Designing and impressive multimedia presentation

A presentation by

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Designing and impressive multimedia

presentation

PowerPoint has become the most widely used

software program for business presentations. When

used properly PowerPoint can add a distinctive visual

impact to your presentations. However, overuse or

misuse it will cause your audience disengaged, bored

and even lost.

Applying the 3-×-3 Writing Process to

Creating a Visually Appealing PowerPoint

Presentation

When designing PowerPoint presentation, remember

that great looking slides never compensate for thin

content. Therefore, avoid the temptation to spend too

much time making your slides look good and not

enough time preparing your content. You can apply the

3 x 3 Writing Process to create a visually appealing

presentation

making the best content and design choices for your slides

depends greatly on your analysis of the presentation situation.

will your slides be used during a live presentation? will they be

part of a self-running presentation? will they be saved on a

server so that those with internet access can watch the

presentation at their convenience? will they be sent as a

PowerPoint show or a pdf document to a client instead of a hard-

copy report? are you converting PowerPoint slideshows for

viewing on video iPods or blackberry devices?

Analyzing the Situation

if you are e-mailing the presentation or posting it

online, the slides will typically feature more text

than if they were delivered orally. if, however, you

are creating slides for a live presentation, your

analysis will prompt you to choose powerful,

telling images over boring text-laden slides.

think about how you can design your

presentation to get the most positive response

from your audience. primary ideas are generally

best conveyed with bold colours, such as blue,

green, and purple. because the messages that

colours convey can vary from culture to

culture, colours must be chosen carefully.

Anticipating Your Audience

Just as you anticipate audience members' reactions to

colour, you can usually anticipate their reaction to special

effects. Using animation and sound effects—flying

objects, swirling text, clashing cymbals, and the like—

only because they are available is not a good idea. Special

effects distract your audience, drawing attention away

from your main points. You should add animation

features only if doing so helps convey your message or

adds interest to the content.

adapt the amount of text on your slide to how your

audience will use the slides. as a general guideline,

most graphic designers encourage the 6-×-6 rule:

“six bullets per screen, max; six words per bullet,

max.” for most purposes, strive to break free from

bulleted lists whenever possible and minimize the

use of text.

Adapting Text and Colour Selections

Adapt the colours based on where the presentation

will be given. Use light text on a dark background

for presentations in darkened rooms. Use dark text

on a light background for presentations in lighted

rooms. Dark on dark or light on light results in low

contrast, making the slides difficult to read.

when you prepare your slides, translate the major

headings in your presentation outline into titles for

slides. then build bullet points by using short

phrases. the slides you create to accompany your

spoken ideas can be organized with visual elements

that will help your audience understand and

remember what you want to communicate.

Organizing Your Slides

when you craft your template, be cautious about

selecting the slide templates that came with the

program. they have been seen by millions and

amount to what one expert has labeled “visual

clichés. "overused templates and even clip art that

ship with PowerPoint can weary viewers who have

seen them repeatedly in presentations. search

for PowerPoint template in Google to find new ones

instead of using a standard template,

Working with Templates

many users fall into the trap of excessive formatting

and programming when composing slideshow. to

avoid this trap, set a limit for how much time you

will spend making your slides visually appealing.

make sure to spend enough time on what you are

going to say and how you will say it.

Composing Your Slideshow

Remember that not every point or every thought

requires a visual. In fact, it's smart to switch off the

slides occasionally to direct the focus to yourself.

Darkening the screen while you discuss a point,

tell a story, give an example, or involve the

audience will add variety to your presentation.

Create a slide only if the slide accomplishes at

least one of the following purposes:

· Generates interest in what you are saying and helps the

audience follow your ideas

· Highlights points you want your audience to remember

· Introduces or reviews your key points

· Provides a transition from one major point to the next

· Illustrates and simplifies complex ideas

to keep your audiences interested and help them retain the

information you are presenting, try to avoid long, boring

bulleted lists in a presentation. you can alter layouts by

repositioning, resizing, or changing the fonts for the

placeholders in which your title, bulleted list, organization

chart, video clip, photograph, or other elements appear.

you may use stock photos that you can download from the

web for personal or school use without penalty or consider

taking your own pictures if you own a digital camera.

Designing for Optimal Effect

to keep your audiences interested and help them retain the

information you are presenting, try to avoid long, boring

bulleted lists in a presentation. you can alter layouts by

repositioning, resizing, or changing the fonts for the

placeholders in which your title, bulleted list, organization

chart, video clip, photograph, or other elements appear.

you may use stock photos that you can download from the

web for personal or school use without penalty or consider

taking your own pictures if you own a digital camera.

Revising, Proofreading, and Evaluating Your

Slideshow

This is the time when you will focus on making your

presentation as clear and concise as possible. If you are

listing items, be sure that all items use parallel

grammatical form. Use PowerPoint's Slide Sorter

View to rearrange, insert, and delete slides during the

revision process.

As you are revising, check carefully to find spelling,

grammar, punctuation, and other errors. Nothing is as

embarrassing as projecting errors on a huge screen in

front of an audience. Also check for consistency in how

you capitalize and punctuate points throughout the

presentation

many promising presentations have been sabotaged by

technology glitches or by the presenter's unfamiliarity

with the equipment. fabulous slides are of value only if

you can manage the technology expertly

Using PowerPoint Effectively With Your

Audience

confirm that the places you plan to stand are not in the line

of the projected image. audience members do not

appreciate having part of the slide displayed on your body.

make sure that all links to videos or the web are working

and that you know how to operate all features the first time

you try.

no matter how much time you put into preshow setup and

testing, you still have no guarantee that all will go

smoothly

Practicing and Preparing

therefore, you should always bring backups of

your presentation. overhead transparencies or

handouts of your presentation provide good

substitutes. transferring your presentation to a cd

or a usb flash drive that could run from any

available notebook might prove useful as well.

In addition to using technology to enhance and enrich

your message, here are additional tips for performing like

a professional and keeping the audience engaged.

· know your material. this will free you to look at your

audience and gaze at the screen, not your practice notes.

· maintain genuine eye contact to connect with individuals

in the room.

Keeping Your Audience Engaged

as you show new elements on a slide, allow the audience

time to absorb the information. then paraphrase and

elaborate on what the listeners have seen. do not insult

your audience's intelligence by reading verbatim from a

slide.

· leave the lights as bright as you can. make sure the

audience can see your face and eyes.

· use a radio remote control (not infrared) so you can

move freely rather than remain tethered to your computer.

radio remotes will allow you to be up to 15 metres away

from your laptop.

·

maintain a connection with the audience by using a laser

pointer to highlight slide items to discuss. be aware,

however, that a dancing laser point in a shaky hand may

make you appear nervous. steady your hand.

· Don't leave a slide on the screen when you have

finished discussing it. In Slide Show, View Show mode,

strike B on the keyboard to turn on or off the screen

image by blackening it. Pushing W will turn the screen

white.

·

Some presenters allow their PowerPoint slides to

“steal their thunder.” In developing a presentation,

don't expect your slides to carry the show.

Remember that slides should be used only to help

your audience understand the message and to add

interest. Your audience came to see and hear you.

we have now discussed many suggestions for making

effective power point presentations, but you may still be

wondering how to put it all together. here is a step-by-

step process for creating a powerful multimedia

presentation:

1. start with the text. the text is the foundation of your

presentation. express your ideas by using words that are

clear, concise, and understandable.

Eight Steps to Making a Powerful

Multimedia Presentation

2. select background and fonts.

select a template that will provide consistent font styles,

font sizes, and a background for your slides. as a general

rule, use no more than two font styles in your

presentation. the point size should be between 24 and 36.

title fonts should be larger than the text font.

3. choose images that help communicate your

message.

images, such as clip art, photographs, and maps, should

complement the text. never use an image that is not

immediately relevant. bear in mind that some people

consider clip art amateurish, so photographs are usually

preferable. in addition, clip art is available to any user, so

it tends to become stale fast.

4. Create graphics.

PowerPoint includes a variety of tools to help you simplify

complex information or transform a boring bulleted list into a

visually appealing graphic. You can use

PowerPoint's Illustrations tools in the Insert tab to create a

timeline or a flowchart.

The Smart Art graphic will help you create an organization

chart or a cycle, radial, pyramid, Venn, or target diagram. With

the Chart function, you can select from more than a dozen

chart types including line, pie, and bar charts. Remember that

graphics should be easy to understand without overloading

your audience with unnecessary details or too much text.

5. Add special effects.

To keep your audience focused on what you are

discussing, use PowerPoint's Animations tab to control

when objects or text appear on the screen. Keep in mind

that the first thing your audience sees on every slide

should describe the slide's content. Choose them with

care so that the visual delivery of your presentation

doesn't distract from the content of your message.

6. Create hyperlinks to approximate the Web-

browsing experience.

Make your presentation more interactive and intriguing

by connecting your PowerPoint presentation, via

hyperlinks, to other sources that provide content that

will enhance your presentation. You can hyperlink to (a)

other slides within the presentation or in other

PowerPoint files; (b) other programs that will open a

second window that displays items, such as

spreadsheets, documents, or videos; and (c) if you have

an Internet connection, Web sites.

7. Engage your audience by asking for interaction.

When audience response and feedback are needed,

interactive tools are useful. To interact with your

audience, present polling questions. Audience

members submit their individual or team responses

by using handheld devices read by a PowerPoint add-

in program. The audience immediately sees a bar

chart that displays the response results.

8. Move your presentation to the Internet.

You have a range of alternatives, from simple to

complex, for moving your multimedia presentation to

the Internet or your company's intranet. The simplest

option is posting your slides online for others to access.

Even if you are giving a face-to-face presentation,

attendees appreciate these electronic handouts because

they don't have to lug them home.