Posts Tagged ‘ppt’

1. Time Manage Your Presentation

Planning a Perfect PowerPoint – 7 Point Checklist


This 7 Point Checklist for Planning your PowerPoint can help save you from hours of rework and embarrassment.

Creating PowerPoint presentations with Graphics, Video and Text can be creatively alluring…and easier than ever to dive in and get started.  But like the speedy rabbit darts ahead of the tortoise, ultimately, the slow yet wise tortoise emerges the victor.

Early on, it’s important to know what your end-presentation venue will look like. Take some time to visit the location of the presentation, or if you’re a speaker, get the details of the meeting room and presentation hardware from the meeting planner or AV team.  This will help you to plan ahead and answer these checklist questions, ultimately translating to a smarter, more prepared presentation.

1. Time Manage Your Presentation

1. Time Manage Your Presentation

Address all graphical and technical aspects of developing the presentation by using this 7 step presentation Time Management approach.  <Full Article>

Step 1: Set key goals/objectives, know your audiences’ goals and interests.

Step 2: Establish an overall graphical look and feel and draft a and high-level outline with key sections.  Create a storyboard.

Step 3: Get Creative:  Shop & tag relevant images for ideas and inspiration.

Step 4: Forge a first draft with key graphics and messages.  Give an impromptu test-run- perhaps with colleagues- to see if the presentation flows.

Step 5: Deep-dive on the presentation with research, supporting text/messages and relevant imagery.

Step 6: Practice aloud to get comfortable with your presentation, and make any fine-tune edits. Print out any drafts/supporting material.

Step 7: Get a good night’s sleep, eat well in the morning, and be bold and confident that you’ll ready and successful.

2. Screen Size and Aspect Ratio

2. Screen Size and Aspect Ratio

Early on, it’s important that you see (or at least know about ) the room and screen where you’ll be showing your presentation.

If your showing the presentation in a on a small screen or laptop, makes sure the minimal size of your visuals can be seen and read by everyone in the room.  Remember, if you can’t see it, there’s no point to showing it.

Just as important, make sure your slide aspect ratio – the proportionbetween the width and the height – matches the screen and projector’s or screen’s standard output. The most common aspect ratios are Standard (4:3) and Widescreen (16:9).   Most newer conference rooms are implementing HDTVs or widescreen projectors using 16:9.  But it’s best to be sure.  Sometimes, I’ll encourage my clients to create two versions of their presentations in both 4:3 and 16:9 to avoid any headaches.

3. Operating System, PPT Version, and Connections

3. Operating System, PPT Version, and Connections

By ensuring your presentation will be played on the same end operating system (Mac or PC) and PowerPoint version that it was created (PPT 07/2010/13, etc.), you can avoid last minute trauma and troubles.  Though similar, a presentation created in PowerPoint 2007 for PC may display differently in PowerPoint 2013 for Mac.  And if your presentation has embedded or linked media, take the time to test that it plays smoothly on the output computer. 

If you’re playing the presentation from your own laptop, ensure their cables are compatible with your system…and arrive early to setup and test.

4. Themes, Templates, Layouts + Chart & Table Templates

4. Themes, Templates, Layouts + Chart & Table Templates

PowerPoint is much more than just a blank page to write text and insert graphics. Themes, Templates and Layouts help add structure and intelligence while ensuring presentation consistency.   Most of the time, companies will have a basic approved corporate PowerPoint Theme/Template (.potx file).  These files contain predefined colors, title/body fonts, animations, and layouts.  Unfortunately, these PowerPoint templates are often fairly limited, and not well structured, and can limit creative development.  If you can, it’s helpful to adapt and modify these elements to meet your specific needs.

When starting a presentation, take the time to know your Theme and pre-existing Layout slides.  If you’ll be replicating a specific page formatting/layout often, create a custom layout of your own.  (Duplicate, rename).

Do you have preferences for a certain chart type? A certain table type?  Tables and Charts can have preset styles (templates) that once defined, can shave hours off intricate design work.  Just click to apply your pre-defined chart (or table) template to any existing chart or table. 

Predefining and knowing these features can help you create a professional presentation with greater consistency and efficiency.

5. Look and Feel

5. Look and Feel

Although the theme, templates and layouts work maintain a standard look and feel, it’s up to you to work to stay within- or deviate outside- those creative boundaries.  More often, it’s vital to maintain respect to the company branding and styles.  Some companies have a Visual Style Manual that goes into detail about all placement, logo, and color issues.  If you’re presenting at a conference or conventions, organizers often place restrictions on what you can- and cannot use in your presentations.  Better to know what’s expected ahead of time than be blasted by the branding police for being too deviant.

Still, it’s important to consider what the overall look and feel of your presentation will be…and whether it’ll be more reflective of you or your company.  Will it be light or dark?  Colorful or monochromatic?  Will the animations and transitions be wild or tame?  Establish the standards of your presentation’s look and feel with an early sign-off by management, and you’ll avoid any last-minute entanglements.

6. File Size and Distribution

6. File Size and Distribution

Early-on, it’s important to be aware of any technical limits of your network or email. 

If you’re working on a 200-page data-heavy PowerPoint, it can get snarled by a network or be rejected by email!  Ensuring your presentation is small enough to be transferred over the network or by email is critical to avoid any late production problems. Consider a file-sharing service to exchange files; Dropbox and GoogleDrive are easy and commonplace.  If the file is still too large, split it into two separate logically-named files (part-1.pptx and part-2.pptx).  Plan ahead and be ready to meet your deadlines.

7. Presentation Resources

7. Presentation Resources

Like a movie director, producing a PowerPoint presentation takes planning and preparation.  Don’t try to do it all yourself..  Presentation resources can be anything from a stock photo website, to a presentation design agency, to a colleague providing input and analysis.  Make sure they’re ready and you can use them to make your presentation great.  By having presentation resources ready to assist you in creating or delivering your PowerPoint, you’ll be more confident, prepared, and ready to present like a pro!

Even before the first slide is created on your next presentation, applying a presentation checklist will help you reduce rework and troubles, while keeping a clear line of communications and expectations…helping everyone to look like a presentation expert.

Geetesh Bajaj contributed to this article.

Organize Your Presentation With Sections in PowerPoint 2010/2013


Discover how to use this little-known feature to make presentation development more efficient and organized.

Overwhelmed by a slew of slides?  Break them into sections!  PowerPoint’s section tool (available since PPT 2010) can easily make your presentations more organized, better managed, and faster to develop.  Sections lets you organize your slides, much like you would use folders to organize your files. You can use named sections to keep track of groups of slides, or you can assign sections to co-workers to make ownership clear during collaboration.  And if you’re starting with a blank slate, sections can even be used to outline the topics in your presentation.

Why Sections in PowerPoint are very useful?

By using sections you can:

  • Divide the slides into logical subgroups
  • Organize the chapters using meaningful names
  • Reorder sections using the drag and drop
  • Apply effects in groups (sections), for example the same animation transition to all the slides under a section
  • Collapse sections
  • Hide all the slides in a given section
  • Delete all the slides under a section

The PowerPoint section feature is easy to be used. You can add, edit, remove sections by using the Sections menu in PowerPoint 2010. Typically, sections are added from the Slide Sorter window.

Right click the Slide and choose Add Section option from the context menu.

Add Section

Now a new section will be added with name “Untitled Section”. Whatever slides you will create, will be categorized under this section. You can start another section in the presentation by the same way.

Once the section is added, right-click its title bar and choose Rename Section.

Rename Section

Specify the new name and click Rename.

Rename Section

That’s it, the particular section will be renamed. Now you can easily create, differentiate and manage your slides within the presentation.  Moving groups of slides around is easier than ever when they’re grouped in sections.  You can also minimize or maximize groups of sectioned slides too.

This section feature is also good for organizing the content in the edit view and keep an eye in the overall information at once…sort of like an outline.

section powerpoint

Sandy Yu, program manager of Microsoft PowerPoint advises us that “the best way to handle a big task is to break it down into smaller parts, and sections will do just that for your presentation”. 

Life’s Elements of Success: A Presentation of Inspiration

 

Transforming a motivational speaker’s basic PowerPoint presentation into a dynamic masterpiece…quickly and economically.

Joe MayneJoe Mayne is a professional speaker and author from Minneapolis, Minnesota. For more than 15 years, he’s been teaching college students from hundreds of campuses across North America how to stand out in the job search process.. His seminar “High Five: Life’s Basics Elements of Success,” is a dynamic and informative program with compelling content. But the graphical design of the presentation was not as bold as Joe himself. So Joe turned to The Presentation Team in December 2009 to transform his PowerPoint presentation from Weak to Wow. The “Enhanced Presentation Package”, provided an efficient and economical approach to transform Joe’s 40-page basic PowerPoint into a powerful presentation that matched the professionalism of his delivery.

Because Joe frequently speaks to large groups at conventions, conferences and meetings, the visual design needed to be bold, graphical, and easy-to-be-read from the back of the room. Our design strategy focused on creating a look-and-feel that reflected Joe’s professionalism and his “Mayne Speaker” company brand and identity, while involving elements of students, careers, a light-hearted approach to the traditional challenge of getting a job. The 6 hour project involved…

  1. Development of a custom professional template (title and body masters), that reflects Joe’s professionalism and his company brand, while integrating his existing content.
  2. Re-working the overall look-and-feel of the presentation (bluu and white colors, Tahoma fonts, clean layout) for a more polished look.
  3. Clean and professional imagery/graphics (portfolio, schematics, people, concept art, etc.).
  4. Clutter-reducing techniques and presentation strategies to create a “cleaner” look with greater effectiveness.
  5. Clean and conservative slide transition effects (fades and wipe effect).
  6. Professional fonts/typography to ensure consistent playback on different computer systems.
  7. Consulting and collaboration to help Joe to refine and present new ideas.

Before:
Before1

After:
After1

Joe’s original title slide was clean but dull. The flat grey background and ordinary Arial font was uninspiring. The presentation’s title was placed lower at the screen than Joe’s name. A lack of graphics undermined the title’s slide’s impact on getting the audience excited about the forthcoming presentation. A textured blue background image for the title and body master helped add a level of movement and modernism to the presentation. The top banner provided a foundation of the presentation’s message of people and success. The “High Five” title was moved to the center of the page, and accented with two stock photos conveying two core concepts of Joe’s message “time and direction.” The Myriad Pro font added a new typographical element of modernism and hipness.
Before:
Before2
After:
After2
Joe’s slide about relationships was straightforward but flat. The bullet points ran together and provided a basic textual overview about the top. By adding a transparent PNG graphic of two couples, the slide more effectively communicated the topic of relationships to the slide more visually appealing…and memorable.
Before:
Before3
After:
PowerPoint-Slide-Example-3-Joe-Mayne
A quote about spirituality stood alone on the page. Clean and straightforward, the right justified message was basic and plain. By adding a stock photo of two outstretched hands, the mesage of Spirituality suddenly took on a new life and greater meaning. Studies show that people remember a slide with graphics nearly 20% more than one without graphics.
Before:
Before4
After:
After4
Another basic and flat slide…effectively communicating a key message, but lacking a graphic to drive-home the point. By integrating a stock photo of a diverse group of happy business people, the message of keeping employees rewarded, the audience can connect and more effectively relate to the slide, the message, and to the presenter!

Logo-JoeMayneAfter just three days and three rounds of edits, the presentation was success! Joe speaks frequently at conventions, colleges, and conventions. His style, delivery, eloquence- and now his great-looking PowerPoint slides help to captivate his audiences…while inspiring his audiences to get hired!

* Joe Mayne is a Presentation Team keynote partner.

Presentation Time Management

How to create a great presentation in under four hours

Time-saving 6-Step process helps create great looking PowerPoint presentations fast and easy

Presentation Time ManagementMost people dread presentation design. Tell someone they need to create a PowerPoint show and present it and you’ll likely hear a sad list of excuses…

“I don’t know where to begin!”

“It takes too long!”

“I don’t know how to make it look good!”

Creating presentations need not be viewed as a time-consuming chore! After years of creating professional presentations for myself and for clients, I’ve developed a time-saving 6-Step Process to create a great looking and full-featured PowerPoint presentation, without frustration — in under four hours. Here’s how…

Segment one (0:00 – 0:15 = 15 Minutes)
Define presentation objectives

The key to fast and easy presentation development is to start with a clear definition of the goals/objectives of the presentation. Take 15 minutes to clearly answer these questions which will help direct the focus of the presentation:

  • What is the primary objective of the presentation and how will it be used?
  • Who is the audience?
  • What is their level of understanding of the material to be presented?
  • How many people (on average) will be watching this presentation?
  • What tone do I wish to set (i.e. look and feel) with this presentation? (high tech, conservative, fun, etc.)
  • Once you have answered these questions, you should have a clearer picture of the goals and scope of the presentation, which should help drive its overall look, font size, and content.
  • Segment two (0:15 – 1:00 = 45 Minutes)
    Outline and visualize

    Now it’s time to really focus on your message. Start by writing a basic outline of the points and subpoints you want to cover in your presentation. Craft your outline on paper, whiteboard or word processor — whatever works best for you. You can even use PowerPoint’s outline feature. Start with a blank presentation and enter your bullets and titles on each page.

    One word of caution, resist the temptation to play with PowerPoint! It’s a fun program, but tinkering with the graphics and options can eat up valuable time. As you write out your outline, keep the points succinct so they can serve as the titles for each page.

    While writing the outline, visualize yourself presenting. Don’t be afraid to speak extemporaneously, as if you were presenting the presentation. Without any notes, role play as if you were addressing the audience, ad-libbing your presentation as best as you can.

    “Welcome ladies and gentlemen. I’m [name] and today we’re talking about [topic]. Before I leave here today, you’ll have a better understanding of [presentation objectives]. The three points I’m covering today are…[Points 1,2,3]….”

    It may seem silly, but you will surprised at how your thoughts will flow effortlessly and your main points will come together. Indeed, our subconscious minds are often more skilled than we know, and can be of great help in drafting presentations. Try it!

    Work through this process until you have refined your message and the main supporting points of your content.

    Segment three (1:00 – 1:45 = 45 Minutes)
    Develop look, feel, template and title/body master

    Now we’re ready really get into PowerPoint. Creating the graphical look of the presentation can be a time-consuming activity. But by limiting this front-end design to 40 minutes, you can quickly set up the shell for the presentation to allow for more efficient development.

    Choosing an effective template is the most critical step of creating a good looking presentation. To speed development, choose a title/body master from an existing template or perhaps your company has a background template already. You can use PowerPoint’s built-in templates if you’re in a pinch, but in my opinion, PowerPoint’s built-in templates are often overused and too generic.

    Once you have chosen your design, modify your stock template as needed in Photoshop or another digital imaging program. Then import it directly into PowerPoint as your Master Page. Simply open the Master’s page view (View > Master > Slide Master) and then Insert > Background > Fill Effects > Picture.

    With the background in place, it’s time to establish the master color scheme (Format > Slide Design > Color Scheme), as well as your choice of fonts, typesizes, bullets, body layout, line spacing and more.

    If you developed the outline with text in the body and title master blocks, they will automatically assume the look and feel of the new template, and your presentation will suddenly look polished and professional, putting you on the fast-track to completion.

    Segment four (1:45 – 3:15 = 90 Minutes)
    Time budgeting and text/graphics development

    The bulk of presentation development, of course, is gathering up graphics and placing text. But before you dive into the meat of the presentation, take a quick moment to estimate the number of pages you plan to have. Once you have a total, divide that number by 90 minutes to get a rough average of the amount of time you should spend on each page.

    For example, I present at a moderate pace of 1 to 2 slides per minute, so a 20 minute presentation would have 20 to 40 slides. Time-wise, that calculates to an average of 30 slides divided by 90 minutes, which equals an average of three minutes of development time per slide for the text and graphics. Now that may seem fast, but by pacing yourself at this rate for development, you’ll find the presentation comes together much more quickly. Some people actually work better under a deadline, and setting the average time per slide (or overall timeframe) may actually make it easier to develop material.

    For the text, go through the slides and elaborate upon the outline that’s been written. Collaboration often speeds the process; get a colleague or a small group together to throw out ideas to help add bulk & bullets to your message.

    For efficient graphic selection, it’s helpful to use the clip-art library built into PowerPoint especially when it’s linked to the Internet (Insert picture > Clipart). Alternately, there are numerous other services for good graphics. Try collections from Digital Vision or Photodisc or again The Presenter’s Toolkit or Ultimate Combo.

    Don’t get too stuck on any single graphic or thought process. If you’re having trouble, move on to the next page and return back to that trouble spot. The trick is to keep the pace moving, and refine trouble spots later. I often go through the presentation in various iterations, making a few more enhancements each pass. The empty spots will ultimately fill themselves in. Just keep going!

    Segment five (3:15 – 3:30 = 15 Minutes)
    Slide transitions and animations

    Spend a quick 15 minutes to assign transitions to all the slides. This is easier than you think, as the transitions between slides should be consistent throughout the presentation. The animations on the master-page bullets should also be consistent. A simple wipe effect is a good no-nonsense effect.

    Segment six (3:30 – 4:00= 30 Minutes)
    Final edits and revisions

    The last 30 minutes of this accelerated presentation design is focused on final edits and revisions. Run through the entire presentation in slideshow mode to ensure the transitions/animations work effectively, and identify any areas that still need refinement. Then, go back and make any necessary edits.

    Pay careful attention to the amount of text on screen. If any page is too crowded, split it onto a secondary page, for example “Topic: Part 1” and “Topic: Part 2.”

    Ensure the graphics are consistent and relevant to the textual material on screen. Use the guides/grids to keep the graphics from jumping around. Make several more passes, and keep tweaking until you’re satisfied. Remember to saving versions of your presentation to prevent any catastrophic data loss or to allow you to revert to something that was deleted. I like to save every 30 minutes using titles like “Filename-v1.ppt,” “Filename-v2.ppt.,” etc.

    By sticking to a focused process and defined timeframe, your presentation will be developed more efficiently and effectively than by an ad-hoc approach. It’s a simple but workable strategy: plan…prepare…present!

    PowerPoint-Example-After2-TDWaterhouse

    Financial Risk and Reward: PowerPoint Visuals that Make a Point

     

    TD-Waterhouse-Logo-150w

    The story of how Trevor Franklin of TD Waterhouse created a focused but impactful presentation to support his 20-minute “Building Trust in Financial Services” keynote speech for a local business group.

    To help communicate the risks and rewards of investing in today’s uncertain financial market, Trevor Franklin of TD Waterhouse turned to The Presentation Team to create a focused but impactful presentation to support his 20-minute “Building Trust in Financial Services” keynote speech for a local business group.

    Our mission: enhance his short PowerPoint with a limited budget and short time-frame. Our “Speedy Presentation Package”, was the perfect solution: a quick and easy approach to transform a basic PowerPoint into a get-noticed masterpiece.

    Trevor was speaking to over 30 executives and potential clients at a local business seminar. The visual design needed to be bold, graphical, and easy-to-be-read from the back of the convention room. Our design strategy focused on creating a look-and-feel that reflected Trevor’s professionalism and TD’s brand and identity, while involving graphical elements of finance, and customer service. The 2 hour project involved…

    1. Integration of a stock template (title and body masters), that reflects Trevor’s professionalism and TD Waterhouse’s company brand, while integrating his existing content.
    2. Re-working the overall look-and-feel of the presentation (colors, fonts, layout) for a more polished look.
    3. Clean and professional imagery/graphics
    4. Clutter-reducing techniques and presentation strategies to create a “cleaner” look with greater effectiveness.
    5. Clean and conservative slide transition effects (fades and wipe effect).
    6. Professional fonts/typography to ensure consistent playback on different computer systems.
    PowerPoint-Example-Before1-TDWaterhouse PowerPoint-Example-After2-TDWaterhouse
    Before:
    The original slide featured a flat white paper template. The graphical elements were weak, complicated, and busy. The title was integrated into the body of the page
    After:
    A clean and modern template helped add dimension and flow to the presentation. New bolder and more prominent graphics for the Japanese symbols for Crisis were implemented using Photoshop to add shadow and outlines. The title was moved to the upper left of the page.
    PowerPoint-Example-Before3-TDWaterhouse PowerPoint-Slide-Example-After5-TDWaterhouse
    Before:
    Prior to our makeover, Trevor spent over 15 minutes on this single text-heavy slide, which focused on Five Explicit Needs of Risk and Reward.
    After:
    The Five Explicit Needs of Risk and Reward were presented in an overview list, and then each topic was presented in depth, one-by-one (below).
    PowerPoint-Slide-Example-After6-TDWaterhousePowerPoint-Slide-Example-After7-TDWaterhousePowerPoint-Slide-Example-After8-TDWaterhouse

    Rather than taking 2 minutes each for each of the Risk and Reward bullet points (as Trevor did in his original presentation), we created a separate slide for each of the give points. Now, the presentation graphics moved at a faster pace, and the audience had graphics to remember each of the key messages more effectively.

    A quick fix and perfect presentation! After just two days and three rounds of edits, the presentation was success! Trevor presented to his business audience to applause and praise, and has generated several new business leads…in part thanks to a smooth delivery and great graphics from The Presentation Team!

     

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    • “We engaged The Presentation Team to do a Presentation training for our team and he did a great job. He spent time understanding our requirements and the skill level of our team members and created a course which met our expectations and goals. I highly recommend The Presentation Team as a Presentation (PowerPoint) trainer.”

      Navdeep Sidhu
      Senior Director, Software AG

    • “Kevin Lerner provided best-in-class services when hired to work on promotional materials for the launch of a key product at Motorola. The expertise and quality that he brought to the project were second to none and as a result, he delivered a top-notch presentation that was quickly adopted throughout the organization. Kevin is great to work with, delivers on time, is a great team player and is always willing to go the extra mile.”

      Maria Cardoso
      Motorola

    • “Kevin has been a working with Cox Communications to deliver world-class PowerPoint presentation visuals since 2009. His ability to meet our specific needs, timeframe, and budgets has been exceptional. His professional interaction with our team reflects his deep expertise in the industry, superior presentation design skills, and commitment to superior service.”

      Jonathan Freeland
      VP, Video Marketing at Cox Communications

    • “Kevin is an enthusiastic, creative, and passionate presentation guru. Our company was impressed and felt the value of his training in 2013 that he was invited again recently to again share his knowledge. Both times he has been energetic and addressed many areas for presentation development. From planning to follow-up Kevin is personable and easygoing, motivating our teams to take their presentations to the next level.”

      Yoshimi Kawashima
      Project Coordinator, Nissin International

    • “Kevin helped me immensely improve my presentation slides development, from tips & tricks to aesthetics, all with the intent of getting the message across crisply and creatively. I’ve already received praise for decks that incorporate the skills obtained from his training. I highly recommend Kevin’s services.”

      Era Prakash
      General Electric

    • “Kevin helped me immensely improve my presentation slides development, from “The PowerPresentations seminar opened my eyes to all the limitless possibilities in presenting.”

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      Saint Francis Medical Center

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      Paul Price
      Watsco Corp.

    • “I had more people come up to me after I spoke, commenting on the visuals you created, than I did on the subject matter!”

      Andy Smith
      Smith & Robb Advertising

    • “As a Fortune 1000 company, we sought to produce a classy, yet conservative presentation for our shareholders. It was evident that you and your team listened to our thoughts as you developed the presentation…”

      Will Flower
      Republic Services

    • “Your expertise in the filed of PowerPoint and general presentation techniques helped elevate us to the level necessary to beat the competition.”

      Mike Geary
      James Pirtle Construction

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      Accenture/L3

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