HOW TO MAKE

EFFECTIVE
POWERPOINT
PRESENTATION

Subodh Choudhary
Director/STC
 PRESENTATION METHODS
• Black / White Board
• Flip Chart
• Over Head Projector
• Slide Projector
• LCD/DLP Projector
 MS POWERPOINT
• 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 st en t
 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
– Use colour to signify
 COLOUR AND STYLE
• Avoid too many Colours
• Use contrast colours
• Avoid too many Fonts and Styles
• Choose Simple fonts like “Arial”
• 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
• 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
CELEBRATION 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
Total 94592 108100 111478
 SIMPLIFIED TABLES
Items Last Year Estimated Actual
Food Items 52 60 65
Decoration 27 32 30
Gifts / Prizes 16 16 16
Total 95 108 111
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 4957 4957
4925
4898
4865 4869
4812 4825 4825 4825
4800 4785 4785 4785
4758 4768 4765
4748
4714
4678 46784688
4652 4658
4628
4600 4587 4578
4598

4427
4400

4200

4000
Jul-08

Jul-09
Jun-08

Nov-08

Jan-09

Mar-09

May-09
Jun-09

Nov-09

Jan-10

Mar-10

May-10
Jun-10
Jul-10
May-08

Apr-09
Apr-08

Sep-08
Oct-08

Dec-08

Feb-09

Aug-09
Sep-09
Oct-09

Feb-10

Apr-10
Aug-08

Dec-09

Aug-10
 SIMPLIFIED CHART
TRAINEE DAYS HANDLED AT STC

5200

4800

4400

4000
Apr-08

Dec-08

Apr-09

Dec-09

Apr-10
Aug-08

Aug-09

Aug-10
 ANIMATION
• 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

• A picture worth thousand words

• Complex Concept
• Should be Big enough
• Place at Centre
• Labelling a must
 CITY TOUR PROGRAMME
The various tourist The city tour has been
place in Bangalore organised as follows
1. Lalbagh  Assembly at STC
2. Cubbon Park  Attendance
3. MG Road  Visit to ISCKON temple
4. ISKCON Temple  Snacks at Majestic
5. Planetarium  Visit to Lalbagh
6. Ulsoor Lake  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 Thecity
The citytour
tourhas
hasbeen
been
place in Bangalore organisedas
organised asfollows
follows
1. Lalbagh 1. Assembly at STC
2. Cubbon Park 2. Attendance
3. MG Road 3. Visit to ISCKON temple
4. ISKCON Temple 4. Snacks at Majestic
5. Planetarium 5. Visit to Lalbagh
6. Ulsoor Lake 6. Return to STC
 FLOW
• Divide into Stages
• Sequence
• Link
• Meaningful Title
 SUMMARY
• Application of Four Factors
• Fonts
• Text
• Tables
• Charts
• Images
• Bullets and Numbers
 THINGS TO REMEMBER
• 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