• LinkedIn
  • YouTube
  • Twitter
  • Facebook
  • Google+

Don’t give it all away in PPT

Get PDF file

by on
in Office Technology,PowerPoint Tricks

Screen Cap

Are your PowerPoint presentations essentially a script, chock full of every single detail you intend to present? Or, at the other end of the spectrum, is your "deck” just a set of discussion prompts meant to guide the session, not inform it?

Before creating a PowerPoint presentation you need to make two decisions:

1. What is the goal of your presentation?

2. What should your attendees have in front of them at the session or take away for reference?

Separating the two decisions will help you deliver a higher-quality presentation and more effectively engage attendees. Chances are the handout that best serves the attendees is not the same presentation you will deliver in front of the room.

Here are four items that can be eliminated from the attendee copy:

  1. Animations and transitions
  2. Videos and sound
  3. Landing or section pages that do not provide additional information
  4. Dense graphic backgrounds.

There's nothing wrong with creating both a presentation version and a handout version. When you present, keep the handout version in front of you with the same page numbers as the attendee handout, so you can refer to it if necessary. Keep both pieces connected by subtly placing page numbers on the slides to match the handout.

Here are four items to include in the handout version that may not necessarily be in the presentation copy.

  1. Detailed charts and graphs that won't display well on the screen
  2. Note-taking area
  3. Headers, page numbers and copy dates
  4. Additional slides that replace any single slides that use layering of objects and animation.

PowerPoint Screen Cap

Notes Master is an excellent source when you don't want to use either the Handout Master or the slides themselves. You can include a blank table inside the notes area of the handout copy. Be sure to delete any speaker notes that may have transferred over from the presentation copy. In Notes Master view, it should look like the diagram here.

Test print handouts to make sure that shades are not too light, fonts are not too small and special effects like shadows, glows and beveling do not make the type look fuzzy. Consider printing in grayscale or black and white. You may need to tweak some ob­­jects on the print version to make sure they serve both your content and facilitate understanding by the audience.

Leave a Comment