This is the 2 day workshop for Effective Design in PowerPoint. It combines technical and basic design techniques.
This was training deck for corporate training specially for Managers.
9. 1
2
3
4
5
Before you start
Know your tool, Inside the PowerPoint, Compare toolbar, Customize your toolbar, Slide Master,
snap object to grid, useful ‘short-keys’, Speed
Building blocks
Make it clear, Make it Big, Sound, lines, Shapes, alignments, smart-art, Picture Superiority
Effect, pictures, clip-arts, tables, animations.
Slide design
Components, slide limits, titles, slide body, Slide transition, Design Layout, Be Progressive, Be
Consistent, Simplicity, Power of Simplicity
Content
Scope, audience, Schedule, Structure, visualize presentation, Story, 6S
More tips
Color effects, shadows styles, Transparency, Layers, kinesthetic typography, Advance
Animations, Advance transitions and effects, Official Templates, show
Table of content
10. 1
2
3
4
5
Before you start
Know your tool, Inside the PowerPoint, Compare toolbar, Customize your toolbar, Slide Master,
snap object to grid, useful ‘short-keys’, Speed
Building blocks
Make it clear, Make it Big, Sound, lines, Shapes, alignments, smart-art, Picture Superiority
Effect, pictures, clip-arts, tables, animations.
Slide design
Components, slide limits, titles, slide body, Slide transition, Design Layout, Be Progressive, Be
Consistent, Simplicity, Power of Simplicity
Content
Scope, audience, Schedule, Structure, visualize presentation, Story, 6S
More tips
Color effects, shadows styles, Transparency, Layers, kinesthetic typography, Advance
Animations, Advance transitions and effects, Official Templates, show
11. 1 Know your tool
Inside the PowerPoint
Compare toolbar
Customize your toolbar
Slide Master
Snap object to grid
Useful ‘short-keys’
Speed
Before you
start
12. [Before You Start]Inside PowerPoint
PowerPoint is one of the
simplest computer programs
to learn.
13. [Before You Start]Know your tool
Quick Access Toolbar Close Button
Zoom Slider
Slide
Tabs
Outline
Tabs
Status Bar View Buttons
Ribbon
Slide
Pane
Notes
Pane
Title Bar
19. [Before You Start]Common short-keys
ctrl A
ctrl C
ctrl V
ctrl Z
ctrl Y
ctrl S
esc
fn prnt scr
f2Select all
Copy
Paste
Undo
Re-do
Save
Select text
Escape
Print screen
shift enter ‘Line break’
19
20. How can w save 90% of time?
10h1h
3h20
1h4010’
20’
Do invest some time to learn how to use ‘toolbar’ & ‘short-keys’
!!!
1 day
10 days
21. [Before You Start]Speed
ctrl A
ctrl C
ctrl V
ctrl Z
ctrl Y
ctrl S
esc
fn
prt sc
f2
shift enter
+ + = 90% time saved !
Invest time to learn how to use toolbar & short-keys!
1st S
33. [Building Blocks]Make it Clear : Fonts
• Serif fonts are difficult to read on screen
• Sanserif fonts are clearer
• Italics are difficult to read on screen
• Normal or bold fonts are clearer
• Underlines may signify hyperlinks
• Instead, use colors to emphasise
34. [Building Blocks]
• ALL CAPITAL LETTERS ARE
DIFFICULT TO READ
• Upper and lower case letters are
easier
Use Sentence Case
Make it Clear : Capitalization
35. [Building Blocks]
How to put an elephant into a fridge?
Open the door of the fridge
Put the elephant in
Close the door
Make it Clear : Numbers
36. [Building Blocks]
How to put a giraffe into a fridge?
1. Open the door of the fridge
2. Take out the elephant
3. Put the giraffe in
4. Close the door
Use number for lists with sequence
Make it Clear : Numbers
37. [Building Blocks]
• Sequence
• Priority
• Hierarchy, …..
Use bullets to show a list without…
Make it Clear : Bullets
Remember
• Avoid White colored bullets
• Use same bullet style
• Use only when necessary
38. [Building Blocks]
• Use contrasting colors
• Light on dark vs. dark on light
• Use complementary colors
low contrast
high contrast
Make it Clear : Contrast
Using Contrast as a feature
39. [Building Blocks]
This is light on
dark
This is dark on
light
Light on dark vs. Dark on light
Make it Clear : Contrast
40. [Building Blocks]
Colors not complement with each other
You are awesome
PowerPoint
Presentations are
very important
Use complementary
colors
You are awesome
Use contrasting
colors
PowerPoint
Presentations are
very important
Colors complement with each other
Make it Clear : Complement
44. [Building Blocks]Make it Big: Text
• This is Century Gothic12
• This is Century Gothic 18
• This is Century Gothic 24
• This is Century Gothic 32
• This is Century Gothic 36
• This is Century Gothic 44
Too Small
24 pt minimum
36-44 pt for heading
46. [Building Blocks]Text
• Avoid Too many colors
• Avoid Too Many Fonts and Styles
• Apply The 6 x 7 rule
• No more than 6 lines per slide
• No more than 7 words per line
Remember 6 x 7 rule
47. [Building Blocks]Text
Instructional Technology:
A complex integrated process involving people, procedures,
ideas, devices, and organization, for analyzing problems and
devising, implementing, evaluating, and managing solutions
to those problems in situations in which learning is purposive
and controlled
(HMRS 5th ed.)
Too detailed !
49. [Building Blocks]Sound
• No whooshes
• No chimes
• No lasers
• No typewriters
French
Hello
Goodbye
Thank you
Français
Bonjour
Au revoir
Merci
Use sound only when necessary
51. [Building Blocks]lines
¾ pt 2 ¼ ptNo line
¾ pt Solid
2 ¼ pt Solid
¾ pt Dash
2 ¼ pt Dash
No need for other
types of lines
Use same line types in
entire presentation
58. [Building Blocks]
BIRD
Picture Superiority Effect
Researchers have discovered that ideas are much more likely to be remembered if they are
presented as pictures instead of words or pictures paired with words.
61. [Building Blocks]Pictures
Using pictures is complex
• It’s difficult to find the ‘right’ picture
• Presentations with pictures take lot of time
• Pictures are only useful if you want to make a ‘show’
62. [Building Blocks]Always have a good picture
• Photographs are
fantastic
• Cartoons are fun
• Diagrams are
useful
• No picture?
Why a slide?
“My PowerPoint presentation went so well,
I had it made into a tattoo!”
Just
SPEAK
it!
72. [Building Blocks]Animate quickly and simply
• Nothing fancy
• It will only end up
• really annoying
• your poor audience
• Keep it quick
• Or you try to read
or recognise it before it has fully developed!
73. [Building Blocks]Animate quickly and simply
Avoid transitions
• For text use:
•Appear
•Wipe, from left (very fast)
•Fade (very fast)Appear Fade
For graphics use:
Dissolve in
79. [Building Blocks]Why not to use animations ?
• Animations = lot of time unless good PowerPoint skills
• Animations = Murphy’s law I
• problems with mouse during presentation ()
• Animations = Murphy’s law II
• PC & mouse far from you during presentation
• Animations = Print out problem
Avoid excessive animations
81. [Building Blocks]Find at least 7 ‘mistakes’ in this slide
Text
Text
Text
Text
Text
• any text any text any text any text
any text any text any text any text
any text any text any text any text
any text
any text any text any text any text
any text any text any text any text
any text any text any text any text
• any text any text any text any text
any text any text any text any text
any text any text any text any text
• any text any text any text any text
any text any text any text any text
any text any text any text any text
• any text any text any text any text
any text any text any text any text 82
82. [Building Blocks]Find at least 7 ‘mistakes’ in this slide
Text
Text
Text
Text
Text
• any text any text any text any text
any text any text any text any text
any text any text any text any text
any text
any text any text any text any text
any text any text any text any text
any text any text any text any text
• any text any text any text any text
any text any text any text any text
any text any text any text any text
• any text any text any text any text
any text any text any text any text
any text any text any text any text
• any text any text any text any text
any text any text any text any text
2. Different spacing
1. Font <> Standard font
3. Slide limits
not respected
5. ‘White’ bullet
4. Text not aligned
6. Shape not resized
7. Text in bold, italic, not standard font, same
color as in other shapes, > 2 lines, …
83
83. Building blocks
2 Make it clear
Make it Big
Sound
lines
Shapes
Alignments
Smart-art
Picture Superiority Effect
Pictures
Clip-arts
Tables
Animations
SUMMARY
84. 1
2
3
4
5
Before you start
Know your tool, Inside the PowerPoint, Compare toolbar, Customize your toolbar, Slide Master,
snap object to grid, useful ‘short-keys’, Speed
Building blocks
Make it clear (Colors, Fonts, Capitalization, Numbers, Bullets, contrast, complements, size ),
Make it Big (picture, text), Sound, lines, Shapes, alignments, smart-art, Picture Superiority
Effect, pictures, clip-arts, tables, animations.
‘Slide’ design
Components, slide limits, titles, slide body, Slide transition, Design Layout, Be Progressive, Be
Consistent, Simplicity
Content
Scope, audience, Schedule, Structure, visualize presentation, Story, 6S
More tips
Color effects, shadows styles, Transparency, Layers, kinesthetic typography, Advance
Animations, Advance transitions and effects, Official Templates, show
85. ‘Slide’Design3 Components
Slide limits
Titles
Slide body
Slide Transition
Design Layout
Be Progressive
Be Consistent
Simplicity
86. [‘Slide’Design]Slide components
Footer slide number
Try to align ‘Title’ & ‘Body’ texts
Always include ‘slide #’ & confidentiality level for internal ppt
(exception : no slide # on ‘Title slides’)
94. Your presentation should have one design style applied
to it, including background
This also includes font style, size, color and
effects
Slides in this presentation are all different
How distracting
is that?
Design Styles
96. [‘Slide’Design]
Content — It contains information that
people need. But unlike reports, which
are read at the reader's own pace,
presentations must account for how
much information the audience can
absorb in one sitting.
Structure — It has a logical beginning,
middle, and end. It must be sequenced
and paced so that the audience can
understand it. Where as reports have
appendices and footnotes to guide the
reader, the speaker must be careful not
to loose the audience when wandering
from the main point of the
presentation.
Packaging — It must be well
prepared. A report can be reread and
portions skipped over, but with a
presentation, the audience is at the
mercy of a presenter.
Human Element — A good
presentation will be remembered much
more than a good report because it has
a person attached to it. However, you
must still analyze the audience's needs
to determine if they would be better
met if a report was sent instead.
Read or Listen?
101. [‘Slide’Design]
Complexity of Interactions
ModeofInstruction
Individual Pair Group
Direct
Instruction
Guided
Inquiry
Discovery
Learning
Individual
Instructive
Tools
Individual
Constructive
Tools
Social
Constructive
Tools
Social
Communicative
Tools
Informational Tools
Types of Instructional Tools
Too many in one go!
102. [‘Slide’Design]
Complexity of Interactions
ModeofInstruction
Individual Pair Group
Direct
Instruction
Guided
Inquiry
Discovery
Learning
Individual
Instructive
Tools
Individual
Constructive
Tools
Social
Constructive
Tools
Social
Communicative
Tools
Informational Tools
Types of Instructional Tools
Progressive & thus focused
110. John Maeda is a Japanese-American graphic designer, computer scientist, academic, and author. His work in design, technology and
leadership explores the area where the fields merge.
Simplicity is about
subtracting the obvious,
and adding the meaningful.
~John Maeda
118. People will forget what you said, people
will forget what you did, but people will
never forget how you made them feel.
–Maya Angelou
Maya Angelou is an American author and poet.
119. 3 Components
Slide limits
Titles
Slide body
Slide transition
Design Layout
Be Progressive
Be Consistent
Simplicity
Simplicity
SUMMARY ‘Slide’design
127. [Content]Schedule
4th S
5 min 10 min 15 min 20 min 1h30 min
< 3 slides < 5 slides < 7 slides < 10 slides < 15 slides < 25 slides
Always respect time!
Source: Robert Gaskins (http://www.robertgaskins.com)
Remember Presentations tend to take longer than you think
the material will last
128. Slide = 1 idea
6S
Speed
Simplicity
Scope
Schedule
Structure
Story
132. [Content]Visualize Presentation
1. Take a ‘A4’ sheet of paper
2. Draw 10 ‘rectangles’ (= if ’10’ slides)
3. Write ‘1. Introduction’ in 1st
rectangle
4. Write ’10 Conclusions’ in last
rectangle
5. Write just one idea on remaining
slides
6. Make a ‘story’ with coherent story
line
1
10
Introduction
Conclusions
Always visualize your
presentation
134. [Content]Story
A presentation is a STORY
You have to make a ‘scenario’ with
1. STRONG start (attract attention)
2. Coherent story line (no flash-back)
3. ACTION !!! (keep public awake)
4. Suspense & surprises (retain interest)
5. Happy end ! (of course…)
Good presentation needs good ‘Story’
6th S
135. 6S PowerPoint Summary
Speed- Customized toolbar & short-keys
Simplicity- Simplify everything
Scope- Think about context
Schedule- Always respect timing
Structure- Slide = 1 idea
Story- Make your scenario
138. 1
2
3
4
5
Before you start
Know your tool, Inside the PowerPoint, Compare toolbar, Customize your toolbar, Slide Master,
snap object to grid, useful ‘short-keys’, Speed
Building blocks
Make it clear (Colors, Fonts, Capitalization, Numbers, Bullets, contrast, complements, size ),
Make it Big (picture, text), Sound, lines, Shapes, alignments, smart-art, Picture Superiority
Effect, pictures, clip-arts, tables, animations.
Slide design
Components, slide limits, titles, slide body, Slide transition, Design Layout, Be Progressive, Be
Consistent, Simplicity, Power of Simplicity
Content
Scope, audience, Schedule, Structure, visualize presentation, Story, 6S
More tips
Color effects, shadows styles, Transparency, Layers, kinesthetic typography, Advance
Animations, Advance transitions and effects, Official Templates, show
139. More Tips5 Color effects
Shadows styles
Transparency
Layers
Kinesthetic typography
Advance Animations
Advance Transitions and
effects
Official Templates
show
140. [More Tips]Colors effects
Colors effects are cool but usually…
Colors effects take lots of time
Bad surprise when presentation is printed
141. [More Tips]Shadows styles
Don’t use other ‘Shadows
Styles’
Use same ‘Shadow Style’ in
entire presentation
142. [More Tips]Transparency
Transparency allows…
Nice effects when correctly used
But most of the time
Transparency = bad surprise when presentation is printed
You can make the same effect with standard colors
143. [More Tips]
Layers
• Too Many Information on one Slide
• Nice way to share progressive content
• Create learnable Impact on viewer
145. [More Tips]Layer Example
Piping Dept
Key Features
• Software Imports different Format Types (Maximum numbers 3)
• Generates all possible correct Tag combinations
• Checks PDS file for Tag verification and generates error report
PSMS software helps PP in ensuring consistency / correctness of the Pipe support
modeled in PDS.
Key Features
• PMS Compiler Website Imports PBOM files and generates PMS Report,
PMS Index, Schedule Table and Compares latest PMS List with last PMS
List
PMS Compiler is a Website which generates PMS reports in user desired format.
Key Features
• Calculate the Distance between two pipes in a rack.
• Calculate Linear Thermal Expansion & Modulus of Elasticity at different
temperature for different materials like carbon steel, stainless steel and alloy steel.
• Calculate Weight Of Empty Pipe, Weight Of Pipe with water, Metal cross section
area, Inside cross section area, Moment of Inertia for different pipe sizes and
schedules.
• View weight of various Valves and flanges for different pipe size and class.
GPDS is a General Purpose data system is to automate manual piping stress
calculation
151. Never just read the slide
This is the thing that
annoys more people
about PowerPoint
presentations than
anything else.
It is
boring!
152. [More Tips]Take control of the show
• Use B or W keys
• Change to pen (Ctrl + P) – E to erase
• Hide the pointer (Ctrl + H)
• Move to specific slides
153. [More Tips]Projector View
1. The slide number
2. The slide you are currently showing to
the audience
3. The speaker's notes, which you can use
as a script for your presentation
4. Click to go to the previous slide
5. The pen or highlighter
6. Click to display a menu that enables
you to end the show, darken or lighten
the audience screen, or go to a specific
slide number
7. Click to go to the next slide
8. The elapsed time of your presentation,
in hours and minutes
9. Slide thumbnails that you can click to
skip a slide or to return to a slide that
you already presented
Always visualize your
presentation
154. [More Tips]template : 10 slides for Senior Management
Structure
- Title
- Executive summary
- Agenda
Scope
Status
Issue(s)
Solution(s)
Requirements / Developments needed
Risks & opportunities
Financials / Figures
What if NO GO / -30% investments / GO
Planning & next steps
Decisions needed
- Backup
Items on Title slide
Date
(presentation to xxx)
Unrestricted / Internal Use Only / Confidential
(Name) / Department / (Company)
For information / For decision / For discussion
Mandatory items on all slides
Slide number
Unrestricted / Internal Use Only / Confidential / …
20 min presentation
with executive summary
155. More Tips5
Color effects
Shadows Styles
Transparency
Layers
Kinesthetic Typography
Advance Animations
Advance transitions and effects
Official Templates
Show
SUMMARY
9:00 – 9:05
[ ~ 9:15 collect the expectation from the people]
Good Morning / Afternoon
-Use presentations from others
-Prepare presentation by own
[ask from audience and write on white board]
9.16
Above point in a different form
500 million PowerPoint Users in the world
9.16
Over 12 billion presentations each year….
Above point in a different form
9.16
An survey suggests almost half of the presentations are UNBEARABLE.
9.18
Above point in a different form
9.20
Based on our presentation skills today, lets ask ourselves a question.
Our objective is make you stand out of the crowd
Ask audience to prepare for the presentation hands-on
Copy from ftp …
9:25
Entire presentation categorize into 5 parts
Before you start will talk about tools that we are going to learn today
Building blocks provides insight about objects and their use in presentations
Slide design focuses upon layouts and effectiveness of the presentation
In the Content part we will see how to organiz of the objects
And More tips will describe advance techniques..
9:30
“Sharpen your saw before you cut the tree”
Well same is applicable for us also right !!
Before we start making presentation we should know the tools
9:35
We have a greatest advantage, that PowerPoint is one of the easiest tool to learn….
9:37
Description of elements / tools
9:40
-- add highlighted areas on PP 2010
The name ribbon was introduced by Microsoft in Microsoft Office 2007, although ... The Ribbon can be minimized by double clicking the active tab.
9:50 [DEMO]
Live demonstration
Customization of toolbar
Master slide
Snap to grid
9:45 [DEMO]
Generally we are inserting each slide and formating each slide , ……
Simplest and best way to avoid those things having slide master.
Common formatting,
common look ,
common design ,
Multiple layouts
9:50 [DEMO]
In continuation to this … usual practice this we manually align the objects in slide but there is another feature from PowerPoint we can do this things using few clicks of button
This results to save 90% of time
100 mins task can be done by 10 mins …
And so on…
10:12
This is the first principle of our learning today….that is Speed
10:15
10:15
10:20
10:25
Building blocks provides insight about objects and their use in presentations
Elements which make up your slides
10:26
10:27
10:29
10:31
10:33
10:35
10:36
Serif fonts
Times New Roman
Literaturnaya
Lucida Bright
Adobe Text
SanSerif fonts
Arial
Calibri
Century Gothic
10:37
10:39
10:40
10:42
Ask the audience
10:45 – break
11:10
11:12
Eco Friendly
11:15
11:30
Slide 6, 7
11:31
11:32
11:34
Average font size should be 28-30 pts
11:35
11:37
11:39
11:41
11:45
11:47 : put background music ( vande matram )
11:48
11:49
11:55
11:57
12:10
12:30
Slide 8, 9
12:31
12:33
12:34
12:35
According to John Medina, your brain interprets every letter as a picture so wordy slides literally choke your brain.
12:35
12:37
12:39
Remember not to click after cartoon – it comes in automatically
Explain that you blank out the slideshow (see slide 20) to get attention back to you and just say stuff that was just going to be words anyway.
Remember that words themselves can be a graphic (in boxes or explaining a particular point like in slides 9-10).
12:40
12:40
12:41
12:41
12:41
12:41
12:55 – lunch break
Slide 10
1:45 – 2:05
DEMO
2:05
DEMO
2:06
2:07
2:09
2:10
2:10
2:11
2:20
2:23
2:30
Don McMillan is an American comedian from San Francisco, California, United States.
Read the first paragraph slowly and deliberately with your back to the audience – to make the point!
Use B and W keys after first point to show how it works.
Change to pen after graphics have come in. Ask the audience (as an example) whether they think what you see or what you hear is the most important in a PowerPoint presentation. Use line and gate numbers by each graphic to show how you could use a pen.
Use slide number and enter to move to specific slides (remember to come back to this one – slide 20)