http:training.circa.ufl.edu

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http//training.circa.ufl.edu
Effective PowerPoint Presentations
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Todays Topics

• Advantage of Visual Aids
• Basic Guidelines (Dos Donts)
• Choosing a Slide Design
• Tips for Good Design
• Handouts, etc.
• Delivering your Presentation

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Advantages of Visual Aids

• Visual aids make presentations
• Better.
• Clearer.
• Interesting.
• Easy to follow.
• Easy to comprehend.
• Organized.

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Advantages of Visual Aids

• Increases retention.
• Reinforces ideas presented.
• Easy presentation of data.
• Summarizes data by using charts.
• Highlights the main points.
• Keeps the speaker on track.

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Basic Guidelines

• Simplicity, clarity, and legibility
• 7 x 7 Rule
• No more than seven lines per slide.
• No more than seven words per line.
• Letters need to be seen from distance.
• Prevents clutter.
• Improves readability.

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This is what happens to a presentation if you do
not adhere to the 7 x 7 rule

• How many months or years is the software needed?
  If your software need has a short life span and
  the software will not be used after the need has
  end, then looking at a lease agreement is
  advised.
• Will you require the most current release
  (version) of the software when it is made
  available buy the vendor? If your answer is No,
  then lease perpetual pricing may be best. If your
  answer is Yes, then you will need to know what
  the maintenance cost (upgrade cost) of a
  perpetual licensing agreement will be in the
  future. Term of use will play a deciding factor.
  Come on, write all this down. We know you want
  to.
• What are the life spans of the lease and
  perpetual licensing agreements?
• What is the cost of a lease agreement and its
  renewal costs? What is the term of the lease
  agreement? Finished writing yet? Its busy
  work, isnt it.
• What is the cost of a perpetual agreement and its
  upgrade costs? What is the term of the Upgrade
  period (if any)? Write faster! The slides
  changing soon!
• What is your funding for the software? If you do
  not have enough funds to cove the initial
  purchase of a perpetual licensing agreement then
  a lease agreement may be the only option.
• Yipe! Isnt this just busy, busy, busy?! Are
  you still trying to write all this down?

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Basic Guidelines

• Consistency
• Speech and slides must match.
• A slide for each main point.
• Number your slides.
• Keep a consistent font, design, background.
• Use of the black screen (if available).

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Basic Guidelines - Continued

• Duration
• Only provide relevant information.
• Referencing
• Do not call unnecessary attention to visual aid.
• Reference a slide only when it is necessary.
• Referencing becomes repetitive.
• Referencing is annoying to the audience.

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Slides

• No more than three colors.
• No more than three type of fonts.
• Never use pictures of poor quality
• Dark background with light text is easier on the
  eyes.

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Slides

• No more than three colors.
• No more than three type of fonts.
• Never use pictures of poor quality
• Dark background with light text is easier on the
  eyes
• especially in a dark room.

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Slides - Continued

• Dont go overboard with transitions
• Animations should be used sparingly
• Dont use sound unless you need to
• Clip art should enhance, not distract.

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Slides - Continued

• Highlight the main points by underlining or
  boldfacing them.
• Use capital and lowercase letters.
• San Serif fonts are acceptable.
• Consider using a bulleted list.

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Tips for a Good Design

• The design must be
• Relevant
• Choose the right chart.
• Conceptually clear
• Concepts and definitions should be clearly stated.

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Tips for a Good Design

• The design must be
• Technically clear
• Informative title.
• Appropriate headings and labels.
• Enough white space to avoid visual clutter.

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Bad Graphic Design
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Better Graphic Design
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Bad Lettering
TIPS ON USING VISUAL AIDS
Better Lettering
Tips on Using Visual Aids
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Handouts

• Leave out jargon.
• Number the pages.
• Include your name.
• Include your contact information.
• Distribute them all at once.
• Have enough.

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Prepare your lesson plans in advance

• You can learn the material.
• Test the material.
• Consult/improve your weak areas.
• Allows you to prepare for questions.
• Allows you to prepare visual aids.
• Allows you to prepare assessment tools.

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Practice your lesson plans in advance

• Allows you to practice your timing.
• Allows you to test the logical flow.
• You become focused on key points.
• Practice in front of peers for feedback.
• Make corrections as needed.

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Visit the Presentation Room

• Examine the capability of the room.
• Practice speaking to determine volume.
• Become familiar with your environment.
• Lighting.
• Projection ability.
• Seating capacity.
• Internet connections.
• You can report problems in advance.

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Arrive 30 minutes early

• You can mentally focus.
• You can arrange visual aids
• Handouts.
• PowerPoint Presentation / Slide show.
• Diskettes / Exercise Files.
• Reduces anxiety.

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As participants arrive

• Greet participants if you have time
• Establishes confidence between the instructor and
  participants.
• Distribute handouts.
• Answer brief preliminary questions.

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Start On-Time

• Out of respect for those who arrived on-time.
• Your lecture time may be limited.
• Shows that youre organized.

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Once Youve Started

• Welcome the participants.
• Introduce yourself and your co-presenters.
• Allow audience to introduce themselves
• Only if the group is small (5-10 persons).
• Introduce the topic.
• State your objectives.

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During Your Presentation

• Give a 5 minute break for each hour.
• Allow time for questions throughout.
• Do not introduce material you havent rehearsed.
• Incorporate appropriate humor.
• Be aware of your timing.
• Remember eye contact / vocal projection.

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Ending Your Presentation

• Summarize the main points.
• Allow time for questions and answers.
• Provide a session evaluation form.
• Give participants a sense of what to do next.
• Provide a list of references.
• Provide your contact information.

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Closing Advice

• Use appropriate language.
• Avoid objectionable humor.
• Do a relaxation exercise before your
  presentation.
• Dont be overly critical of yourself.

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Thank you for viewing this presentation.