presentation skills- preparing ppt slides-1
TRANSCRIPT
Presentation SkillsPresentation Skills
Presentation: DefinitionPresentation: Definition
Something Something presentedpresented : as : as
a : a symbol or image that represents a : a symbol or image that represents something something
b : something offered or given b : something offered or given
c: an immediate object of perception, c: an immediate object of perception, cognition, or memorycognition, or memory
Presentation Skills: What, Presentation Skills: What, where, howwhere, how
PowerPoint SlidesPowerPoint SlidesRules and guide to good presentationRules and guide to good presentationExamples of good and not so spectacular Examples of good and not so spectacular
slidesslidesWhat makes a good scientific presentationWhat makes a good scientific presentationA word about HandoutsA word about HandoutsConclusionConclusion
Making PowerPoint SlidesMaking PowerPoint SlidesAvoiding the Pitfalls of Bad SlidesAvoiding the Pitfalls of Bad Slides
Tips to be CoveredTips to be Covered OutlinesOutlines Slide StructureSlide Structure FontsFonts ColourColour BackgroundBackground GraphsGraphs Spelling and GrammarSpelling and Grammar ConclusionsConclusions QuestionsQuestions
OutlineOutline
Make your 1Make your 1stst or 2 or 2ndnd slide an outline of your slide an outline of your presentationpresentation Ex: previous slideEx: previous slide
Follow the order of your outline for the rest Follow the order of your outline for the rest of the presentationof the presentation
Only place main points on the outline slideOnly place main points on the outline slide Ex: Use the titles of each slide as main pointsEx: Use the titles of each slide as main points
Slide Structure – GoodSlide Structure – Good
Use 1-2 slides per minute of your Use 1-2 slides per minute of your presentationpresentation
Write in point form, not complete Write in point form, not complete sentencessentences
Include 4-5 points per slideInclude 4-5 points per slide Avoid wordiness: use key words and Avoid wordiness: use key words and
phrases onlyphrases only
Slide Structure - BadSlide Structure - Bad
This page contains too many words for a This page contains too many words for a presentation slide. It is not written in point presentation slide. It is not written in point form, making it difficult both for your form, making it difficult both for your audience to read and for you to present audience to read and for you to present each point. Although there are exactly the each point. Although there are exactly the same number of points on this slide as the same number of points on this slide as the previous slide, it looks much more previous slide, it looks much more complicated. In short, your audience will complicated. In short, your audience will spend too much time trying to read this spend too much time trying to read this paragraph instead of listening to you.paragraph instead of listening to you.
Slide Structure – GoodSlide Structure – Good
Show one point at a time:Show one point at a time: Will help audience concentrate on what you Will help audience concentrate on what you
are sayingare saying Will prevent audience from reading aheadWill prevent audience from reading ahead Will help you keep your presentation focusedWill help you keep your presentation focused
Slide Structure - BadSlide Structure - Bad
Do not use distracting animationDo not use distracting animation
Do not go overboard with the animationDo not go overboard with the animation
Be consistent with the animation that you Be consistent with the animation that you useuse
Fonts - GoodFonts - Good
Use at least an 18-point fontUse at least an 18-point font Use different size fonts for main points and Use different size fonts for main points and
secondary pointssecondary points this font is 24-point, the main point font is 28-this font is 24-point, the main point font is 28-
point, and the title font is 36-pointpoint, and the title font is 36-point
Use a standard font like Times New Use a standard font like Times New Roman or ArialRoman or Arial
Fonts - BadFonts - Bad If you use a small font, your audience won’t be able to read what you have writtenIf you use a small font, your audience won’t be able to read what you have written
CAPITALIZE ONLY WHEN NECESSARY. CAPITALIZE ONLY WHEN NECESSARY. IT IS DIFFICULT TO READ IT IS DIFFICULT TO READ
Don’t use a complicated fontDon’t use a complicated font
Colour - GoodColour - Good
Use a colour of font that contrasts sharply Use a colour of font that contrasts sharply with the backgroundwith the background Ex: blue font on white backgroundEx: blue font on white background
Use colour to reinforce the logic of your Use colour to reinforce the logic of your structurestructure Ex: light blue title and dark blue textEx: light blue title and dark blue text
Use colour to emphasize a pointUse colour to emphasize a point But only use this But only use this occasionallyoccasionally
Colour - BadColour - Bad
Using a font colour that does not contrast Using a font colour that does not contrast with the background colour is hard to readwith the background colour is hard to read
Using colour for decoration is Using colour for decoration is distractingdistracting and and annoyingannoying..
Using a different colour for each point is Using a different colour for each point is unnecessaryunnecessary Using a different colour for secondary points Using a different colour for secondary points
is also unnecessaryis also unnecessary TTrryyiinngg t too bbe e ccrreeaattiivvee ccaan n aallssoo bbee b baadd
Background - GoodBackground - Good
Use backgrounds such as this one that Use backgrounds such as this one that are attractive but simpleare attractive but simple
Use backgrounds which are lightUse backgrounds which are light
Use the same background consistently Use the same background consistently throughout your presentationthroughout your presentation
Background – BadBackground – Bad
Avoid backgrounds that are distracting or Avoid backgrounds that are distracting or difficult to read fromdifficult to read from
Always be consistent with the background Always be consistent with the background that you usethat you use
Graphs - GoodGraphs - Good
Use graphs rather than just charts and Use graphs rather than just charts and wordswords Data in graphs is easier to comprehend & Data in graphs is easier to comprehend &
retain than is raw dataretain than is raw data Trends are easier to visualize in graph formTrends are easier to visualize in graph form
Always title your graphsAlways title your graphs
Graphs - BadGraphs - Bad
January February March AprilBlue Balls 20.4 27.4 90 20.4Red Balls 30.6 38.6 34.6 31.6
Graphs - GoodGraphs - Good
Items Sold in First Quarter of 2002
0
10
20
30
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100
January February March April
Blue Balls
Red Balls
Graphs - BadGraphs - Bad
20.4
27.4
90
20.4
30.6
38.6
34.631.6
0
10
20
30
40
50
60
70
80
90
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January February March April
Blue Balls
Red Balls
Graphs - BadGraphs - Bad
Minor gridlines are unnecessaryMinor gridlines are unnecessary Font is too smallFont is too small Colours are illogicalColours are illogical Title is missingTitle is missing Shading is distractingShading is distracting
Spelling and GrammarSpelling and Grammar
Proof your slides for:Proof your slides for: speling mistakesspeling mistakes the use of of repeated wordsthe use of of repeated words grammatical errors you might have make grammatical errors you might have make
If English is not your first language, please If English is not your first language, please have someone else check your have someone else check your presentation!presentation!
ConclusionConclusion
Use an effective and strong closingUse an effective and strong closing Your audience is likely to remember your last Your audience is likely to remember your last
wordswords
Use a conclusion slide to:Use a conclusion slide to: Summarize the main points of your Summarize the main points of your
presentationpresentation Suggest future avenues of researchSuggest future avenues of research
Questions??Questions??
End your presentation with a simple End your presentation with a simple question slide to:question slide to: Invite your audience to ask questionsInvite your audience to ask questions Provide a visual aid during question periodProvide a visual aid during question period Avoid ending a presentation abruptlyAvoid ending a presentation abruptly
Making Presentations That Making Presentations That Audiences Will LoveAudiences Will Love
Use a TemplateUse a Template
Use a set font and color scheme.Use a set font and color scheme. Different styles are disconcerting to the Different styles are disconcerting to the
audience.audience. You want the audience to focus on what You want the audience to focus on what
you present, not the way you present.you present, not the way you present.
FontsFonts
Choose a clean font that is easy to read.Choose a clean font that is easy to read. Roman and Gothic typefaces are easier to Roman and Gothic typefaces are easier to
read than read than ScriptScript or or Old EnglishOld English.. Stick with one or two types of fonts.Stick with one or two types of fonts.
Font SizeFont Size
Bulleted items should be no smaller than 22 Bulleted items should be no smaller than 22 points.points.
The title should be no smaller than 28 The title should be no smaller than 28 points.points.
BulletsBullets Keep each bullet to one line, two at the Keep each bullet to one line, two at the
most.most. Limit the number of bullets in a screen to Limit the number of bullets in a screen to
six, four if there is a large title, logo, six, four if there is a large title, logo, picture, etc.picture, etc. This is known as “cueing”This is known as “cueing” You want to “cue” the audience in on what you You want to “cue” the audience in on what you
are going to say.are going to say. Cues can be thought of as a brief “preview.”Cues can be thought of as a brief “preview.” This gives the audience a “framework” to build This gives the audience a “framework” to build
upon.upon.
Bullets Bullets (con.)(con.)
If you crowd too much text, the audience If you crowd too much text, the audience will not read it.will not read it. Too much text makes it look busy and is hard Too much text makes it look busy and is hard
to read.to read. Why should they spend the energy reading it, Why should they spend the energy reading it,
when you are going to tell them what it says?when you are going to tell them what it says? Our reading speed does not match our Our reading speed does not match our
listening speed; hence, they confuse instead listening speed; hence, they confuse instead of reinforcing each other.of reinforcing each other.
Caps and ItalicsCaps and Italics
Do not use all capital lettersDo not use all capital letters Makes text hard to readMakes text hard to read Conceals acronymsConceals acronyms Denies their use for EMPHASISDenies their use for EMPHASIS
ItalicsItalics Used for “Used for “quotesquotes”” Used to Used to highlighthighlight thoughts or ideas thoughts or ideas Used for book, journal, or magazine Used for book, journal, or magazine titlestitles
CCoolloorrss RedsReds and and orangesoranges are high-energy but are high-energy but
can be difficult to stay focused on.can be difficult to stay focused on. GreensGreens, , bluesblues, and , and brownsbrowns are mellower, are mellower,
but not as attention grabbing.but not as attention grabbing. White on dark background should not be White on dark background should not be
used if the audience is more than 20 feet used if the audience is more than 20 feet away.away. This set of slides is a good example.This set of slides is a good example. You can easily read the slides up close.You can easily read the slides up close. It is harder to read the further away you get.It is harder to read the further away you get.
BackgroundsBackgrounds
A white on a dark background is used for A white on a dark background is used for slides if:slides if: Most users will view the presentation on their Most users will view the presentation on their
own computer.own computer. Having a dark background on a computer Having a dark background on a computer
screen reduces glare.screen reduces glare.
The Color WheelThe Color Wheel Colors separated by Colors separated by
another color are another color are contrasting colors contrasting colors (also known as (also known as complementary)complementary)
Adjacent colors (next Adjacent colors (next to each other) to each other) harmonize with one harmonize with one another. e.g. Green another. e.g. Green and Yellowand Yellow
The color wheel The color wheel below is simplified for below is simplified for easy useeasy use
Clashing ColorsClashing Colors
Colors that are Colors that are directly opposite from directly opposite from one another are said one another are said to clash.to clash.
These provide These provide readability - e.g. readability - e.g. yellow on blue.yellow on blue.
To make a slide stand To make a slide stand out, change the font out, change the font
or backgroundor background
IllustrationsIllustrations
Use only when needed, otherwise they Use only when needed, otherwise they become distracters instead of become distracters instead of communicatorscommunicators
They should relate to the message and They should relate to the message and help make a pointhelp make a point
Ask yourself if it makes the message Ask yourself if it makes the message clearer clearer
Simple diagrams are great communicatorsSimple diagrams are great communicators
FlipchartsFlipcharts
Make letters at least a Make letters at least a 1/4 high1/4 high
Flipcharts with lines Flipcharts with lines are much easier to are much easier to write onwrite on
Aspect Ratios for MediaAspect Ratios for Media
Overhead TransparencyOverhead Transparency 4:5 4:5 VideoVideo 3:4 3:4 35mm Transparency 35mm Transparency 2:32:3
Overhead & 35mm Screen Size Overhead & 35mm Screen Size for Readabilityfor Readability
Screen 6’ 8’ 10’ 12’ 15’Screen 6’ 8’ 10’ 12’ 15’
1/4 inch 30’ 40’ 50’ 60’ 90’1/4 inch 30’ 40’ 50’ 60’ 90’3/8 inch 45’ 60’ 75’ 90’ 135’3/8 inch 45’ 60’ 75’ 90’ 135’1/2 inch 60’ 80’ 100’ 120’ 180’1/2 inch 60’ 80’ 100’ 120’ 180’
Examples:Examples: 1/4” type shown on a screen size of 6’ can be seen 1/4” type shown on a screen size of 6’ can be seen
30’ away (20 point Times Roman equals 1/4” type)30’ away (20 point Times Roman equals 1/4” type)
1/2” type shown on a 10’ screen can be seen 75’ 1/2” type shown on a 10’ screen can be seen 75’ away (40 point Times Roman equals 1/4” type)away (40 point Times Roman equals 1/4” type)
YOUYOU
Do not use the media to hide youDo not use the media to hide you The audience came to see youThe audience came to see you The media should enhance the presentation, not The media should enhance the presentation, not
BE the presentationBE the presentation If all you are going to do is read from the slides If all you are going to do is read from the slides
or overheads, then just send them the slidesor overheads, then just send them the slides Remember, only you can prevent Remember, only you can prevent
“ “Death by PowerPointDeath by PowerPoint””
Scientific Presentations: Scientific Presentations: Do’s and Don’tsDo’s and Don’ts
Scientific PresentationScientific Presentation 1) Prepare your material carefully and logically. Tell a 1) Prepare your material carefully and logically. Tell a
story. The story should have four parts:story. The story should have four parts:
(a) Introduction (b) Method (c) Results (a) Introduction (b) Method (c) Results
(d) Conclusion/Summary.(d) Conclusion/Summary.
"Tell'em what you are going to tell'em. "Tell'em what you are going to tell'em. Tell'em. Then tell'em what you told'em." Tell'em. Then tell'em what you told'em."
Scientific PresentationScientific Presentation
2) Practice your talk 2) Practice your talk 3) Don't put in too much material 3) Don't put in too much material 4) Avoid equations4) Avoid equations5) Have only a few conclusion points5) Have only a few conclusion points
Scientific PresentationScientific Presentation
6) Talk to the audience not to the screen 6) Talk to the audience not to the screen 7) Avoid making distracting sounds like “ 7) Avoid making distracting sounds like “
uuuhhh” and “mmm”uuuhhh” and “mmm”8) Polish your graphics8) Polish your graphics9) Use humor if possible, but don’t go 9) Use humor if possible, but don’t go
overboard overboard 10) Check your viewgraphs before you give the 10) Check your viewgraphs before you give the
talk talk 11) Switch off your cell phones if possible. 11) Switch off your cell phones if possible.
Scientific PresentationScientific Presentation12) Be personable in taking questions. 12) Be personable in taking questions.
First, repeat the question. First, repeat the question. If you don't know the answer then say "I don't If you don't know the answer then say "I don't
know, I will have to look into that." know, I will have to look into that." If the questioner disagrees with you and it looks If the questioner disagrees with you and it looks
like there will be an argument then defuse the like there will be an argument then defuse the situation. situation.
Never insult the questioner ( S/he may have Never insult the questioner ( S/he may have contacts you don’t know about!contacts you don’t know about!
13) Thank you Slide13) Thank you Slide
Handouts: Few TipsHandouts: Few Tips
Printing handoutsPrinting handouts
HandoutsHandouts
Passing out Handouts:Passing out Handouts:Can pass it out during presentationCan pass it out during presentationIf flow interrupted, pass out before startIf flow interrupted, pass out before start If more than one, can give out “package”If more than one, can give out “package”
ConclusionConclusionUse of properly formatted slidesUse of properly formatted slidesUse of basic effective presentation skillsUse of basic effective presentation skillsEffective use of presentation skills in Effective use of presentation skills in
scientific presentationsscientific presentationsHandoutsHandouts
