What is Powerful PowerPoint PresentationBuilt on a clear messageSupported by well-organized factsEnhanced by illustrations, charts and graphics.5

5 Elements of Powerful PowerPoint PresentationConsistentSimpleClearBigProgressiveSummary

Basic Principles of Design Readability - legibility Content ConsistencyThe focus of this session is going to be on:1. How to make PPT presentations readable to theaudience.2. How to employ principles of good design in thedevelopment of PPT presentations.3. How much content should go into the presentation.6

Make it Big (Text)This is Arial 18This is Arial 24This is Arial 32This is Arial 36This is Arial 48Avoid using small textUse over 30 points size textNever less than 24 points

Too SmallGood for textGood for Headline

Slide titlesMake sure are big enoughUse 40 points or largerUse WordArt to spice up Body slide textUse 32 points or largerYou will see some variation in recommendations for thesize of body text.However, the size of the room is the key. Large roomsrequire large typeface points no smaller than 28 or 30.Text height should be one inch for every 10 feet ofdistance from your audience.Also, remember the age of your audience--to play it safe,use the 24 karat rule--for golden presentations, dont usefonts smaller than 24 points!

computers.Remember that typeface brings an emotional response to apresentation and offers a wide range of images from imposing tocasual, authoritative to informal. Select a typeface appropriate toaudience and message to elicit desired emotional response--not justvisually appealing.Comic Sans is an informal, fun font for a light informalpresentation.One important thing: if you select a typeface and want to be surethat it will be displayed when you take your show on the road is toembed the font.Go to File, Save as and select Embed True Type in the checkbox.Otherwise, you are risking if the computer you use for your showhas that typeface on it. Learned this the hard way! There is anadditional PPT feature that will save the selected font and that is thePack and Go option on the File menu.7

Make It Big (How to Estimate)Look at it from 2 metres away

2 m

Keep It Simple (Text)Too many coloursToo Many Fonts and StylesThe 6 x 6 ruleNo more than 6 lines per slideNo more than 6 words per line

Minimize content One major concept per slide 3-5 bullets per slide 6-8 words per bullet or line 1-2 lines per bullet Maximum of 7-8 linesThe one thing that is emphasized in everything that I have read aboutpresentations is this: Content is key!Minimize the content and keep it simple! Less is more!The slide message should be clean and easy to absorb.All content should not be put on the slides--the audience will focus onreading whats on the slide, and tune the speaker out--wont listen orhear you! And the speaker should not just read the content that is on theslide.Only the important point or points should be on the slide.It is suggested to outline the content--top level information and that iswhat goes on the slides. Then expand in the commentary of the slide--fill in the details with your narrative.The presenter is the star of the show--the audiences attention should beon the speaker.If have a second line to a bullet, it should be indented so the bulletstands out--use consistent indents too!9

Keep It Simple (Text)Instructional Technology:A complex integrated process involving people, procedures, ideas, devices, and organization, for analyzing problems and devising, implementing, evaluating, and managing solutions to those problems in situations in which learning is purposive and controlled.Too detailed !

Keep It Simple (Text)

A processinvolving people, procedures & toolsfor solutionsto problems in learning

Instructional Technology:Much Simpler

Falling Leaves ObservedMumbaiKolkataChennaiJanuary11,532,23414,123,6543,034,564February1,078,45612,345,56716,128,234March17,234,7786,567,12316,034,786April16,098,89710,870,9547,940,096May8,036,89710,345,39414,856,456June16,184,345678,0954,123,656July8,890,34515,347,93418,885,786August8,674,23418,107,11017,230,095September4,032,04518,923,2399,950,498October2,608,0969,945,8905,596,096November5,864,034478,0236,678,125December12,234,1239,532,1113,045,654

Too detailed !

Falling Leaves in MillionsIn MillionMumbaiKolkataChennaiJanuary11143February11216March17616April16107May81014June1604July81518August81817September4189October295November506December1293

Much Simpler

Falling Leaves

Too detailed !

Falling Leaves

Much Simpler

Keep It Simple (Picture)Art work may distract your audience

Artistry does not substitute for content Must be relevant, simple and clear

Use graphics when provide effective accent.Graphic should emphasize a point or illustrate an idea.Graphics should be suitable to the occasion.Difficult to find appropriate graphics and time consuming.Better none than a graphic that doesnt relate to topic.Lots of resources to find free graphics. One that is readilyaccessible is MS ClipArt Gallery. Go to: Insert, Picture,ClipArt; ClipArt Gallery opens; get online and selectClips Online. can do a search for graphics, download(will download into the Downloaded Clips category andinsert from there).Best to use one graphic style, e.g. clipart, photos, scannedimages.16

Keep It Simple (Sound)Sound effects may distract too Use sound only when necessary

Keep It Simple (Transition)This transition is annoying, not enhancing "Appear" and "Disappear" are better

Keep It Simple (Animation)

2 mToo distracting !

Keep It Simple (Animation)

2 mSimple & to the point

Make It Clear (Capitalisation)ALL CAPITAL LETTERS ARE DIFFICULT TO READUpper and lower case letters are easier

21

SanserifZ

SerifZMake It Clear (Fonts)busyclear

State difference between serif and sans serif typeface--Serif typefaces have ascenders and descenders. These aredesigned for printed material as easier to read. The serifshelp the eye run along the lines of text. Times New Romanin an example that we commonly use and I see on slides!Serifs are not good for projecting on the screen because thelittle cap or foot on a dark background causes the eye tostop which causes eyestrain. The lines will appear jaggy,fuzzy or blurry when projected.Sans serif fonts have no serifs and are:more legible in large sizemore legible at a distancemore legible in a dimly lit roomThese slides are done in Comic sans, a sans serif font.22

Serif fonts are difficult to read on screenSanserif fonts are clearerItalics are difficult to read on screenNormal or bold fonts are clearerUnderlines may signify hyperlinksInstead, use colours to emphasiseMake It Clear (Fonts)

Avoid serif fonts Avoid fancy fonts with narrow lines Use no more than 2 font styles Never use shadow Avoid italics Avoid underlines Keep running text to a minimumMost references recommended to use only one font --2 isthe max! Too many fonts can be distracting.Fancy fonts, scripts, fonts with shadow effects and italicsare difficult to read when projected.Underlines are seen as links.Minimize text when projecting charts or graphs. Use onlyenough text to clearly label.23

Whether we are qualified to be a "professional?

Too Technical or Getting bored

Let us take a small quiz

How do you put a giraffe into a refrigerator?

The correct answer is: Open the refrigerator, put in the giraffe and close the door.

This question tests whether you tend to do simple things in an overly complicated way.

How do you put an elephant into a refrigerator?

Wrong Answer: Open the refrigerator, put in the elephant and close the refrigerator.

Correct Answer:Open the refrigerator, take out the giraffe, put in the elephant and close the door.

This tests your ability to think through the repercussions of your actions.

The Lion King is hosting an animal conference. All the animals attend except one.

Which animal does not attend?

Correct Answer:

The Elephant.

The Elephant is in the refrigerator.

Remember?

This tests your memory.

OK, even if you did not answer the first three questions correctly,

You still have one more chance to show your abilities.

There is a river you must cross. But crocodiles inhabit it.

How do you manage it?

Correct Answer: You swim across. Why? All the Crocodiles are attending the Animal Conference.

This tests whether you learn quickly from your mistakes.

Andersen Consulting90% of the professionals got all the questions wrong.But many preschoolers got several correct answersMost professionals have the brains of a four year old

34Ok fresh now, Let us go back

Make It Clear (Numbers)Use numbers for lists with sequenceFor example:

How to put an giraffe into a fridge?

1. Open the door of the fridge2. Put the giraffe in3. Close the door

Make It Clear (Bullets)Use bullets to show a list withoutPriority, Sequence or Hierarchy,Use bullet points for key ideas,Avoid using to many bullets,Dont use more than 6 bullets per slide,Use full sentences only when quote.

Make It Clear (Colours)Use contrasting colours Light on dark vs dark on lightUse complementary colours

Lets talk about colorTen percent or 1 in 10 people can be color blind. Shouldavoid red/green and blue/green combinations as some ofyour audience will have difficulty reading orunderstanding your presentation.Although it is possible to change the slides color scheme(Format, Slide Color Scheme), it is best to use the basepalette for the template--developed by design experts--work best--take advantage of.37

Make It Clear (Contrast)Use contrasting coloursLight on dark vs dark on lightUse complementary colourslow contrast

high contrast

Never use a white background in a dark room!Remember that color evokes psychological responses.Also, projectors can alter the appearance of the color fromwhat you saw on the computer monitor.For education purposes, deep forest green, olive or tealwas suggested.Red is stimulating--increases excitement, heightensemotion, action and can cause problems.Brown is a color to avoid.Stick with the standard colors.38

Make It Clear (Contrast)Use contrasting colours Light on dark vs dark on lightUse complementary coloursThis is light on dark

One caveat to keep in mindToo many colors cause color overload.Accent is an accent--which means it stands out.Using too many colors prevents anything from standingout.39

Make It Clear (Contrast)Use contrasting colours Light on dark vs dark on lightUse complementary coloursThis is dark on light

Never use a white background in a dark room!Remember that color evokes psychological responses.Also, projectors can alter the appearance of the color fromwhat you saw on the computer monitor.For education purposes, deep forest green, olive or tealwas suggested.Red is stimulating--increases excitement, heightensemotion, action and can cause problems.Brown is a color to avoid.Stick with the standard colors.40

Make It Clear (Complement)Use contrasting colours Light on dark vs dark on light Use complementary colours These colours do not complement

Light violet = expansive, open-minded Yellow to combine with blue and redExcellent for foregroundsStimulatingOn blue is easiest to read Gray = neutral, eliminates biasCharcoal or dark gray best41

Make It Clear (Complement)Use contrasting colours Light on dark vs dark on light Use complementary colours These colours complement

Lets talk about colorTen percent or 1 in 10 people can be color blind. Shouldavoid red/green and blue/green combinations as some ofyour audience will have difficulty reading orunderstanding your presentation.Although it is possible to change the slides color scheme(Format, Slide Color Scheme), it is best to use the basepalette for the template--developed by design experts--work best--take advantage of.42

Make It Clear (Size)Size implies importance

Make It Clear (Focal Points)Focal points direct attention

Complexity of InteractionsMode of InstructionIndividualPairGroupDirectInstructionGuidedInquiryDiscoveryLearningIndividualInstructiveToolsIndividualConstructiveToolsSocialConstructiveToolsSocialCommunicativeToolsInformational ToolsTypes of Instructional ToolsToo many in one go!Be Progressive

Complexity of InteractionsMode of InstructionIndividualPairGroupDirectInstructionGuidedInquiryDiscoveryLearningIndividualInstructiveToolsIndividualConstructiveToolsSocialConstructiveToolsSocialCommunicativeToolsInformational ToolsTypes of Instructional ToolsProgressive & thus focused

Understanding TechnologyFloppy diskUser interfaceCPUI/O ErrorBackup systemSoftwareMouseDebuggerFunction keyMain StorageToo many & not focused

Understanding TechnologyFloppy disk

User interface

CPU

I/O Error

Backup system

Software

Mouse

Debugger

Function key

Main Storage

Progressive & thus focused

Be ConsistentDifferences draw attentionDifferences may imply importanceUse surprises to attract not distract

Once you have selected a presentation design, use Slide Master (Viewmenu/Master).Can select features want on slide and every slide will be the same.For example, can select font, size, style and color for the slide title andbody text.Always make changes on the slide master to ensure consistent slideformat.If you use slide transition or text builds, these should be consistent--follow a pattern to avoid visual chaos. Never use random!Title slide will introduce the topic and set the mood of yourpresentation with the layout and colors selected.Each slide should be clearly titled--indicates focus of slide.Titles should be a short line.Usually best to have title in a contrasting colorIndividual slide titles should capture a point or provoke interest--varytitle style-- topic, thematic or assertive.49

Be ConsistentDifferences draw attentionDifferences may imply importanceUse surprises to attract not distractThis tick draws attention

Be ConsistentDifferences draw attentionDifferences may imply importanceUse surprises to attract not distractThese differences distract!

Be ConsistentDifferences draw attentionDifferences may imply importanceUse surprises to attract not distractThis implies importance

Be ConsistentDifferences draw attentionDifferences may imply importanceUse surprises to attract not distractConfusing differences!

Be ConsistentDifferences draw attentionDifferences may imply importanceUse surprises to attract not distract

This surprise attracts

Be ConsistentDifferences draw attentionDifferences may imply importanceUse surprises to attract not distract

These distract!

In SummaryBigSimpleClearProgressiveConsistent

Some Final Words

58Before the PresentationUse the K.I.S.S. principle (Keep it silly simple),Check all the equipments and rehearse,Bring extra projector bulb,Check the lighting in the room,Point out the exit in case of fire.

When CreatingText to support the communicationPictures to simplify complex conceptsAnimations for complex relationshipsVisuals to support, not to distractSounds only when absolutely necessaryThink about the people in the back of the room when creating slidesRun the spell checker

When PresentingSpeak loudly and clearly with fluctuationMaintain eye contact with your audienceAsk questions of your audienceDont read the slides word-for-word, use them for referenceDont speak to yourself but speak out,You should be the main attraction not the PowerPoint,Speak to your audience not the screen,

Closing Remarks Practice your presentation before a neutral audienceAsk for feedbackBe particular about the time allotted for presentationLeave time for questionsDont give the handout at the beginningBe confident

ANY QUESTIONS ???

63

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