Authored by Dr. Leland Jaffe; Associate Dean and Professor; Published on January 19th, 2024
Developing compelling and impactful PowerPoint presentations requires a blend of creativity, strategy, and mindful planning. Whether you’re a seasoned professional or a newcomer to the world of presentations, the ability to captivate your audience and convey your message succinctly is a valuable skill.
In this blog, we’ll explore the art of creating an effective PowerPoint presentation, sharing tips, techniques, and best practices that go beyond just aesthetics. From structuring your content for maximum impact to incorporating visual elements that resonate but don’t overwhelm, join us on a goal to elevate your presentation skills and leave a lasting impression on your audience.
1. Start with a Compelling Story:
Great presenters can capture the audience’s attention with the first slide. The introduction slide in a PowerPoint presentation serves as the first step in capturing your audience’s attention and setting the tone for what follows. To make it highly effective, consider incorporating a compelling title that succinctly conveys the main theme or purpose of your presentation. Pair it with a visually engaging image or graphic to create immediate interest.
A brief, impactful subtitle can provide additional context and generate curiosity. Including your name and position helps establish credibility and connection with the audience. Finally, adding a thought-provoking question or a compelling statistic is an easy way to spark interest and encourage active engagement from the start. A well-crafted introduction slide not only introduces your topic but also entices your audience to lean in and eagerly anticipate what you have to share.
2. Create an Engaging Slide Design
The best design for a PowerPoint slide strikes a balance between aesthetics and functionality. Begin with a clean and uncluttered layout (it’s okay to have empty space), ensuring that visuals and text are easily digestible. Choose a cohesive color scheme and font style to maintain consistency throughout the presentation. Incorporate high-quality images or graphics that complement the content and convey information effectively. Emphasize key points through bold headings or concise bullet points (no more than 6-8 lines of text), avoiding excessive text, as text-heavy slides are very difficult to follow.
My Preferences
I often incorporate animation effects when presenting in front of an audience, as this helps me to methodically bring text or pictures onto the slide, instead of presenting all the slide’s information at once when transitioning to a new slide. However, while text fly-ins in PowerPoint presentations can add a dynamic element, excessive or erratic use of such animations may prove distracting, drawing attention away from the content and diminishing the overall clarity of the message. Be judicious when using animations!
3. Embrace Visual Simplicity:
In 2024, the emphasis on visual simplicity is paramount. Gone are the days of cluttered slides with excessive text. I prioritize clean, visually appealing slides that highlight key points. Use high-quality images or graphics to augment your subject matter, but don’t overwhelm the audience with too many! The goal is to convey information concisely without overwhelming the audience with unnecessary details, as the goal is for them to focus on the presenter. If there are too many words per slide, the audience will spend time reading your slides instead of listening to your presentation.
PowerPoint Presentations Rules
It has been recommended to only use up to 6-8 bullet points or 30 words on the entire slide; and remember that the bullet points are headlines highlighting the main idea, NOT full sentences. The 6×6 rule suggests that you should not include more than 6 lines of text per slide, and each line should have no more than 6 words. The standard font size for PowerPoint presentations has been recommended at 24-point and Arial or Calibri are recommended fonts. 24-point up to 30-point font size helps to ensure that even those with visual impairments will be able to read your slides. Remember to NOT READ THE SLIDES TO THE AUDIENCE, as you are the presenter and not the PowerPoint. The PowerPoint is there to support your presentation and keep you on track.
4. What Color Should the Background of My Slides Be?
The choice of background color in PowerPoint depends on various factors, including the nature of your content (text vs visuals), the audience, and personal preferences. While a dark background can be visually striking and enhance the visibility of certain elements such as text, they should be used judiciously, as they can be more difficult to read in a large room.
Light backgrounds can sometimes be more legible to the audience. The most important concept to remember is to use high contrast between the background and text color. My preference is to use a light background when presenting at a conference so that attendees in the back of the room can see the slides without difficulty. Comment below on what your preference is regarding the background color of your slides.
5. Use Headings To Emphasize Your Main Point of the Slide
Headings play an important role in enhancing the structure and readability of PowerPoint presentations. When used effectively, headings provide a clear hierarchy of information, guiding the audience through the content seamlessly. They serve as signposts, allowing viewers to grasp the main points and subtopics at a glance. Utilizing consistent and concise headings not only aids in organizing the content but also contributes to a professional and polished appearance. Well-defined headings help presenters convey key messages, emphasize important details, and maintain the audience’s attention. A good PowerPoint presentation has slides that convey only one point, and the heading helps achieve this.
6. Consider Using Interactive Elements – But Do So Judiciously:
To elevate my presentations, I incorporate interactive elements that encourage audience member participation. This could be in the form of clickable links, special effects, quizzes (Socrative), or polls (Poll Everywhere), as these tools provide real-time feedback. Embedding clickable buttons can guide the audience to specific sections or additional content. Inserting multimedia elements such as a YouTube video or interactive charts can enhance engagement, and can be a nice pause in your presentation.
Rehearse the Interactive Components of Your PowerPoint Presentations
Remember to rehearse the interactive components to ensure smooth execution and seamless integration into your presentation. Make sure to coordinate with the conference host before your presentation to make sure they can support your sound effects and video, if there isn’t a stable internet connection your presentation could be impacted. In 2024, audience engagement is not just a buzzword – it’s a necessity. By involving the audience in the presentation, you’ll create a more dynamic and memorable experience for the participants.
7. How Many Slides Should My PowerPoint Presentation Be?
The appropriate number of slides per minute for a PowerPoint presentation can vary depending on the complexity of the content and the pace of the speaker. A good rule of thumb is to aim for approximately 1 to 2 minutes per slide is often appropriate. This allows enough time for the audience to absorb information without feeling rushed. However, it’s crucial to prioritize quality over quantity. Ensure that each slide is well-crafted, with clear and concise content, relevant visuals, and an engaging structure. Adapting the pace to the nature of the content and allowing for moments of audience interaction or discussion is a great way to create an engaging and effective presentation.
8. What About the References?
In a PowerPoint presentation, citations should be strategically placed to enhance clarity and professionalism. My preference is to place citations at the bottom of slides in discreet text boxes, ensuring the font size is smaller than the main content for subtlety. Alternatively, you could place a dedicated “References” or “Sources” slide at the end of your presentation, listing all citations in a clear format. This is not my preference, as it’s difficult for audience members to link references to content presented if all the citations are presented at once. In-text citations directly on slides can provide immediate context to the referenced information. When using external images, include image credits directly on the respective slides to fulfill attribution requirements.
9. Prioritize Accessibility:
Accessibility is a key consideration in the design of my presentations. Inclusivity is essential, and I ensure that my slides are accessible to individuals with diverse needs. This starts with using readable fonts (at least 24-point) and incorporating contrasting color combinations to assist those with visual impairments. Further, provide alternative text for images, graphics, and charts, making your content accessible to individuals using screen readers. Implementing slide navigation shortcuts and providing a text version of your speech or key points can benefit those with various learning needs.
Also, consider incorporating subtitles or captions for multimedia elements to accommodate individuals with hearing impairments. Additionally, be mindful of your pacing and allow for breaks to support audience members who may require additional time to process information (1-2 minutes per slide). By proactively addressing these accessibility considerations, you enhance the inclusivity of your presentation and make it accessible to a broader and more diverse audience.
10. Expect the Unexpected
Preparing for the unexpected is an important aspect of delivering a successful PowerPoint presentation. Begin by thoroughly rehearsing your content, ensuring a solid grasp of the material to handle unexpected questions or technical glitches confidently. Familiarize yourself with the presentation venue and anticipate potential issues, such as internet connection problems or incompatible software. It’s a good idea to also save your presentation as a PDF, in case your version isn’t compatible with the computer’s PowerPoint or keynote version. Arrive early on the day of the presentation to address any unforeseen challenges with technology, room setup, or logistics. Stay adaptable and be ready to adjust your pace or content if unexpected disruptions occur (such as other presenters running over).
The 10-20-30 Rule of PowerPoint Presentations
The 10-20-30 rule of PowerPoint presentations is a guideline proposed by venture capitalist Guy Kawasaki for creating more effective and engaging slides. According to this rule, a presentation should ideally have:
- 10 Slides: Limit your presentation to 10 slides to keep it concise and focused on key points.
- 20 Minutes: Aim to deliver your entire presentation within 20 minutes to maintain audience engagement and attention.
- 30-Point Font Size: Use a minimum font size of 30 points to ensure text visibility and prevent overcrowding on slides.
This rule emphasizes brevity, clarity, and a focus on the most important aspects of your message, encouraging presenters to prioritize quality content over excessive information.
How To Create Standout PowerPoint Presentations – Conclusion:
My PowerPoint Rules:
- 6×6 Rule – Include no more than 6-8 lines of text with no more than 6 words per line (30-48 words per slide)
- AVOID full sentences on slides
- Text size should be between 24-point to 30-point
- Spend about 1-2 minutes per slide when presenting
- Citations are placed in text boxes at the bottom of the slide in a smaller font than the rest of the slide
- Use animations judiciously as they can be distracting
- Don’t clutter your PowerPoint slides – empty space is okay
- Be mindful of the background color of your slides – light vs dark
Creating a standout PowerPoint presentation in 2024 involves a thoughtful blend of visual simplicity, interactivity, data visualization, and accessibility. Remember that while a well-organized PowerPoint presentation is a valuable tool, you are the presenter and not the PowerPoint. Following the tips presented in this blog is the best way to ensure that you’ll capture your audience’s attention throughout the presentation and keep them actively engaged.
Whether in a business meeting, academic setting, or public speaking event, an effective PowerPoint enhances understanding, facilitates retention of information, and supports the speaker in delivering a compelling narrative. By incorporating engaging visuals, concise text, and thoughtful design, a PowerPoint presentation transforms complex concepts into accessible and digestible insights. Ultimately, the impact of a presentation lies not only in the content it delivers but also in the manner in which that content is presented, making the creation of an effective PowerPoint an invaluable skill in effective communication.
