effective design in powerpoint

Design Effective Presentations Using

owerPointDesigned by :

Amit K Soni,PD Department, L&T Chiyoda Limited

You know ?

There are more than

PowerPoint users In the world

50,00,00,000

Source: Robert Gaskins (http://www.robertgaskins.com)

You know ?

presentations each day30M


You know ?

of them are unbearable

UnbearableGoodModerate

50% Source: Robert Gaskins (http://www.robertgaskins.com)

It means

PowerPoint Presentation can be

EFFECTIVE or INEFFECTIVE

If You continue doing exactly what you are doing right now,

Where Would You rate yourself after 50 Presentations ?

Our objective

STAND OUTOF THE CROWD

1

2

3

4

5

Before you startKnow your tool, Inside the PowerPoint, Compare toolbar, Customize your toolbar,

Slide Master, snap object to grid, useful ‘short-keys’, Speed

Building blocksMake it clear, Make it Big, Sound, lines, Shapes, alignments, smart-art, Picture

Superiority Effect, pictures, clip-arts, tables, animations.

Slide designComponents, slide limits, titles, slide body, Slide transition, Design Layout, Be Progressive, Be Consistent, Simplicity, Power of Simplicity

ContentScope, audience, Schedule, Structure, visualize presentation, Story, 6S

More tipsColor effects, shadows styles, Transparency, Layers, kinesthetic typography,

Advance Animations, Advance transitions and effects, Official Templates, show

Table of content

1

2

3

4

5



Building blocksMake it clear, Make it Big, Sound, lines, Shapes, alignments, smart-art, Picture

Superiority Effect, pictures, clip-arts, tables, animations.





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

[Before You Start]Inside PowerPoint

PowerPoint is one of the

simplest computer programs to learn.

[Before You Start]Know your toolQuick Access Toolbar Close Button

Zoom Slider

Slide Tabs

Outline Tabs

Status Bar View Buttons

Ribbon

Slide Pane

Notes Pane

Title Bar

[Before You Start]

2007

Compare ToolbarRibbon Toolbars

2013

[Before You Start]Customized Toolbar

Add your own tools

[Before You Start]Slide Master

What is a slide master ?

[Before You Start]Snap to Grid

Always activate this feature !

[Before You Start]Exercise

• Customized Tool • Snap to Grid• Slide Master

[Before You Start]Common short-keys

ctrl A

ctrl C

ctrl V

ctrl Z

ctrl Y

ctrl S

esc

fn prnt scr

f2 Select all

Copy

Paste

Undo

Re-do

Save

Select text

Escape

Print screen

shift enter ‘Line break’

19

How can w save 90% of time?

10h 1h

3h20

1h4010’

20’

Do invest some time to learn how to use ‘toolbar’ & ‘short-keys’ !!!

1 day

10 days

[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

Customized toolbar & short-keys

6SSpeedSimplicityScopeScheduleStructureStory

Before you start1

SUM

MAR

Y Know your tool Inside the PowerPoint Compare toolbar Customize toolbar Slide Master Snap object to grid Useful ‘short-keys’

Speed

1

2

3

4

5



Building blocksMake 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.





2 Make it clear Make it Big Sound Lines Shapes alignments smart-art Picture Superiority

Effect Pictures Clip-arts Tables Animations

Building blocks

[Building Blocks]

Make It ClearColors, Fonts, Capitalization, Numbers, Bullets, contrast, complements, size

Choosing the right color is important

[Building Blocks]Make it Clear : Colors

EXAMPLE AVOID

[Building Blocks]Make it Clear : Colors

[Building Blocks]Want to take a print ?

type

grey level

No difference when printed

type

grey level

AMIT K SONI

Fonts really Important ?

Fonts

Sanserif Z

Serif Zbusy

clear

[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

[Building Blocks]

• ALL CAPITAL LETTERS ARE DIFFICULT TO READ

• Upper and lower case letters are easier

Use Sentence Case

Make it Clear : Capitalization

[Building Blocks]

How to put an elephant into a fridge?

Open the door of the fridgePut the elephant inClose the door

Make it Clear : Numbers

[Building Blocks]

How to put a giraffe into a fridge?

1. Open the door of the fridge2. Take out the elephant3. Put the giraffe in4. Close the door

Use number for lists with sequence

Make it Clear : Numbers

[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

[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

[Building Blocks]

This is light on dark

This is dark on light

Light on dark vs. Dark on lightMake it Clear : Contrast

[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

[Building Blocks]Color Activity

Exercise

Size implies importance

Make It Big

[Building Blocks]Make it Big: Text

• This is Century Gothic12

• This is Century Gothic 18





Too Small

24 pt minimum

36-44 pt for heading

[Building Blocks]How to Estimate

Look at it from 2 meters away

2 m

[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


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 !


A processinvolving people, procedures & toolsfor solutionsto problems in learning(HMRS 5th ed.)

Instructional Technology:

Much Simpler

[Building Blocks]Sound

• No whooshes• No chimes• No lasers • No typewriters

FrenchHello

GoodbyeThank you

FrançaisBonjour

Au revoirMerci

Use sound only when necessary

Unnecessary Sound Distracts People

[Building Blocks]lines

¾ pt 2 ¼ ptNo line

¾ pt Solid2 ¼ pt Solid¾ pt Dash2 ¼ pt Dash

No need for other types of lines

Use same line types in entire presentation

[Building Blocks]Useful shapes

text text texttext

texttext text

texttext text

[Building Blocks]Working with shapes

[Building Blocks]Align & distribute shapes

text

text

text

text

Not OK

text

text

text

text

OK

[Building Blocks]SmartArt

[Building Blocks]Shape Activity

ExerciseShapes , Smart

Art , Lines,Fonts & Colors

Picture Superiority Effect

(PSE)

[Building Blocks]

BIRD


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.

[Building Blocks]

BIRD

10% 65%


[Building Blocks]

videoC:\Users\20001283\Desktop\WorkPresentation\FinalContents\Final Presentation\Video\Picture_Superiority _Effect.mp4


[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’

[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!

[Building Blocks]Clip arts

Avoid using ‘Clip Arts’ which do not make sense

Pictures are good for show !

If correctly chosen

Otherwise…

So think twice…

[Building Blocks]Picture

Design Slide with Pictures

[Building Blocks]Animation

[Building Blocks]Animation Painter

[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!

[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

Animation Effects• Don’t Over Do It!• Too Distracting


2 m

Too distracting !


2 m

Simple & to the point

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Use Animation Smartly !

AMIT K SONI

Activity


Matrix Activity

[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

[Building Blocks]Life After Death by PowerPoint

[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 text82

AMIT K SONI

for quiz

[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

2. Different spacing

1. Font <> Standard font

3. Slide limitsnot 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

Building blocks2 Make it clear Make it Big Sound lines Shapes Alignments Smart-art Picture Superiority Effect Pictures Clip-arts Tables AnimationsSU

MM

ARY

1

2

3

4

5





‘Slide’ designComponents, slide limits, titles, slide body, Slide transition, Design Layout, Be Progressive, Be Consistent, Simplicity




‘Slide’Design3 Components Slide limits Titles Slide body Slide Transition Design Layout Be Progressive Be Consistent Simplicity

[‘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’)

[‘Slide’Design]Respect ‘slide limits’NO

NO

NO

NOYES

YES

YES

[‘Slide’Design]Avoid titles having more than 1 line because it’s difficult to read them and it will break the ‘uniformity’ of your presentation

[‘Slide’Design]Title must reflect slide contentAlways check that slide title really reflects slide content !

[‘Slide’Design]Metaphors

[‘Slide’Design]Slide transition

Choose one Slide transition

• Remember consistency across your presentation works best

• Keep it simple

DEMO

Design Layout

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

[‘Slide’Design]Layout

Prefer ‘white’ backgrounds(easier, less ink & less money spent when printed)

[‘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?

[‘Slide’Design]

Design Helps People

ReadingAVOID

Things meant for

Reading

[‘Slide’Design]

Not meant for Reading

Paintings Maps GraphsCharts

MoviesTelevision

PowerPoint

VISUALCommunication

Be Progressive

[‘Slide’Design]

Complexity of Interactions

Mod

e of

Inst

ruct

ion

Individual Pair Group

DirectInstruction

GuidedInquiry

DiscoveryLearning

IndividualInstructive

Tools

IndividualConstructive

Tools

SocialConstructive

Tools

SocialCommunicative

Tools

Informational Tools

Types of Instructional ToolsToo many in one go!

[‘Slide’Design]

Complexity of Interactions

Mod

e of

Inst

ruct

ion

Individual Pair Group

DirectInstruction

GuidedInquiry

DiscoveryLearning

IndividualInstructive

Tools

IndividualConstructive

Tools

SocialConstructive

Tools

SocialCommunicative

Tools

Informational Tools

Types of Instructional ToolsProgressive & thus focused

Be Consiste

nt

[‘Slide’Design]Be Consistent

• Differences draw attention

• Differences may imply importance

• Use surprises to attract not distract


Differences draw attention


• Use surprises to attract not distract

This tick draws attention




Use surprises to attract not distract

These differences distract!





This implies importance





Confusing differences!

Simplify everything


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

[‘Slide’Design]Power of Simplicity

Old

New

[‘Slide’Design]Power of SimplicityRepresentation of Data

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.

3 Components Slide limits Titles Slide body Slide transition Design Layout Be Progressive Be Consistent Simplicity

Simplicity

SUM

MAR

Y‘Slide’design

[Building Blocks]Simplification

Activity

1

2

3

4

5






ContentScope, Audience, Schedule, Structure, Visualize presentation, Story, 6S

More tipsColor effects, shadows styles, Transparency, Layers, Kinesthetic typography,


Content4 Scope Audience Schedule Structure Visualize

presentation Story 6S

Think about context


[Content]

> 100

> 50

> 10

< 10

< 5

Projection

Both

Paper

> 30min

15 / 20 min

10 min

5 min

‘Story’

Standard

Details

Facts &figures

‘Show’

#attendees Media Audience Content Timing+ + + + =

‘Public’

Customer

Senior Mgt.

Middle Mgt.

Employees

…

‘Vision’

Strategy /Positioning

Productpresentation

Technical /Financials

Statusreport

…

Think about scope of presentation !

3rd S


[Content]Audience

Based on Audience, Prepare

your content

Treat your Audience as a KING!Source: Robert Gaskins (http://www.robertgaskins.com)

Always respect timing


[Content]Schedule4th 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!


Remember Presentations tend to take longer than you think the material will last

Slide = 1 idea


[Content]Structure

134

it’s easy…

1 slide = 1 idea(If you can’t summarize slide in one sentence, slide is too complex)

5th S

[Content]

With a Core Without a CorePoint of origin

StructureAbstractions

Visualize presentation

[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

Make your scenario


[Content]Story

A presentation is a STORYYou have to make a ‘scenario’ with1. 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

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

Content4 Scope Audience Schedule Structure Visualize Presentation Story 6S

Scope

Schedule

Story

Structure

SUM

MAR

Y

[Content]Exercise

Convert the text

1

2

3

4

5









More Tips5 Color effects Shadows styles Transparency Layers Kinesthetic

typography Advance Animations Advance Transitions

and effects Official Templates show

[More Tips]Colors effects

Colors effects are cool but usually… Colors effects take lots of time Bad surprise when presentation is printed

[More Tips]Shadows styles

Don’t use other ‘Shadows Styles’

Use same ‘Shadow Style’ in entire presentation

[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

[More Tips]LayersLayers• Too Many Information on one Slide• Nice way to share progressive content• Create learnable Impact on viewer

[More Tips]Exercise

Layer Activity

[More Tips]Layer Example

Piping DeptMTO Consolidator PCRM

GPDS

SAMIDF COMPARE

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.

PMS COMPILER

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.

GPDS

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

MTO (MATERIAL TAKE OFF) CONSOLIDATOR

[More Tips]Exercise

Activity2:001:591:581:571:561:551:541:531:521:511:501:491:481:471:461:451:441:431:421:411:401:391:381:371:361:351:341:331:321:311:301:291:281:271:261:251:241:231:221:211:201:191:181:171:161:151:141:131:121:111:101:091:081:071:061:051:041:031:021:011:000:590:580:570:560:550:540:530:520:510:500:490:480:470:460:450:440:430:420:410:400:390:380:370:360:350:340:330:320:310:300:290:280:270:260:250:240:230:220:210:200:190:180:170:160:150:140:130:120:110:100:090:080:070:060:050:040:030:020:01End

[More Tips]kinesthetic typography

Typography can play a key role in design.

The study of letters and their uses in graphic design is called Typography.

[More Tips]Advance Animations With kinesthetic typography

[More Tips]Advance transitions and effects

[More Tips]Office Templates http://office.microsoft.com/

http://office.microsoft.com/

Never just read the slide

This is the thing that annoys more people about PowerPoint presentations than anything else.

It is boring!

[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

[More Tips]Projector View

1. The slide number 2. The slide you are currently showing

to the audience3. The speaker's notes, which you can

use as a script for your presentation

4. Click to go to the previous slide5. The pen or highlighter6. 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 slide8. The elapsed time of your

presentation, in hours and minutes9. Slide thumbnails that you can click

to skip a slide or to return to a slide that you already presented

Always visualize your presentation

[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 presentationwith executive summary

More Tips5 Color effects Shadows Styles Transparency Layers Kinesthetic Typography Advance Animations Advance transitions and effects Official Templates Show

SUM

MAR

Y

In Summary

‘show’

You have to make a Presentation

but you’re… running out of time

samestoryonceagain?

You have to find a way out ?

better to be somewhere else?

no stress !

you just need a toolbox…

to win lot of time !

[Building Blocks]

this is the goal of this presentation

aim is just to help

to save time

you

and to spend more time onreal priorities

contentof thistutorial

before you startbuilding blocks

‘slide’ designcontent

+ tips

before you start

take some timeto customizeyour toolbar

1’ to

lock

grid

ruler

usefew short-keys

to win time

building blocksbefore you start

colors

black white

shapes

Alignments

Pictures

Clip-arts

tables

charts

animations

‘slide’ designbuilding blocks

before you start

components

slide limits

simplicity

layout

content‘slide’ design

building blocksbefore you start

audience

schedule

structure

1 slide 1 idea

visualizepresentatio

n

YROTSa !m eka

+ tipscontent

‘slide’ designbuilding blocks

before you start

advancedtips

…and templates

what do you think ?

[Building Blocks]

ready to go ?

[Building Blocks]

JUST TRY.