PowerPoint Presentation Guidelines Fall...

– PowerPoint Presentation Guidelines– Fall 2009

PowerPoint Presentation Guidelines

Fall 2009


Introduction

• These guidelines are meant to help you make

presentations that are easier for you to use and your

audience to understand. Use them to your advantage.

They are not meant to stifle your creativity or originality.

• Remember:

The presentation is for your audience to SEE,

not for you to read from!


Title Slide

• The first slide should show:

– Title of your presentation

– Student’s name

– Course name

– Instructor’s name

– Academic year


Example

Modern Diplomacy:

The Changing Nature of Diplomacy

Vedran Kusljugic, Monica McCoy and Alan Poensgen

Diplomatic Theory and Practice

Professor Germàn Aragòn

BAC 2008 - 2009


Fonts

• Use Simple Fonts. They are easier to read

• Titles: Arial, Tahoma, Veranda

• Text: Arial, Tahoma, Veranda (Times may appear blurry)

• Italics are difficult to read

• DO NOT USE ALL CAPITAL LETTERS! VERY HARD

TO READ!


Example: Italics are difficult to read in some fonts

• This course aims to provide students with an

understanding of international organizations,

exploring their rise, their development in the 20th century

and the reasons for their significance in the modern

international political systems.

• There will be a special emphasis on types of organizations

involved in the provision of humanitarian assistance and

sorts of intervention necessary to combat

underdevelopment, natural disaster and conflict.

Finally, the course looks at some of the more specific crises

and challenges of recent times and analyses the

effectiveness of the humanitarian response. Emphasis is

placed on the completion of a student project designed to

put into practice some of the theoretical aspects of the

course.


Example: Capital Letters

• THE ABUSE OF CAPITALS LETTERS NOT ONLY MAKES

READING DIFFICULT, BUT ALSO MAKES IT HARDER TO

EMPHASIZE CERTAIN WORDS OR PHRASES. IT IS BETTER

TO USE THE CAPITAL LETTERS IN MODERATION.

• THE ABUSE OF CAPITAL LETTERS NOT ONLY MAKES




• THE ABUSE OF CAPITAL LETTERS NOT ONLY MAKES





Font Size

• Make sure your audience can see your slides all the

way to the back of the room. Suggestions:

• Title: Font size 32 to 40

• Sub-Title: Font size 28 to 32

• Content: Font size 24


Colors• Use contrasting colors

• White on dark background is good only in small rooms.

The further you are the harder it is to read.

• If in doubt use default colors

• Do not use too many colors

• Avoid for example: Red on Green, Avoid deep red or

blue lettering against a dark background


Demographics

• 60% of all Americans (145 million people) play video games

• Thirty-eight percent of all game players are women.

• 60% of all gamers are 25 to 44 years old

• 87% who purchase console games are over 18

• The average game player is 33 years old and has been playing games for 12 years.

• The average age of the most frequent game buyer is 40 years old. In 2006, 93 percent of computer game buyers and 83 percent of console game buyers were over the age of 18.

(ESA Gaming Statistics 2006)

Don’t


This is a good mix of colors. Readable!

Background ColorsRemember: Readability! Readability! Readability!

This is a bad mix of colors. Low contrast.Unreadable!

This is a good mix of colors. Readable!

This is a bad mix of colors. Avoid brightcolors on white.Unreadable!


Slide Layout

• Keep It Simple!

• Use the same background for each slide

• Each slide should present one subject; avoid detail, but

instead display only essential data.

• Busy slides are confusing to the audience.

• Simplify by using key words, brief and concise phrases

and avoid complete sentences.

• Use not more than six words per line and six to eight

lines per slide.

• This slide contains too much information!


Slide Layout - Continuity

• Headings, subheadings, and logos should show up in

the same spot on each frame

• Margins, fonts, font size, and colors should be

consistent with graphics located in the same general

position on each frame

• Lines, boxes, borders, and open space also should be

consistent throughout


Slide Layout

• Avoid complex graphics and tables

• Time needed to decipher a slide is time lost listening

attentively to the speaker.

• Avoid printing text over patterned backgrounds. Use

high contrast between lettering and background.

• If you are using backgrounds with different shades of

color or with design, make sure your font colors do not

fade into the background.


The Presentation

Global:

• Knowledge of the audience: Who they are, How many

they are, What their needs or interests are, What they

expect of you, What they know about the topic...

• Clear objectives: inform, persuade, welcome, teach...


The Presentation


The Presentation

System:

• Plan – Have a clear structure and be aware of time.

• Organization – Understand the links that exist among

the various parts of the presentation. Information –

Make sure that what you are saying is of interest to

your audience.

• Impact – Make sure you emphasize the introduction

and conclusion.


The Presentation

Style:

• Clear, simple and fluid

• Speak naturally and use common language

• Pause and change your tone of voice for emphasis


The Presentation

Body language:

• Use clear and striking gestures for emphasis

• Gaze at the audience

• Be confident, relaxed and optimistic

• Don’t use gestures that will distract the audience


The Presentation - Visual Aids

Design

• Do not use visual aids to repeat what you can say.

• Do not put too much information on your visual aids.

• Use visual aids to help explain or sum up what you are

saying.

• Use only key words, avoid lines or phrases.

• Think of the correct visual aid for you (graphic, diagram,

drawing, words, etc.).

• Use color but not too much.


Design

• Attractive

• Informative

• Appropriate



Use:

• Do not use too many visual aids.

• Do not read the visual aid. Analyze, explain it and make

conclusions.

• Make sure the audience understands the visual aid.

• Use a pointer to indicate and/or concealment

techniques when necessary.

• Face the audience as much as possible.

• Do not block the audience’s view.



• Don’t forget that your visual aids should help you to

communicate what you want to say.

They must never shift the audience’s attention from

what you are saying.


The Best Way to Present Numbers

Line graphs:

• A line graph is good if you want to show how a position

has changed over a period of time and far easier for

your audience to take in than putting up a series of

numbers on a board.

• It is very useful to show numbers with more than three

variables.

• Keep the numbers of basic colors to a maximum of five.


Line Graph

Don’t !


Line Graph

Do!


Avoid using graphics that are difficult to read.

8

Don’t !

Graphics and Charts


This graph contains too much information

10

Don’t !



Bar graphs:

• If you want to compare figures (e.g. the performance of

a company from year to year or different divisions within

a year) then a bar graph will be easier to comprehend

than both a table of figures and a line graph (especially

if there are a number of lines close together).


Favourability differences between countries

Do!



Pie graphs:

• Use pie graphs to show how individual parts make up a

whole. They are a good way of presenting numerical

information graphically.


Pie Graph

Do!



Flow charts:

• Flow charts are very useful for illustrating how things

work, how parts fit together, or how a process operates.

But there is a danger of showing too much in one chart.

It can easily become a maze of boxes, arrows and lines

which the viewer may take 10 minutes or more to

absorb.

• To avoid this…



• Flow Chart:

• Keep the flow chart easy to read and uncluttered.

• Break down the stages into simple units, showing no more than

three or four boxes at any one time.

• Use color to highlight the different parts of the flow chart at different

times.

• Reveal the chart gradually, rather than all at once.

• Take the audience through the flow chart carefully and check that

they have understood.


Receive barrel of apples from delivery truck

Is apple in good

condition?Inspect each

apple



Discard apple

Is apple in good

condition?

No

Inspect each apple

Send to compost

bin. Compost is cycled back to the farm as nutrients

for the apple orchard soil.



Is apple in good

condition?

YesProcess good apples in

blending machineInspect each apple

Filter pulp from apple sludge



Is apple in good

condition?

YesProcess good apples in

blending machineInspect each apple


Make apple sauce

Bottle apple juice and ship

to stores


Flow Chart


Discard apple

Is apple in good

condition?

Yes

No

Process good apples in blending machineInspect each

apple


Make apple sauce

Bottle apple juice and ship

to stores

Send to compost

bin. Compost is cycled back to the farm as nutrients

for the apple orchard soil.


The Closing

• The end of the presentation should include:

– A clear signal that you are about to finish

– A clear and brief summary of what you have talked about

– A conclusion or a recommendation (if it is appropriate)

– An invitation to ask questions, make comments or start a

discussion. But never end with this.


Referencing: Copyrighted materials

• How can a work reference the copyright owner of digital

photographs, video, or sounds?

– Include the copyright symbol and the name of the copyright

owner directly on/under/around the digital material. It is virtually

impossible to ensure that digital information located at any

distance from the image/video would be seen by a user if the

copyright notice is not directly attached to the material.

(Stanford University Libraries)


Referencing: Copyrighted materials

• If the material is only used once for a class or a project,

does the copyright owner need to be acknowledged?

– Images, graphics and video should be credited to their

owners/sources just as written material. Also, if you should

change your mind and want to use material for commercial

purposes, then it is important that you would know where and

when you found the material and who is the copyright owner.

(Stanford University Libraries)


Harvard Referencing: Pictures, Images and

Photographs

• Artist/Photographers name, Year of production. Title of

image. [Medium] (Collection details).

– Beaton, C., 1956. Marilyn Monroe. [Photograph] (Marilyn

Monroe’s own private collection).

– Beaton, C., 1944. China 1944: A mother resting her head on

her sick child's pillow in the Canadian Mission Hospital in

Chengtu. [Photograph] (Imperial War Museum Collection).


Harvard Referencing: Pictures, Images and

Photographs

• For an electronic reference

• Artist/Photographers name, Year of production. Title of

image. [medium] Available at: include web site

address/URL(Uniform Resource Locator) and additional

details of access, such as the routing from the home

page of the source.[Accessed date].

– Dean, Roger, 2008 Tales from Topographic Oceans. [electronic

print] Available at:

http://rogerdean.com/store/product_info.php?cPath=48&produc

ts_id=88 From home page/store/calendar/august [Accessed 18

June 2008].


References

• Bi-Cultural EU 2001, S.L. 1998

• Laws, A., 2006. Presentations, Oxford: Summertown

Publishing.

• Powell, M., 2002. Presenting in English. Boston :

Thomson.

• Powerpoint Presentation Guidelines. (Online) Available

at: http://www.crocker.k12.mo.us/ (Accessed May 1,

2009).

• Powerpoint Presentation Guidelines. (Online) Available

at: www.arma.org/LearningCenter/Facilitator (Accessed

May 1, 2009).

http://www.crocker.k12.mo.us/

http://www.arma.org/LearningCenter/Facilitator

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