Preparation Phase

PowerPoint Basics

Font

  • Using Sans Serif fonts instead of Serif fonts makes it easier for the audience to read the text quickly. Examples of Sans Serif fonts include Arial, Comic Sans, and Trebuchet
  • Type size should be within the range of 18 point to 36 point, except adding references at the bottom
  • Avoid using all capital letters

Color

  • The color combination between letters and background should be high contrast
    • A dark blue or black background works best for talks in a large room
    • Dark letters against a light background are best for small rooms or teaching
  • There is no need for a university logo to be on each slide

Layout

  • Every slide should have a heading, a simple but purposeful sentence. For more effective headers, consider:
    • Using questions as headers to simulate a “conversation”
    • Using the assertion-evidence structure
  • Limit text blocks to no more than two lines each
  • Lists should contain no more than 3 items, and “unveil” the list one by one
  • Be generous with empty space, especially at the top and the bottom

Style

  • Include a simple image on every slide
  • Limit the number of items on each slide; each slide should make just one or two points, and explain the points completely
    • If you’re not going to take the time to explain it, get rid of it
  • Avoid fancy transitions between slides unless you have a good reason
  • Don’t drown the audience with data, less is more

Three Functions of Slides

  • Visual repetition of key points: to draw attention to & reinforce key messages
  • Complement spoken text: additional info not said
  • Replace Speaker (temporarily): e.g., a video, show whole paragraph or table & ask audience to read while keeping silent

The structure of slides: start broad, get specific, end broad

  • Start with the biggest questions and get progressively more specific
  • In the middle of the talk, go into depth, but use the home slide to make transitions (enable the audience to tune back in)
  • To conclude, reiterate the main conclusions and go back to the big picture
  • During Q&A, put the summary slide back up again

Review Each Slide

  • Make sure each slide serves its PURPOSE
  • Each slide has MAIN POINTS thatthe audience must see within 5 seconds
  • Check whether the slide will make the audience LISTEN or spend some time looking at the slide

During Presentation

Useful Slide Transition Wordings

  • “Now, what are …?” (use of questions)
  • “My next point is …”
  • “Now that I’ve finished talking about …, let’s move on to …”
  • “You’ve just seen …, so we’ll now turn out attention to my second point: …”
  • “In addition to the factors we have discussed, I want to add …”

Remind Vocal Dynamics

  • Change pace to emphasize key points
  • Change pitch to create interest
  • Change volume to emphasize contrast
  • Punc-tu-ate syllables and words for emphasis
  • Pause before important information to provide anticipation

Avoid Vocal Distracters

  • Vocalized pauses (um.., er.., ah..)
  • Filler words (ok, you know, actually)
  • Breathlessness
  • Voice dropping or rising at the end of a sentence
  • Mumbling /slurring

Q&A Session

Different types of questions:

  • Clarification questions: dealing with points mentioned in the presentation
  • Application/Significance questions: relating to the value of research
  • Problem questions: regarding perceived problems with research;
  • Miscellaneous questions: concerning minor issues related to research

Handling Questions

  • When don’t know the answer:

    • Simply say “I don’t know, but…”, to say what you would do the get the information to the asker
    • Or if you have the hunch, still say, “I don’t know, but I will follow up with you as soon as I can.” Then, follow with your hunch: “But my hunch is, the answer may sound like this…”

  • When the multiple questions are asked one after another (Machine gun questions):

    • Pick one or two that you still remember and answer them
    • Ask the asker to repeat the question

  • May not be a question but a statement:

    • When the people take a breath, start to paraphrase what has been said and ask a question for him/her: “So what you are saying is … "

  • When someone asks a question with loaded emotions:

    • It’s best to acknowledge the emotion in a generic term: “It sounds like you have a lot of passion on this topic…” and go ahead and paraphrase the question

Referenced Sources