5/4/2018 10 Tips for More Effective PowerPoint Presentations

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TECHNOLOGY

10 Tips for More Effective PowerPoint

Presentations
By Dustin Wax

“Oh no! Not another boring PowerPoint presentation! My eyes, my eyes…!!!”

How much does it suck to be in the audience for yet another drawn-out, boring,
lifeless slideshow? Worse yet, how much does it such to be the one giving it?

The truth is, bad PowerPoint happens to good people, and quite often the
person giving the presentation is just as much a victim as the poor sods listening
to her or him.

Here are ten tips to help you add a little zing! to your next presentation. They
are, of course, far from comprehensive, but they’re a start. Feel free to share
your own tips in the comments.

1. Write a script.

A little planning goes a long way. Most presentations are written in PowerPoint
(or some other presentation package) without any sort of rhyme or reason.

That’s bass-ackwards. Since the point of your slides is to illustrate and expand
what you are going to say to your audience. You should know what you intend
to say and then gure out how to visualize it. Unless you are an expert at
improvising, make sure you write out or at least outline your presentation before
trying to put together slides.

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And make sure your script follows good storytelling conventions: give it a
beginning, middle, and end; have a clear arc that builds towards some sort of
climax; make your audience appreciate each slide but be anxious to nd out
what’s next; and when possible, always leave ‘em wanting more.

2. One thing at a time, please.

At any given moment, what should be on the screen is the thing you’re talking
about. Our audience will almost instantly read every slide as soon as it’s
displayed; if you have the next four points you plan to make up there, they’ll be
three steps ahead of you, waiting for you to catch up rather than listening with
interest to the point you’re making.

Plan your presentation so just one new point is displayed at any given moment.
Bullet points can be revealed one at a time as you reach them. Charts can be
put on the next slide to be referenced when you get to the data the chart
displays. Your job as presenter is to control the ow of information so that you
and your audience stay in sync.

3. No paragraphs.

Where most presentations fail is that their authors, convinced they are
producing some kind of stand-alone document, put everything they want to say
onto their slides, in great big chunky blocks of text.

Congratulations. You’ve just killed a roomful of people. Cause of death: terminal

boredom poisoning.

Your slides are the illustrations for your presentation, not the presentation itself.
They should underline and reinforce what you’re saying as you give your
presentation — save the paragraphs of text for your script. PowerPoint and
other presentation software have functions to display notes onto the presenter’s
screen that do not get sent to the projector, or you can use notecards, a
separate word processor document, or your memory. Just don’t put it on the
screen – and for goodness’ sake, if you do for some reason put it on the screen,
don’t stand with your back to your audience and read it from the screen!

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4. Pay attention to design.

PowerPoint and other presentation packages offer all sorts of ways to add
visual “ ash” to your slides: fades, swipes, ashing text, and other annoyances
are all too easy to insert with a few mouse clicks.

Avoid the temptation to dress up your pages with cheesy effects and focus
instead on simple design basics:

Use a sans serif font for body text. Sans serifs like Arial, Helvetica, or
Calibri tend to be the easiest to read on screens.

Use decorative fonts only for slide headers, and then only if they’re easy
to read. Decorative fonts –calligraphy, German blackface, futuristic,
psychotic handwriting, owers, art nouveau, etc. – are hard to read and
should be reserved only for large headlines at the top of the page. Better
yet, stick to a classy serif font like Georgia or Baskerville.

Put dark text on a light background. Again, this is easiest to read. If you
must use a dark background – for instance, if your company uses a
standard template with a dark background – make sure your text is quite
light (white, cream, light grey, or pastels) and maybe bump the font size up
two or three notches.

Align text left or right. Centered text is harder to read and looks
amateurish. Line up all your text to a right-hand or left-hand baseline – it
will look better and be easier to follow.

Avoid clutter. A headline, a few bullet points, maybe an image – anything

more than that and you risk losing your audience as they sort it all out.

5. Use images sparingly

There are two schools of thought about images in presentations. Some say they
add visual interest and keep audiences engaged; others say images are an
unnecessary distraction.

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Both arguments have some merit, so in this case the best option is to split the
difference: use images only when they add important information or make an
abstract point more concrete.

While we’re on the subject, absolutely do not use PowerPoint’s built-in clipart.
Anything from Of ce 2003 and earlier has been seen by everyone in your
audience a thousand times – they’ve become tired, used-up clichés, and I
hopefully don’t need to tell you to avoid tired, used-up clichés in your
presentations. Of ce 2007 and non-Of ce programs have some clipart that isn’t
so familiar (though it will be, and soon) but by now, the entire concept of clipart
has about run its course – it just doesn’t feel fresh and new anymore.

6. Think outside the screen.

Remember, the slides on the screen are only part of the presentation – and not
the main part. Even though you’re liable to be presenting in a darkened room,
give some thought to your own presentation manner – how you hold yourself,
what you wear, how you move around the room. You are the focus when you’re
presenting, no matter how interesting your slides are.

7. Have a hook.

Like the best writing, the best presentation shook their audiences early and then
reel them in. Open with something surprising or intriguing, something that will
get your audience to sit up and take notice. The most powerful hooks are often
those that appeal directly to your audience’s emotions – offer them something
awesome or, if it’s appropriate, scare the pants off of them. The rest of your
presentation, then, will be effectively your promise to make the awesome thing
happen, or the scary thing not happen.

8. Ask questions.

Questions arouse interest, pique curiosity, and engage audiences. So ask a lot of
them. Build tension by posing a question and letting your audience stew a
moment before moving to the next slide with the answer. Quiz their knowledge

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and then show them how little they know. If appropriate, engage in a little
question-and-answer with your audience, with you asking the questions.

9. Modulate, modulate, modulate.

Especially when you’ve done a presentation before, it can be easy to fall into a
drone, going on and on and on and on and on with only minimal changes to
your in ection. Always speak as if you were speaking to a friend, not as if you
are reading off of index cards (even if you are). If keeping up a lively and
personable tone of voice is dif cult for you when presenting, do a couple of
practice run-throughs. If you still can’t get it right and presentations are a big
part of your job, take a public speaking course or join Toastmasters.

10. Break the rules.

As with everything else, there are times when each of these rules – or any other
rule you know – won’t apply. If you know there’s a good reason to break a rule,
go ahead and do it. Rule breaking is perfectly acceptable behavior – it’s ignoring
the rules or breaking them because you just don’t know any better that leads to
shoddy boring presentations that lead to boredom, depression, psychopathic
breaks, and eventually death. And you don’t want that, do you?

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