Formatting Presentations

Guidelines for Effective Design

 Outline

1. Overview of formatting
2. Common mistakes to avoid
3. Tips
 1. Overview

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 Why does formatting matter?

• Readability
• Varying levels of English
proficiency
• Maximum impact, efficiency
 Preparing to Format
• Analyze your audience
• Determine the level of their technical
background
• Determine their level of English
• Anticipate what your audience wants to know
• Consider what they will do with the
information
• Plan for possible questions, prepare answers
 Ask the Organization

• How long should it be?

• Q & A time?
• Computer compatibility?
 2. Common Mistakes

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 Writing Everything on the Slide
Some people just feel better when they write every
single word on the slide. It makes it easier to
remember what they want to say. Unfortunately,
this does not give the listeners a good feeling.
Why should I listen to this person reading to me if I
can read by myself? Besides, what is he or she
saying, anyway? I’m busy reading the slide. Or
maybe this is going to be so long that the listeners
even decide that this is just too boring to deal
with…
 Forgetting to KISS
Keep it short and simple/succinct

• Rule of 6
– Limit each bullet to 6 words
– Limit bullets per slide to 6
• Remove extra, unnecessary words
• Use reduced grammar
 Overusing Media

• Less is more
• Visuals should not replace the presenter
• Crowded or “busy” slides distract
• Audience attention should not multitask
 Overdoing Fonts and Colors
•If you use a small font, your audience won’t be able to read what you have written

•CAPITALIZE ONLY WHEN NECESSARY. IT LOOKS

LIKE YOU ARE SCREAMING!!!!!

•Don’t use a complicated font

•Don’t use font color that does not contrast with the
background color
•Using a different color for each point is unnecessary
•Trying to be creative can also be unprofessional
Using Too Many Images
Applying a Distracting Background
 3. Tips

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 Use Graphs Wisely

• Always title your graphs

• Avoid unnecessary gridlines
• Use clear labels
• Use color/shading carefully
Example of a Hard-to-Read Graph
Example of Better Graph

Source: Lao PDR Environment Monitor books, 2005

 Keep Wording Simple

• Don’t confound and unnerve your audience

• Listeners’ attention span will wither
• Risk of mispronouncing unfamiliar words
• Avoid idioms
• May not be understood by audience
 Check Your Spelling

• Theses mistakes can be very distracting.

• These mistakes make a bad impreshun.

• Solutions
• Use PPT Spell Check
• Write your text in Word, check, and
copy/paste to PPT
• Ask native speaker to proofread
 Use Parallel Grammar
Not Parallel Parallel
•Intelligent Transport •Intelligent Transport
Systems often include Systems often include
– Secure logins – Secure logins
– Need expert staff
– Expert staff
– To budget a large
amount of money – A large budget
 Check Slides in the Presentation Room

• Test slide background themes for contrast

• Test with lights on and off
• Test colors with window curtains open and
closed
 Bring Back-up

• Save your PPT on your USB

• Print four slides to a page and photocopies
• Handouts can stand alone if needed
 Overall: Set a Professional Tone with
Formatting
• Avoid frivolous or juvenile images
• Model the formatting of respected
professionals
• Convey quality with mature design
 Reference

Rutherford, A. J. (2001). Basic Communication

Skills for Technology, Delhi, India. Pearson
Education Asia.