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PPT has dramatically changed the way people make presentations. Some accountants, engineers and other professionals consider PPT a more essential tool than a word processing program. We are beginning to see lawyers use it in the courtroom, seminars and other legal settings. Lawyers use PPT for opening and closing arguments to summarize witness testimony, outline the basic points of the case, and explain complex concepts. PPT takes advantage of the fact that most of us learn best visually. We are members of the TV generation and like variety, visuals and variation in the ways we learn new things. The term "edutainment" accurately describes how most of us like to get our information. PPT adds visual interest to our presentations, organizes our points, de-emphasizes the need for high levels of personal charisma and "speaking skills," and allows us to present to people in ways that enhance our ability to connect with and persuade audiences. Best of all, PPT is easy to learn and use. Because it is so easy to use, however, it can also be easy to misuse or not use effectively.
30,000,000 PPTs are made around the world daily. How many more bad ones should we have to sit through? Sitting through a long, boring, PPT that no person wants to listen to can be torture. Have you ever given a PPT and noticed that something about it just seemed a little … off? The much worse scenario is that you are the one giving the presentation that nobody likes . . . The truth is that we all want all of them to be much more engaging, to the point, and effective. If you’re unfamiliar with basic PPT design principles, it can be difficult to create a slide show that presents your information in the best light. Poorly designed PPTs can leave an audience feeling confused, bored, and even irritated. Slideshows are quick to produce, easy to update and effective to inject visual interest into the slide. However, slideshows can also spell disaster even for experienced presenters. At some point in our careers, most of us are subjected to a terrible PPT. The most common issue that presenters encounter is the audience’s inability to read what’s on the screen, and in these cases, the PPT can be a detriment to the presentation rather than an advantage. It can make material appear overwhelming and confusing, even when the speaker is clearly explaining the concepts. The key to a good PPT is to keep it simple! The key to success is to make certain your slide show is a visual aid and not a visual distraction. It’s not surprising PPT’s have become the norm for visuals in most business slides. Review these tips on making your PPT’s more engaging.
Follow the 5/5/5 rule: To keep your audience from feeling overwhelmed, you should keep the text on each slide short and to the point. Some experts suggest using the 5/5/5 rule: no more than five words per line of text, five lines of text per slide, or five text-heavy slides in a row.
Don’t clutter your slides: You are not limited to a certain number of slides, so don’t be stingy. Use each slide to communicate one idea; do not throw all of your ideas onto one slide. You will have a better chance of keeping your audience’s attention if change slides frequently and tie them all together with explanations than holding one slide on the screen for an hour and talking everyone through it.
Pick a transition and stick with it: Transitions between slides are great, but find one that you like and stick with it for the entire presentation. Picking a different effect to transition between each slide will not make your presentation more interesting, it will make it exhausting to watch.
Don’t overuse effects or overcrowd slides: Don’t let people focus on the "gee whiz" aspects of your program. You want them to focus on the content of your PPT and on you as the deliverer of that content. Crowded slides turn off audiences and obscure your main points. Your slides should be designed to illustrate your speech, not to replace your handouts. Don’t cram them with information that belongs in a handout. Limit your points on a slide to 3 to 6 points. Avoid sub-headings. Instead, break major points into separate slides. Stick with the same backgrounds, styles and transition effects throughout your PPT. Think carefully before using sound and video. It’s best to use those effects sparingly they’ll have more impact.
Don't overload your PPT with animations: As anyone who’s sat through a PPT while every letter of every paragraph zoomed across the screen can tell you, being inundated with complicated animations and exciting slide transitions can become irritating. Before including effects like this in your PPT, ask yourself: Would this moment in the PPT be equally strong without an added effect? Does it unnecessarily delay information? If the answer to either question is yes--or even maybe--leave out the effect.
Use animations sparingly to enhance your PPT: Don’t take the above tip to mean you should avoid animations and other effects entirely. When used sparingly, subtle effects and animations can add to your PPT. For example, having bullet points appear as you address them rather than before can help keep your audience’s attention. Keep these tips in mind the next time you create a PPT--your audience will thank you.
Make use of other PPT elements that work well: If you find slides that you like (and get permission), import those slides into your presentations or use them as models. If you like the colors or textures you see at a presentation find out what they are and use them in your next presentation. Many speakers will give you copies of their slides or tell you how they prepared them. It never hurts to ask. Better yet, make use of the pre-fabricated templates and PPTs that come with PPT or that can be downloaded from the Microsoft web site or other sites on the Internet. PPT also has "wizards" that walk you through a set of choices and automatically generate the format of your slides. Most of us are not graphics artists, but the people who put the templates and wizards together are. The point is to communicate if someone has a good way of doing things, learn from it and use it.
Don't read your presentation straight from the slides: If your audience can both read and hear, it’s a waste of time for you to simply read your slides aloud. Your audience will zone out and stop listening to what you’re saying, which means they won’t hear any extra information you include. Instead of typing out your entire presentation, include only main ideas, keywords, and talking points in your slide show text. Engage your audience by sharing the details out loud.
Don't forget your audience: Who will be watching your PPT? The same goofy effects and funny clip art that would entertain a classroom full of middle-school students might make you look unprofessional in front of business colleagues and clients. Humor can lighten up a PPT, but if you use it inappropriately your audience might think you don’t know what you’re doing. Know your audience, and tailor your PPT to their tastes and expectations.
Think like someone in your audience: Picture what your audience will be seeing and hearing. Spend more time on content than on design issues. You can be creative but don’t be silly. A very important point: readability. Use large fonts. If you can’t fit all your points on a slide without moving to a smaller font, break the points up onto separate slides.
Choose readable colors and fonts: Your text should be easy to read and pleasant to look at. Large, simple fonts and theme colors are always your best bet. The best fonts and colors can vary depending on your PPT setting. Presenting in a large room? Make your text larger than usual so people in the back can read it. Presenting with the lights on? Dark text on a light background is your best bet for visibility. Colors matter because they have connotations. For example, you want to avoid reds because they can agitate people negatively. Font styles and graphics choices set your professional image, so be smart in your choices.
Use headlines rather than outline headings: The typical slide will have 3 to 6 bullet points. Compare the headings I have used for the first three points in this article with ones I could have used: " 1 . Resources; 2 . Effects; 3 . Bullet Points." When you do want to use words to emphasize what you are talking about, don’t use sentences or paragraphs. Each bullet point on a slide gives you a chance to introduce, set expectations for and sell your argument on that point. People are unlikely to read that much text as you present, and if they are doing this, it means that they’re not listening to you. Instead, try shortening things to simple phrases or even single words. Writing the points as headlines gives your presentation energy and power.
Prepare for the unexpected: Any experienced speaker can tell you hair-raising tales about air conditioning, microphones, seating and a variety of other elements of speaking that can go wrong. Using PPT programs, laptop computers and projectors brings in a whole new dimension of things that can go wrong. Projectors are especially tricky. Some speakers carry whole tool kits: extra bulbs, extra hard drives, copies of the PPT on floppy disks, cords, cables and adapters. Most of the time, things work quite well, but your failures are quite visible. The best advice: get to the room early and get everything set up and tested. Find out if the meeting place has a technical person assigned to your PPT. If so, befriend that person. If you make a lot of PPTs, give serious thought to buying your own projector.
Practice, Practice, Practice: Your success with the PPT’s will depend on how comfortable you are using the program. It is vital to practice your speech and running the laptop computer at the same time because you have to do both at the same time in your PPT. If you can’t do both at once, it makes excellent sense to have someone else run the laptop computer. You don’t have to do everything, especially if it inhibits your performance. You will want to practice your talk with the person who is running the computer. I have noticed that it is easier to do full rehearsals of talks with slides than it is when using only notes. The slides make the rehearsal more fun.
Storyboard your PPT: You know you need an introduction, a conclusion and main points, all supported with arguments, stories and examples. Some people work best with outlines. PPT will automatically turn an outline into a set of slides. I like to sketch out my PPTs as a series of slides. This process is called "storyboarding" and is done in moviemaking. I can then conceive my PPT as a set of slides and sketch what kind of graphic I want, how many bullet points, and where anecdotes and examples will fit into the talk. I make it easier for me to imagine the PPT in its entirety and to visualize my performance.
Never forget your conclusion slide: One way PPT will make you a better speaker is by reminding you that every PPT needs a conclusion. Too many speakers simply end a PPT by saying "that’s all I have." If you have a concluding slide with 3 – 5 summary points or action steps, you’ll leave the audience with a much stronger impression and you can never emphasize and restate your main points too often.
Own your PPT: It’s very easy to tell when someone is delivering a speech that they haven’t written. It’s just as easy to tell when someone is using a PPT that someone else has put together. You may see expressions of surprise or puzzlement or even comments that a graphic is especially good. You can have someone else prepare the slides and even have someone else running the computer, but you have to own the PPT as if you created it yourself. When you know the PPT and are comfortable working with the slides, you become free to connect with your audience and shine as a presenter. While PPT will not take the place of communication skills, it can be a great tool for enhancing and improving your skills. You can learn to be a great presenter through practice, repetition, hard work, study and the right tools. Keep in mind, though, that the best speakers are the ones who are able to speak in a way that is most congruent with their own personality. The more authentic you are the more effective the communicator you are. The power of PPT is that it gives you the flexibility to use your own style and get your message across to your audience.
Consider a separate handout. Sometimes people cram so much into their PPT because they want to ensure their audience has all the information they need when they leave. That’s a valid concern, but this is better suited for a handout than a PPT. This also allows people to relax and focus on what you have to say rather than frantically trying to take notes.
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