Designing Effective “PowerPoint Presentations”

Anwar Jesus O. Esperida

March 15, 2013

• Creating an effective slide presentation can seem like an overwhelming task.

• One way to make the whole presentation more manageable is to follow a proven three-step process-the three Ps (Plan, Prepare and Practice.

PLAN PREPARE PRACTICE

PLAN

1. Identify the purpose of the presentation.

2. Determine the type/level of your audience.

3. Create a storyboard using a piece of paper.

PLAN

• Make sure that text and images are arranged in a visually pleasing, balance, easy-to-read, and functional way.

• Remember: Keep it Simple and Straightforward (KISS)

PREPARE

• Do not carried away with many features that can be used in an MS PowerPoint presentation.

• Keep your presentation focused on the message.

• Do not get carried away by special effects.

PREPARE

Layout• Keep in mind as you arranged elements

that people are conditioned to read text from left to the right.

• Avoid cluttering the slides with too much texts or graphics.

PREPARE

Layout• Your audience should hear what you

have to say and not be distracted by busy screen.

• Use a blank space or white space.• It allows the reader’s eyes to relax and

focus on the key elements.

PREPARE

SimpleConsistent

Clear

Big Progressive

Make It Big

Use a font size large enough to be seen from the back of the room where the presentation will be held.

Make it Big (Text)

• This is Arial 12

• This is Arial 18

• This is Arial 24

• This is Arial 32• This is Arial 36

• This is Arial 44

Make it Big (Text)

• This is Arial 12

• This is Arial 18

• This is Arial 24

• This is Arial 32• This is Arial 36

• This is Arial 44

Too Small

Make It Big (How to Estimate)

• Look at it from 2 metres away2 m

Keep It Simple

• Be consistent with colors and text attributes.

• Keep text simple and easy to read by not using too many fonts and text effects.

Keep It Simple (Text)

• Too many colours• Too Many Fonts and Styles• The 6 x 7 rule

– No more than 6 lines per slide– No more than 7 words per line

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(HMRS 5th ed.)

Too detailed !

Keep It Simple (Text)

A process

involving people, procedures & tools

for solutions

to problems in learning

(HMRS 5th ed.)

Instructional Technology:

Much Simpler

Falling Leaves Observed

Delhi Mumbai Goa

January 11,532,234 14,123,654 3,034,564

February 1,078,456 12,345,567 16,128,234

March 17,234,778 6,567,123 16,034,786

April 16,098,897 10,870,954 7,940,096

May 8,036,897 10,345,394 14,856,456

June 16,184,345 678,095 4,123,656

July 8,890,345 15,347,934 18,885,786

August 8,674,234 18,107,110 17,230,095

September 4,032,045 18,923,239 9,950,498

October 2,608,096 9,945,890 5,596,096

November 5,864,034 478,023 6,678,125

December 12,234,123 9,532,111 3,045,654

Too detailed !

Falling Leaves in MillionsIn 106 Delhi Mumbai Goa

January 11 14 3

February 1 12 16

March 17 6 16

April 16 10 7

May 8 10 14

June 16 0 4

July 8 15 18

August 8 18 17

September 4 18 9

October 2 9 5

November 5 0 6

December 12 9 3

Much Simpler

Falling Leaves

0

5

10

15

20

25

30

35

40

45

50

January February March April May June July August September October November December

Goa

Mumbai

Delhi

Too detailed !

Falling Leaves

0

10

20

30

40

50

January March May July September November

GoaMumbaiDelhi

Much Simpler

Keep It Simple (Picture)

• Art work may distract your audience• Artistry does not substitute for content

Keep it Simple (Clipart)

• People have limited attention span.• A carefully placed clipart can catch

attention and interest.• A clipart should contribute to the

understandability of the slide. It should not be used decoratively.

Keep it Simple (Clipart)

• Before adding a clipart to a presentation, ask yourself: “Does the clipart convey a message that supports the slide topic?”

• If is yes, put the clipart on the slide.

Keep It Simple (Sound)

• Sound effects may distract too

• Use sound only when necessary

Keep It Simple (Transition)

• Too many different transition effects will cause the audience to focus on the visual effects and not on your topic.

• A general presentation design rule is to limit the number of slide transition effects to two.

Keep It Simple (Animation)

• Suggestions:• To keep you audience from reading

ahead while making a point related to the current item on your slide

• Use animation effects to build up the slide.

Keep It Simple (Animation)

• Suggestions:• Use an animation to disclose each new

point or idea.• Progressive disclosure means to add

new point to hose already presented.

Keep It Simple (Animation)

2 m

Too distracting !

Keep It Simple (Animation)

2 m

Simple & to the point

Make It Clear

Make It Clear (Text)

• ALL CAPITAL LETTERS ARE DIFFICULT TO READ

• Upper and lower case letters are easier• Avoid vertical and italicized texts• For emphasis, it is acceptable to use all

uppercase letters in short titles

Sanserif Z SerifZ

Make It Clear (Fonts)

busyclear

• Serif fonts are difficult to read on screen• Sanserif fonts are clearer• Italics are difficult to read on screen• Normal or bold fonts are clearer• Underlines may signify hyperlinks• Instead, use colours to emphasise

Make It Clear (Fonts)

Make It Clear (Colours)

• Use contrasting colors • Light on dark vs dark on light• Use complementary colors• Use only two or three colors

Make It Clear (Contrast)

• Use contrasting colours• Light on dark vs dark on light• Use complementary colours

low contrast

high contrast

Make It Clear (Contrast)

• Use contrasting colours • Light on dark vs dark on light• Use complementary colours

This is light on dark

Make It Clear (Contrast)

• Use contrasting colours • Light on dark vs dark on light• Use complementary colours

This is dark on light

Make It Clear (Complement)

• Use contrasting colours

• Light on dark vs dark on light • Use complementary colours

These colours do not complement

Make It Clear (Complement)

• Use contrasting colours

• Light on dark vs dark on light • Use complementary colours

These colours complement

Be Progressive

Complexity of Interactions

Mo

de o

f Instru

ction

Individual Pair Group

DirectInstruction

GuidedInquiry

DiscoveryLearning

IndividualInstructive

Tools

IndividualConstructive

Tools

SocialConstructive

Tools

SocialCommunicative

Tools

Informational Tools

Types of Instructional Tools

Too many in one go!

Complexity of Interactions

Mo

de o

f Instru

ction

Individual Pair Group

DirectInstruction

GuidedInquiry

DiscoveryLearning

IndividualInstructive

Tools

IndividualConstructive

Tools

SocialConstructive

Tools

SocialCommunicative

Tools

Informational Tools

Types of Instructional Tools

Progressive & thus focused

Understanding Technology

Floppy disk

User interface

CPU

I/O Error

Backup system

Software

Mouse

Debugger

Function key

Main Storage

Too many & not focused

Understanding Technology

Floppy disk

User interface

CPU

I/O Error

Backup system

Software

Mouse

Debugger

Function key

Main Storage

Progressive & thus focused

Be Consistent

Be Consistent

• Differences draw attention

• Differences may imply importance

• Use surprises to attract not distract

Be Consistent

• Differences draw attention• Differences may imply importance• Use surprises to attract not distract

This implies importance

Be Consistent

• Differences draw attention• Differences may imply importance• Use surprises to attract not distract

Confusing differences!

Be Consistent

• Differences draw attention• Differences may imply importance• Use surprises to attract not distract

This surprise attracts

Be Consistent

• Differences draw attention• Differences may imply importance• Use surprises to attract not distract

These distract!

When Creating

• Text to support the communication• Pictures to simplify complex concepts• Animations for complex relationships• Visuals to support, not to distract• Sounds only when absolutely necessary• Think about the people in the back of

the room when creating slides

When Presenting…• Speak loudly and clearly • Direct your words to all aspects of the

room• Maintain eye contact with your audience• Ask questions of your audience

– (if applicable)• Don’t read the slides word-for-word, use

them for reference

PRACTICE

• Practice your presentation before a neutral audience (Ask for feedback)

• Print a copy of your presentation for easy reference

• Be particular about the time allotted for presentation

• Leave time for questions

Thank You !