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Affiliation Biomedical Engineering and the Center for Public Health Genomics, University of Virginia, Charlottesville, Virginia, United States of America
Published: December 2, 2021
Citation: Naegle KM (2021) Ten simple rules for effective presentation slides. PLoS Comput Biol 17(12): e1009554. https://doi.org/10.1371/journal.pcbi.1009554
Copyright: © 2021 Kristen M. Naegle. This is an open access article distributed under the terms of the Creative Commons Attribution License , which permits unrestricted use, distribution, and reproduction in any medium, provided the original author and source are credited.
Funding: The author received no specific funding for this work.
Competing interests: The author has declared no competing interests exist.
The “presentation slide” is the building block of all academic presentations, whether they are journal clubs, thesis committee meetings, short conference talks, or hour-long seminars. A slide is a single page projected on a screen, usually built on the premise of a title, body, and figures or tables and includes both what is shown and what is spoken about that slide. Multiple slides are strung together to tell the larger story of the presentation. While there have been excellent 10 simple rules on giving entire presentations [ 1 , 2 ], there was an absence in the fine details of how to design a slide for optimal effect—such as the design elements that allow slides to convey meaningful information, to keep the audience engaged and informed, and to deliver the information intended and in the time frame allowed. As all research presentations seek to teach, effective slide design borrows from the same principles as effective teaching, including the consideration of cognitive processing your audience is relying on to organize, process, and retain information. This is written for anyone who needs to prepare slides from any length scale and for most purposes of conveying research to broad audiences. The rules are broken into 3 primary areas. Rules 1 to 5 are about optimizing the scope of each slide. Rules 6 to 8 are about principles around designing elements of the slide. Rules 9 to 10 are about preparing for your presentation, with the slides as the central focus of that preparation.
Each slide should have one central objective to deliver—the main idea or question [ 3 – 5 ]. Often, this means breaking complex ideas down into manageable pieces (see Fig 1 , where “background” information has been split into 2 key concepts). In another example, if you are presenting a complex computational approach in a large flow diagram, introduce it in smaller units, building it up until you finish with the entire diagram. The progressive buildup of complex information means that audiences are prepared to understand the whole picture, once you have dedicated time to each of the parts. You can accomplish the buildup of components in several ways—for example, using presentation software to cover/uncover information. Personally, I choose to create separate slides for each piece of information content I introduce—where the final slide has the entire diagram, and I use cropping or a cover on duplicated slides that come before to hide what I’m not yet ready to include. I use this method in order to ensure that each slide in my deck truly presents one specific idea (the new content) and the amount of the new information on that slide can be described in 1 minute (Rule 2), but it comes with the trade-off—a change to the format of one of the slides in the series often means changes to all slides.
Top left: A background slide that describes the background material on a project from my lab. The slide was created using a PowerPoint Design Template, which had to be modified to increase default text sizes for this figure (i.e., the default text sizes are even worse than shown here). Bottom row: The 2 new slides that break up the content into 2 explicit ideas about the background, using a central graphic. In the first slide, the graphic is an explicit example of the SH2 domain of PI3-kinase interacting with a phosphorylation site (Y754) on the PDGFR to describe the important details of what an SH2 domain and phosphotyrosine ligand are and how they interact. I use that same graphic in the second slide to generalize all binding events and include redundant text to drive home the central message (a lot of possible interactions might occur in the human proteome, more than we can currently measure). Top right highlights which rules were used to move from the original slide to the new slide. Specific changes as highlighted by Rule 7 include increasing contrast by changing the background color, increasing font size, changing to sans serif fonts, and removing all capital text and underlining (using bold to draw attention). PDGFR, platelet-derived growth factor receptor.
https://doi.org/10.1371/journal.pcbi.1009554.g001
When you present your slide in the talk, it should take 1 minute or less to discuss. This rule is really helpful for planning purposes—a 20-minute presentation should have somewhere around 20 slides. Also, frequently giving your audience new information to feast on helps keep them engaged. During practice, if you find yourself spending more than a minute on a slide, there’s too much for that one slide—it’s time to break up the content into multiple slides or even remove information that is not wholly central to the story you are trying to tell. Reduce, reduce, reduce, until you get to a single message, clearly described, which takes less than 1 minute to present.
When each slide conveys only one message, use the heading of that slide to write exactly the message you are trying to deliver. Instead of titling the slide “Results,” try “CTNND1 is central to metastasis” or “False-positive rates are highly sample specific.” Use this landmark signpost to ensure that all the content on that slide is related exactly to the heading and only the heading. Think of the slide heading as the introductory or concluding sentence of a paragraph and the slide content the rest of the paragraph that supports the main point of the paragraph. An audience member should be able to follow along with you in the “paragraph” and come to the same conclusion sentence as your header at the end of the slide.
While you are speaking, audience members’ eyes and minds will be wandering over your slide. If you have a comment, detail, or figure on a slide, have a plan to explicitly identify and talk about it. If you don’t think it’s important enough to spend time on, then don’t have it on your slide. This is especially important when faculty are present. I often tell students that thesis committee members are like cats: If you put a shiny bauble in front of them, they’ll go after it. Be sure to only put the shiny baubles on slides that you want them to focus on. Putting together a thesis meeting for only faculty is really an exercise in herding cats (if you have cats, you know this is no easy feat). Clear and concise slide design will go a long way in helping you corral those easily distracted faculty members.
An exception to Rule 4 is to include proper citations or references to work on your slide. When adding citations, names of other researchers, or other types of credit, use a consistent style and method for adding this information to your slides. Your audience will then be able to easily partition this information from the other content. A common mistake people make is to think “I’ll add that reference later,” but I highly recommend you put the proper reference on the slide at the time you make it, before you forget where it came from. Finally, in certain kinds of presentations, credits can make it clear who did the work. For the faculty members heading labs, it is an effective way to connect your audience with the personnel in the lab who did the work, which is a great career booster for that person. For graduate students, it is an effective way to delineate your contribution to the work, especially in meetings where the goal is to establish your credentials for meeting the rigors of a PhD checkpoint.
As a rule, you should almost never have slides that only contain text. Build your slides around good visualizations. It is a visual presentation after all, and as they say, a picture is worth a thousand words. However, on the flip side, don’t muddy the point of the slide by putting too many complex graphics on a single slide. A multipanel figure that you might include in a manuscript should often be broken into 1 panel per slide (see Rule 1 ). One way to ensure that you use the graphics effectively is to make a point to introduce the figure and its elements to the audience verbally, especially for data figures. For example, you might say the following: “This graph here shows the measured false-positive rate for an experiment and each point is a replicate of the experiment, the graph demonstrates …” If you have put too much on one slide to present in 1 minute (see Rule 2 ), then the complexity or number of the visualizations is too much for just one slide.
The type of slide elements, the number of them, and how you present them all impact the ability for the audience to intake, organize, and remember the content. For example, a frequent mistake in slide design is to include full sentences, but reading and verbal processing use the same cognitive channels—therefore, an audience member can either read the slide, listen to you, or do some part of both (each poorly), as a result of cognitive overload [ 4 ]. The visual channel is separate, allowing images/videos to be processed with auditory information without cognitive overload [ 6 ] (Rule 6). As presentations are an exercise in listening, and not reading, do what you can to optimize the ability of the audience to listen. Use words sparingly as “guide posts” to you and the audience about major points of the slide. In fact, you can add short text fragments, redundant with the verbal component of the presentation, which has been shown to improve retention [ 7 ] (see Fig 1 for an example of redundant text that avoids cognitive overload). Be careful in the selection of a slide template to minimize accidentally adding elements that the audience must process, but are unimportant. David JP Phillips argues (and effectively demonstrates in his TEDx talk [ 5 ]) that the human brain can easily interpret 6 elements and more than that requires a 500% increase in human cognition load—so keep the total number of elements on the slide to 6 or less. Finally, in addition to the use of short text, white space, and the effective use of graphics/images, you can improve ease of cognitive processing further by considering color choices and font type and size. Here are a few suggestions for improving the experience for your audience, highlighting the importance of these elements for some specific groups:
It is very difficult to stay focused on a presentation, especially if it is long or if it is part of a longer series of talks at a conference. Audience members may get distracted by an important email, or they may start dreaming of lunch. So, it’s important to look at your slide and ask “If they heard nothing I said, will they understand the key concept of this slide?” The other rules are set up to help with this, including clarity of the single point of the slide (Rule 1), titling it with a major conclusion (Rule 3), and the use of figures (Rule 6) and short text redundant to your verbal description (Rule 7). However, with each slide, step back and ask whether its main conclusion is conveyed, even if someone didn’t hear your accompanying dialog. Importantly, ask if the information on the slide is at the right level of abstraction. For example, do you have too many details about the experiment, which hides the conclusion of the experiment (i.e., breaking Rule 1)? If you are worried about not having enough details, keep a slide at the end of your slide deck (after your conclusions and acknowledgments) with the more detailed information that you can refer to during a question and answer period.
Well-designed slides that follow the first 8 rules are intended to help you deliver the message you intend and in the amount of time you intend to deliver it in. The best way to ensure that you nailed slide design for your presentation is to practice, typically a lot. The most important aspects of practicing a new presentation, with an eye toward slide design, are the following 2 key points: (1) practice to ensure that you hit, each time through, the most important points (for example, the text guide posts you left yourself and the title of the slide); and (2) practice to ensure that as you conclude the end of one slide, it leads directly to the next slide. Slide transitions, what you say as you end one slide and begin the next, are important to keeping the flow of the “story.” Practice is when I discover that the order of my presentation is poor or that I left myself too few guideposts to remember what was coming next. Additionally, during practice, the most frequent things I have to improve relate to Rule 2 (the slide takes too long to present, usually because I broke Rule 1, and I’m delivering too much information for one slide), Rule 4 (I have a nonessential detail on the slide), and Rule 5 (I forgot to give a key reference). The very best type of practice is in front of an audience (for example, your lab or peers), where, with fresh perspectives, they can help you identify places for improving slide content, design, and connections across the entirety of your talk.
The real presentation almost never goes as we planned in our heads or during our practice. Maybe the speaker before you went over time and now you need to adjust. Maybe the computer the organizer is having you use won’t show your video. Maybe your internet is poor on the day you are giving a virtual presentation at a conference. Technical problems are routinely part of the practice of sharing your work through presentations. Hence, you can design your slides to limit the impact certain kinds of technical disasters create and also prepare alternate approaches. Here are just a few examples of the preparation you can do that will take you a long way toward avoiding a complete fiasco:
These rules are just a start in creating more engaging presentations that increase audience retention of your material. However, there are wonderful resources on continuing on the journey of becoming an amazing public speaker, which includes understanding the psychology and neuroscience behind human perception and learning. For example, as highlighted in Rule 7, David JP Phillips has a wonderful TEDx talk on the subject [ 5 ], and “PowerPoint presentation flaws and failures: A psychological analysis,” by Kosslyn and colleagues is deeply detailed about a number of aspects of human cognition and presentation style [ 4 ]. There are many books on the topic, including the popular “Presentation Zen” by Garr Reynolds [ 11 ]. Finally, although briefly touched on here, the visualization of data is an entire topic of its own that is worth perfecting for both written and oral presentations of work, with fantastic resources like Edward Tufte’s “The Visual Display of Quantitative Information” [ 12 ] or the article “Visualization of Biomedical Data” by O’Donoghue and colleagues [ 13 ].
I would like to thank the countless presenters, colleagues, students, and mentors from which I have learned a great deal from on effective presentations. Also, a thank you to the wonderful resources published by organizations on how to increase inclusivity. A special thanks to Dr. Jason Papin and Dr. Michael Guertin on early feedback of this editorial.
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Why everyone should use a gaming keyboard (even non-gamers), this hidden google docs feature makes find & replace much more powerful.
Professional presentations are all about making an impact. Your slides should look the part. Once you know what makes a presentation look professional, you can customize any half-decent PowerPoint template or create your own custom slides.
Our PowerPoint tips will help you avoid common mistakes, keep your audience engaged, and create a professional presentation, in form and content.
The design can leave a first and lasting impression. Give it a professional touch to win your audience's trust and attention.
Don't copy and paste slides from different sources. You don't want your presentation to look like a rag rug. What you're aiming for is a consistent look. This will help your audience focus on the essential; your speech and the key facts you're highlighting on your slides.
To that end, use a basic template or make your own . PowerPoint comes with a wide selection of professional PowerPoint presentation templates , but you can also find free ones online.
PowerPoint Tip: When you open PowerPoint, note the search field at the top. One of the suggested searches is "presentations". Click it to see all of PowerPoint's default presentation templates. Choose a category on the right to narrow down your search.
Pick an easy to read font face . It's hard to get this right, but these professional-looking Google fonts are a safe bet. Unless you're a designer, stick to a single font face and limit yourself to playing with safe colors and font sizes.
If you're unsure about fonts, refer to "The 10 Commandments of Typography" shown below for orientation.
Carefully select font sizes for headers and text. While you don't want to create a wall of text and lose your audience's attention, you do want them to be able to read what you've highlighted. So make your fonts large enough.
PowerPoint Tip: PowerPoint offers several different slide layouts. When you add a new slide, choose the right layout under Home > New Slide . To switch the layout of an existing slide, use Home > Layout . By using the default layouts, you can make coherent design changes across your presentation anytime you want.
Leave room for highlights, such as images or take home messages. Some elements should stand out. So try not to bury them in background noise but give them the space they need. This could be a single quote or a single image per page with nothing but a simple header and a plain background.
Decorate scarcely but well. If you have good content, you won't need decoration. Your template will be decoratively enough.
Note: Restrict the room your design takes up, and don't ever let the design restrict your message.
Consistently use font face and sizes on all slides. This one goes back to using a template. If you chose a professional presentation template, the designer would have taken care of this aspect. Stick to it!
Match colors. This is where so many presentations fail. You might have chosen a funky template and stuck to the designer's color profile, then you ruin it all with ugly Excel charts .
Take the time to match your visuals to your presentation design.
A poor choice of colors can ruin your presentation.
Black text on a white background will always be the best, but also the most boring choice . You're allowed to use colors! But use them responsibly.
Keep it easy on the eyes and always keep good contrast in mind. If you're color-challenged, use one of the many online tools to select a good looking color palette. Or just use a template and stick to its default colors.
PowerPoint Tip: Use PowerPoint's Design menu to quickly change the font and color palette of your entire presentation using preset design layouts.
Carefully use color to highlight your message! Colors are your friends. They can make numbers stand out or your Take Home Message pop.
Don't weaken the color effect by using too many colors in too many instances . The special effect only works if used scarcely. Try to limit pop colors to one per slide.
Make a brilliant choice: match colors for design and good contrast to highlight your message . Use a professional color palette, to find which color will work best with your theme. Use The 10 Commandments of Color Theory shown below to learn more about colors:
K eep I t S traight and S imple. That means...
Remember that your slides are only there to support, not to replace your talk! You want to tell a story, visualize your data, and demonstrate key points. If you read your slides, you risk losing your audience's respect and attention.
PowerPoint Tip: Afraid you'll lose your train of thoughts? Add notes to your slides. Go to View and under Show click Notes to make them show up under your slides while editing. When starting your presentation, use PowerPoint's presentation mode (go to Slide Show and under Monitors , check Use Presenter View ), so you can glance at your notes when needed.
Always summarize your key point in a Take Home Message. Ask yourself, if your audience learned or remembered one single thing from your presentation, what would you like it to be? That's your Take Home Message.
The Take Home Message is your key message, a summary of your data or story. If you're giving an hour-long presentation, you might have several Take Home Messages. That's OK. Just make sure that what you think is key, really matters to your audience.
Make your Take Home Message memorable. It's your responsibility that your audience takes home something valuable. Help them "get it" by making your Take Home Message stand out, either visually or through how you frame it verbally.
Images are key elements of every presentation. Your audience has ears and eyes, they want to see what you're talking about, and a good visual cue will help them understand your message much better.
Have more images in your slides than text. Visuals are your friends. They can illustrate your points and support your message.
But do not use images to decorate! That's a poor use of visuals because it's just a distraction.
Images can reinforce or complement your message. So use images to visualize or explain your story.
Use a sufficient image resolution. Your visuals might look good on your desktop, but once blown up by a projector, low-resolution images will make your presentation look anything but professional. So choose a resolution that matches the projector's resolution. If in doubt, don't go below a resolution of 1024 x 768 pixels (XGA) and aim for 1920 x 1080 pixels (FullHD).
Always maintain your image's aspect ratio. Nothing looks more awkward than a distorted image. Whatever you do, don't stretch images. If you have to resize them, do so with the aspect ratio intact, even if that means dropping slightly above or below your target resolution.
PowerPoint Tip: Need a visual, but don't have one at hand? PowerPoint is connected to Bing's library of online images you can use for your presentations. Go to Insert and under Images select Online Images . You can browse by category or search the library. Be sure to set a checkmark for Creative Commons only , so you don't accidentally violate copyrights.
Note: Yes, a picture is worth a thousand words. In other words, if you don't have time for a thousand words, use a picture!
In animations, there is a fine line between a comic and a professional impression. But animations can be powerful tools to visualize and explain complicated matters. A good animation can not only improve understanding, it can also make the message stick with your audience.
Sparingly use animations and media. You should only use them in one of two cases:
Embed the media in your presentation and make sure it works in presentation mode. Testing your presentation at home will save you time and avoid embarrassment.
Your target, i.e. your audience, defines the content of your presentation. For example, you cannot teach school kids about the complicated matters of the economy, but you may be able to explain to them what the economy is in the first place and why it is important.
When you compile your PowerPoint presentation, ask yourself these questions:
Answer these questions and boil your slides down to the very essentials. In your talk, describe the essentials colorfully and use your weapons, i.e. text, images, and animations wisely (see above).
Note: If you fail to hit the target, it won't matter how ingenious your design is or how brilliantly you picked colors and keywords. Nothing matters more than your audience's attention.
A well-practiced and enthusiastic talk will help you convince your audience and keep their attention. Here are some key points that define a good talk:
The 10/20/30 rule is a concept brought forward by Guy Kawasaki:
It’s quite simple: a PowerPoint presentation should have ten slides, last no more than twenty minutes, and contain no font smaller than thirty points.
A similar concept is PechaKucha , a storytelling format limited to 20 slides and 20 seconds per slide, i.e. less than seven minutes to conclude the presentation.
Now there's a challenge! Telling your story succinctly, might help you get through to some of the busiest and most distracted people on the planet.
I've shown you how to think through your entire presentation, from choosing a design to speaking to your audience. Here's a mind trick: never try to interpret the looks on your listeners' faces. Chances are, you're wrong. Just assume they're focused and taking notes.
You've done your best to create a professional PowerPoint presentation that will help your audience focus on the content and learn new things. The looks on their faces aren't doubt or confusion. It's focus! Well, d'oh! Obviously, you're the expert, and they're the learners. If you can get into this mindset, you can relax and perform at your best.
A division of bold new directions training, the 6 by 6 rule for presentations explained.
There are countless tips and tricks for giving great presentations but one that you might be familiar with is the 6×6 Rule. This presentation rules suggests that you should include no more than six words per line and no more than six bullet points per slide. The goal of this rule is to prevent your slides from becoming so dense and text heavy that people don’t want to look at it. While it might sound like a great idea in theory, it’s not as cut and dry as it seems. Here’s a little more information and what the 6×6 rule actually looks like and why it could use a little tweaking.
What does the 6×6 Rule look like? If you were to present on a topic using the 6×6 rule, all of your slides would resemble something like this: Have only one idea per slide Have no more than six points This slide has six bullet points Each bullet point has six words Is this a good presentation rule? If you were bored reading these bullet points, then you understand why this technique is not always effective. Sure, there are times when we come across a simple saying that truly sticks in our minds such as “Today’s decisions are tomorrow’s realities.†However, it’s nearly impossible to fill all of your slides with such eloquent and profound statements. As a result, you end up cutting out valuable information just to stick to the 6×6 Rule.
Why it doesn’t always work. Your main focus should be conveying your main points as clearly as possible. While it’s true that you don’t want to lose people in text heavy slides, there are times when it’s just not possible to explain your point in six words or less. When you try, you end up cutting and distorting the information to the point where your meaning gets lost. Furthermore, if you want to use a quote or tagline to further explain your message, you can’t exactly break up the quote and eliminate words. This is just one example of how the rule does not apply in all situations
How the 6×6 Rule can act as a guide. This isn’t to suggest that the 6×6 Rule should never be implemented, it’s simply to explain why it shouldn’t be forced all the time. When you are designing your presentation, you have to find a way to convey your message without being too wordy. The 6×6 Rule is a great reminder to cut and edit when possible to keep things concise, but it doesn’t have to be the standard for every single slide. Remember that you should be the star of your presentation so don’t be overshadowed by poor slide design.
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Table of contents:
Take care of the compatibility issues, use less text and more visuals, carefully select the fonts, keep it simple, brevity is the soul of wit.
By making your PowerPoint presentation boring you don’t simply decrease its value – you set it to zero. If you are planning to screw up your presentation, there is no reason for preparing it in the first place. When it comes to the success of a presentation, four things matter:
If the content and the performance depend on you alone, the design of your PowerPoint presentation can be improved effortlessly following these simple rules. The essential hints below will help you avoid the most common mistakes made by PP users. Also, check out our free eBook with 21 extra tips to create a powerful presentation for your business.
As I have mentioned before , designs of presentations and websites depend on current trends and techniques. You won't argue that expecting a website to be created from scratch by someone with zero skills in web design would be a crazy idea. The same applies to the design of PowerPoint templates.
I strongly do not recommend you taking the default themes. Why? Everyone uses them! They are common, boring and not original. Chances are, that the part of your audience has already seen that design during some other presentation. You won’t be able to impress the listeners that way – it is better to find a professionally designed premium theme. For example, I will be using the Aurel PowerPoint template and one of the default designs.
Hundreds of such premium PowerPoint presentation templates can be found in the TemplateMonster marketplace. They are full of versatile, professionally designed slides, and complemented with customizable maps, charts, and infographics. In other words, they contain everything you need to create unlimited presentations for your projects. To see what they contain, if you are curious to know what’s inside each product, check out our latest review on the Pitch Pro PowerPoint presentation kit.
You can still mess the things up if you really want to, but with a solid framework, it will be much more difficult.
If anything could go wrong – it will certainly go wrong, so be prepared for it. The more depends on your own efforts – the lesser will be issues you are not ready to deal with. It is really great that we have Wi-Fi almost everywhere now but there could be no time to search for the software or app when the time will come to show your presentation.
If you want to make sure that your PPT file displays properly, better use your own laptop, or specify beforehand if the hardware and software of the PC are fully compatible with your presentation.
Another trick to improve the compatibility is to convert each slide into a flat JPEG file. However, it's not an option if you want to include animations and videos in your presentation.
You might feel an intense, insurmountable urge to stuff 5 pages of Arial 12 text about air pollution in urban areas into a single slide. Don’t do that. The rule that always works for me is:
One message = one slide
Another thing you need to avoid is copy-pasting entire paragraphs of plain text. Come on, those people who sit in front of you gathered here to listen, not to read from the screen. Don't let the text steal your audience's attention from you. Besides that, the viewers won’t really read it. Keep it laconic – not more than six lines of text, so anyone will be able to read it in a second. That text will only support your speech, not replace it.
Use infographics instead of boring charts and tables. They are easier to digest, and that’s what you need to keep your audience focused.
Sans serif fonts are always the best choice for digital presentations. They provide better readability on screens and are more versatile than serifs.
Don’t use the default typefaces such as Calibri, Cambria or Arial. Instead, consider Helvetica. Unlike the aforementioned fonts, it comes in a broad range of weights and styles and allows you to build your presentation using only one type of family and retain the integrity of its design.
The size of the text is also important. Yes, when you create a presentation on your laptop it will be much smaller than it will be on the huge screen. Remember about it when designing a slide. The people who sit on the biggest distance from the screen should also see what was written. Besides that, don’t forget about the contrast. The color of the text has to be 100% contrasting to the backing.
Also, don’t overlook such an awesome feature of PowerPoint as font embedding. With its help, you can include your own custom fonts and make your presentation stand out.
Avoid clutter in your slides, and make them as minimalist as possible. Laconic design always looks elegant and will show the audience your excellent taste. Avoid using decorative icons and other stuff that will make slides messy. It is better to leave lots of empty space than overcrowding the presentation with unnecessary details no one will pay attention to.
Don’t turn your presentation into a painter’s palette: two or three colors should be enough to express your creativity without making it garish and unprofessional. It will look cool if some words will be highlighted with contrasting color but a text where all the words are painted in different colors looks ridiculous.
If you have several amazing pictures – don’t place all of them on the same slide. The rule “one message = one slide” works here too. A single Image will support the idea of the slide and emphasize it but if you put even two photos – the effect will be completely lost. And yes, it may be obvious but choose the images that will match the message you want to deliver to the audience.
This is, probably, not your doctoral dissertation, so don’t make it too long. Guy Kawasaki recommends keeping your presentation within 10 slides and 20 minutes . A typical presentation lasts no longer than 7-10 minutes . Hour-long presentations are almost never successful.
This is a rule of a thumb and it may not fully work for you, so apply it thoughtfully.
Give your audience a chance to contribute to your report by asking questions on the topic. This will not only prevent them from falling asleep but will also give you an opportunity to enliven the presentation, add a personal touch to it and make it memorable.
I hope that these tips will help you create and present a stunning presentation that will impress your audience and make them burst into applause. And don’t forget to check out our assortment of PowerPoint templates that will save you hours on preparing your presentation.
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Best digital products award 2023 – honored by templatemonster, making a successful presentation: how to print google slides with notes.
By: Author Shrot Katewa
PowerPoint presentations are a powerful way of conveying a message to your colleagues, clients, and peers. The problem is if you do not know how to use PowerPoint in a way that grabs the attention of your audience, you might lose them by the second slide. This is where the 7 by 7 rule comes in handy. But, what exactly is it?
The 7 by 7 rule is a method used where each line has no more than 7 words and a slide has no more than 7 lines. This is a way of keeping your presentations easily readable and understandable to the audience. If your lines and slides are too “wordy” you run the risk of turning your audience away.
It is easy to forget the role of the audience in a presentation’s success. It does not matter how much time and energy you put into a presentation if your audience finds it a drab. If your presentation does not grab the attention of your audience, all the other qualities become meaningless.
The 7 by 7 rule lets you overcome this challenge with ease even if you are a beginner. So, let’s talk about this rule for PowerPoint.
I want you to think of how much effort you are putting into your presentations. Imagine all that work only for your audience to lose interest within the first few minutes. This happens more than most people think.
Using the 7 by 7 rule is the best way to keep your audience interested in the presentation. All it means is, there must be no more than 7 lines per slide and no more than 7 words per line.
The 7 by 7 rule is for presentations that have a lot of information in them. You get different rules such as the “5 by 5”, the “6 by 6”, and of course the 7 by 7. The last one being the bigger of the 3 and the focus of this article, it is used for presentations that are jam-packed with information.
While this rule helps, it is important to note that you still need to create a great presentation. The 7 by 7 rule should be used as a guideline to improve the presentation . Unfortunately, there is no secret method that can be a substitute for a well researched and well put together the presentation.
When someone has a lot on their mind regarding their work and personal life, sitting in for a presentation can be a little tiring. It is easy for people to wander off into the abyss of their minds. This does not have to be the case for your presentations.
The 7 line rule is a guideline to help you keep your slides as clean and easily readable as possible. It is to reduce clutter in each of your slides so that when your audience scans the slide, they can easily navigate each point you are trying to make.
Use the guideline to help you stay on the topic through each slide. It is best to use each line as a bullet point and when you combine this with the 7-word rule below, your audience will mostly stay focused.
Another aspect that you need to keep in mind is that these 7 lines are merely points for you to elaborate on. Think of them as trigger points that will help you remember the overall discussion that you want to have for a particular slide.
You don’t want the audience to just read what is written on the slides. This will become boring pretty quickly. Keeping the points short and succinct, and directly related to the topic of your presentation is key to keeping the audience engaged. This way, the audience will also be able to absorb all the information a lot easier than if your slide was cluttered.
When I see a presentation that has too much stuff on it, it is a big turn off for me.
A common mistake we make is to make the slide look too text-heavy, and we sound too verbose when we are trying to explain something. This is especially true when we are passionate about something. Being passionate about something is great but being too verbose is a sure-fire way to lose your audience in the clutter of words.
Using the 7-word guideline will help you be specific. You do not even have to structure your sentences, in fact, why not just get rid of sentences altogether? With the 7 word rule, you can make short statements.
Try to structure each line with small bullet points instead of long drawn-out sentences. This will help your presentation be more factual and less boring.
Remember, you want to use the slides only as visual reference to the points that you want to make during the presentation. Thus, it doesn’t make sense to stuff it with words when you are anyway going to talk about it.
Great, so you are considering implementing this into your next presentation and want to know how to do it!
Making a presentation using the 7 by 7 rule is as easy as the name sounds. There is no specific option or a flip-switch that will help you create your presentation using the 7 by 7 rule in PowerPoint.
It is all about structuring the presentation according to the rule. Use the rule to structure the content on the slides in a clean a clutterless fashion. Use each line as a bullet point and the words per line should be mini statements instead of sentences.
That said, there are a few tips that can help you master this technique of presentation creation.
It can not be highlighted enough that you ought to use the slides with text only as a reference to the whole story that you want to share using that slide.
Think of it this way – the slides that you are creating are like your personal short-hand notes . Only you can make a complete sense of what is written and connect the dots from one bullet point to another.
Likewise, when writing the text on the slides, make it more like short-hand personal notes that you can look at and elaborate in detail during the presentation. Keep it brief and succinct such that each line triggers the memory in your brain about what you want to convey on that specific slide.
This does 2 things –
This one is a pro-tip!
Instead of using the text on the slides to merely laying out what point of a research study, you can perhaps pose a question or an interesting fact!
So, for instance, if you are giving a presentation about the fastest car on the earth and you want to talk about the speed of the car on a particular slide –
Instead of stating that the car is fast, and it goes at 305 mph, you could write the text a bit differently as follows –
This clearly highlights that you will be talking about a fast car, but they still need to hear you out completely to fully understand the speed of the car and how it feels while driving the car.
As you can see, this example also kind of ties in with the first tip.
Remember, you don’t have to be conventional with the text on the slides. It is a presentation and not a word document.
When it comes to the goal of the 7 by 7 rule, there are 3 main goals that it is designed to help you achieve. If you stick with the guideline, your presentation will have a greater chance of selling your product. Even if you are not selling anything, it will help your audience better understand the presentation.
Below is a list of the 3 main goals of the 7 by 7 rule, we will go into more detail for each one:
Now, let us take a quick look at each of these goals a little bit closer and find out how it all fits together.
Sometimes it is hard to stay on topic throughout an entire presentation. It becomes even harder if your presentation is full of non-important words.
This is especially true when we are passionate about what we are talking about or selling. So, use the 7 by 7 rule to help you stay on topic.
A good portion of your audience will scan a slide before you even start talking. You want them to finish their scan as soon as possible and you want them to understand as much as possible. This is so that they can turn their attention back to you.
You don’t want your presentations to be cluttered or your sentences to be drawn out. This will make it harder for the audience to scan the slide. This might lead to them feeling lost as they will have missed most of your points.
This pretty much stems from the readability goal. If you lose an audience member, even just through one slide, it is hard to draw them back in. The minute they feel lost, their mind starts wandering to all the important things they could be doing.
The 7 by 7 rule, if followed and implemented in an already good presentation, is designed to not only assist you but also assist your audience. It is a great way to grab and hold their attention.
There are a few different variations of this rule but the concept stays the same. If you have mastered how to convey your messages with as little wording as possible you could use fewer lines and fewer words per line. Let’s take a quick look at these rules.
As you can see, the concept stays the same for each of these rules.
Sometimes people, especially in sales, might mistake the 7 by 7 rule with the rule of 7. There is a big difference between the two and in fact, they are not related at all. We have discussed, in detail, the 7 by 7 rule so lets just briefly explain what the rule of 7 is.
The rule of 7 is a simple but old marketing concept that is tried and tested to work. It suggests that if a customer sees your product or service 7 times, they are likely to become a customer or client.
I guess you can add the rule of 7 to your presentations if you are trying to sell something, perhaps in the form of pictures of your brand. That said, it should not be mistaken for the 7 by 7 rule.
Creating presentations, especially if you are the speaker, can be a little bit daunting. I could also use the word intimidating, because, let’s be honest, it is, especially for new professionals.
Luckily, there are experts who have developed techniques that make everything easier. These techniques, like the 7 by 7 rule can alleviate a lot of the stress of potentially losing your audience.
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By studying effective examples of PowerPoint slide decks, you can create better meeting slides, pitch decks, brand guides, and more.
PowerPoint presentations are ubiquitous in the business world. You may not love making or watching them, but slide decks can still be a powerful tool for effective communication—when used correctly.
“Something as simple as a financials deck should be well-organized and easy to understand,” Margaret Pilarski, strategy director at branding agency Outline , says. “And you’ll get that information across to its intended audience if it is designed in a thoughtful way.”
Margaret and Outline’s creative director, Ky Allport, have helped bring brands like Omsom and Heyday Canning Co. to life. Although they clearly love bold design, they keep the slide decks they create for their clients fairly simple. One asset they provide their clients is a strategy deck designed in the client’s brand style.
“It gives brands an actual deck template that they could take and then repurpose for other things,” Ky says.
A good PowerPoint template can save you time designing your slides so you can focus on delivering an engaging presentation, and ensure you communicate clearly.
A PowerPoint presentation is a digital slideshow typically used to accompany a live presentation. PowerPoint presentations often include images, graphs, charts, and other visual assets to support the speaker’s main points .
Originally released for Apple Macintosh in 1987 (Microsoft purchased it later that year), PowerPoint was designed to replace transparent slides that had to be physically moved and focused with a slide projector. Today there is plenty of other software with similar features, but Microsoft PowerPoint still holds up to 95% of its category’s market share, and it’s a name that has become synonymous with slide-based presentations.
A single presentation, or deck, consists of multiple slides. Slides can provide a graphical representation of the data you share in your presentation, like:
Sometimes when people say “PowerPoint,” they’re actually talking about another presentation software, like Canva, Google Slides, or Keynote. Each has similar capabilities and includes basic presentation templates.
“Out of all of those, Canva is the most intentional for design,” Ky says. “You can upload your custom brand fonts, which you can’t do with PowerPoint or Google Slides.”
Ultimately, you should use the software that makes sense for your team. Outline, for example, uses Google Slides for internal presentations because most of its documentation lives in Google Workspace.
Focus on content, keep it simple, stay consistent, make it legible.
Here’s how to create a stunning presentation slide deck that is visually appealing and engages your audience:
Adding a bunch of flashy graphics won’t keep your audience’s attention, and might just confuse them. You want your audience to remember the content of your presentation, not the look of your PowerPoint slides.
The best PowerPoint presentations seamlessly support your oral presentation. To achieve this, start by writing down what you want to say in your presentation.
Then, consider how visuals might support your points. For example, if you mention dates, you may want to include a timeline. Charts and graphs can make data easier to digest. Product features and packaging designs deserve their own photos or illustrations .
Most PowerPoint templates, including our free PowerPoint template, include a suite of slide templates relevant to a variety of business presentations.
Not every talking point needs its own slide. If it’s not obvious to you how visuals can support part of your presentation, it’s OK to stay on the previous slide until a visual feels necessary.
If you do feel the need to use slides to transition between concepts, try to find a word, short phrase, or image that represents the main idea of this part of your presentation.
Maintaining a consistent style throughout the presentation will give it a more cohesive feel, which is a major advantage of using a PowerPoint presentation template with your company’s branding. Adding your business’s logo and brand colors is an opportunity to strengthen your branding and give your presentation a more polished, professional look.
“It’s kind of like your brand’s dress code,” Margaret says. “Even if it’s just internal, it reminds everybody, ‘I came to work today to be this brand.’”
If you incorporate your brand colors and fonts into your presentation, make sure those fonts are easy to read and that there is enough contrast between the colors you choose. For example, use a light font on a dark background and a dark font on a light background.
If you’re presenting in-person, you want the people sitting in the back of the room to be able to read any text on your presentation slides. Use large enough fonts and keep text brief.
Nik sharma’s brand launch deck, heyday canning co.’s brand guide.
Here are a few examples of great slide decks to inspire your own:
Nik Sharma ’s brand launch deck is a good example of when it’s OK to have a text-heavy deck. Nik is a marketing consultant for brands like Jolie Skin Co. and Brightland and writes a DTC marketing newsletter (he’s also been interviewed on Shopify Masters ).
This 34-page deck is a resource for Nik’s newsletter subscribers. Since it’s not meant to support a live presentation, there is a lot more text than you would find in a typical PowerPoint presentation. Nik breaks up the text with well-placed images, logos, and keywords that have colored backgrounds to emphasize their importance.
This brand guide deck was created by Ky and Margaret of Outline for their client Heyday Canning Co . The 23-page deck shows how you can incorporate bold colors into a PowerPoint presentation without losing legibility.
The deck’s table of contents doesn’t list every single slide; instead, Outline uses divider slides with different background colors to signal conceptual shifts.
Throughout the deck, Outline uses font colors that contrast sharply with the background colors to ensure legibility. Slides that are image-heavy have a more muted background color, while text-based slides feature bolder colors.
One of the most important times you create a PowerPoint presentation might be to pitch your business or idea. Health care business Hims&Hers used this deck to fundraise in 2021.
At that point, Hims&Hers was already an established company, with more than 100 employees, a dozen shareholders, and $138 million in revenue. The goal of this deck was to show future potential in the health care industry and position Hims&Hers as a category leader.
Because the audience for this presentation is potential investors, there are lots of numbers in this deck. Hims&Hers uses a variety of different types of data visualization to keep the deck engaging, including bar charts, pie charts, timelines, and line graphs.
For each data visualization, there is some accompanying text explaining a key takeaway. A visualization plus a short explanation is a great way to help your audience digest data.
What is the 5-5-5 rule in powerpoint.
The 5-5-5 rule of PowerPoint suggests that each slide should contain no more than five lines of text, each with a maximum of five words. A presentation should have a maximum of five text-heavy slides in a row.
Your PowerPoint should enhance—not repeat or distract from—your oral presentation. To achieve this, start by drafting what you want to say. Then, think of how visuals can support your points. For example: Use graphs and charts to support data and photos or diagrams to illustrate product features.
Create presentations whenever you need to share information that would be best supported by visual assets like charts, graphs, renderings, or diagrams.
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Considering that some of you know little about how to complete the PPT recording with yourself and narration, this article published by the best free video converter will explain why you need to record a PPT presentation with yourself and narration. At the same time, it will recommend some PPT recorders that help record yourself and narration.
Comprised of one or more slides, a PPT presentation has much to offer in organizing and sharing information. Specifically, it is widely used for so many purposes like business budget reports, business proposals, book reports, and more. By recording ppt with yourself and narration, you can make your presentation more attractive to your audience, which also makes your work more professional.
A PPT aims to provide a brief introduction to the information that you want to share. To ensure its conciseness, your slides shouldn’t contain lots of information, which makes your autonomous narration more important. Meanwhile, you need to clarify your narration points and be familiar with them so as to make you accomplish a smoother presentation.
In the following paragraphs, several powerful PPT recorders that help record yourself and narration will be recommended.
To avoid limited compatibility, Panopto Express Recorder, which serves as an online screen recorder, can be a good choice for you to record a PPT presentation with yourself and narration. With a variety of modern-day web browsers , you can access it with ease. Meanwhile, Panopto Express Recorder allows for the setting of a background for your recording. However, its operation will lead to sluggish performance of your browsers.
As a great screen recorder, Wondershare Uniconverter has much to offer in helping you record a PPT presentation with yourself and narration. Specifically, it enables you to add yourself to all PowerPoint files. Meanwhile, Wondershare Uniconverter is a user-friendly recording program. Even if you are a recording beginner, you can use it to finish your PPT presentation recording successfully. In addition, Wondershare Uniconverter is only usable for Windows and Mac users.
What’s the best Wondershare UniConverter alternative to convert videos? Here’re 7 Wondershare UniConverter alternatives for your reference.
EaseUS RecExperts is another screen recorder that will help you record a PPT presentation with yourself and narration. With it, in the process of recording your PPT presentation, you are capable of selecting the images that you like as your video background. Besides, EaseUS RecExperts enables you to remove the background noise in the process of recording your webcam, screen, and microphone easily.
Echoshare is an offline screen recorder that can help you record a PPT presentation with yourself and narration. Serving as a powerful recorder, it enables Windows and Mac users to record internal audio and voiceover. In addition, Echoshare makes a webcam and audio recording accessible to your PowerPoint presentations. However, if you want to apply Echoshare to your PPT presentation recording, it will cost you so much money.
Snagit is another recording tool that helps you finish recording ppt with yourself and narration. When using it, you can enjoy a variety of advanced functions and a user-friendly interface. At the same time, Snagit is very easy to use. With it, you can complete your recording by taking simple steps.
Is Snagit better than Snipping Tool? What are the differences between Snagit and Snipping Tool? Snagit vs Snipping Tool, which one is better?
If you have attained your PPT presentation recording file and want to edit it, MiniTool MovieMaker, which allows you to input numerous factors like effects, transitions, and filters into your PPT presentation video, can be a good choice for you.
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To conclude, this post has explained the cause for recording a PPT presentation with yourself and narration. Meanwhile, it has clarified the preparations that you need to make before your recording. Finally, five powerful screen recorders have been recommended so as to help you record a PPT presentation with yourself and narration.
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Follow the 5/5/5 rule. To keep your audience from feeling overwhelmed, you should keep the text on each slide short and to the point. Some experts suggest using the 5/5/5 rule: no more than five words per line of text, five lines of text per slide, or five text-heavy slides in a row.
With help from the 10-20-30 rule, you can make a PowerPoint presentation that's engaging and efficient. The guidelines for this rule are as follows: No more than 10 slides. No longer than 20 minutes. No larger than 30-point font. Let's look deeper at the 10-20-30 PowerPoint rule, why it's a good rule to follow and things to do to follow ...
Be mindful of colors and fonts. 4. Use animation sparingly. See more. Wondering how to design the perfect PowerPoint presentation? It's easier than you think-just follow five simple rules to get started: 1. Consider using templates. When building a slide deck, it's important to maintain consistency throughout.
Rule 1: Keep It Simple. One of the cardinal sins in PowerPoint presentations is overcrowding your slides with text, bullet points, and too many visuals. The first rule is to keep it simple. Each slide should have a single, clear message. Use concise language, bullet points, and minimal text to convey your points.
A great PowerPoint presentation is: Prepared to Win. Research, plan, and prepare your presentation professionally. It helps you deliver an effective message to your target audience. Designed Correctly. Your visual points should stand out without overwhelming your audience. A good PowerPoint visual shouldn't complicate your message.
Tips for creating an effective presentation. Tip. Details. Choose a font style that your audience can read from a distance. Choosing a simple font style, such as Arial or Calibri, helps to get your message across. Avoid very thin or decorative fonts that might impair readability, especially at small sizes. Choose a font size that your audience ...
10 Tips for Effective PowerPoint Presentations. Tip #1: Choose an Interesting Topic. Tip #2: Do Some Deep Research. Tip #3: Use an Amazing Presentation Tool. Tip #4: Pick Out a Presentation Template. Tip #5: Keep Your Audience in Mind. Tip #6: Add Eye-Catching Headings and Text. Tip #7: Keep it Engaging With Animations.
This develops further rapport between presenter and audience. By | March 23rd, 2020 | 0 Comments. 1. Always prepare a paper for the audience 2.Limit every slide to 35 words 3.3. Last-minute slide presentations are a career-limiting activity. 4.4. Create time.
A good presentation needs two fonts: a serif and sans-serif. Use one for the headlines and one for body text, lists, and the like. Keep it simple. Veranda, Helvetica, Arial, and even Times New Roman are safe choices. Stick with the classics and it's hard to botch this one too badly.
1. Galaxi PowerPoint Presentation Template. The Galaxi PowerPoint template has a clean and modern design. It's versatile enough to use for all kinds of presentations and comes with five premade color schemes. The template comes with 30 premade slides based on master slides, image placeholders, and editable shapes. 2.
Get your main point into the presentation as early as possible (this avoids any risk of audience fatigue or attention span waning), then substantiate your point with facts, figures etc and then reiterate your point at the end in a 'Summary'. 2. Practice Makes Perfect. Also, don't forget to practice your presentation.
Rule 2: Spend only 1 minute per slide. When you present your slide in the talk, it should take 1 minute or less to discuss. This rule is really helpful for planning purposes—a 20-minute presentation should have somewhere around 20 slides. Also, frequently giving your audience new information to feast on helps keep them engaged.
The idea of the 10/20/30 rule is easy to understand, which is summed up in three points. Your presentation should consist of no more than 10 slides. Your presentation should last no longer than 20 minutes. The text on each slide should be no lower than 30 points in size. Guy Kawasaki's 10-20-30 rule for slideshows emphasizes brevity, focus ...
Use no more than 10 slides in your presentation. Present for no longer than 20 minutes. Use fonts no smaller than 30 points in your design. While experienced presentation designers might veer away from this rule for certain slide decks, a beginning designer can follow the 10/20/30 rule to keep their audience interested, provide an appropriate ...
The 5/5/5 Rule explains what it is right in the name: when creating slides for your presentation, use at most: 5 words on a single line. 5 lines of text on a single slide. 5 slides that apply the first two rules in a row. Now, let's take a closer look at each part of the rule, and see how it helps build a better presentation.
The Golden Rule is that all PowerPoint presentation rules, principles, and guidelines are secondary to doing what is right for your audience. In other words, no matter what PowerPoint rules or presentation guidelines you choose to follow, you will encounter situations which demand exceptions to those rules. What worked for one audience type ...
When you do use them, though, make sure to do so following the 1-6-6 rule. That means each slide should have one main idea, no more than six bullet points, and a maximum of six words per point. This ensures your content is sharp and concise. Just as you should keep your patterns and images simple, you should do the same with your fonts.
Rule 2: Spend only 1 minute per slide. When you present your slide in the talk, it should take 1 minute or less to discuss. This rule is really helpful for planning purposes—a 20-minute presentation should have somewhere around 20 slides. Also, frequently giving your audience new information to feast on helps keep them engaged.
PowerPoint Slide Design. The design can leave a first and lasting impression. Give it a professional touch to win your audience's trust and attention. 1. Carefully Compose Your Slides. Don't copy and paste slides from different sources. You don't want your presentation to look like a rag rug.
Rule #4. Stop Reading Text from Slides. So, 69% of respondents answered that they couldn't stand a speaker reading text from the presentation slides. You must convey the information in your own words without even looking at the slide. Yes, I mean you have to memorize it.
This presentation rules suggests that you should include no more than six words per line and no more than six bullet points per slide. The goal of this rule is to prevent your slides from becoming so dense and text heavy that people don’t want to look at it. While it might sound like a great idea in theory, it’s not as cut and dry ...
Choose the right PowerPoint presentation template. Take care of the compatibility issues. Use less text and more visuals. Carefully select the fonts. Keep it simple. Brevity is the soul of wit. Conclusion. By making your PowerPoint presentation boring you don't simply decrease its value - you set it to zero.
Using the 7 by 7 rule is the best way to keep your audience interested in the presentation. All it means is, there must be no more than 7 lines per slide and no more than 7 words per line. The 7 by 7 rule is for presentations that have a lot of information in them. You get different rules such as the "5 by 5", the "6 by 6", and of ...
PowerPoint Karaoke is a game where participants deliver a presentation using a set of slides they have never seen before. It is typically played in casual settings, like parties or team-building events, but it can also be a unique icebreaker for conferences and workshops.
What is a PowerPoint presentation? A PowerPoint presentation is a digital slideshow typically used to accompany a live presentation. PowerPoint presentations often include images, graphs, charts, and other visual assets to support the speaker's main points.. Originally released for Apple Macintosh in 1987 (Microsoft purchased it later that year), PowerPoint was designed to replace ...
In addition, Echoshare makes a webcam and audio recording accessible to your PowerPoint presentations. However, if you want to apply Echoshare to your PPT presentation recording, it will cost you so much money. Option 5. Snagit. Snagit is another recording tool that helps you finish recording ppt with yourself and narration.