PowerPoint presentation tips from the experts

PowerPoint presentation tips from the experts

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Presentation tricksJohn Stokdyk discovers a treasure trove of expert advice on making successful presentations with PowerPoint from the TrainingZone.co.uk community.

April is presentation month on our sister site TrainingZone. One of the articles presents a compilation of presentation tools and tips from community members, including our own Simon Hurst. What better source of advice could you find on the subject than an online community of experienced trainers?

Top 10 presentation tips
1. Know your subject/material
2. Know your audience
3. Practice, then practice again
4. Imagine yourself giving the speech
5. Know the room layout
6. Relax (breath)
7. Don't forget the audience want you to succeed
8. Do not apologise.
9. Concentrate on the message, not the medium
10. Get as much experience as possible.
Source: Laura Gaillard, Ontrackinternational.com
As well as drawing on conventional suggestions (see right), the excerpts and comments put forward in Are they listening at the back? provide a wide spectrum of advice that would benefit anyone who has to present their ideas to a room full of people.

Here is a short summary of the article's key points. For more detailed instructions and to see the full debate, visit the full article on TrainingZone.co.uk

1. Make the presenter the focus of the presentation rather than the slides
Blogger Seth Godin set out a manifesto for presenters in a 2007 post entitled Really bad PowerPoint. "PowerPoint could be the most powerful tool on your computer," he argues. But it's not, because too many people use PowerPoint the way Microsoft wants them to rather than the right way." His advice is to make slides that reinforce your words, not repeat them. They should "demonstrate, with emotional proof, that what you’re saying is true not just accurate", he writes.

Trainer Abi Manifold made a similar point, that any presentation system you use should be a support tool only. "Memorable delivery comes from your ability to captivate and engage. So even if your slides could win international design awards - it's up to you to add the real spark!"

2. Preparation - avoid death by PowerPoint
"The problem a lot of people have stems right from the start of their preparation - they are not clear with themselves at the outset what the point is they want to put across," says Jack Downton in a recent AccountingWEB.co.uk article. Before firing up PowerPoint, try mapping out the talk's structure on paper first, suggested Manifold.

3. Make sure your slides are visible and legible
Keep the font size generous and favour text towards the top of your slides - bulleted text items should be no smaller than 22 points and the title should be no smaller than 28 points, advises Donald Clark.

4. Be succinct - keep it simple, stupid (KISS)
"Don't put anymore information on the slide than you would print on the front of a T-shirt. Presumably most of the audience can read so don't read it at them..." - Jonathan Senior, Sharp End Training

5. Use PowerPoint masters and templates - with care
PowerPoint includes a set of layout guides to help you create slides quickly and keep the format consistent throughout the presentation. If you want an object to repeat on every slide such as a logo or other graphic, place it on the master. If you develop your own design, apply the same colour scheme to your whole presentation by choosing Format, then Apply Design Template. Also keep in mind how you use slide transitions; choose Dissolve over flashier effects.

6. Give them a written "leave behind"
"When you start your presentation, tell the audience that you're going to give them all the details of your presentation after it's over, and they don't have to write down everything you say... The document is the proof that helps the intellectuals in your audience accept the idea that you've sold them on emotionally. Don't hand out the written stuff at the beginning! If you do, people will read the memo while you're talking and ignore you. Instead, your goal is to get them to sit back, trust you and take in the emotional and intellectual points of your presentation." - Seth Godin

7. Using graphics effectively
"Graphics should be relevant to the slide, otherwise you risk changing the audience's focus away from your point. Be wary of standard clipart. Some images have been around for a long time, and your audience may have grown weary of seeing them. If you introduce a slide containing detailed or unusual graphics, allow the audience sufficient time to take in the visuals prior to commencing your narrative." - Nici Aldridge

8. Make your graphics move!
AccountingWEB.co.uk contributor Simon Hurst is a fan of animation. Used in the right setting, it can do a lot to grab the audience's attention. PowerPoint 2007 includes some great new diagrams in the Insert, SmartArt section. The SmartArt animation tab can let you animate each element of the diagram separately so they can fly into place and build up the diagram an a element at a time. But be careful, Hurst warned. If there are lots of elements and you choose too slow an animation, "your coup de PowerPoint could meet with synchronised snoring."

Also remember to use flashy graphics and transitions with care. If you emphasise everything, you emphasise nothing. It's a presentation, not a three-ring circus.

9. Know your way around the presentation tools you use
Knowing PowerPoint's keyboard shortcuts are an essential piece of knowlege for any presenter. "For example if you suddenly notice the appearance of the slide of recently-departed senior management pension figures which should have been hidden, 'B' to go immediately to a blank screen can be vital," advised Simon Hurst. You can also set PowerPoint not to use the right click for the pop-up menu, so you can navigate backwards and forwards with a remote mouse.

If you're demonstrating some other application, the Windows Alt+Tab keyboard shortcut will swap between PowerPoint and other live programs on your computer. If you do leave your presentation entirely, the F5 keyboard shortcut restarts the show from the beginning. But Shift+F5 will start from the current slide, he advised.

10. Pacing and dramatics
Jack Downton goes against the common suggestion to slow down your delviery: "The right pace to speak is at your usual pace with your head held up as normal (not buried into your chest reading your notes, as this kills your voice projection). What is really important is where you pause. There is only one person in the room who doesn't like silence during a presentation and that is the presenter. Pause to add emphasis, hold eye contact with the audience to show you mean what you say and allow people to think about what you have said. You almost cannot pause for too long!" Recording a rehearsal of your presentation and listening back should convince you of this point, he added.

As noted, these are the main points to bear in mind, but there is much more useful advice on the subject on TrainingZone. In one recent Any Answers thread, Nichola Smith of Oddball Training suggested getting the audience to stand and pat their arms and head three times. Why? "This draws awareness away from mind as well improving blood circulation," she advised. The audience back-brush was another way to establish a connection quickly, she added.

In the same thread, Alun Barrett urged trainers to make more use of props to capture the imaginations of kinaesthetic learners. He once carried a bag of footballs on stage with him for a 10 minute presentation. "Though I never refered to the bag or the contents in the presentation everyone in the room hung on every word I said because they all wanted to know what was in the bag," he wrote.

Rather that adopting the traditional visualisation technique, where you imagine yourself giving the talk successfully, Michael Heath thinks about all the things that can go wrong. Then he tells himself, "You have the chance to put it right!" It may be perverse, he admitted, but it gets results for him.

There are common points on which expert presenters all agree, but as the TrainingZone contributors demonstrate, there is still a lot of room for manoeuver. Graham O'Connell advised: "As with all visual aids, there is no one right answer. It is about making the best choices for the purpose and circumstance - and then how well you use that tool... To which Ray Loftus added: "Horses for courses, as ever. Just don't shoot the horse when the jockey is the weak point! PowerPoint is still a great medium for training and learning when used correctly and well."

Presentation resources

The compelling presentation
TrainingZone Any Answers: Advice for presenters
TrainingZone PowerPoint resources
TrainingZone PowerPoint Quick Guide
Presenting to colleagues, clients and investors by Jack Downton (AccountingWEB.co.uk)
Presenting financial figures with Excel: Part 3 - Delivery techniques by Simon Hurst (AccountingWEB.co.uk)
Brainybetty.com
PowerPoint Lifeguard - thanks to Geraldine Howley for the link
Presentation Zen - thanks to Cathy White for the link
How to Create a Great PowerPoint by Alvin Trusty (45-minute video stream)

Replies (10)

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By mikewhit
20th Apr 2009 14:08

Typo ?
"But it's not because too many people ..." -> "But it's not, because too many people ..."

PS. I only suggested the comma because without it, the sentence is hard to make sense of without re-reading !!

a) It is not due to the fact that there are too many people ...
b) it is not so since there are too many people ... [intended]

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John Stokdyk, AccountingWEB head of insight
By John Stokdyk
20th Apr 2009 18:30

Thanks Mike - and all other contributors
I stand chastened for the grammatical slip-up, and grateful for all the additional pointers and comments - even where they disagree with me. The whole point of the article is to stir up debate on the subject.

John Stokdyk
Technology editor
AccountingWEB.co.uk

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By david_terrar
19th Apr 2009 12:00

Zen, Kawasaki, and don't forget Presentations Plus
Another +1 for Presentation Zen, which should be at the top of your suggested resource list, as well as a +1 for Andrew's comments below. I'd also recommend buying Garr Reynolds book of the website, which is a great read:
Presentation Zen on Amazon UK

Two other suggestions. Although it's a while back and oriented towards startups pitching to VCs there is a lot of sense in Guy Kawasaki's 10/20/30 rule of PowerPoint - "a PowerPoint presentation should have ten slides, last no more than twenty minutes, and contain no font smaller than thirty points." (and notice his post references Presentation Zen too):
Guy Kawasaki's 10/20/30 rule of PowerPoint

And lastly, the best guy I ever saw presenting was, at the time, IBM's most senior instructor - David A. Peoples. His 80s book Presentations Plus was well before most of the current technology we use, but still has ALL the right messages (and why is it that almost all of us jump to use one particular bit of software to make a presentation these days?). Some of the Amazon resellers have the book for a few pence plus postage - an amazing bargain!:
Presntations Plus on Amazon UK

David Terrar
Business Two Zero and D2C and WordFrame

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Mark Lee headshot 2023
By Mark Lee
17th Apr 2009 19:22

Wow - really useful stuff here - especially Andrew's comments be
;-)

My contribution is a quick and dirty look at how NOT to prepare a powerpoint presentation.
Taking a leaf from Andrew's book, this will appeal more to those who like to see examples rather simply hear or read tips and advice.

This 4 minute video is THE BUSINESS.

Mark Lee
Tax Advice Network

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By AnonymousUser
17th Apr 2009 11:13

Alternative Thoughts on Presentations - Part 1
Whilst I hate to contradict John Stokdyk and the "experts" on TrainingZone, I'm afraid there are several points in this article that aren't quite right.

Since my remarks are a little critical, I should perhaps start by mentioning that I am the author of "Successful Presentation Skills" first published by Kogan Page in 1995, now in its 3rd edition, available in over 15 languages from Japanese to Arabic, to Czechoslovak, to French to Brazilian Portuguese, etc. It has been a bestseller for several years within its own section of the UK business book market.

1. "bulleted text items should be no smaller than 22 points and the title should be no smaller than 28 points"

Actually the smallest text should be AT LEAST 28-32 point ON THE SCREEN. Anything less will be unreadable for many people, or at least a considerable strain, if they are more than about 10 feet/3 metres from the screen. And obviously the larger the audience, the larger the font should be.
The large text should be no problem if you stick to a limit of 4 bullet points per slide with no more than, say, 6 words per bullet point.
(I'm not convinced about the "words on a T-shirt" limit. I have one that says: "I was put on this earth with certain tasks I must fulfil. And at the rate I'm going I may just live forever.")

2. The list of "top ten tips," though all the tips are valid, doesn't actually mention some of the most important points, as follows:

i. Check whether a presentation is necessarily the best way to put your message across. Alternatives could include: an informal discussion, a formal discussion document, a group e-mail, etc.

ii. Check what your audience actually NEED to know. In practice it is seldom possible to put across more than a maximum of 3 (THREE) key points in one presentation. So as with the proverbial three wishes, be sure to use them wisely. Remember the acronym KISS - which in it's more intelligent form stands for "Keep it short and simple"

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By AnonymousUser
17th Apr 2009 11:12

Alternative Thoughts on Presentations - Part 2
iii. Linked to the last point - modern audiences, regardless of how intelligent they may be, will seldom be able to benefit from a presentation that goes on longer than 40-45 minutes MAXIMUM. A better option than going for this limit is to stick to around 30 minutes and allow time for a Q. and A. session, even if that wasn't in the original plan.

iv. The first numbered point in the TrainingZone article is: "Make the presenter the focus of the presentation rather than the slides" - I thoroughly agree. And point 4 says "keep it simple, stupid." But point number 8 says: "Make your graphics move!" (in order to make your slides more interesting).

So which is it? Succinct, or bells and whistles?
Personally I go with points 1 and 4, but if you really want to go the "moving graphics" route I'd recommend Nicholas Oulton's book "Killer Presentations"

3. There's rather a lot more that could be said, instead of which I'll finish with a comment on scripting. We have a tleast (!) five senses, all of which are in play all of the time, albeit to varying degrees. However we tend to be more in tune with just one or two senses at an given time, depending on the context.
It is therefore important to ensure that the language you use incorporates at least the three most commonly emphasised senses - sight, hearing and feelings (tactile AND emotional).

For example, to express support for some idea that you are describing you might say:

It *looks* really promising, or
It *sounds* really promising. or
It *holds out* great promise.

By making sure that you use phrases indicating all three senses throughout your presentation to keep all of the members of your audience interested - even if any of them switch their attention from one sensory system to another during the presentation (which might very well happen in a real life situation).

Having said that, I realise that this last point may not be as obvious as the others, so I would invite you to test it for yourself.

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By AnonymousUser
17th Apr 2009 11:09

Alternative thoughts on Presentations - Part 3
Some time when you are involved in an appropriate (not too serious) conversation, listen out for what sensory words - sight, sound and feelings (tactile and emotional) - the other person/people in the conversation use - "I SEE what you mean", "I HEAR what you're saying", "That STRIKES ME as a really good idea" and so on.

Then try deliberately mismatching the other person's sensory words, on a case-by-case basis. If she says, "I can't SEE the point", you say something like, "well let me PUT IT (tactile feeling) another way"; if he says, "I don't FEEL that is likely to work," you say something like, "well let's try TALKING it through," and so on.

Notice whether the conversation seems to be flowing smoothly, or getting bogged down. Once you've registered the result of "mismatching" the other person, switch to matching them - again on a case-by-case basis.

If he says, "I'd like to SEE the evidence," you say something like, "would you be more interested in LOOKING AT the overall picture, or at some of the details?"; if she asks, "But does it really SOUND like a good idea?" you answer with something like, "Well I've I've HEARD some really positive reports". And so on.

Again, notice whether the matching approach seems to "lubricate" the conversation.
And if you feel that this approach has produced positive results you may want to make sure you build it into the way you script any future presentation, and into the wording on your slides (where genuinely applicable).

I hope these additional tips will be of some use.

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Rebecca Benneyworth profile image
By Rebecca Benneyworth
16th Apr 2009 18:22

I couldn't live without ....
my tablet PC. I can draw, do off the cuff examples of tax scenarios and scribble on my prepared slides - even use highlight pen. Before that (and separate tablets) it was PP plus OHP to scribble on (flipcharts no good with big audience and the pens are unreliable).

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Dennis Howlett
By dahowlett
16th Apr 2009 12:55

+1 for Presentation Zen
PZ is one of THE best sites for this kind of thing but I also like the stuff that Headshift and Redmonk/Greenmonk do.

Check out slideshare.com for their work and other gr8 ideas.

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By Jenny54
02nd Aug 2010 10:34

free powerpoint ressources

Hello !

Thanks for these websites ressources, try these also for free powerpoint templates : 

www.powerpointstyles.com and www.freepptfiles.com

Bye,
Jenny

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