Guidelines for Effective PowerPoint Presentations
Introduction
One concern about visual presentations is that the technology used to create them can be used in such a way that it actually detracts from the message rather than enhances it. To help you consider carefully how your message is presented so that it reflects care, quality, and professionalism, consider the information provided in the remaining slides.
NOTE: This presentation serves as an example in itself, by utilizing all of the guidelines mentioned.
Outline
Writing
Organization
Audience
Design
Images
Bullets
Tables
Font
Speaker Notes
The following topics will be covered:
Writing
Present ideas succinctly with lean prose.
Use short sentences.
Use active, rather than passive voice.
Avoid negative statements, if possible.
Avoid double negative entirely.
Check spelling and grammar.
Use consistent capitalization rules.
Organization
Develop a clear, strategic introduction to provide context for the presentation.
Develop an agenda or outline slide to provide a roadmap for the presentation.
Group relevant pieces of information together.
Integrate legends and keys with charts and tables.
Organize slides in logical order.
Present one concept or idea per slide.
Use only one conclusion slide to recap main ideas.
Audience
Present information at language level of intended audience.
Do not use jargon or field-specific language.
Follow the 70% rule—If it does not apply to 70% of your audience, present it to individuals at a different time.
Design
Use a consistent design throughout the presentation.
Keep layout and other features consistent.
Use the master slide design feature to ensure consistency.
Use consistent horizontal and vertical alignment of slide elements throughout the presentation.
Leave ample space around images and text.
Images
When applicable, enhance text-only slide content by developing relevant images for your presentation.
Do not use gratuitous graphics on each slide.
Use animations only when needed to enhance meaning. If selected, use them sparingly and consistently.
Bullets
Use bullets unless showing rank or sequence of items.
If possible, use no more than five bullet points and eight lines of text total per slide.
Tables
Use simple tables to show numbers, with no more than 4 rows x 4 columns.
Reserve more detailed tables for a written summary.
Font
Keep font size at 24 point or above for slide titles.
Keep font size at 18 or above for headings and explanatory text.
Use sans serif fonts such as Arial or Verdana.
Use ample contrast between backgrounds and text.
Speaker Notes
Summarize key information.
Provide explanation.
Discuss application and implication to the field, discipline or work setting.
Document the narration you would use with each slide.
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Creating an effective PowerPoint presentation involves careful planning and attention to several key areas. Below is a guide based on the provided guidelines, covering how to ensure your presentation reflects care, quality, and professionalism.
### 1. Writing
**Concise Expression**
– **Present ideas succinctly:** Aim to convey information clearly and briefly. Avoid long paragraphs.
– **Use short sentences:** Enhance readability and comprehension by breaking down complex ideas.
– **Active voice:** Favor active voice over passive to make statements direct and engaging.
– **Avoid negatives:** Reframe negative statements to positive ones when possible.
– **Consistent rules:** Apply consistent capitalization and punctuation rules.
**Example Slide:**
– **Title:** “Benefits of Exercise”
– **Content:** “Regular exercise improves cardiovascular health, boosts mood, and increases energy levels.”
### 2. Organization
**Logical Structure**
– **Introduction and Outline:** Begin with an overview or agenda slide to outline the presentation.
– **Group Information:** Cluster related information together to build a coherent narrative.
– **Legends and Keys:** Include legends for charts and tables to clarify data.
– **Slide Order:** Arrange slides logically to guide the audience through your content.
– **One Idea per Slide:** Focus on a single concept per slide for clarity.
– **Conclusion Slide:** Summarize key points to reinforce the main messages.
**Example Outline Slide:**
– **Title:** “Presentation Agenda”
– **Points:** 1. Introduction 2. Key Concepts 3. Case Study 4. Summary
### 3. Audience
**Engagement**
– **Appropriate Language:** Tailor language to the audience’s level. Avoid jargon unless appropriate.
– **70% Rule:** Present content relevant to at least 70% of the audience. For niche topics, consider individual sessions.
**Example Audience Adaptation:**
– **Audience:** Healthcare Professionals
– **Content:** Use specific medical terminology and provide detailed data.
### 4. Design
**Consistency and Clarity**
– **Uniform Design:** Apply a consistent design theme across slides using master slide features.
– **Alignment:** Ensure consistent horizontal and vertical alignment for a polished look.
– **Space:** Leave ample space around text and images to avoid clutter.
**Example Design Consistency:**
– **Theme:** Use a blue and white color scheme with Arial font throughout.
– **Alignment:** Center text and images to maintain visual balance.
### 5. Images
**Effective Use**
– **Enhance Content:** Use relevant images to complement text. Avoid overusing graphics.
– **Animations:** Utilize animations sparingly to avoid distraction.
**Example Image Use:**
– **Slide:** “Health Benefits of Exercise”
– **Image:** A graphic showing heart health statistics.
### 6. Bullets
**Clarity and Brevity**
– **Bullet Points:** Use for lists, but limit to 5 points and 8 lines of text per slide.
– **Sequence:** Use bullets for non-sequential information; use numbered lists for steps.
**Example Bullet Points:**
– **Title:** “Exercise Benefits”
– **Points:**
– Improves heart health
– Enhances mood
– Increases stamina
### 7. Tables
**Simplicity**
– **Simple Tables:** Use small tables (up to 4×4) to present numerical data. Keep detailed tables for appendices or written reports.
**Example Table:**
– **Title:** “Weekly Exercise Recommendations”
– **Table:**
– Row 1: “Activity,” “Duration,” “Frequency”
– Row 2: “Walking,” “30 mins,” “5 times/week”
### 8. Font
**Readability**
– **Size and Style:** Use 24-point font for titles, 18-point for content. Choose sans serif fonts like Arial or Verdana for clarity.
– **Contrast:** Ensure high contrast between text and background for readability.
**Example Font Usage:**
– **Title Font Size:** 24 pt Arial
– **Content Font Size:** 18 pt Arial
### 9. Speaker Notes
**Preparation and Delivery**
– **Summarize Key Points:** Briefly note the main ideas and additional explanations for each slide.
– **Application:** Describe how the content applies to the audience’s field or work setting.
– **Document Narration:** Write out or outline what you will say to accompany each slide.
**Example Speaker Notes:**
– **Slide Title:** “Benefits of Regular Exercise”
– **Notes:** “Regular exercise not only improves physical health but also boosts mental well-being. This slide highlights key benefits supported by recent research.”
By adhering to these guidelines, you can create a professional and effective PowerPoint presentation that clearly communicates your message and engages your audience.
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