microsoft powerpoint

Quick Tips To Help You Think More Like A Designer

With my previous employer, preparing for instructor led events felt like it was never ending- even though we only hosted training on a quarterly basis. With each training session, I looked at a lot of PPTs prepared by our subject matter experts. Professionally speaking, I adore these people. They’re knowledgeable, passionate, and ready to share their vast amounts of information and ideas. Unfortunately, they are not designers, and it is hard to think of PowerPoint as a visual media when you haven’t been trained to do so. Sometimes this shows in their PPT work.

I’d like to tell you about something unusual that happened as we prepared for a session earlier this year. A speaker who had been added to the agenda contacted me with his drafted presentation. He’s one of those above mentioned SMEs who could go for days and days and has forgotten more about the industry (transportation) than I’ll ever know! He stated he’s not a strong PPT user, and he asked for ideas to improve his design.

This got me to thinking- what simple tips could I pass on should a similar situation occur? Here are 5 quick reminders to help you get started with more solid design.

1) THINK BEFORE YOU START:

Before you even open PowerPoint, think about the engaging and well-designed presentations you have witnessed. And don’t limit your thinking to presentations- consider billboards and magazine advertisements, flyers, movie or concert posters, and other visual media that have captured your attention lately. What can you do to make your own presentation look that nice or flow that well? Think about the themes and tone and appropriate colors, backgrounds, fonts, and images related to that tone.

A great practice is to “mind map”- brainstorm and then visually organize your ideas and thoughts on the topic before you begin your true design work. (You can simply use “mind map” as your search term to learn more or to find templates to help with this process.)

After your mind map sessions are completed, create a storyboard. This doesn’t have to be complicated or artistic. It is merely a rough draft or rough sketch of how you want each slide to look and flow. Sometimes, I truly draw a slide complete with sketched images and graphics. Other times, my storyboard may only be a few sentences about the graphics, text, and ideas I want to include on each slide.

2) CONSIDER YOUR SCREEN RATIO:

I feel like I talk about this a lot, so please bear with me as I repeat it (again). Most modern technology uses a wide screen format. Think about tilting your phone or tablet into landscape mode when you stream a video. If you’re watching a modern production, it will fill the screen. If you’re watching an older video you’ll see two dark bands at each side of the screen to fill the margin.

Similarly, if you use the inappropriate screen ratio with your presentation, the computer/device will fill the margins with a dark color. It is not the most visually pleasing, and it is wasting space you could be using for your design and content!

To format your PowerPoint to a widescreen format, visit the DESIGN tab and click PAGE SETUP. A dialog box will appear, and in the drop down labeled SLIDES SIZED FOR select 16:9

3) REDUCE TEXT, REDUCE TEXT, AND THEN REDUCE TEXT SOME MORE:

I get it. You have a lot to say, and it is an important topic. But it is important to remember your audience will listen to you or read the slide; they cannot do both. (This isn’t an insult to their intelligence; it is simply how science has proven the human brain to work.)

It is a common mantra among skilled presenters and designers, and I wish I knew who thought and said it first: “Your slide is complete when there is nothing else to remove!”

Opinions varying, but I prefer to limit slides to 20 words or less. It can sometimes be difficult for SMEs who like to copy and paste from their policies, procedures, or manuals and guidebooks (yes, that happens) to grasp this design principle. One solution is to create more slides with less text. Another option is to create keyword only slides and provide great handouts for note-taking.

Instead of using statistics in a text format, add images and graphs. One of my favorite solutions to a statistic or number is demonstrated here, using an icon or symbol to represent a figure. This is example shows a money icon to represent a revenue figures.

If you’re insistent on text heavy slides, there are ways to still have a creative and engaging presentation. (We talked about that in an earlier post.)

4) HIGH QUALITY IMAGES

Some things from the 1990s are cool again. (Or maybe the grunge look and sound never really went away.) Some things from the 1990s, like clipart, should not be resurrected.

You can create a big impact by choosing high quality IMAGES and PICTURES. Invest in a subscription to a stock art sight. Use public domain images. If there is a hobbyist photographer on staff, ask him or her to help you capture some solid pictures.

5) AVOID CHEESY ANIMATIONS AND NOISES

Well-crafted animations and transitions take time to master. Similar to clipart, animations, transitions, noises, and other effects can easily fall flat, feel dated, or feel forced. Don’t give up on developing this skill, but think carefully about what you choose to publish or present. Also, if you’re limiting your content as mentioned above in point 3 (reduce text!) you shouldn’t need too many animations since there will be a limited about of information on your screen already.

Facilitating Text Heavy Slides

It is one of the hardest and most frustrating functions in my job- coaching Subject Matter Experts who will make presentation on their PowerPoint and presentation design. These people have an impressive amount of knowledge- both company specific and industry related- and they are also very passionate about what they do. Are you also struggling to convert your text heavy presentation to a more facilitated, activity-based, and engaging event? I’ve provided a few suggestions below, but the possibilities are near endless!

Is there any portion of your presentation where you’ll make a list? Instead of presenting this as an organized list on your PowerPoint, why not have the group brainstorm the correct items for your list? Have a volunteer write down the correct items your group brainstorms onto a whiteboard or flipchart. Once the group has brainstormed all the correct answers, you can move to subsequent PowerPoint slides to explain the details of the list. Better yet, design a non-linear PPT so you can discuss each topic as the group suggests it!
Do you have slides that include a lot of text?
Have the learner silently read the slide or text, underlining or highlighting key words and phrases on his/her handout while they are reading. You remain silent when they are reading. When they are finished reading, discuss the text as a group.

OR
You can split the group into 3 or 4 teams to discuss what they have read. Be sure to walk around the room to provide guidance, facilitation, and ensure each group remains on topic. Have each group make a list of the top three to five takeaways from their reading. (Select an appropriate number based on the length/complexity of the text.) After a few moments of discussion, take charge again, and the whole classroom can discuss the reading. Each breakout group can speak for a moment regarding one of the key takeaways, and each group should present a different idea. You can certainly elaborate and provide further guidance on what they learned in the reading.
Is the group going to read a text introduction before moving into any activity?
Have the group stand up when they have finished reading the introduction or instructions. Once each learner has finished reading, they’ll be standing, and ready to move into the more kinesthetic portion of the lesson.

Again, there are countless ideas you can try to take your presentation text-based to activity-based. Think outside the box, and if necessary, adapt an idea you like to make it better suit your needs and your audience. Search for other suggestions until you find what works for you. Just keep trying- like any other skill, working as a facilitator instead of a lecturer takes practice, practice, and more practice. The sooner you begin, the sooner you can master your facilitation skills!

Where can you find inspiration for more visual PPT?

You may recall a recent post that discussed screen ratios for PowerPoint. (Using a 16:9 format is better suited for the widescreen technology the vast majority of us use today.) As our first instructor-led training session approaches, PowerPoint is at the forefront of my mind. While they’re industry leaders and wonderfully knowledgeable, our subject matter experts aren’t the best designers. I spent a lot of time sharing PPT tips, design suggestions, and facilitation ideas.

It isn’t always easy to explain design best practice to someone who doesn’t see PowerPoint as a visual communication tool. We suggest 20 or fewer words on each page. (And in my opinion, 20 still seems like too many!) We suggest high-quality art. Still, most presentations I see are text laden, using clip art, on a generic/corporate template. Besides well designed PPT files, what can I share to communicate good examples of visual design?

It hit me one night while cooking dinner. (Our kitchen has a small pass through where I can keep an eye on the local, evening news when it is my turn to prepare a meal.) Our television weather persons/meteorologist are great visual communicators!

Their graphics share a wealth of information with minimal text. Based on a simple picture (combined with their knowledgeable narration) I know how to dress for the next day’s temperature and whether I should pack an umbrella or get my raincoat and weather boots from the closet. I can even determine what may be the best or worst time to take the dog for a walk. Their graphics tell me if there is any risk for storms (which is extremely important news for a native of tornado alley whose dog has storm aversions). During this time of year, there is even a simple graphic to alert me to pollen levels, which can help me decide if I should take allergy medicine or postpone washing my car.

Now imagine if our meteorologist or newscasters attempted to present all that data and science with text instead of a graphic, reading from a slide instead of articulating more information about a well designed image. It might be easier for them (or the staff graphic designer) to simply type out the data or information, but it would certainly make less of an impact on their audience. What if you had to read the weather forecast instead of seeing it? “Today the forecast is mild so you may want to take a light sweater. There is a chance of rain tomorrow morning so allow extra time during your commute to work. You may need to consider an anti-histamine as pollen levels continue to rise. A weather system forming along the west coast may impact your outdoor weekend plans, but we’ll have a better idea of what may happen within in the next few days.”

Ironically, I’ve described a visual design success using text, but if you’re interested of seeing this sort of visual design in action pay close attention next time you’re watching television news and the weather forecast airs. You can also click here to visit the social media page for my local news station to see many of the graphics I’ve mentioned above, and I’m sure you can find similar images from your own local station.

Is there a place, a source where you find inspiration for visual design? Be sure to share your ideas in the comment space!

PowerPoint Screen Ratios

I’ll preface my quick PowerPoint tip by sharing I’m a big fan of football. During autumn, many weekends revolve around when my favorite team plays. I often use the football “visual” when I explain PowerPoint screen ratios to other users or subject matter experts who are designing a new presentation, so it makes sense to share that same explanation here.

Simply stated, screen ratios are important. You may have flipped through the television channels to see an older television series or movie playing, and considering most of us now own wider screen televisions, the picture would have been a 4:3 ratio. Dark colors fill the left and right margins to direct your eye to the center of the screen, to the feature that is formatted in more of a square shape. It probably looks something like this:

Not the most pleasing way to view television, but considering it is your favorite old film, you adjust.

Now imagine you are watching a football game in this format. (It was only a few years ago, before broadcasting was formatted to widescreen, that we DID watch in this ratio!) You’re only going to see a portion of the field. You may miss movement in the backfield, or you may not be able to see the entire defensive schematic.

Similar to what you see on an old television or when you watch older shows or movies on a newer, wider screen, why would you want to build your PowerPoint in a ratio (4:3) that doesn’t fit most modern screens?

After you have brainstormed and sketched out the design for your presentation (more on that at another time), take these few short steps to update the ratio:

Open PowerPoint.
Visit the DESIGN tab.
Look to the far left for the button labeled PAGE SET UP.
A pop-up/dialog will appear where you can edit how the presentation will appear on the screen- SLIDES SIZED FOR– and here you will select 16:9.
When you click OKAY you will notice the slide is expanded, wider and fills more of your screen.

In addition to providing more space for your content, this simple change immediately makes your presentation look more modern (even when you’re still growing your visual design skills).

Happy New Year!

The transition between years is a time we often reflect on the past and prescribe changes for the future, which makes an update here most appropriate. During 2018 there was plenty of change, and I’m very excited for the potential and opportunity 2019 holds!

First, effective late August 2018 I began working remotely. When my significant other was laid-off and then relocated for a new opportunity, I wanted to follow. My employer was gracious enough to allow me to begin working remotely from our new home, and I’m to first person in our department to take this leap! (Interestingly, Human Resources is considered to be one of the fastest growing work from home fields. It makes sense for our organization, where most of our interaction is with persons at field locations throughout the US.)

I commute back to our corporate office, 120 miles each way, once each month to catch up with other staff members, subject matter experts, and to have face-to-face time with my colleagues. I’ve even been commuting some via train, which has been a nice experience! After several months in my new office (also known as “the spare bedroom”) I’ve adjusted to the quiet, but I miss the social interactions of an office terribly.

As mentioned, the new year holds a great deal of potential, including launching several projects that have been in the works for some time. It will be nice to further build on these strategic ideas, develop a foundation for more detailed training curriculum, and watch our function grow. Another goal for 2019 is to keep my blog and portfolio up to date. Not only does this challenge my creativity and offer me a chance to get my ideas onto “paper”, it helps me share my ideas and capabilities with others. I’m already drafting and brainstorming a few PowerPoint tips and some suggestions for instructor-led training events.

I’m sure as I learn more about my craft, favorite softwares (Articulate Storyline and Microsoft PowerPoint) and grow the training function for my current employer, I’ll be inspired and prompted to share more ideas with you. I hope your 2019 is also filled with potential and prospects- both professionally and personally!

Get To Know You Bingo

As I’ve mentioned on several occasions, I’m charged with planning and hosting instructor led training, which includes organizing team building activities. With each training event, we’ll visit an off-site facility such as an escape room or adventure course, but we’ll also use free time between presenters to further build the team’s camaraderie.

Occasionally a subject matter expert will finish his/her presentations early, or sometimes, the group won’t use all the time allocated to their breaks (included in the schedule to allow participants a chance to check work emails, return phone calls, or network with their corporate office contacts). To be prepared for any free time with our April event, I developed a simple “get to know you” bingo game. Feel free to use and edit this file, maybe adding industry or company specific traits. You can tie those organizational bingo blocks back to you larger learning goals, or you can simply use this to game encourage conversation and get the group up and moving around- almost always a positive experience in your classroom environment.

Get To Know You Bingo

PowerPoint Tips

We’re preparing for our final corporate orientations of 2017, which means I’m handing out a lot PowerPoint tips. I become the proverbial broken record leading up to these events, reminding presenters and subject matter experts that simple and small changes to a presentation can yield big results. I thought these same simple ideas would make an excellent post here.

If you haven’t done so, change the format of your PowerPoint to 16:9. Most devices are in widescreen format, and this will format your presentation to fill the screen. BONUS- you’ll have a bit more space to work with on your screen! (Check under the “Design” tab.)
When your presentation is running in as a slide show, you may notice some icons near the lower, left corner of the screen- left arrow, pen, slide, and right arrow. Don’t forget this pen feature would be available to call attention to information on your slide or make other notations during your presentation.
Consider using a dark background with light text. This format can prevent eye strain for your learners, especially during long presentations or extended days of learning. (It is easier for the human eye to focus on the dark background and light text.)
Try your best to keep each slide’s word count to 10 or less. You see, if your slide is text heavy, there’s a possibility the learner is reading instead of listening to what you’re saying. The learner CANNOT read and listen to you at the same time! I do not mean that as an slight to your learner- it is simply the way the human brain works. This may mean you need to create more slides, but that’s a simple solution to text-heavy slides. Limited text with strong visuals allows you to present extemporaneously, and there’s a higher probability your learner will retain what has been said.

If you’re insistent on including text heavy slides, use the following tips to make the verbose portions of the presentation more engaging:

Instead of revealing the information all at once, use a carefully selected animation to present the information in small pieces. (So many times I receive finalized presentations that show all the information on a cluttered slide at once versus slowly revealing it using animations or triggers.)
The possibilities for reading comprehension activities are near endless, If you must use the text heavy slide, include some sort of extended group discussion. (You’re going to need to comfortable asking leading questions, facilitating learning with Socratic questioning to encourage critical thinking and problem solving during the conversation.)
1. Present the information all at once, have the audience read the slide, and then each learner should complete some sort of action or gesture when he/she has finished reading. (Examples- raise his/her hand, stand up, bookmark but close their notebook/textbook, face the front of the room, etc.)
2. Next, you can simply discuss the text. You could have the group as a whole involved in the discussion, or you could divide the group into smaller sections to discuss a specific section of the text. You can easily kick this off with simple questioning-What new idea did you learn? What are the pros/cons of this idea? How would you implement or apply this idea at your work location? What questions do you have about what you just read?

There are many resources you can easily access to see other suggested improvements. Watch the webinar and online videos/presentations from the many, many skilled facilitators and PowerPoint gurus out there. Register for a design class. Ask for help- there’s probably someone within your organization with strong presentation skills that might be willing to help you polish your own presentation.
Lastly, think of presentations where you were excited and engaged. Is there any method the subject matter expert or presenter used that you could apply to your own presentation? Don’t be afraid to try something new! If it doesn’t work you can keep practicing or make more changes until you find the solution that’s best fitting to you and your material.