Powering Up Your PowerPoint

For better or worse, PowerPoint and similar slide-deck programs have become the standard visual aid for business presentations. Computer presentation programs such as PowerPoint or Keynote can actually be very effective if used correctly, but all too often they are disorganized, distracting, and poorly designed. The presenter hides behind the computer, clicking nervously through slide after text-packed slide, reading each one verbatim as though the entire audience were blind or illiterate.

Slide decks can be extremely useful - research verifies that engaging both the eyes and the ears of audience members improves their retention.  Good visuals also create consistency and balance, inspiring greater confidence in the message. Large audiences can benefit from LCD projection of slide decks, and PowerPoint also works well for small boardroom meetings.  Another benefit of LCD projectors is the ability to run video equipment from them, reducing the number of machines required to run a multimedia presentation.

However, visual aids are intended to reinforce and clarify key points, not to BE the presentation. Here are some guidelines for creating and presenting with a truly powerful PowerPoint deck.

Creating the Slides

For each slide in your deck, choose a visual aid that is appropriate to the information being presented. Information generally falls into one of these categories:

• Statistical: to help the audience visualize relationships between numbers, use pie charts, line charts, and bar charts.
• Illustrative: to visually describe an idea or concept, use pictures or symbols.
• Explanatory: to emphasize key concepts, use words or bullet points.

To reinforce your message and clarify points without being overwhelming, keep the following points in mind:

• Keep it simple – one idea per slide.
• Use a title at the top.
• Use no more than six lines of copy per page.
• Use outline or bullet point format for text.
• Leave adequate margins on all four sides.
• Use color and varying type styles to add visual interest.
• Illustrate with pictures and symbols – mix graphics and words.
• Print out slide/note pages to help with your delivery.
•  Limit the amount of sound and animation — remember: you are the presenter, not the computer.  Also, repetitive sounds can become annoying to the audience.
• Choose colors and fonts that are easily read when projected:
• Good font choices include large, clear, sans-serif fonts such as Arial, Trebuchet or Verdana. 
• Make sure the font is large enough.  PowerPoint’s default font sizes are about the minimum.  You may want to increase the size for a large room. 
• The color of the font should contrast well with the background.  Consider lighting when choosing your color scheme.  If the room will be lit during your presentation, use black or another high-contrast color font on white or lightly colored backgrounds.  If the presenting room will be dark, light or white text on a dark background may be more visible.

Delivering the Deck

• Practice your presentation in advance!  It is critical for timing and movement.
• Stand to the left of the screen or display.
• Do not walk in front of the projector; the slides will project on you.
• Do not walk too close to the audience or you will block their view of the screen.
• Follow the “Three T’s” (Touch-Turn-Talk) procedure:
• TOUCH (or at least gesture toward) and look at the screen; read it silently to yourself as the audience reads it.
• TURN back toward the audience.
• TALK to the audience, not to your visual.
• Evaluate presentation space in advance.  Plan where you will set up your equipment.
• Do not sit down at the computer.   Most computers can be adapted to use a remote mouse so as not to tie you to the equipment.
• Do not point; use open palm when gesturing toward visuals.
• Don’t skip around in the deck; follow the order of the slides.
• Don’t just read verbatim what is on the screen; add value to each point.
• Continue to make eye contact with each audience member; don’t stare at the screen.
• You will need to become “bigger” to maintain attention when competing with a visual aid.  Turn up the volume of your voice and the size of your gestures.

ALWAYS REMEMBER: YOU ARE THE PRESENTER.

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