Transcript Preparing and Giving Effective PowerPoint Presentations

Andi Penner, Ph.D.
Instructional Designer
San Juan College School of Energy
ASSE © 2008, A. Penner
September 20, 2008
1
Please introduce yourself briefly, using these
four items as a guide:
1. Name
2. Where you work, what you do
3. What types of presentations are you likely to
give?
4. What would you like to take away from this
session today?
ASSE © 2008, A. Penner
September 20, 2008
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My goal today is to inspire you to engage in
effective communication practices, and equip
you to do so on the job, especially when you
are the presenter.
Avoid the aggravations of confusing,
incomplete, incoherent, or incorrect
communication efforts.
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September 20, 2008
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I am the equivalent of the safety officer,
helping you to avoid hazards by equipping
you with a different type of PPE: Good
Communication!
Good communication creates:
 Clarity
 Confidence
 Cooperation
 Action
ASSE © 2008, A. Penner
September 20, 2008
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The presentation cycle:
1.
2.
3.
4.
5.
Define your purpose and goals
Identify and analyze your audience
Create email and hard-copy announcements
Design and deliver an effective presentation
Assess your effectiveness
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September 20, 2008
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Presentations serve several general
purposes.

Communicate important information

Reach a large group at one time

Reinforce the message

Provide forum for discussion
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September 20, 2008
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Photo by R. K. Julian
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Persuade
Inform
Instruct
Evaluate
Convince
Share
Explain
Analyze
Propose
Report
Demonstrate
Critique
Argue
Brief
Teach
Compare
Justify
Notify
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September 20, 2008
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

Be specific
Be realistic
Complete this sentence:
By the end of my presentation, my audience
will be able (and willing) to…..
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September 20, 2008
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Philip Kolin suggests 5 Key Questions:
1. How much do they know about the topic?
2. What unites them as a group?
3. What is their interest level in the topic?
4. What do you want them to do after hearing
your presentation?
5. What questions are they likely to raise?
Kolin, P. C. (2009) Successful writing at work, concise 2nd edition.
Boston: Houghton Mifflin.
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September 20, 2008
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
Levels of technical expertise

Primary, secondary, tertiary

Personality factors

Cultural considerations

Pre-existing attitudes

Environment: mandatory or voluntary?

Needs
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September 20, 2008
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
Email messages to
◦ Individuals
◦ Distribution Lists
◦ Listservs





Memos-hard copy (paper)
Fliers and posters
Web page advertisements
Public Service Announcements
Press Releases
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September 20, 2008
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Four Basic Principles of Layout and Design
Based on the design elements, what is important on this business card? Like any
other technical document, it should be usable and the purpose should be clear.
Robin Williams suggests four principles for good layout and design:
•
Contrast
•
Repetition
•
Alignment
•
Proximity
Source: Robin Williams, The Non-Designer’s Design Book
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September 20, 2008
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Principle of Proximity
Williams says Proximity means
grouping related elements
together. Author John Lannon
reminds us that design
elements can show
relationships.
While more can be done to improve
this card, just reorganizing it a little
shows an important relationship
between the business and the owner
and groups the contact information.
Source: Robin Williams, The Non-Designer’s Design Book
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September 20, 2008
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Principle of Alignment
Williams says that aligning
the edges of text and graphic
elements creates a more
unified look. Lannon suggests
putting elements in grids to
provide readers with a sense
of structure and consistency.
Grouping and aligning design
elements also provides white
space in the document, making
it less cluttered and more
accessible to the reader’s eye.
Source: Robin Williams, The Non-Designer’s Design Book
ASSE © 2008, A. Penner
September 20, 2008
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Principles of Repetition and Contrast
Technical writers recommend
repeating design elements for
consistency. Notice how bolding
the phone number below
complements the bold element
at the top of the card and
contrasts with other elements.
The bold line across the top of
the card helps draw the eye to
the important information. A
visual may also be appropriate.
Source: Robin Williams, The Non-Designer’s Design Book
ASSE © 2008, A. Penner
September 20, 2008
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Principle of Purpose
What is the purpose of a
business card? Up to this
point, we really don’t know
what Reilly Pickett does, or
why we should be interested
in Toad Hall. Visuals are used
for clarity. In this case, Pickett
may be a rancher, or a rodeo
stock contractor.
Notice how the visual draws
the eye into the document. You
will see the same technique in
books, magazines, and
newspapers. It works well in
technical writing, too.
Source: John Lannon: Technical Communication
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September 20, 2008
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Problem?
Trapping white space by ignoring
the principle of proximity.
White space can help reduce
clutter and make your documents
more user-friendly. However, in
this case, the subheads are so far
from the relevant text that the
effect is confusing.
The document does have some
good design elements. Notice the
alignment strategies and the bold
contrast between headings and
text. But it can still be improved.
Source: Robin Williams,
The Non-Designer’s Design Book
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September 20, 2008
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Robin Williams offers a simple fix:
Put the subheads and appropriate text together to make your documents more
accessible.
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September 20, 2008
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Problem?
The weak contrast elements can be
strengthened to meet the reader’s
need to access useful information.
Note the weaknesses:
•
The text and headings
are the same font (Times
New Roman with serifs).
•
The resume has two
different alignment
elements (centered and
left alignment and neither
one is strong).
•
Neither the headings or
the text draw the eye to
important information.
Source: Robin Williams,
The Non-Designer’s Design Book
ASSE © 2008, A. Penner
September 20, 2008
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Simple Fix:
Williams uses different fonts (for contrast), flush left justification
(alignment) in two places (repetition), and uses bold lines to group related elements
(proximity). Notice how the different chunks of information standout? White space works!
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September 20, 2008
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
Clear & concise (edit)

Polite & professional (smile)

Accurate, with right amount of detail (refrain)

Message on one screen to avoid scrolling

Readable font, no more than 2 styles

Specific, informative subject line

Highlight with bold not ALL CAPS (e-shouting)

Anticipate and answer the 5Ws

Attach the promised attachment
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Or, how to ACOST your audience without
causing any harm:
Appearance (apply design principles)
 Content (enough information, not too much)
 Organization (introduction, body, conclusion)
 Style (clear, concise, pleasant)
 Timing (advanced notice; organizational

cycles)
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September 20, 2008
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

On the next few slides, I’ll introduce you to
the concept of editing for conciseness and
clarity.
I use brackets around text [ahroeqy oaery vqghfqiowp]
to indicate “delete,” or at least “think about
deleting”!
 The
goal is to say more with less.
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September 20, 2008
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Read these two sentences:
Computers are a great resource but can
hinder people from developing good writing
skills. What is meant by this is people write a
paper on the computer and after it is written
they consider the document to be complete
when in fact it is far from complete.
(47 words)
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September 20, 2008
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
Computers are a great resource but can
hinder people from developing good writing
skills [. What is meant by this is] people
[write a paper on the computer and after it is
written they] consider the document to be
complete when [in fact] it is [far from
complete].
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September 20, 2008
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
Computers can hinder writers from
developing good writing skills because the
document appears to be complete when it is
not.
(20 words)
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September 20, 2008
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


Start with what readers know (the “given”)
Introduce what readers don’t know (the
“new”)
The new then becomes the given, and the
cycle continues, building the reader’s
knowledge one piece of information at a time.
Given + New
Given + New
Given + New
ASSE © 2008, A. Penner
September 20, 2008
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
Every autumn across the Northern
Hemisphere [given], diminishing daylight
hours and falling temperatures induce trees
to prepare for winter [given, or possibly new].
In these preparations [given], they shed
billions of tons of leaves [given/new]. In
certain regions…the shedding of leaves
[given] is preceded by a spectacular color
show.
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September 20, 2008
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
Formerly green leaves turn to brilliant shades
of yellow, orange, and red [new]. These color
changes [given] are the result of
transformations in leaf pigments[new]. The
green pigment in leaves [given] is chlorophyll
[new]. Chlorophyll [given] absorbs red and
blue light from the sunlight that falls on
leaves. [new]
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September 20, 2008
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
Therefore, the light [given] reflected by the
leaves is diminished in red and blue and
appears green. [new] The molecules of
chlorophyll [given] are large…[new] They
[given] are not soluble in the aqueous
solution that fills plant cells. [new] Instead,
they [given] are attached to the membranes
of disc-like structures, called chloroplasts,
inside the cells.
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September 20, 2008
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

Chloroplasts [given] are the site of
photosynthesis, the process in which light
energy is converted to chemical energy. [new]
In chloroplasts, the light absorbed by
chlorophyll [given] supplies the energy used
by plants to transform carbon dioxide and
water into oxygen and carbohydrates…. [new]
Source:
http://scifun.chem.wisc.edu/chemweek/fallcolr/fallcolr.html
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September 20, 2008
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
Large font to be read from a distance

Eye catching

Visually pleasing and attractive

Anticipate and answer the 5 Ws

Creative use of color and graphics

Company logo

Sturdy paper

Attractive presentation
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Review:
 Purpose
 Goals
 Audience
 Time
 Setting
Other?
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September 20, 2008
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

Quick, easy, and inexpensive presentations
Variety of formats, special effects, and
graphic options available

Near-universal availability

Tool for organizing and editing

Greater potential for keeping audience
attention
ASSE © 2008, A. Penner
September 20, 2008
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
Know how much time you have

Begin researching the topic early

Create an outline or storyboard first

Determine number of slides (for content:
average one per minute, within reason)
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September 20, 2008
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
Select appropriate template

Manage multiple design options (KISS)



Avoid “busy” and low-contrast
backgrounds
Begin with an Introductory Slide (title, your
name and affiliation, date, and/or location
of presentation)
Conclude with a Summary Slide (main
points or credit acknowledgements)
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September 20, 2008
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
Use specific, non-repeating slide titles

Insert slide # in the footer

Limit amount of information per slide

Keep slides clean and simple


Consider location and size of room,
audience size, and audience proximity to
screen
Minimize “bells and whistles”
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September 20, 2008
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
Use key words to trigger content.

Use 6 words per line and 6 lines per slide.

AVOID USING ALL UPPER-CASE LETTERS.

Avoid fancy or complex fonts.

Use large font (appx. 40 point
titles; 28 point for text).

Check spelling and grammar; proofread.
ASSE © 2008, A. Penner
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September 20, 2008
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

Use graphics appropriately but sparingly
Make graphs, tables, or maps sufficiently
large and simple enough to read from back
of room

Credit all graphics obtained externally

Use photos to supplement, not replace text

Avoid using unnecessary videos and sound
effects
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September 20, 2008
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

Select appropriate scale and level of detail
Provide title, legend, and distance scales
www.mapquest.com/maps/map.adp?country=US&city=albuquerque&state
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September 20, 2008
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


Read from back of room
Minimize amount of detail in tables
Select most appropriate type of graph (bar, line, etc)
http://www.communicateusingtechnology.com/articles/using_graphs_and_tables.htm
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September 20, 2008
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


Select quality images from Web sites or use ClipArt
Provide self-explanatory captions
Give source credit (copyright laws)
Women in Today’s Workforce
Source: MicroSoft ClipArt “women”
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September 20, 2008
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
How to make a
bad slide worse:
Mix many different text

sizes on the same slide
Use fancy fonts and ALL


fonts and



upper case letters
Use distracting special
effects
Pick low contrast fonts
and backgrounds

Mix many different
color schemes
Don’t brother to
spel chek or
poofread
Include lots of
irrelevant or “cute”
graphics:
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September 20, 2008
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

Practice and time presentation.
Use the “Rehearse Timings” button under
“Slide Show.”

Obtain feedback from others, if possible.

Rehearse in presentation room, if possible.

Check light, sound, and visibility levels.

Double-check computer and projector.

Have a back-up plan. (Uh oh!)
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September 20, 2008
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




Allow ample time per slide
Don’t read text verbatim—paraphrase or
amplify
Have pointer available to highlight points
and to locate key data or graphics
Face audience, project your voice, speak
clearly
Be aware of audience reactions and
feedback
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September 20, 2008
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


Allow time for group discussion and Q & A
Be available for individual conversation and
consultation
Provide additional handouts or other
follow-up information

Distribute business cards

Administer assessment tool
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September 20, 2008
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Follow up with your audience to determine how
effectively you communicated your message.

Immediate feedback, e.g. “1-minute” paper

Delayed feedback via informal email

Formal survey

Invite continuing contact
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September 20, 2008
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
Define your purpose and goals

Identify and analyze your audience

Create email and hard copy announcements

Design an effective presentation
◦ Know your subject
◦ Familiarize self with presentation software or other
materials
◦ Rehearse and practice
◦ Relax!

Assess its effectiveness by following up with the
audience
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September 20, 2008
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Comments? Questions? Discussion?
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On the card provided, please take a few
minutes to write your anonymous response to
the following questions:
1. What did you learn today that you can take
with you to use tomorrow?
2. What comment would you like to make
about the quality or usefulness of the
presentation?
and/or
3. What suggestions do you have for
improving the presentation?

Please place your cards in the folder. Thank you.
ASSE © 2008, A. Penner
September 20, 2008
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“How to Make Attractive and Effective PowerPoint Presentations”
http://us.deskdemon.com/pages/us/training/attractivepowerpoint-presentations
Kolin, Philip C. Successful Writing at Work, Concise 2nd edition.
Boston: Houghton Mifflin, 2009.
Murray, Katherine. “10 Tips for Creating Effective Presentations in
PowerPoint”
http://www.microsoft.com/office/previous/xpmns.htm
Paradi, Dave. “Using Graphs and Tables on Presentation Slides”
http://www.communicateusingtechnology.com/articles/usinggraph
sandtables.htm
Thomas Saylor, “Creating Effective PowerPoint Presentations”
http://people.csp.edu/saylor/effective_powerpoint.htm
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