Reviewed October 2009

Christa Hartsook                                                
Communications Specialist
Ag Marketing Resource Center
Iowa State University Extension
hartc@iastate.edu

PowerPoint presentations can be effective tools to communicate your message to a large audience. However, they can also be over-used, structured incorrectly and damaging to the overall message you wish to convey.

First, determine if you need a PowerPoint presentation. What is your objective in speaking with your audience. Are you merely discussing ideas? Then skip the formal presentation. Are you lecturing to a class? Prepare the PowerPoint. Or, if you are somewhere in the middle – say trying to inform clients or potential customers of your products and services, it probably depends on the setting, number attending and your ease with speaking before a group and using PowerPoint.

If you determine you do need a PowerPoint, the following is a logical way to keep things structured within your presentation.

Organization

• The first slide should have your presentation title, your name, your title and the date of the presentation.
• The following slide should be an outline of what you will discuss in your presentation.
• Stick to the main points.

Points

• Slides should always be in point form – do not use complete sentences and entire paragraphs in your presentation.
• You should use a maximum of six points per slide.
• Avoid wordiness and use key words only throughout your presentation.
• Use your speech to add in the other words, phrases, examples, etc., that you want to cover, but do not put them in your PowerPoint.

Animation

• PowerPoint allows slides and points to be animated.
• It is generally thought to be a good rule of thumb that animating your points to show one point at a time is a good thing. It keeps attention focused on your presentation, prevents reading ahead and interests those in attendance.
• However, slide animation where slides are coming in from all directions with flashy sound effects, multiple colors, etc., is not good. This is too distracting for the reader and looks unprofessional.
• Whatever animation you incorporate into your presentation, use it consistently. If you select that each bullet point should slide in from the left one at a time, do that throughout the entire presentation.

Font

• Your main font points should be 28 points.
• Use a standard font like Arial – not something difficult to read onscreen.
• Do not go below 18 points in PowerPoint. It becomes too difficult to read.
• Do not use all capital letters in your presentation – it looks like you are shouting at the reader.

Color

• Use a simple background – do not use a wildly patterned background distracting to the reader.
• Use a contrasting font color.
• Using a different font color for each point is distracting and unnecessary.

Clip Art

• Use it only if it assists. Adding trite clip art is worse than having no graphics at all.
• Use graphs, charts, etc., where appropriate throughout your presentation.

Spelling and Grammar

• Proof your slides for spelling mistakes, the use of repeated words and any grammatical errors.
• Have someone else read the presentation as well.

Conclusion

• Use a concluding slide to sell your presentation.
• Conclude by asking for questions and giving your contact information.