PowerPoint Presentations: Slide Creation Do's and Don'ts

In putting together a good presentation, here’s the critical point to remember: a slideshow is a visual aid. And that’s exactly how it should be used: not as a crutch, but as an aid— something that adds to your presentation. Many presenters make a huge mistake here. 

These assure the audience they’re in the right place (because the title is onscreen) and remind them what they’re going to hear. You add the rest. This is what continues to hook your audience—when they have to listen to you to get the answer to their mystery. There are just two opening slides:

• One title slide, which is onscreen when the audience enters the room

• One main agenda slide, which lists all your takeaways

It’s your turn to prepare your opening slides. 

Step One: Decide what the audience will see on the title slide.

Step Two: Decide what you will say in relation to the title slide. 

Step Three: Decide what the audience will see on the main agenda slide. 

Step Four: Decide what you will say in relation to the main agenda slide. 

The highlighted agenda slides serve mostly as placeholders so the audience knows what’s about to be discussed. The task slides summarize the main tasks involved in making the takeaway actionable, but you supply the details and describe subtasks and sub-subtasks as necessary. You’ll need to prepare:

• Several highlighted agenda slides, one for each takeaway. Each of these is identical to the original agenda slide, but the takeaway coming up for discussion is highlighted so the audience members can keep track of where they are in the presentation.

• Several task slides, one for each takeaway. Each of these lists the major tasks involved in achieving the takeaway to help the audience follow along as you explain how to make the takeaway immediate and actionable.

• Optional number of example slides. These are slides that illustrate an example for a given takeaway. 

It’s your turn to prepare your core content slides. Use the blueprint pages you created in chapter 2.

Step One: Decide what the audience will see on the highlighted agenda slide. 

Step Two: Decide what you will say in relation to the highlighted agenda slide. 

Step Three: Decide what the audience will see on the task slide. 

Step Four: Decide what you will say in relation to the task slide.

Step Five: As needed: Prepare your example slides.

• Decide what the audience will see on the example slide.
• Decide what you will say in relation to the example slide.

Step Six: Repeat this process for each takeaway. 

There are just two:

• One summary slide, the next-to-last slide. It repeats the agenda to remind the audience of what they just got (though the actual brief recap of what they’ve learned comes from you.)

• One final slide, which confirms that the presentation is over. It expresses thanks and gives contact information, and remains onscreen after you have left the stage. 

It’s your turn to prepare your closing slides. 

Step One: Decide what the audience will see on the summary slide.

Step Two: Decide what you will say in relation to the summary slide. 

Step Three: Decide what the audience will see on the final slide. 

Step Four: Decide what you will say in relation to the final slide. 

I disagree with presentation experts who focus on the visuals. That’s like saying you buy a Porsche for the paint job. Without the paint the car would still be irresistible because it’s impeccably designed, carefully put together, designed to make you comfortable, and capable of getting up to speed instantly. So is your presentation.

But just as the paint job on the Porsche is the finishing touch, the same is true of the visuals for your presentation. Take some time to put on the paint: 

There are many sources for pictures on the web. Search “stock photos” and a large number of sites will pop up. Look for up-to-date information about specific sites where you can find images available for a minimal fee or no fee. Read the information and licensing terms carefully. Copyright law governs the use and alteration of images. The words “royalty-free” mean you might pay a flat fee to use the image but you will not have to pay for each copy or use. The words “copyright-free” usually indicate that there is no charge for use and that you may be able to modify the image as you wish. 

It’s your turn to use pictures to add impact.

Step One: Find the right image for your title slide. Choose key words you will use to search.

Step Two: Find an illustration for each task slide. Choose key words you will use to search.

Step Three: Prepare your final slide. 

There is no shortage of books on how to manipulate the text and the visuals on your PowerPoint slides, and I think you may find them useful. Here, I will point out only the essential points to keep in mind and share a few of the techniques I find most useful in making attractive, effective slides. 

It’s your turn to keep your graphics simple. 

Step One: Check to be sure the text is legible on all your slides.

Step Two: Decide what you can do to add interest with basic tools.

Words alone aren’t always the best way to make your point. Illustrations allow you to present a lot of information at once. 

It’s your turn to use diagrams to increase comprehension.

Step One: Look over your presentation and decide where you can use slides to do any of the following:

• Present a large amount of information.

• Present complex information.

• Present step-by-step instructions.

• Present any information more vividly.

• Present information with graphs or charts. 

Before I began to address one group about giving presentations, I had overheard them debate the value of handouts, so I addressed the topic during my opening. “You may not be convinced of the value of handouts,” I said, “but I ask that each of you take one. Within fifteen minutes, at least half of you will be taking copious notes.”

At the fifteen-minute mark, I told them to look around. “I had suggested at least half of you would be taking notes by now—and you’ll see that’s happening.”

After this presentation, the debate was over. The company made a policy of preparing a handout for everyone and I believe you should do the same.

Of course, a side benefit of the handout is that you can put your contact information on it. Since a large percentage of your audience will be taking notes on the handout, they will no doubt be taking it home. 

Pictures, graphs, charts, and other visual devices, together with handouts, can help your audience get the big picture and sometimes make a point more efficiently than words.