PRATICL ASSIGNMENT NO: 2

TIPS FOR MAKING EFFECTIVE POWERPOINT PRESENTATIONS

 Use the slide master feature to create a consistent and simple design template. It is fine to vary the
content presentation (i.e., bulleted list, 2-column text, text & image), but be consistent with other
elements such as font, colors, and background.
 Simplify and limit the number of words on each screen. Use key phrases and include only essential
information.
 Limit punctuation and avoid putting words in all capital letters. Empty space on the slide will
enhance readability.
 Use contrasting colors for text and background. Light text on a dark background is best. Patterned
backgrounds can reduce readability of text.
 Avoid the use of flashy transitions such as text fly-ins. These features may seem impressive at first,
but are distracting and get old quickly.
 Overuse of special effects such as animation and sounds may make your presentation “cutesy” and
could negatively impact your credibility.
 Use good quality images that reinforce and complement your message. Ensure that your image
maintains its impact and resolution when projected on a larger screen.
 If you use builds (lines of text appearing each time you click the mouse), have content appear on the
screen in a consistent, simple manner; from the top or left is best. Only “build” screens when
necessary to make your point because builds can slow your presentation.
 Limit the number of slides. Presenters who constantly “flip” to the next slide are likely to lose their
audience. A good rule of thumb is one slide per minute.
 Learn to navigate your presentation in a non-linear fashion. PowerPoint allows the presenter to jump
ahead or back without having to page through all the interim slides.
 Know how to and practice moving forward AND backward within your presentation. Audiences
often ask to see the previous screen again.
 If possible, view your slides on the screen you’ll be using for your presentation. Make sure slides are
readable from the back row seats. Text and graphical images should be large enough to read, but not
so large as to appear “loud.”
 Have a Plan B in the event of technical difficulties. Remember that transparencies and handouts will
not show animation or other special effects.
 Practice with someone who has never seen your presentation. Ask them for honest feedback about
colors, content, and any effects or graphical images you’ve included.
 Do not read from your slides. The content of your slides is for the audience, not for the presenter.
 Do not speak to your slides. Many presenters face the direction of their presentation rather than their
audience.
 Do not apologize for anything in your presentation. If you believe something will be hard to read or
understand, don’t use it.
 When possible, run your presentation from the hard disk rather than a floppy disk. Running from a
floppy disk may slow your presentation.
 Fonts
 Select a single sans-serif fonts such as Arial or Helvetica. Avoid serif fonts such as Times New
Roman or Palatino because these fonts are sometimes more difficult to read.
 Use no font size smaller than 24 point.
 Use the same font for all your headlines.
 Select a font for body copy and another for headlines.
 Use bold and different sizes of those fonts for captions and subheadings.
 Add a fourth font for page numbers or as a secondary body font for sidebars.
 Don’t use more than four fonts in any one publication.
 Clearly label each screen. Use a larger font (35-45 points) or different color for the title.
 Use larger fonts to indicate importance.
 Use different colors, sizes and styles (e.g., bold) for impact.
 Avoid italicized fonts as these are difficult to read quickly.
 Avoid long sentences.
 Avoid abbreviations and acronyms.
 Limit punctuation marks.
 No more than 6-8 words per line
 For bullet points, use the 6 x 6 Rule. One thought per line with no more than 6 words per line and no
more than 6 lines per slide
 Use dark text on light background or light text on dark background. However, dark backgrounds
sometimes make it difficult for some people to read the text.
 Do not use all caps except for titles.
 Put repeating elements (like page numbers) in the same location on each page of a multi-page
document.
 To test the font, stand six feet from the monitor and see if you can read the slide.

Design and Graphical Images

 Use design templates.
 Standardize position, colors, and styles.
 Include only necessary information.
 Limit the information to essentials.
 Content should be self-evident
 Use colors that contrast and compliment.
 Too may slides can lose your audience.
 Keep the background consistent and subtle.
 Limit the number of transitions used. It is often better to use only one so the audience knows what to
expect.
 Use a single style of dingbat for bullets throughout the page.
 Use the same graphical rule at the top of all pages in a multi-page document.
 Use one or two large images rather than several small images.
 Prioritize images instead of a barrage of images for competing attention.
 Make images all the same size.
 Use the same border.
 Arrange images vertically or horizontally.
 Use only enough text when using charts or graphical images to explain the chart or graph and clearly
label the image.
 Keep the design clean and uncluttered. Leave empty space around the text and graphical images.
 Use quality clipart and use it sparingly. A graphical image should relate to and enhance the topic of
the slide.
 Try to use the same style graphical image throughout the presentation (e.g., cartoon, photographs)
 Limit the number of graphical images on each slide.
 Repetition of an image reinforces the message. Tie the number of copies of an image to the numbers
in your text.
 Resize, recolor, reverse to turn one image into many. Use duplicates of varying sizes, colors, and
orientations to multiply the usefulness of a single clip art image.
 Make a single image stand out with dramatic contrast. Use color to make a dramatic change to a
single copy of your clip art.
 Check all images on a projection screen before the actual presentation.
 Avoid flashy images and noisy animation effects unless it relates directly to the slide.
Color
 Limit the number of colors on a single screen.
 Bright colors make small objects and thin lines stand out. However, some vibrant colors are difficult
to read when projected.
 Use no more than four colors on one chart.
 Check all colors on a projection screen before the actual presentation. Colors may project differently
than what appears on the monitor.
General Presentation
 Plan carefully.
 Do your research.
 Know your audience.
 Time your presentation.
 Speak comfortably and clearly.
 Check the spelling and grammar.
 Do not read the presentation. Practice the presentation so you can speak from bullet points. The text
should be a cue for the presenter rather than a message for the viewer.
 Give a brief overview at the start. Then present the information. Finally review important points.
 It is often more effective to have bulleted points appear one at a time so the audience listens to the
presenter rather than reading the screen.
 Use a wireless mouse or pick up the wired mouse so you can move around as you speak.
 If sound effects are used, wait until the sound has finished to speak.
 If the content is complex, print the slides so the audience can take notes.
 Do not turn your back on the audience. Try to position the monitor so you can speak from it.