How to make a good

PowerPoint presentation

How to make a good

PowerPoint presentation

長庚大學基醫所生化科林 光 輝基醫所所長2007/5/15

前言前言

1.1. 有聲勝無聲之時代！有聲勝無聲之時代！2.2. 沈默是金沈默是金 ,, 言多必失？言多必失？3.3. 坐而言不如起而行坐而言不如起而行4.4. 空談無益！空談無益！5.5. 話不投機半句多？話不投機半句多？6.6. 一切盡在不言中一切盡在不言中 , , 此時無聲勝有聲此時無聲勝有聲 ..7.7. 巧言令色鮮矣仁！巧言令色鮮矣仁！ (( 孔子更看中孔子更看中 "" 行行 "" ，鼓勵少，鼓勵少

說多做，做事積極，說話謹慎 說多做，做事積極，說話謹慎 ))8.8. 言教不如身教！言教不如身教！

演講家的特徵演講家的特徵

1.1. 高度的思想修養高度的思想修養 :: 高尚的品格高尚的品格 ,, 和思和思想行為想行為

2.2. 廣博的才學知識廣博的才學知識 ::

3.3. 高超的語言表達能力高超的語言表達能力 ::

The Best Presentations...The Best Presentations...

Are built on a clear message, supported by well-organized facts and enhanced by

illustrations, charts and graphics.

General Guidelines

Guidelines: Four steps processGuidelines: Four steps process

Plan

Prepare

Practice

Present

Step 1: Plan Step 1: Plan

Who is my audience? 見人說人話！

What do they need to know?

Why do they need to know this information?

How can I most effectively present the information?

Know Your Audience Know Your Audience

Ask yourself these questions:

1. How much do they already know about my topic?

2. If I were part of the audience, what would I like to know?

3. What do I want my audience to do as a result of my presentation?

Design Your Objectives Design Your Objectives

Recognize that audiences will listen to you for the first five minutes. If you have captured their attention they will listen for the remainder of the presentation.

A good objective should always have three components

A good objective should always have three components

1. What do I want my audience to know when I finish my presentation? (Purpose)

2. What do I want them to specifically learn after they have heard me? (Method)

3. What do I want them to do when my presentation is completed? (Results)

Step 2: PrepareStep 2: Prepare

Analyze your audience

Design your objectives

Outline your presentation

Prepare your visuals

Practice your presentation

Present your presentation

Evaluate your presentation

Step 3: Practice (rehearsal)Step 3: Practice (rehearsal)

Build your confidence and effectiveness

Receive feedback and coaching ( 輔導 )

Step 4(a): PresentStep 4(a): Present

Establish a positive mind-set

you are the expert

you have done the work

relax

Step 4(b): PresentStep 4(b): Present

First impression

establish eye-contact

display poised, confident body language

be well groomed

be energetic

relax.

Step 4(c): PresentStep 4(c): Present

Style and skills of speaking

direct and sincere

speak slowly with good pace

use simple sentences

logical flow, good organization

The Platform Presentation

Outline the Presentation Outline the Presentation

1. An outline gives a speaker the opportunity to organize thoughts effectively.

2. Many technical speakers organize presentations the way they organized research: problem...research...results.

Learn to Outline Learn to Outline

1. Never try to memorize a presentation

2. Outlines the work and keep it simple

Your outline might look like thisYour outline might look like this

1. There is a lot of information available a. Standard medical reference books

b. Periodicals

c. Web sites

2. What is good information? a. Source

b. Timeliness

c. Audience level

3. Cross check information….

Presentation Content Presentation Content

When you have designed an outline, you

need to decide what information is going into

the body of the presentation.

Note cards Note cards

On 3" x 5" note cards, write notes on what you

want to cover. Keep cards and words to a

minimum. Use only three or four key words per

card rather than full sentences. These words will

trigger your memory and keep you on track.

Written Speeches Written Speeches

1. One thing you should not do is write out your

speech. What looks good on paper does not

necessarily sound good when it is spoken.

2. The written script can be deadly.

Visuals Aid (I)Visuals Aid (I)

1. According to a Bureau of Labor study, we learn

11 percent by HEARING and 83 percent by

HEARING and SEEING.

2. A speaker will increase audience understanding

and enhance retention if a visual format is used.

Visuals Aid (II)Visuals Aid (II)

1. Flip Charts and Easels ( 黑板架 )

2. Overhead Transparencies

3. The Slide or Computer Presentation

FlipchartsFlipcharts

Make letters at least a 1/4” high

Flipcharts with lines are much easier to write on

Aspect Ratios for MediaAspect Ratios for Media

Overhead Transparency 4:5

Video 3:4

35mm Transparency 2:3

Define your jargon Define your jargon

An insurance agent once began his speech talking

about... "We in the CIA..." Everyone began to

whisper to each other, wondering how he could be

connected to the CIA. CIA: Central Intelligence Agency

Consumer Information Association

TR: TPA response element

Thyroid hormone response element

Td?

How many slides?How many slides?

For a short talk I find that one a minute

is about right.

How to Create PowerPoint Presentations

Basic Principles of DesignBasic Principles of Design

Readability- legibility 易讀性

Content

Consistency

Basic Principles of DesignBasic Principles of Design

The focus of this session is going to be on:

1. How to make PPT presentations readable to the audience.

2. How to employ principles of good design in the development of PPT presentations.

3. How much content should go into the presentation.

Slide Design ProcessSlide Design Process

4. Use consistent format

Use multimedia-animation sparingly ( 謹慎的 )

Use consistent animation

Use a title slide-attention getting

Title each slide clearly

Use a TemplateUse a Template

1. Use a set font and color scheme.

2. Different styles are disconcerting to the audience.

3. You want the audience to focus on what you present, not the way you present.

FontsFonts

1. Choose a clean font that is easy to read.

2. Roman typeface ( 字型 ) are easier to read than Old English.

3. Stick with one or two types of fonts.

BulletsBullets

1. Keep each bullet to one line, two at the most.

2. Limit the number of bullets in a screen to six, four if there is a large title, logo, picture, etc.

3. If you crowd too much text, the audience will not read it.

Bullets (cont.)Bullets (cont.)

4. Too much text makes it look busy and is hard to read.

5. Why should they spend the energy reading it, when you are going to tell them what it says?

6. Our reading speed does not match our listening speed; hence, they confuse instead of reinforcing each other.

Each bullet point should consist of an intelligible phrase

Each bullet point should consist of an intelligible phrase

1. Rather than merely a word or two that is meaningless on its own or

2. Conversely, a complete sentence that is better delivered orally.

Text SizeText Size

Slide titles

Make sure are big enough

Use 40 points or larger

Use WordArt to spice up

Body slide text

Use 32 points or larger

WordArtWordArt

Text Size and ShapeText Size and Shape

1. A good rule-of-thumb is to use a 32 and 20 or 36 and

24 combination.

2. Don't be tempted to decrease your font size to cram information onto one slide.

What to Avoid in TextWhat to Avoid in Text

Avoid fancy fonts with narrow lines

Use no more than 2 font styles

Never use shadowNever use shadow

Avoid italics

Avoid underlines

Caps and ItalicsCaps and Italics

1. Do not use all capital letters; Makes text hard to read (DO NOT USE ALL CAPITAL LETTERS…)

2. Italics

Used for “quotes”

Used to highlight thoughts or ideas

Used for book, journal, or magazine titles

Color DesignColor Design

1. Use high-contrast colors

2. Light text-- yellow or white

3. On dark background-- blue or black

Low-contrastLow-contrast

1. Use high-contrast colors

2. Light text-- yellow or white

3. On dark background-- blue or black

ColorsColors

1. Reds and oranges are high-energy but can be difficult to stay focused on.

2. Greens, blues, and browns are mellower, but not as attention grabbing.

3. White on dark background should not be used if the audience is more than 20 feet away.

Clashing ColorsClashing Colors

1. Colors that are directly opposite from one another are said to clash.

2. These provide readability- e.g. yellow on blue.

Background Color DesignBackground Color Design

Best for projectors

Blue and purple is easiest to read

Using Graphics Using Graphics

1. A good graphics is worth a thousand words.

2. Graphics can enhance learning and recall by up to 85%. But be careful, if used excessively they can overpower your message.

3. As a general rule, use only one graphic per slide to emphasize your main point.

Using Graphics (cont.)Using Graphics (cont.)

4. Use only when needed, otherwise they become distracters instead of communicators

5. They should relate to the message and help make a point

6. Ask yourself if it makes the message clearer. Simple diagrams are great communicators

Last words on visuals Last words on visuals

It is essential that you call ahead to the place

you are presenting what equipment you will

need.

Ask other questionsAsk other questions

1. Will you be on a stage?

2. Will you have a table top or full podium?

3. Is there a microphone?

4. Will the presentation be taped or recorded in

any way?

Arrive early

To keep the audience involved To keep the audience involved

1. Make sure everyone can hear you.

2. If appropriate, ask questions of the audience.

3.The occasional joke can be quite useful.

名人警句名人警句

1.1. 儘量引用原文儘量引用原文 ,, 不要以訛傳訛不要以訛傳訛 ..

2.2. 領會原文領會原文3.3. 不要誤用出處不要誤用出處 : : 我思故我在我思故我在 , , 廸卡爾廸卡爾 ?? 康康

德德 ?? 4.4. 引用寓言典故引用寓言典故 ,, 俱說服力俱說服力 :: 梁惠王梁惠王……五十步與五十步與百步百步……

應變術應變術

1.1. 紀曉嵐紀曉嵐 , , 乾隆皇乾隆皇 ,, 老頭子老頭子…… .. 乾隆說：「你為何叫朕老頭子，你倒說說看，有理則乾隆說：「你為何叫朕老頭子，你倒說說看，有理則

生，無理則死！」生，無理則死！」 「老乃長壽之義；天下萬物之首領曰頭；「老乃長壽之義；天下萬物之首領曰頭；

子乃對聖賢之尊稱，孔丘、孟軻皆稱子；因子乃對聖賢之尊稱，孔丘、孟軻皆稱子；因此，三者合起來便稱老頭子。」此，三者合起來便稱老頭子。」

2. 2. 順水推舟順水推舟 :: 文墨之仕文墨之仕 ..3. 3. 將計就計將計就計 :: 推銷員推銷員

詰難應變詰難應變

1.1. 反問法反問法 :: 莊子和惠施莊子和惠施 ..

2.2. 歧路法歧路法 ::

3.3. 存疑法存疑法 ::

To lose your audience byTo lose your audience by

1. Vulgar ( 粗俗 ) and inappropriate humor.

2. Swearing and blasphemy ( 咒罵 )

3. Telling weak jokes and laughing out loud at them

4. Disrespect to the audience

5. Overstaying your welcome (that is, talking for much longer than was expected).

Structure of Planning

Bad structuredBad structured

If your presentation is poorly structured or difficult

to follow, people won't be able to concentrate

even for the ten minutes they normally manage.

A good general plan might be A good general plan might be

10-20% introduction

60-80% main body of talk

10-20% conclusion or summary

Timing Timing

1. The shorter the talk, the longer it will take to prepare.

2. Prepare your presentation on the basis that you have even less time. For example, for a ten-minute presentation I would aim for eight minutes, on the basis that I usually over-run by about 20%.

If you are running out of time If you are running out of time

1. talk a bit faster

2. miss some material out and skip to the end

3. a combination of both the above

Allow active engagement in the learning

Allow active engagement in the learning

1. If possible, keep some lights on so that folks can take notes.

2. Provide a copy of the slides in a format that the audience can write on. Alternatively post a copy of the *.ppt or *. pdf file in a public folder.

And Lastly...And Lastly...

Run the spell checker

Have another set of eyes look at your work

Get feedback from the audience by eye contact

Get feedback from the audience by eye contact

1. Face the audience and read from a copy of the slides

2. In fact, better not to read the slides at all, but speak directly to the audience.

Have the special needs of your audience in mind

Have the special needs of your audience in mind

Remember the sight-handicapped.

Avoid making distinctions with colors like red and brown or green and gray.

Avoid small fonts.

Remove as many distractions as possible

Remove as many distractions as possible

If the computer is available to you before you start,

pre-load all auxiliary files like links to web pages,

multimedia, and executable files, so transitions are

smooth.

Do use PowerPoint Do use PowerPoint

If the facilities are available. Although some

speakers seem to have taken an aversion to

PowerPoint, it is so convenient and ensures that

your presentation has a clear structure and

something for your listeners to take away.

Be very clear about how much time you have

Be very clear about how much time you have

Stick to that time in preparing your presentation.

It's very difficult to 'cut' a PowerPoint presentation

at the event itself, so it's a great mistake to run

out of time.

Most presenters prepare too much material; but

nobody ever complains that a presentation was

too short (it always allows more time for

questions).

E-mail your presentation to the event organizers in advance

E-mail your presentation to the event organizers in advance

Ask them to load it onto a laptop, run it through, check that it looks fine, and confirm that with you.

Then you don't have to worry about the technology when you arrive.

Also it enables the event's organizers to run off copies of your slides, so that they are available to them.

The first slide should announceThe first slide should announce

The title of your presentation, the event and date, and your name and position. This may seem terribly obvious, but many speakers miss off some of this basic information.

And weeks later listeners are not clear who made the presentation or when.

The second slide should seize the attention of your audience

The second slide should seize the attention of your audience

1. It could be the central proposition ( 主張 ) of your presentation or

2. A conventional wisdom that you wish to challenge or

3. A relevant or witty quote from a leader in your field. If it is amusing or controversial or both.

The third slide should set out the structure of your presentation

The third slide should set out the structure of your presentation

1. The default structure should consist of three themes that you intend to examine. For a very short presentation, there might only be time for two;

2. If you want to look at more than five areas, write a book instead.

Each theme should be the subject of a small number of slides

Each theme should be the subject of a small number of slides

1. Again, a good working assumption is that three slides for each theme is about right.

2. Less than two and it is not substantive enough to be a separate theme;

3. More than five and it should probably be broken up into two themes.

Each slide should have clear heading Each slide should have clear heading

A question is often a good way of winning attention

- but, in that case, make sure you answer the

question in the body of the slide.

Each slide should normally contain around 25-35 words

Each slide should normally contain around 25-35 words

1. Too many words and your audience will have trouble reading the material;

2. Too few words and you're likely to be flashing through the slides and spending too much time clicking the mouse.

The penultimate (second last) slide should sum up your presentation

The penultimate (second last) slide should sum up your presentation

1. So it could be a summary of your main points or a restatement in different words of your central message or proposition or

2. Another catchy ( 動人的 ) or pithy ( 簡要的 ) quote from someone in the field.

The last slide should explain where to find further information

The last slide should explain where to find further information

1. This will probably include the web site of your organization.

2. It might include web sites with other perspectives on the subject. If you have a personal web site or web log, it should include that.

3. It will certainly include your e-mail address and might include your snail mail address.

You should make a hard copy of your slides available to your audience

You should make a hard copy of your slides available to your audience

You should leave it to the event's organizers to determine if they wish to hand out the slides before or after you have spoken and whether they make your slides available in a pack or booklet with those of other presentators or circulate them separately.

Scientific PresentationScientific Presentation

Tips on making a good scientific presentation

Tips on making a good scientific presentation

1. Good choice of papers

2. Thorough understanding of the main paper 

3. Breadth of the overview portion of your talk 

4. Clarity of your explanation of the technical portion

5. Time weightage

6. Slide layout

(http://www.ece.umd.edu/class/enee698b.F2000/tips.html)

What makes a good scientific paper?What makes a good scientific paper?

Readible

Content

Presentation

What makes an audience listen ?What makes an audience listen ?

Content

AudibleVisual

Attention-getting openingAttention-getting opening

1. use a question related to audience’s need

2. pay a sincere compliment

3. relate a relevant incident

4. jokes

The two most common delivery problems

The two most common delivery problems

1. Speaking too quickly and

2. Facing away from the audience.

YouYou

1. Do not use the media to hide you

2. The audience came to see you

3. The media should enhance the presentation, not BE the presentation

4. If all you are going to do is read from the slides or overheads, then just send them the slides

ClosingClosing

Presentation is not Reading From Your Paper