HOW TO MAKE
EFFECTIVE
POWERPOINT
PRESENTATION
Subodh Choudhary
Director/STC
Bangalore
PRESENTATION METHODS
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Black / White Board
Flip Chart
Over Head Projector
Slide Projector
LCD/DLP Projector
MS POWERPOINT
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Developed by Dennis Austin & Thomas Rudkin
“Presenter” for Macintosh in 1987
Forethought was acquired by Microsoft
“PowerPoint 2.0” Released with Windows
Version 14 with PowerPoint 2010
Analogous to Slide Projector
Slides containing Text, Picture, Movie etc
High Cultural Impact
– Business
– Education
– Training
FOUR FACTORS
BIG
Simple
Clear
consi
stent
FONT SIZE
Supervisors Training Centre in Arial 12
Supervisors Training Centre in Arial 16
Supervisors Training Centre in Arial 20
BODY TEXT
Supervisors Training Centre in Arial 24
Supervisors Training Centre in Arial 28
Supervisors Training Centre in Arial 32
Supervisors Training Centre in Arial 36
Supervisors Training Centre in Arial 40
Supervisors Training Centre
in Arial 44
TITLE TEXT
STC BANGALORE
• Established on 16th Sept 1957
• CONDUCTS TRAINING FOR
– Running Staff of SWR
– C&W and Workshop Supervisors of SR and SWR
– Need Based Training e.g. DAR, Computer etc
• SEVEN CLASS ROOMS
• Two Hostels with 150 beds
• Labs like Mechatronics, R&AC, AIR BRAKE
STC BANGALORE
• Established on 16th Sept 1957
• Conducts Training for
– Running Staff of SWR
– C&W and Workshop Supervisors of SR and
SWR
– Need Based Training e.g. DAR, Computer etc
• Seven Class rooms
• Two Hostels with 150 beds
• Labs like Mechatronics, R&AC, Air Brake
LETTERS
• ALL CAPITAL LETTERS ARE
DIFFICULT TO READ
– Use Title or Sentence case
– Capital Letters only for Slide Title
•Serif fonts are
difficult to read on
screen
– Sanserif fonts are clearer
• Italics are difficult to read on screen
– Use Regular fonts
• Underline may signify hyperlinks
COLOUR AND STYLE
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Avoid too many Colours
Use contrast colours
Avoid too many Fonts and Styles
Choose Simple fonts like “Arial”
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Keep it simple and sober
CONSISTENCY
• Consistency in
– Fonts :
size
type
,
, colour
o Letter : Bold, underline, italics
 Appearance : background, location
Differences draw attention
Differences imply importance
May create confusion
MISSION STATEMENT OF STC
“To Develop the Knowledge and Skills of
Supervisors & Running staff and to Effect
Attitudinal Changes
By
Systematic
Training so as to Achieve Excellence in
Work and
bring
about Continual
Improvement in the Performance of the
Indian Railways”
MISSION SIMPLIFIED
MISSION OF STC
• Knowledge and Skills
• Attitudinal Change
• Supervisors and Running staff
• Systematic Training
• Achieve Excellence
• Continual Improvement
TEXT ON SLIDE
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Text to Support your communication
Don’t read out word-to-word
Avoid Sentences
Too much of information distracts
Only important points
Follow the 7X6 Rule
Keep minimum number of Slides
Be careful of Spelling Mistakes
FOUNDATION DAY
CELEBERATION ACCOUNT
Items
Last Year
Estimated
Actual
Dinner
43287
50000
56250
Snacks
6524
8000
7458
Cold Drinks
1245
1500
1800
Bouquet
545
600
765
Gifts for Guests
8725
8500
9250
Decoration
6510
7800
6500
Light
4580
5000
4500
Transportation
2550
3000
3580
Sound
5050
6000
6200
Shamiana
6154
6500
7650
Furniture
2547
4000
1500
Certificates
1450
1200
1475
Prizes
5425
6000
4550
94592
108100
111478
Total
SIMPLIFIED TABLES
Items
Food Items
Decoration
Gifts / Prizes
Total
Last Year Estimated
52
27
16
95
60
32
16
108
Actual
65
30
16
111
NB. Figures in Thousands of Rupees
•Summarise and Simplify Data
•Excessive Details distracts
• Keep minimum information on a slide
TRAINEE DAYS HANDLED AT STC
Trainee Days Handled at STC
5200
5000
4958
4925
4865
4825
4785
4812
4800
4758
4714
4678
4600
4957
4957
4898
4869
4825
4785
4768
4825
46784688
4652
4658
4628
4598
4578
4587
4785
4748
4765
4427
4400
Aug-10
Jul-10
Jun-10
May-10
Apr-10
Mar-10
Feb-10
Jan-10
Dec-09
Nov-09
Oct-09
Sep-09
Aug-09
Jul-09
Jun-09
May-09
Apr-09
Mar-09
Feb-09
Jan-09
Dec-08
Nov-08
Oct-08
Sep-08
Aug-08
Jul-08
Jun-08
Apr-08
4000
May-08
4200
SIMPLIFIED CHART
TRAINEE DAYS HANDLED AT STC
5200
4800
4400
Aug-10
Apr-10
Dec-09
Aug-09
Apr-09
Dec-08
Aug-08
Apr-08
4000
ANIMATION
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Text should appear one by one
Items should be dimmed
Use “appear” Effect on Entrance
Avoid different Schemes
SOUND AND TRANSITION
• Sound effect generally irritates and distracts
• Sound can be used only when necessary
• Should appear fast
INTRODUCTION TO PC
Monitor
Speaker
CPU
Key Board
Mouse
USE OF GRAPHICS
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A picture worth thousand words
Complex Concept
Should be Big enough
Place at Centre
Labelling a must
CITY TOUR PROGRAMME
The various tourist
place in Bangalore
1.
2.
3.
4.
5.
6.
Lalbagh
Cubbon Park
MG Road
ISKCON Temple
Planetarium
Ulsoor Lake
The city tour has been
organised as follows
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Assembly at STC
Attendance
Visit to ISCKON temple
Snacks at Majestic
Visit to Lalbagh
Return to STC
BULLETS AND NUMBERS
• Use numbers for list with
– Priority
– Sequence
– Hierarchy
• Use bullets to show a list without above
LISTING OF ITEMS
The various tourist
place in Bangalore

1.
2.
3.
4.
5.
6.
Lalbagh
Cubbon Park
MG Road
ISKCON Temple
Planetarium
Ulsoor Lake
The
Thecity
citytour
tourhas
hasbeen
been
organised
organisedas
asfollows
follows
1.
2.
3.
4.
5.
6.
Assembly at STC
Attendance
Visit to ISCKON temple
Snacks at Majestic
Visit to Lalbagh
Return to STC
FLOW
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Divide into Stages
Sequence
Link
Meaningful Title
SUMMARY
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Application of Four Factors
Fonts
Text
Tables
Charts
Images
Bullets and Numbers
THINGS TO REMEMBER
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Text to Support the communication
Pictures to simplify complex concepts
Animations for complex relationships
Sounds only when absolutely necessary
Think about the people at the back
Think about the purpose of the Presentation
Be particular about time allotted
Number of Slides to be minimum
Practice your presentation