The use of computer created presentations has almost become the standard method of communicating with an audience. Microsoft's PowerPoint is probably the most popular software used for this purpose. Whether or not you use PowerPoint or some other presentation software package, here are some guidelines to considered when creating and making presentations. Like any computer tool, garbage in, garbage out. Therefore preparation and planning are most important to prevent the garbage from going in. A failed presentation never convinces an audience.

Preparation

You should understand the mission target and purpose. Ask yourself...

• Who is the audience
• What do they need to know
• How can a presentation get the message across.

Target your presentation to concentrate on what three things you want the audience to remember.

A handy trick is to create the presentation starting with the end and working backwards. Start with what you want to accomplish at the end and create slides that help lead up to the conclusion.

Before using the computer, plan your work using file cards or sticky notes.

• Make a card for each point or thought you may want to convey.
• Arrange them in a logic order.
• Eliminate what is not needed or does not add to the presentation.

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Slide Content

• Make sure each slide builds on the previous slide and that all slides have a logical progression.
• A visual graph or chart can be worth a thousand words. Include graphs or charts to backup or emphasis the major issues. Studies show that half of what an audience learns during a presentation are provided by the visuals.
• Keep the slides simple. Every slide should be understood within 7 seconds.
• If there is too much on a slide, split it in two.
• Use bullets to emphasis major points.
• A general rule is the 6-6-6 rule.
  • No more than 6 words per item
  • No more than 6 bullets per slide
  • No more than 6 text slides in a row

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Special Effects

Use special effects with caution. Presentation software will allow you to create different methods of transition from slide to slide.

• Only use one transition method. Using multiple transition methods only distract from what you actually want to get across.
• Don't get carried away with animation, bouncing or moving text. Concentrate more on what you want to convey to keep the audience focused.

Fonts

• Use easy to read fonts
• Don't use less than a size of 18 points
• Don't over use italics
• Don't use more than 2 fonts per slide
• Keep the fonts consistent

Colors

Keep the same color scheme through out and use colors to highlight or emphasize. In theory,

Length

• It is recommended that a presentation should run no longer than 20 minutes and no more than 15 slides. If more time is absolutely required, give your audience a break every so often at strategic breaking points.
• Make sure there is time at the end of the presentation to allow for questions and answers.
• Rehearsals will help you determine the length and to trim down the presentation if necessary.

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Presentation

• Avoid using laser pointers. Most of the time you can't hold the darn thing steady and it can distract from what you are saying or displaying. If your slide is prepared correctly, you should not have to point to something.
• The use of a remote control to change slides is convenient and can make for a smoother presentation.
• Don't rely on battery power. Make sure you have your AC adapter connected
• Don't turn off all of the lights, unless you want to put the audience to sleep. The audience should have enough light to be able to take notes.
• At the end of the presentation hand out printed copies of the slides. Don't hand them out before or you will only invite people to try and match the handout with your actual presentation. You want to keep them focused on you and the screen, not on the handouts.

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So are you disappointed because there were no tips on the actual use of PowerPoint? I hope not. The intent is that these tips will steer and remind you of the right direction to enable you to take better advantage of presentation software with the ultimate goal of presenting a more powerful and convincing story to your audience.

Oops, almost forget. Keep in a mind that a PowerPoint presentation can be put on a floppy, CD or downloaded from your web site. Your audience can then view the presentation at their leisure.

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