You have thoroughly researched your subject, your content is superbly written and you have all the visual aids you need – but actually creating the slides in PowerPoint leaves you stressed and shouting at the computer screen.
If this sounds familiar, here are 10 PowerPoint tips that might make life a little bit easier….
2. Customize your slide sizes – you don’t have to stick with the default PowerPoint size option for your slides. To alter simply go to File, choose Page Set Up and enter the dimensions you want.
3. Alter the transition duration – if you want the transition between each slide to be faster or slower than the default you can alter this. Click on Transition and to the right you will see options to increase or reduce the timings.
4. Use picture borders – If you have a range of images that vary in size or shape it can make your slides look a little messy. By adding the same style of border to each image you can add uniformity to an array of images. To do this go to Format, select a picture border and apply the same border to all images.
5. Choose a colour scheme – applying your company colours to each slide in your presentation will give it a consistent and professional feeling. To change the background colour of a slide go to Design, then Background and click on the style you want to use.
6. Using graphs – Blocks of texts and tables full of information are hard for an audience to follow, instead you can create graphs and charts from Excel data. To insert a graph go to the Insert tab and choose Insert chart, you can then choose from different types of graphs including bar charts, line graphs and pie charts.
7. Line up your objects – Lining up images and/or text makes slides look a lot neater but it’s often quite fiddly to do by hand. Instead, select each object by clicking the first and then pressing Ctrl while clicking on the other objects to select all. Once selected, click on Draw and select Align. You can then choose whether to align to the left, right or centrally.
8. Turn off your pointer – Seeing your mouse pointer whizzing around the screen can be distracting. You can stop it from showing by pressing the Ctrl+H key during Slide Show view.
9. Create handouts – handouts can be useful for your audience to take away at the end of a presentation. To create handouts of your slides go to Print Preview and choose Page Set Up. Click on Print What and choose a handout layout.
10. Compress your slides – If you have lots of slides containing a lot of imagery, your PowerPoint presentation is likely to become difficult to work with and run slowly. You can fix this by compressing the media in your presentation for a smaller overall file size that runs much quicker. To do this go to File, click Info, and then in the Media Size and Performance section, click Compress Media.
We hope that these tips will help you when working on your next presentation!
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Getting started on your slides can sometimes be as daunting as actually giving the presentation. A big part of giving an effortless presentation is in the planning, here are some tips on how to plan a great presentation…
First things first; you need to have an objective! What is the purpose of your presentation? What are the main points that you are trying to convey to your audience? What do you want them to take away from it?
Once you know what you want to get across, you need to think about your audience. Who are they? Why are they there? What do they already know about the subject? Defining your audience will help you to decide on the style, format and content of your presentation.
Every presentation should tell a story – what story do you want to tell your audience? Every story has a beginning, middle and an end so try to format your presentation in this way so that your audience can easily follow.
The layout of your slides is just as important as the content. Badly designed slides can confuse, bore and distract your audience. Make sure that you use relevant imagery and don’t fill your slides with too much text. If creativity isn’t your strong point consider getting someone with design skills to give you a hand.
5. Visual Aids
Most presenters will need visual aids to assist them; it makes it easier for the audience to get the message. The most common aids are powerpoint slides for which you will also need to make sure you have a reliable laptop and a projector. You may also want to use music or video to enhance your presentation. Decide on this early on and make sure you can get hold of the equipment at the venue.
Practicing your presentation is essential, nerves can ruin even the best set of powerpoint slides. Practice in front of a colleague or friend, or if no one is available practice in front of the mirror! Speak loudly, try to curb negative body language and don’t just read from the screen. Practicing your presentation will also help you to make sure that you can get through your slides in the allocated time.
If you follow these steps you should be well prepared next time you face your audience – good luck!
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Most of us will have attended a boring presentation, and if we are truly honest many of us will have also given a less than interesting presentation at some point in our careers!
Just because a subject matter isn’t the most exciting, it doesn’t mean that you can’t keep your audience interested.
But why do so many people give boring presentations?
A big factor is nerves. 74% of people have a fear of some kind of public speaking, so if giving a presentation fills you with dread then you aren’t alone.
If you are really passionate about your job then you aren’t likely to find it boring so may forget that your audience doesn’t naturally share your passion for the subject.
Not everyone is a natural public speaker. Some bosses may not realise that their staff need to be taught how to present.
So what can you do to make your subject more interesting for your audience?
Body language is just as important as the content of your slides.
Words only account for 7% of human communication.
Tone of voice accounts for 38% and body language accounts for 55%.
Positive body language is crucial in public speaking and presentations.
Making eye contact with the audience from the start and smiling directly at people as you look at them will give a good first and your audience will focus more on your message if they feel you are speaking directly to them.
Try to gesture with your arms and hands as you make your points. It goes without saying that crossing your arms will make you look guarded and putting your hands in your pockets makes you look bored – if you appear bored your audience are going to be as well!
Try and control your nerves. A few butterflies are ok but if you’re too nervous you won’t get your point across effectively and risk rushing through your slides. Take a few deep breaths before starting.
Project your voice. If you speak quietly not only might the people at the back of the room struggle to hear what you are saying, they might also think you aren’t enthusiastic about the message you’re selling.
Keep your slides to the minimum amount needed to get your message across. Research findings advise that we keep content on slides to a minimum – ideally one point per slide.
Don’t just read from the slides – your audience can do that for themselves. Clean, well designed slides with 1 message and visual per slide rather than just blocks of text mean that you can expand on your main points and have your audience focus on what you’re saying rather than reading the information for themselves.
Using eye catching visuals will give your audience something to look and will keep hold of their attention – just make sure the images are relevant to the message.
If you try to keep these tips in mind then you’ll be on your way to giving a more interesting presentation. For more advice on how to make your presentations more effective get in touch with us here.
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In our last couple of blog posts we talked about using a story format to help your audience remember as much of your presentation as possible, but what other methods can you use?
They say a picture is worth a thousand words and research certainly shows this to be true:
> Visual information is 3 times easier to remember than oral information and visual and oral information used together is 6 times easier to remember.
> Three days after hearing a piece of information we will only remember 10% of it. Add a picture and we can remember up to 65%.
> 90% of the information transmitted to your brain is visual, and visuals are processed 60,000 times faster by the brain than text.
With research like this in mind, using both imagery and text in your slides can help your viewers to retain more of the information that you are presenting to them.
If your presentation is full of slides packed with bullet points and blocks of text, your audience’s attention will quickly drift and you risk losing them for good.
As human beings the better we are able to visualise something the better we will be able to remember it in the future. Using visuals alongside the main points of your message with help the audience to visualise the information later on.
Of course, you need to keep any pictures relevant to the subject matter and not distract from the main message if you want your audience to follow and be able to recall the message as well as the visual! Adding visuals for the sake of it or just to make a slide look pretty will just confuse your audience and make them wonder why the visual has been used in the first place – ultimately distracting them from what you are trying to say.
But creating the right visuals and using your visuals in context can greatly impact the effectiveness of your presentation. So try deleting any surplus text in your next presentation, adding in some visuals, and let us know how you get on!
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In our last blog we talked about using the familiar shape of a traditional story to give your presentation a clear, easy-to-follow structure.
Stories stimulate the emotions, and scientific research shows that memories connected to strong emotions remain vivid for longer; they can come to mind years after the event, while our memories of dry facts and figures quickly slip away.
I know, I know… a presentation about your company’s performance doesn’t provide too much scope for emotional stimulation… but even just raising the emotional bar a little will help keep things fresh in memory for longer.
If you start your presentation by talking about the main problem to be solved, especially a problem that affects the audience, you will grab their attention and engage their emotions immediately; and using anecdotes and stories will bring each point even more vividly to life.
Most presentations incorporate a number of problems, providing ample opportunity for you to build and release tension several times – okay, we’re not talking Hitchcock-type tension here, but as we said even just a little raising of the emotion will help (if you can also integrate jokes or surprises into the presentation, so much the better, but I appreciate this isn’t always possible!)
The end of your presentation should round everything off nicely, leaving the audience feeling satisfied and clear about what you want them to understand.
Tension, resolution and, where possible, the element of surprise can all enhance your presentation and ensure that your key messages stay in mind for longer.
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In our last blog we promised we’d look at different ways of ensuring your audience remembers your message….
Little Red Riding Hood, Goldilocks, Hansel and Gretel are all childhood stories we love and remember well. We may not have heard these stories for years, yet we can still remember the general storyline and most dramatic events.
Wouldn’t it be fantastic if our presentations were just as memorable? Well… the content of our presentations may not always be as thrilling, but we can certainly mimic the structure of fairy stories to make our presentations easier to grasp, follow and remember.
Because we grew up reading stories the classic structure of beginning, middle and end is embedded in our mental DNA. At the beginning the scene is set, and you meet the main characters. In the middle the action happens: problems arise, drama ensues and solutions are found. At the end there is a summing up and sense of resolution.
Structure your presentation like a story and your audience is far more likely to follow, understand and remember your message – and they’re more likely to enjoy it too!
So begin by setting up all the key story elements, including the main characters, the issue(s) and desired outcome. Don’t forget to make it very clear why the story is relevant to your audience (the beginning), raise and resolve all the issues one at a time (the middle), and resolve everything to summarise and wrap up concisely and clearly (the end). This will serve to reinforce your key points and also bring a sense of clarity and completeness to the overall story.
Use this familiar story structure and you will be helping your audience to follow and remember your presentation, so give is try! Part 2 of “Tell a story” to follow soon…
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Not much I’m afraid… most of what you present will go in one ear and out the other!
There have been various studies conducted on this, and the most generous results we’ve seen are as follows:
> Immediately after the presentation, the audience remembered 50% of what was said
> By the next day, the audience remembered 25%
> A week later, the audience remembered just 10%
These stats are from a 10-minute presentation; it goes without saying that people would remember even less from a longer presentation. Other studies show that people only remember 3% from presentations! Well, I’m not sure how accurate these stats are… it’s difficult to put a figure to something like this. But what is true is that people remember very little from most presentations; and to make matters worse, everyone remembers something different.
People spend hours, days, and sometimes even weeks preparing their presentations; especially when they have an important one coming up. They work hard on making sure that every single detail of every single point they want to make is on their slides. And then all that hard work goes to waste!
But, why do audiences’ remember so little? Basically, it’s because of the way our brains work; our brains function in a certain way and we can’t change that. But what we can change is the way we present our information so that it fits in with our brains’ processing capabilities.
In the next few blog posts we’ll explore how we can do this…
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Over the years many PowerPoint myths have developed. One of them is about the number of slides we “should” use, with many people so concerned about keeping their slides to a minimum that they cram all their content into as few slides as possible. But no! That’s the last thing you should do!
That’s simply a theory that’s been churned out by well-meaning people over and over again, until it’s somehow become “PowerPoint law”. But there’s no basis for this, and in fact, many scientific studies show quite the opposite. Research findings advise that we keep content on slides to a minimum – ideally one point per slide. This may mean that your 10 slides quickly becomes 30 or more, which may get some of you in a bit of a tizz… “…but my audience won’t want to see 30 slides!!!”
Don’t worry about it, from an engagement point of view your audience would rather see 30 light slides that you move on from quickly (keeping things more interesting for them), than 10 slides that are so chock full of data that they won’t know where to look and get overcome by a sick feeling in the pit of their stomach every time another similar slide appears.
More importantly, from a science point of view, spreading your message over more slides is proven to be a more effective way of presenting to an audience.
Keep an eye out for more blog posts with advice on presenting better… subscribe to our mailing list here.
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The Telegraph recently ran an article about more British workers being given the right to request flexible working hours – read article here.
Hallelujah we say to that!
Why? Because the current office environment – typically getting to the office at 9am, staying til 5.30pm, working in an open-plan office, and spending most of the day sitting still – is about the least productive environment we could possibly create. That’s according to scientific research…
If you’ve not heard of him, check out Dr John Medina. He’s a molecular biologist who’s written the excellent Brain Rules – a book that explains, in a fun and easy to read way, how the brain sciences influence the way we work. A “brain rule” is what scientists know for sure about how our brains work – so it’s well worth taking note of. You can see a summary on the Brain Rules website here http://www.brainrules.net.
One thing Dr Medina explains is that everyone’s brains are wired differently – no two brains are wired the same, not even identical twins. And that means everyone works differently too, with each of us functioning better at different times of the day. To put very simply, a “morning” person will be more productive in the morning, and a “night” person more productive at night (and probably pretty groggy and unproductive at certain times of the day) – and that’s all there is to it, our brains are wired in that way and we can’t fight against it!
With that in mind, what if everyone could set their own hours of work? Granted most businesses can’t offer complete flexibility due to certain commitments; but imagine how far even a little flexibility could go. If people could choose to work at the times their brains are more alert and active, their productivity would no doubt increase. This can only be good for business!
At Cornerstone Presentations, we try to offer as much flexibility as we can to staff. Working remotely helps us do this; some of our staff work better at home, some in libraries etc – who are we to argue? So long as we’re getting the best out of our staff they could work in a pig sty for all we care (so long as they didn’t come to visit us that same day!)
There are a whole load of other reasons why the current typical office environment is bad for business, and that’s something we may touch on in another post…
But for now, we say hear hear to flexible hours and making Britain more productive!
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“Seeing comes before words. The child looks and recognises before it can speak.”
– John Berger, “Ways of Seeing” (1972).
Visuals are powerful and can stimulate feelings, memories and past learning. By “visuals” I mean any images you can use in a presentation, such as photos, icons, graphs or illustrations. These highly valuable communication tools can be very effective…but only if they fit with the core message!
In my last blog post I talked about the importance of engaging the visual channel. Here I’d like focus on the importance of using visuals which actively support your message. It’s not enough to use striking images: they have to communicate the right message to your audience.
If you use an irrelevant or inappropriate visual, this will only distract and confuse – doing more harm than good. Rather than adding depth and clarity, the wrong visual could send your audience wandering off on a completely unrelated trains of thought. A great example of this is shown below.
This slide is about young offenders and how their relationship with a probation officer can be a “vehicle for change”. You don’t need to be a communications expert to know that the image of a yellow “vehicle” doesn’t do anything to clarify or reinforce the actual message though.
In feedback, audience members noted that this visual was confusing and “off message”. One woman even admitted that the visual of the sports car led her to think about Formula 1 car racing and an ex-boyfriend who was an F1 enthusiast…not exactly what the presenter had in mind.
The game “Pictionary” is all about creating this link between a concept and a visual image. You won’t win at Pictionary unless your visuals speak your message clearly: a beautifully drawn picture which no-one understands isn’t going to score you any points! To win at Pictionary, you have to think creatively and draw something which your team mates will immediately understand, and which leads them to say the exact word or expression you have in your mind.
The type of creative thinking that Pictionary requires is exactly what you need in order to design visually powerful presentations. So get out the egg-timer and pencils if necessary, and leave the sleek but meaningless visuals behind.
Always ask yourself “will this visual help my audience to understand?” Unless the answer is a resounding “Yes!” you need to find an alternative. Don’t be lazy with your visuals: get creative and get them right!