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8 Simple PowerPoint Presentation Etiquette Rules You Need to Follow

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PowerPoint presentation etiquette | Deck Sherpa Blog

PowerPoint presentation etiquette is key to delivering a professional and engaging slide deck. Whether you're designing PowerPoint presentations for a corporate meeting or a big event, knowing the do's and don'ts is crucial. These small details can make all the difference. With industry-leading tips, you can improve your presentation design. You'll be able to craft effective presentations that capture your audience's attention. From keeping your PowerPoint design clean to mastering the right transitions, these basics matter. Understanding etiquette helps ensure you’re not just making a slide deck. You’re creating a compelling visual story.

In this article, we’ll explore what PowerPoint presentation etiquette is all about. We'll explain how it ties into designing PowerPoint presentations that leave a lasting impression. We’ll also break down the benefits of using PowerPoint to design presentations. Then, we’ll dive into simple yet effective rules for creating industry-leading slide decks. Stay tuned as we cover essential topics. These include what PowerPoint presentations are, key etiquette to follow, and other important rules to remember when preparing your next presentation.

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What are PowerPoint Presentations?

A PowerPoint presentation is a series of slides used to communicate information. It is commonly used in business, educational, or professional settings. The tool delivers content in a visual and organized way. It combines text, images, videos, charts, and animations. PowerPoint offers built-in templates and design elements. This makes it easier to create high-quality PowerPoint presentations that are both engaging and visually appealing.

When designing PowerPoint presentations, it’s important to understand basic design principles. You should choose readable font styles and maintain consistent colors. Limiting the text on each slide is also key. These simple rules ensure your slides communicate effectively without overwhelming your audience.

PowerPoint also allows users to integrate multimedia, such as videos and graphics. This makes it easier to engage your audience. By following proper PowerPoint presentation etiquette, like using smooth transitions and keeping the layout clean, you can deliver impactful presentations. These presentations not only look professional but also hold the audience's attention.

Benefits of PPT design | Deck Sherpa Blog

Benefits of Using PowerPoint to Design Presentations

PowerPoint is widely recognized as a powerful tool for creating engaging and effective presentations. It offers numerous benefits that help presenters communicate their messages clearly while maintaining audience attention. Below, we explore some key advantages of using PowerPoint for presentation design:

1. Enhances Visual Communication

PowerPoint makes it easy to incorporate data visualization tools like charts, graphs, and images into presentations. These visual aids help break down complex information, making it easier to understand. By turning numbers into graphics, you can engage your audience more effectively and make your content memorable.

2. Supports Multimedia Integration

PowerPoint allows users to integrate animations and other effects, including video, audio, and interactive elements. This variety of media can add depth and creativity to your slides, helping to keep the audience engaged. However, it's essential to use animations carefully to avoid overwhelming or distracting the audience.

3. Organizes Complex Content

With features like slide templates and outlines, PowerPoint helps organize even the most complex design structures. This ensures your presentation flows logically, allowing you to present your ideas in a clear and digestible way. By following basic PowerPoint presentation etiquette, you can avoid overloading your audience with too much information on a single slide.

4. Offers Flexibility in Design

PowerPoint provides flexibility with templates. This allows users to create presentations with different fonts, layouts, and themes. You can tailor your presentation design services to suit various styles or purposes, ensuring brand consistency while maintaining professionalism.

5. Boosts Audience Retention

Interactive features like transitions and hyperlinks make it easier to hold attention during a presentation. This ensures that you keep your audience focused on key points, helping them retain the most important information. Well-designed slides can also prevent overwhelming or confusing the audience, avoiding overload.

6. Time-Saving Features

PowerPoint includes features like pre-designed templates and slide duplications that make it faster to create presentations. You can take your slides to the next level quickly without sacrificing quality. These tools allow for efficient production while maintaining a polished, professional look.

Incorporating PowerPoint presentation etiquette helps ensure your slides are clear, well-organized, and visually appealing. By integrating fonts, data visualization, and multimedia elements wisely, you can create impactful presentations that keep your audience engaged and prevent distractions. PowerPoint’s flexibility and powerful features make it an invaluable tool for both beginners and experts alike.

PowerPoint presentation etiquette rules | Deck Sherpa Blog

PowerPoint Presentation Etiquette Rules That You Must Follow

PowerPoint presentation etiquette plays a crucial role in delivering an effective presentation that captures the attention of your audience. Following proper guidelines ensures that your slides are visually engaging, informative, and professional. By applying simple rules, you can avoid common pitfalls like overwhelming your audience with too much information or distracting them with unnecessary effects. Below are 8 essential etiquette rules to enhance your presentations.

1. Limit Text on Each Slide

Avoid overcrowding your slides with excessive text. Instead, use short phrases or bullet points to convey key ideas. This prevents information overload and keeps your presentation clear. Stick to the 5/5/5 rule: no more than five words per line, five lines per slide, and five text-heavy slides in a row. This approach helps keep your audience focused on your message.

2. Use Readable Fonts

Selecting the right fonts is essential for readability. Choose simple, clean fonts like Arial or Calibri, and ensure they are large enough to be seen from the back of the room. Avoid decorative or fancy fonts, which may be hard to read and can distract the audience from the content. Consistency in font style throughout the presentation helps maintain a professional look. Here's a list of the best fonts for PowerPoint presentations that we curated.

3. Incorporate Data Visualization

Using data visualization tools such as charts, graphs, and diagrams makes complex information easier to understand. Visuals provide a clear representation of data without overwhelming your audience with numbers. Ensure that your data visuals are simple and relevant to the content of the slide, avoiding complex graphics that may confuse rather than clarify.

4. Avoid Overuse of Animations

While animations and other effects can enhance your slides, using too many can be distracting. Stick to subtle effects that serve a purpose, such as emphasizing key points. Avoid flashy transitions or unnecessary animations that might distract your audience from the message you're trying to convey.

5. Choose Simple Backgrounds

Your slide background should support your content, not compete with it. Use simple backgrounds with plenty of white space to keep your slides clean and uncluttered. Busy patterns or intense colors can make text difficult to read and divert attention from your message.

6. Use Consistent PowerPoint Templates

Pre-designed PowerPoint templates offer a cohesive and professional structure for your presentation. These templates help maintain consistency across slides in terms of layout, fonts, and colors, ensuring that your presentation flows smoothly from one slide to the next. This consistency helps keep your audience engaged and reduces visual distractions.

7. Keep Slide Transitions Simple

Excessive slide transitions can make your presentation feel amateurish. Stick to simple transitions that do not delay the flow of your content. A well-timed, smooth transition keeps the presentation moving and maintains the audience’s attention(.

8. Use Short Text and Visuals

Instead of lengthy paragraphs, opt for short text supported by visuals. This keeps the focus on your spoken presentation while the slides reinforce your message. Simple images or diagrams can make the slide more visually appealing without overwhelming the audience.

By adhering to PowerPoint presentation etiquette, you ensure that your presentations remain professional, clear, and engaging. Keep your slides simple, use visuals effectively, and avoid overloading your audience with too much information. A well-structured presentation will not only capture attention but also leave a lasting impact on your audience.

Presentation design rules that support PowerPoint presentation etiquette | Deck Sherpa Blog

1. The 5/5/5 Rule

The 5/5/5 rule suggests limiting each slide to no more than 5 words per line, 5 lines of text per slide, and 5 slides in a row following these rules. This guideline keeps your content concise and prevents your audience from feeling overloaded with information. By keeping the text minimal, this rule allows the speaker to focus on engaging with the audience instead of relying heavily on reading from the slides. Additionally, this rule emphasizes using visuals and other interactive elements to make presentations more dynamic and less text-heavy.

2. The 10/20/30 Rule

Popularized by Guy Kawasaki, the 10/20/30 rule aims to create a balance between content and audience engagement. It suggests using no more than 10 slides, delivering the presentation within 20 minutes, and using a minimum 30-point font size. This rule is particularly helpful for ensuring presentations are concise and to the point. Limiting the number of slides prevents information overload, while the larger font ensures readability, even for those sitting further away from the screen

3. The 7x7 Rule

The 7x7 rule helps simplify presentations by limiting the amount of text on each slide. According to this rule, you should use no more than 7 lines of text, with no more than 7 words per line. This ensures that slides are easy to read and don't overwhelm your audience with too much information. By adhering to this rule, you can avoid clutter and keep the focus on your main points

By following these three rules as part of your PowerPoint presentation etiquette, you can create clear, engaging, and professional presentations. These guidelines ensure that your audience remains focused on your key messages without feeling overloaded by text or lengthy slides. Implementing these rules consistently will not only enhance your delivery but also help your audience retain more information.

Presentation Design Etiquette | Deck Sherpa Blog

Deck Sherpa: Ensuring Professionalism Through PowerPoint Presentation Etiquette

Adhering to PowerPoint presentation etiquette ensures your presentations are clear, engaging, and professional. By following essential rules like limiting text, choosing appropriate fonts, and incorporating data visualization, you can create slides that capture attention. These rules help convey your message effectively. Additionally, guidelines such as the 5/5/5, 10/20/30, and 7x7 rules streamline content. They prevent overwhelming your audience and keep them engaged throughout the presentation. Consistency in design is also important. Simplicity in layout and careful use of transitions and animations further enhance the audience’s experience.

For businesses looking to elevate their presentations, Deck Sherpa is here to help. As India’s leading presentation design agency, Deck Sherpa follows PowerPoint presentation etiquette rigorously across all projects, whether for local or international clients. With a keen eye for detail and adherence to best practices, we ensure your presentations are visually compelling and professionally executed. Let us help you make your next presentation impactful. Call 1800 121 5955 (India), email us at [email protected] , WhatsApp us , or fill out our Contact Form with your details and requirements to get started today!

Unlocking business success with professional presentation design services, 15 important reasons why companies need presentation designers, how to create engaging presentations: tips from expert designers.

Presentation Etiquette: Essential Tips for Engaging and Respectful Presentations

Last updated on September 9th, 2024

Whether you’re presenting at a social gathering, office meeting, family event, or school, adhering to proper presentation etiquette is essential. Good etiquette not only conveys respect for your audience but also enhances your ability to communicate effectively and leave a lasting impression. By following these key principles, you can ensure that your presentations are engaging, professional, and memorable.

Preparation is Key

Before you even step in front of your audience, thorough preparation is essential. Test all equipment, such as projectors, microphones, and speakerphones, to ensure they are functioning correctly. Arrive ahead of time to check the room setup, adjust lighting, and make sure your presentation is ready to go. Being well-prepared shows respect for your audience’s time and creates a positive first impression.

Dress Appropriately

Your attire plays a significant role in how you are perceived by your audience. Dressing slightly more formally than your audience demonstrates respect and professionalism. If your audience is casual, start with a jacket or tie, and then you can adjust by removing layers to match the audience’s comfort level. Your appearance should always be neat and polished to reflect the seriousness of your presentation.

Punctuality Matters

Being on time is a critical aspect of presentation etiquette. Arriving late sends a message that you do not value your audience’s time, which can lead to disengagement before you even begin. Make it a habit to arrive well before the scheduled time to handle any last-minute issues and start your presentation promptly. Remember, even a three-minute delay can impact your credibility.

Plan for the Unexpected

In presentations, anything can happen — from technical glitches to lost files. Always have a backup plan. Store a copy of your presentation in multiple locations, such as on a USB drive, in the cloud, or by emailing it to yourself. Additionally, consider having a printed version of your key points or slides to distribute if necessary. Being prepared for unexpected situations demonstrates professionalism and ensures your presentation continues smoothly.

Clear Communication

Clear and effective communication is at the heart of any successful presentation. Speak slowly and clearly, and avoid rushing through your material. This approach not only helps your audience follow along but also reflects that you have prepared thoughtfully. Enunciate your words, project your voice, and pause at key moments to allow your audience to absorb the information.

Maintain Eye Contact

Eye contact is a powerful tool for connecting with your audience. Make sure to look at your audience, not the screen, while speaking. This helps gauge their reactions, gather feedback, and adjust your delivery if necessary. If you sense that your audience is not engaged or is confused, take a moment to clarify or ask for questions. This interaction fosters a sense of connection and engagement, ensuring your message is well-received.

Respect Your Audience’s Time

Every audience has a limited attention span, so respecting their time is crucial. Stick to the agreed-upon timeframe for your presentation, especially in professional or business settings. Avoid going over time unless absolutely necessary and always have a time-tracking tool, such as a presentation timer or meeting time tracker app, to help keep you on schedule. Knowing when to wrap up keeps your audience engaged and appreciative of your consideration.

Use of Technology to Enhance Engagement

Consider using technology wisely to keep your audience engaged. Use tools like presentation time trackers, timers, interactive apps, or light alerts to manage your time and maintain audience interest. Consider using presentation software that allows you to present in different environments, in the cloud or without too much dependant on the platform. Also, use engaging visuals, such as images, visual slides, infographics , and video presentations , to illustrate your points effectively. However, avoid overloading your presentation with too much multimedia, which can distract rather than enhance your message.

Conclusion: Elevate Your Presentations with Proper Etiquette

By adhering to these presentation etiquette tips, you can elevate your communication skills and ensure your message is both impactful and well-received. Remember that good etiquette is not just about following rules; it is about demonstrating respect for your audience and creating a memorable experience. Keep refining these skills, and your presentations will leave a lasting impression every time.

Now, it’s your turn. Practice Your Etiquette Skills

Start applying these etiquette tips in your next presentation, and notice how they help engage and win over your audience. With a little practice, you’ll find that following proper etiquette not only improves your presentation but also boosts your confidence as a speaker.

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PowerPoint Tips - Simple Rules for Better PowerPoint Presentations

Powerpoint tips -, simple rules for better powerpoint presentations, powerpoint tips simple rules for better powerpoint presentations.

PowerPoint Tips: Simple Rules for Better PowerPoint Presentations

Lesson 17: simple rules for better powerpoint presentations.

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Simple rules for better PowerPoint presentations

Have you ever given a PowerPoint presentation and noticed that something about it just seemed a little … off? If you’re unfamiliar with basic PowerPoint design principles, it can be difficult to create a slide show that presents your information in the best light.

Poorly designed presentations can leave an audience feeling confused, bored, and even irritated. Review these tips to make your next presentation more engaging.

Don't read your presentation straight from the slides

If your audience can both read and hear, it’s a waste of time for you to simply read your slides aloud. Your audience will zone out and stop listening to what you’re saying, which means they won’t hear any extra information you include.

Instead of typing out your entire presentation, include only main ideas, keywords, and talking points in your slide show text. Engage your audience by sharing the details out loud.

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.

slide with too much text versus a slide with just enough text

Don't forget your audience

Who will be watching your presentation? The same goofy effects and funny clip art that would entertain a classroom full of middle-school students might make you look unprofessional in front of business colleagues and clients.

Humor can lighten up a presentation, but if you use it inappropriately your audience might think you don’t know what you’re doing. Know your audience, and tailor your presentation to their tastes and expectations.

Choose readable colors and fonts

Your text should be easy to read and pleasant to look at. Large, simple fonts and theme colors are always your best bet. The best fonts and colors can vary depending on your presentation setting. Presenting in a large room? Make your text larger than usual so people in the back can read it. Presenting with the lights on? Dark text on a light background is your best bet for visibility.

Don't overload your presentation with animations

As anyone who’s sat through a presentation while every letter of every paragraph zoomed across the screen can tell you, being inundated with complicated animations and exciting slide transitions can become irritating.

Before including effects like this in your presentation, ask yourself: Would this moment in the presentation be equally strong without an added effect? Does it unnecessarily delay information? If the answer to either question is yes—or even maybe—leave out the effect.

Use animations sparingly to enhance your presentation

Don’t take the last tip to mean you should avoid animations and other effects entirely. When used sparingly, subtle effects and animations can add to your presentation. For example, having bullet points appear as you address them rather than before can help keep your audience’s attention.

Keep these tips in mind the next time you create a presentation—your audience will thank you. For more detailed information on creating a PowerPoint presentation, visit our Office tutorials .

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Basic Powerful Powerpoint Presentation Etiquette

PowerPoint Etiquette Presentation

In the professional world, PowerPoint Presentations are the very first impression of your firm. They not only depict the features of a particular project but also are an efficient way to present your professionalism and attitude towards work. Therefore, it is important to look upon the basic essential PowerPoint etiquette for creating a PowerPoint presentation etiquette ppt that can make a powerful impact by using an appropriate structure, design, and content.

Consistency

One of the basic PowerPoint etiquette is to opt for a consistent and simple design template to make the PowerPoint presentations more effective and powerful. It is also crucial to be consistent in using elements like fonts, colours, and background.

Creating a logical sequence in the PowerPoint presentation etiquette ppt

A random assortment of ideas can ruin everything and make your presentation meaningless. Therefore, it is important to keep a flow while organizing the thoughts in the PowerPoint slides.

Etiquette presentation should follow the 6 × 7 Rule

This rule simply states that one should not use more than six lines or bullets per slide and more than seven words per line in their PowerPoint presentation etiquette ppt .

Have A Limited number of slides in your etiquette presentation

It is important to note that the presentation must not be too long as it can become monotonous and distract the reader as well.

Limited use of punctuation marks and capital letters

Using a lot of punctuation marks can create confusion and the extra use of capital letters can make the presentations more difficult to read.

Opting for colour contrast for background and texts

Using an attractive colour contrast can make the presentation more sequential and effective. Use light tones like beige for the backgrounds to make it appealing for the eyes. Even patterned or textured backgrounds can affect the readability of the text. One can quote important words in different colours to attract the audience. But beware! Extra dark colour combinations can have a negative impact on the overall presentation.

Etiquette presentation should avoid overuse animations

Ask anyone who has sat through a presentation can tell you that being overpowered with complicated animations and slide transitions can irritate to what extent. Before adding any effects like this in your presentation, ask questions to yourself: Is it essential to add this effect, and is the impact it is creating benefiting the look and feel of your presentation or not? Is it not unnecessarily delaying the information? If the answer to any of these questions is a yes or maybe, then completely avoid using them.

Try to use animations moderately to enhance your presentation

The above-shared tip doesn’t mean that you should avoid using animations and other effects wholly. When used in moderation, simple and subtle animations and effects can add to your presentation. Like, bullet points appearing while you are addressing your audience rather than placed beforehand can help maintain your audience’s attention. Keep all the above-mentioned tips in mind the next time you start making a presentation, and remember your audience will thank you.

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34 Presentation Etiquette [A Comprehensive list]

“You know, every time I give a presentation, one thought keeps running through my mind—where should I look? I guess making eye contact with the audience is just basic presentation etiquette,” said one of our clients for whom we’ve developed several keynote presentations.

“Yes, exactly!” I replied.

She continued, “It’s becoming a bit intimidating with all the rules and dos and don’ts of presenting. I’d really appreciate it if you could share a resource or a guide that covers all the key presentation etiquette.”

“Well, I’m not sure if there’s a perfect resource, but how about this? I’ll write an article outlining the main presentation etiquette and share it with you. I’m sure others would find it helpful, too,” I responded.

To make it easy, we’ve segregated the presentation etiquette into 3 categories i.e., preparation & delivery, audience engagement & technical & visual elements.

1. Presentation Etiquette for Preparation and Delivery

Be respectful of the audience’s time by sticking to the scheduled start and end times.

Test your equipment, such as your projector and microphone, prior to your presentation to ensure that everything is working properly.

Don’t talk too fast or too slow. Speak at a moderate pace and enunciate your words clearly.

Use inclusive language and avoid making assumptions about your audience’s background or beliefs.

Avoid using filler words such as “um,” “ah,” and “like.” They can be distracting and make you sound unsure.

Avoid turning your back to the audience for extended periods. It can be seen as a sign of disrespect.

Keep your body language open and confident. Avoid crossing your arms or legs, as it can make you appear defensive or closed off.

Don’t read directly from your slides. Your slides should support your presentation, not serve as a script.

Use clear and concise language. Avoid using technical jargon or industry-specific terms that the audience may not understand.

Use a tone that is appropriate for your message and your audience. Avoid being too loud or too soft, and make sure that your tone is in line with the overall tone of your presentation.

Use visual aids, such as graphs and charts, to help illustrate your points. But keep them simple and easy to read.

Avoid distracting or unnecessary movements, such as pacing or fidgeting.

Practice your presentation beforehand to ensure you’re comfortable with the content and delivery.

Dress comfortably for the occasion. If you’re unsure, it’s better to err on the side of formality.

2. Presentation etiquette for Audience Engagement

Be mindful of your surroundings. If you’re presenting in a noisy or distracting environment, try to find ways to minimize the distractions.

Be prepared to answer questions from the audience. Anticipate common questions and have answers ready.

Show gratitude to the audience for their time and attention. Thank them for their questions and engagement.

Make eye contact with the audience. It helps to establish a connection and can make your presentation more engaging.

Don’t use offensive or derogatory language, even in jest. It can alienate the audience and damage your credibility.

Avoid making controversial or divisive statements that could cause offense or create tension.

Be aware of your tone of voice. Use inflection and emphasis to help convey your message, but avoid sounding monotone.

Use humor sparingly and appropriately. It can help to break the ice and lighten the mood, but too much can be distracting.

3. Presentation etiquette for Technical and Visual Elements

If you’re using a remote control to advance your slides, make sure it’s working properly and within reach.

Be mindful of your posture. Stand up straight and avoid slouching or leaning on objects.

Use appropriate gestures to help emphasize your points, but avoid excessive or distracting movements.

Avoid using text-heavy slides. Use visuals to help illustrate your points and make your presentation more engaging.

Speak clearly and confidently. Avoid mumbling or speaking too quietly.

Use personal stories or anecdotes to help illustrate your points and make your presentation more relatable.

Be mindful of your facial expressions. Avoid making expressions that are overly negative or dismissive.

Use a clear and easy-to-read font for your slides. Avoid using decorative or hard-to-read fonts.

Be prepared to handle technical difficulties, such as a malfunctioning projector or microphone.

If you’re using handouts, make sure they’re printed out in advance and easily accessible.

Keep your presentation focused and on-topic. Avoid going off on tangents or introducing unrelated information.

Be prepared to adjust your presentation if necessary based on the audience’s needs or interests.

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As a presentation design agency, we have a team of experts who can help you with everything from design to delivery. So if you need professional assistance with your next presentation, feel free to reach out to us. We’d be happy to make your presentation a success!

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PLoS Comput Biol
v.17(12); 2021 Dec

Ten simple rules for effective presentation slides

Kristen m. naegle.

Biomedical Engineering and the Center for Public Health Genomics, University of Virginia, Charlottesville, Virginia, United States of America

Introduction

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.

Rule 1: Include only one idea per slide

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.

An external file that holds a picture, illustration, etc.
Object name is pcbi.1009554.g001.jpg

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.

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. 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.

Rule 3: Make use of your heading

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.

Rule 4: Include only essential points

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.

Rule 5: Give credit, where credit is due

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.

Rule 6: Use graphics effectively

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.

Rule 7: Design to avoid cognitive overload

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:

Use high contrast colors and simple backgrounds with low to no color—for persons with dyslexia or visual impairment.
Use sans serif fonts and large font sizes (including figure legends), avoid italics, underlining (use bold font instead for emphasis), and all capital letters—for persons with dyslexia or visual impairment [ 8 ].
Use color combinations and palettes that can be understood by those with different forms of color blindness [ 9 ]. There are excellent tools available to identify colors to use and ways to simulate your presentation or figures as they might be seen by a person with color blindness (easily found by a web search).
In this increasing world of virtual presentation tools, consider practicing your talk with a closed captioning system capture your words. Use this to identify how to improve your speaking pace, volume, and annunciation to improve understanding by all members of your audience, but especially those with a hearing impairment.

Rule 8: Design the slide so that a distracted person gets the main takeaway

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.

Rule 9: Iteratively improve slide design through practice

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.

Rule 10: Design to mitigate the impact of technical disasters

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:

Save your presentation as a PDF—if the version of Keynote or PowerPoint on a host computer cause issues, you still have a functional copy that has a higher guarantee of compatibility.
In using videos, create a backup slide with screen shots of key results. For example, if I have a video of cell migration, I’ll be sure to have a copy of the start and end of the video, in case the video doesn’t play. Even if the video worked, you can pause on this backup slide and take the time to highlight the key results in words if someone could not see or understand the video.
Avoid animations, such as figures or text that flash/fly-in/etc. Surveys suggest that no one likes movement in presentations [ 3 , 4 ]. There is likely a cognitive underpinning to the almost universal distaste of pointless animations that relates to the idea proposed by Kosslyn and colleagues that animations are salient perceptual units that captures direct attention [ 4 ]. Although perceptual salience can be used to draw attention to and improve retention of specific points, if you use this approach for unnecessary/unimportant things (like animation of your bullet point text, fly-ins of figures, etc.), then you will distract your audience from the important content. Finally, animations cause additional processing burdens for people with visual impairments [ 10 ] and create opportunities for technical disasters if the software on the host system is not compatible with your planned animation.

Conclusions

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 ].

Acknowledgments

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.

Funding Statement

The author received no specific funding for this work.

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How to give a good presentation that captivates any audience

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What are the main difficulties when giving presentations?

How to create an effective presentation, after that, how do i give a memorable presentation, how to connect with the audience when presenting.

If you’ve ever heard someone give a powerful presentation, you probably remember how it made you feel. Much like a composer, a good speaker knows precisely when each note should strike to captivate their audience’s attention and leave them with a lasting impression.

No one becomes a great public speaker or presenter without practice. And almost everyone can recall a time one of their presentations went badly — that’s a painful part of the learning process.

Whether you’re working within a small creative team or a large organization, public speaking and presentation skills are vital to communicating your ideas. Knowing how to present your vision can help you pitch concepts to clients, present ideas to your team, and develop the confidence to participate in team meetings.

If you have an upcoming presentation on the horizon and feel nervous, that’s normal. Around 15-30% of the general population experience a fear of public speaking . And, unfortunately, social anxiety is on the rise, with a 12% increase in adults over the last 20 years .

Learning how to give a good presentation can dismantle your fears and break down these barriers, ensuring you’re ready to confidently share your point of view.

It’s the week before your presentation, and you’re already feeling nervous . Maybe there’ll be an important mentor in the room you need to impress, or you’re looking for an opportunity to show your boss your value. Regardless of your countless past presentations, you still feel nervous.

Sharing your vision and ideas with any sized group is intimidating. You’re likely worrying about how you’ll perform as a presenter and whether the audience will be interested in what you offer. But nerves aren’t inherently negative — you can actually use this feeling to fuel your preparation.

businesswoman-speaking-from-a-podium-to-an-audience-in-a-conference-room-how-to-give-a-good-presentation

It’s helpful to identify where your worries are coming from and address your fears. Here are some common concerns when preparing for an upcoming presentation:

Fear of public speaking: When you share your ideas in front of a group, you’re placing yourself in a vulnerable position to be critiqued on your knowledge and communication skills . Maybe you feel confident in your content, but when you think about standing in front of an audience, you feel anxious and your mind goes blank.

It’s also not uncommon to have physical symptoms when presenting . Some people experience nausea and dizziness as the brain releases adrenaline to cope with the potentially stressful situation . Remember to take deep breaths to recenter yourself and be patient, even if you make a mistake.

Losing the audience’s attention: As a presenter, your main focus is to keep your audience engaged. They should feel like they’re learning valuable information or following a story that will improve them in life or business.

Highlight the most exciting pieces of knowledge and ensure you emphasize those points in your presentation. If you feel passionate about your content, it’s more likely that your audience will experience this excitement for themselves and become invested in what you have to say.

Not knowing what content to place on presentation slides: Overloading presentation slides is a fast way to lose your audience’s attention. Your slides should contain only the main talking points and limited text to ensure your audience focuses on what you have to say rather than becoming distracted by the content on your slides.

Discomfort incorporating nonverbal communication: It’s natural to feel stiff and frozen when you’re nervous. But maintaining effective body language helps your audience stay focused on you as you speak and encourages you to relax.

If you struggle to incorporate body language into your presentations, try starting small by making hand gestures toward your slides. If you’re working with a large audience, use different parts of the stage to ensure everyone feels included.

Each presenter has their own personal brand and style. Some may use humor to break the ice, while others might appeal to the audience’s emotional side through inspiring storytelling.

Watching online presentations, such as TED talks, is an excellent way to expose yourself to various presentation styles and develop your own. While observing others, you can note how they carry themselves on stage and learn new ways to keep your audience engaged.

Once you’ve addressed what’s causing your fears, it’s time to prepare for a great presentation. Use your past experience as inspiration and aim to outshine your former self by learning from your mistakes and employing new techniques. Here are five presentation tips to help you create a strong presentation and wow your audience:

1. Keep it simple

Simple means something different to everyone.

Before creating your presentation, take note of your intended audience and their knowledge level of your subject. You’ll want your content to be easy for your intended audience to follow.

Say you’re giving a presentation on improving your company’s operational structure. Entry-level workers will likely need a more straightforward overview of the content than C-suite leaders, who have significantly more experience.

Ask yourself what you want your audience to take away from your presentation and emphasize those important points. Doing this ensures they remember the most vital information rather than less important supporting ideas. Try organizing these concepts into bullet points so viewers can quickly identify critical takeaways.

2. Create a compelling structure

Put yourself in your audience member’s shoes and determine the most compelling way to organize your information. Your presentation should be articulate , cohesive, and logical, and you must be sure to include all necessary supporting evidence to strengthen your main points.

If you give away all of your answers too quickly, your audience could lose interest. And if there isn’t enough supporting information, they could hit a roadblock of confusion. Try developing a compelling story that leads your audience through your thought processes so they can experience the ups and downs alongside you.

By structuring your presentation to lead up to a final conclusion, you’re more likely to keep listeners’ attention. Once you’ve reached that conclusion, you can offer a Q&A period to put any of their questions or concerns to rest.

3. Use visual aids

Appealing to various learning styles is a great way to keep everyone on the same page and ensure they absorb your content. Visual aids are necessary for visual learners and make it easier for people to picture your ideas.

Aim to incorporate a mixture of photos, videos, and props to engage your audience and convey your key points. For instance, if you’re giving a presentation on anthropology subject matter, you could show your audience an artifact to help them understand how exciting a discovery must have been.

If your presentation is long, including a video for your audience to watch is an excellent way to give yourself a break and create new jumping-off points for your speech.

4. Be aware of design techniques and trends

Thanks to cutting-edge technology and tools, you have numerous platforms at your disposal to create a good presentation. But keep in mind that although color, images, and graphics liven things up, they can cause distraction when misused.

Here are a few standard pointers for incorporating visuals on your slides:

Don’t place blocks of small text on a single slide
Use a minimalistic background instead of a busy one
Ensure text stands out against the background color
Only use high-resolution photos
Maintain a consistent font style and size throughout the presentation
Don’t overuse transitions and effects

5. Try the 10-20-30 rule

Guy Kawasaki, a prominent venture capitalist and one of the original marketing specialists for Apple, said that the best slideshow presentations are less than 10 slides , last at most 20 minutes, and use a font size of 30. Following this strategy can help you condense your information, eliminate unnecessary ideas, and maintain your audience’s focus more efficiently.

Once you’re confident in creating a memorable presentation, it’s time to learn how to give one. Here are some valuable tips for keeping your audience invested during your talk:

Tip #1: Tell stories

Sharing an anecdote from your life can improve your credibility and increase your relatability. And when an audience relates to you, they’re more likely to feel connected to who you are as a person and encouraged to give you their full attention, as they would want others to do the same.

Gill Hicks utilized this strategy well when she shared her powerful story, “ I survived a terrorist attack. Here’s what I learned .” In her harrowing tale, Hicks highlights the importance of compassion, unconditional love , and helping those in need.

If you feel uncomfortable sharing personal stories, that’s okay. You can use examples from famous individuals or create a fictional account to demonstrate your ideas.

Tip #2: Make eye contact with the audience

Maintaining eye contact is less intimidating than it sounds. In fact, you don’t have to look your audience members directly in their eyes — you can focus on their foreheads or noses if that’s easier.

Try making eye contact with as many people as possible for 3–5 seconds each. This timing ensures you don’t look away too quickly, making the audience member feel unimportant, or linger too long, making them feel uncomfortable.

If you’re presenting to a large group, direct your focus to each part of the room to ensure no section of the audience feels ignored.

Group-of-a-business-people-having-meeting-in-a-conference-room-how-to-give-a-good-presentation

Tip #3: Work on your stage presence

Although your tone and words are the most impactful part of your presentation, recall that body language keeps your audience engaged. Use these tips to master a professional stage presence:

Speak with open arms and avoid crossing them
Keep a reasonable pace and try not to stand still
Use hand gestures to highlight important information

Tip #4: Start strong

Like watching a movie trailer, the first seconds of your talk are critical for capturing your audience’s attention. How you start your speech sets the tone for the rest of your presentation and tells your audience whether or not they should pay attention. Here are some ways to start your presentation to leave a lasting impression:

Use a quote from a well-known and likable influential person
Ask a rhetorical question to create intrigue
Start with an anecdote to add context to your talk
Spark your audience’s curiosity by involving them in an interactive problem-solving puzzle or riddle

Tip #5: Show your passion

Don’t be afraid of being too enthusiastic. Everyone appreciates a speaker who’s genuinely excited about their field of expertise.

In “ Grit: The Power of Passion and Perseverance ,” Angela Lee Duckworth discusses the importance of passion in research and delivery. She delivers her presentation excitedly to show the audience how excitement piques interest.

Tip #6: Plan your delivery

How you decide to deliver your speech will shape your presentation. Will you be preparing a PowerPoint presentation and using a teleprompter? Or are you working within the constraints of the digital world and presenting over Zoom?

The best presentations are conducted by speakers who know their stuff and memorize their content. However, if you find this challenging, try creating notes to use as a safety net in case you lose track.

If you’re presenting online, you can keep notes beside your computer for each slide, highlighting your key points. This ensures you include all the necessary information and follow a logical order.

Woman-presenting-charts-and-data-to-work-team-how-to-give-a-good-presentation

Tip #7: Practice

Practice doesn’t make perfect — it makes progress. There’s no way of preparing for unforeseen circumstances, but thorough practice means you’ve done everything you can to succeed.

Rehearse your speech in front of a mirror or to a trusted friend or family member. Take any feedback and use it as an opportunity to fine-tune your speech. But remember: who you practice your presentation in front of may differ from your intended audience. Consider their opinions through the lens of them occupying this different position.

Tip #8: Read the room

Whether you’re a keynote speaker at an event or presenting to a small group of clients, knowing how to read the room is vital for keeping your audience happy. Stay flexible and be willing to move on from topics quickly if your listeners are uninterested or displeased with a particular part of your speech.

Tip #9: Breathe

Try taking deep breaths before your presentation to calm your nerves. If you feel rushed, you’re more likely to feel nervous and stumble on your words.

The most important thing to consider when presenting is your audience’s feelings. When you approach your next presentation calmly, you’ll put your audience at ease and encourage them to feel comfortable in your presence.

Tip #10: Provide a call-to-action

When you end your presentation, your audience should feel compelled to take a specific action, whether that’s changing their habits or contacting you for your services.

If you’re presenting to clients, create a handout with key points and contact information so they can get in touch. You should provide your LinkedIn information, email address, and phone number so they have a variety of ways to reach you.

There’s no one-size-fits-all template for an effective presentation, as your unique audience and subject matter play a role in shaping your speech. As a general rule, though, you should aim to connect with your audience through passion and excitement. Use strong eye contact and body language. Capture their interest through storytelling and their trust through relatability.

Learning how to give a good presentation can feel overwhelming — but remember, practice makes progress. Rehearse your presentation for someone you trust, collect their feedback , and revise. Practicing your presentation skills is helpful for any job, and every challenge is a chance to grow.

Understand Yourself Better:

Big 5 Personality Test

Elizabeth Perry, ACC

Elizabeth Perry is a Coach Community Manager at BetterUp. She uses strategic engagement strategies to cultivate a learning community across a global network of Coaches through in-person and virtual experiences, technology-enabled platforms, and strategic coaching industry partnerships. With over 3 years of coaching experience and a certification in transformative leadership and life coaching from Sofia University, Elizabeth leverages transpersonal psychology expertise to help coaches and clients gain awareness of their behavioral and thought patterns, discover their purpose and passions, and elevate their potential. She is a lifelong student of psychology, personal growth, and human potential as well as an ICF-certified ACC transpersonal life and leadership Coach.

How to write a speech that your audience remembers

6 presentation skills and how to improve them, 3 stand-out professional bio examples to inspire your own, tell a story they can't ignore these 10 tips will teach you how, how to make a presentation interactive and exciting, your guide to what storytelling is and how to be a good storyteller, reading the room gives you an edge — no matter who you're talking to, 18 effective strategies to improve your communication skills, writing an elevator pitch about yourself: a how-to plus tips, how to disagree at work without being obnoxious, the importance of good speech: 5 tips to be more articulate, the 11 tips that will improve your public speaking skills, 30 presentation feedback examples, fear of public speaking overcome it with these 7 tips, how to not be nervous for a presentation — 13 tips that work (really), 8 clever hooks for presentations (with tips), stay connected with betterup, get our newsletter, event invites, plus product insights and research..

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Open Access

Ten simple rules for effective presentation slides

* E-mail: [email protected]

Affiliation Biomedical Engineering and the Center for Public Health Genomics, University of Virginia, Charlottesville, Virginia, United States of America

Kristen M. Naegle

Published: December 2, 2021

https://doi.org/10.1371/journal.pcbi.1009554
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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.

Introduction

Rule 1: Include only one idea per slide

PPT PowerPoint slide
PNG larger image
TIFF original image

https://doi.org/10.1371/journal.pcbi.1009554.g001

Rule 2: Spend only 1 minute per slide

Rule 3: Make use of your heading

Rule 4: Include only essential points

Rule 5: Give credit, where credit is due

Rule 6: Use graphics effectively

Rule 7: Design to avoid cognitive overload

Use high contrast colors and simple backgrounds with low to no color—for persons with dyslexia or visual impairment.
Use sans serif fonts and large font sizes (including figure legends), avoid italics, underlining (use bold font instead for emphasis), and all capital letters—for persons with dyslexia or visual impairment [ 8 ].
Use color combinations and palettes that can be understood by those with different forms of color blindness [ 9 ]. There are excellent tools available to identify colors to use and ways to simulate your presentation or figures as they might be seen by a person with color blindness (easily found by a web search).
In this increasing world of virtual presentation tools, consider practicing your talk with a closed captioning system capture your words. Use this to identify how to improve your speaking pace, volume, and annunciation to improve understanding by all members of your audience, but especially those with a hearing impairment.

Rule 8: Design the slide so that a distracted person gets the main takeaway

Rule 9: Iteratively improve slide design through practice

Rule 10: Design to mitigate the impact of technical disasters

Save your presentation as a PDF—if the version of Keynote or PowerPoint on a host computer cause issues, you still have a functional copy that has a higher guarantee of compatibility.
In using videos, create a backup slide with screen shots of key results. For example, if I have a video of cell migration, I’ll be sure to have a copy of the start and end of the video, in case the video doesn’t play. Even if the video worked, you can pause on this backup slide and take the time to highlight the key results in words if someone could not see or understand the video.
Avoid animations, such as figures or text that flash/fly-in/etc. Surveys suggest that no one likes movement in presentations [ 3 , 4 ]. There is likely a cognitive underpinning to the almost universal distaste of pointless animations that relates to the idea proposed by Kosslyn and colleagues that animations are salient perceptual units that captures direct attention [ 4 ]. Although perceptual salience can be used to draw attention to and improve retention of specific points, if you use this approach for unnecessary/unimportant things (like animation of your bullet point text, fly-ins of figures, etc.), then you will distract your audience from the important content. Finally, animations cause additional processing burdens for people with visual impairments [ 10 ] and create opportunities for technical disasters if the software on the host system is not compatible with your planned animation.

Conclusions

Acknowledgments

View Article
PubMed/NCBI
Google Scholar
3. Teaching VUC for Making Better PowerPoint Presentations. n.d. Available from: https://cft.vanderbilt.edu/guides-sub-pages/making-better-powerpoint-presentations/#baddeley .
8. Creating a dyslexia friendly workplace. Dyslexia friendly style guide. nd. Available from: https://www.bdadyslexia.org.uk/advice/employers/creating-a-dyslexia-friendly-workplace/dyslexia-friendly-style-guide .
9. Cravit R. How to Use Color Blind Friendly Palettes to Make Your Charts Accessible. 2019. Available from: https://venngage.com/blog/color-blind-friendly-palette/ .
10. Making your conference presentation more accessible to blind and partially sighted people. n.d. Available from: https://vocaleyes.co.uk/services/resources/guidelines-for-making-your-conference-presentation-more-accessible-to-blind-and-partially-sighted-people/ .
11. Reynolds G. Presentation Zen: Simple Ideas on Presentation Design and Delivery. 2nd ed. New Riders Pub; 2011.
12. Tufte ER. The Visual Display of Quantitative Information. 2nd ed. Graphics Press; 2001.

11 Speaking Etiquette Tips

Table of Contents

1. Active Listening Wins

A good public speaker demonstrates respect, empathy, and understanding when actively listening to someone. Being a good listener helps to build stronger relationships and foster better communication.

One important aspect of active listening is avoiding the urge to interrupt or talk over the speaker. Interrupting is rude and disrespectful, disrupting the flow of the conversation.

You should practice patience and self-control to avoid talking over others. You can also use nonverbal cues, such as nodding, to show you are actively engaged in the conversation.

2. Cut Filler Words

Filler words and phrases are words or sounds we use when thinking of what to say next. Common filler words and phrases include “um,” “uh,” “like,” “you know,” “ah,” and “well.”

While these filler words may seem harmless, they can make you appear unconfident or unprofessional in your speech.

Here are some tips on how to reduce or eliminate them from your speech:

Identify filler words . Record yourself speaking or ask a friend to listen to you speak and identify your filler words.
Instead of using filler words, try pausing. A brief pause can give you time to think about what you want to say.
When you speak quickly, you are more likely to use filler words. Slowing down your speech can give you time to think and reduce the use of filler words.

3. Speak With Clarity

Proper diction and pronunciation ensure your message is clear and easy to understand . Your message may be lost or misunderstood if you mumble or slur your words.

For effective communication of ideas, you should:

Take your time when speaking, and pronounce each word clearly.
Avoid using complicated or technical language that your audience may not understand.
When presenting information, use visual aids such as charts, graphs, and images to help illustrate your points.

4. Watch Your Tone

The tone of voice can emphasize the importance of certain words or phrases, making them stand out and highlighting their significance in the message. Your audience can interpret your message in various ways depending on your tone.

It can convey emotions such as anger, frustration, joy, or sadness. These emotions can impact the message, influencing the listener’s response.

It also conveys your attitude towards the listener or the subject matter. For example, a friendly and engaging tone can convey warmth and openness. This can help grab the audience’s attention.

Tips for ensuring the tone matches the intended message:

Be aware of your emotions and how they may influence your tone.
Think about the person or people you’re speaking to and how they may interpret your tone.

5. Mind Your Body Language

Body language is a powerful tool that can impact the message. It includes gestures, posture, facial expressions, and other nonverbal cues accompanying verbal communication.

When used effectively, body language can help convey the intended message clearly and strengthen the impact of the spoken words. Inappropriate or inconsistent use can undermine the credibility and clarity of the idea, just like text messages .

Body language can reinforce or contradict the verbal message. For example, if someone says they are happy, but their facial expression and tone indicate otherwise, the audience may not receive the message as genuine.

Here are some tips for using body language effectively:

Eye contact with the person you communicate with shows interest and attentiveness. It also demonstrates confidence and sincerity.
Appropriate hand gestures help reinforce the verbal message and make it more engaging.
Stand or sit up straight with your shoulders back and avoid slouching, which can convey a lack of confidence or interest.
A genuine smile conveys warmth, friendliness, and openness.

6. Show Respect And Politeness

Showing respect and politeness when speaking is crucial for maintaining positive relationships, building trust, and avoiding unnecessary conflicts . It helps create a harmonious and welcoming environment where people feel valued and respected.

Tips on how to show respect and politeness when speaking to others:

Always use polite language when speaking to others. This includes saying “please” and “thank you,” and using respectful titles such as “Mr.” or “Ms.”.
Listen actively to others and give them your full attention when they speak. This shows that you value their input and respect their opinions.

7. Steer Clear Of Controversial Topics

Conversations about controversial topics can divide people into groups, creating an “us vs. them” mentality .

To gracefully steer conversations away from controversial topics, consider the following basic rules:

Change the subject to something more neutral. Ask about the person’s hobbies or interests or a recent movie or TV show.
Use a light-hearted joke to change the subject or to lighten the mood.

8. Keep It Balanced

Give everyone a chance to speak and participate in a conversation. This ensures everyone’s perspectives and ideas are heard and valued , leading to a more comprehensive and well-rounded discussion.

Promote inclusivity and diversity. Foster respect and equality so everyone can express themselves equally.

Tips on how to balance a conversation and ensure everyone’s ideas are heard:

Before starting a conversation, clarify that everyone is welcome to share their thoughts.
Invite all participants to contribute to the conversation, especially those who may be more reserved or introverted.
When someone is speaking, actively listen to what they are saying. Avoid interrupting or talking over them, and ask follow-up questions to clarify their points if needed.

9. Use Proper Etiquette in Professional Settings

Proper etiquette is a must in professional settings. It can help you make a positive first impression, build relationships, and advance your career .

One element of public speaking etiquette is the use of formal language. Avoid slang and colloquialisms in favor of formal forms of speech. When addressing others, use appropriate titles such as Mr., Mrs. or Dr. Use last names and avoid nicknames and first names.

Here are some tips to keep in mind when navigating professional conversations:

Keep things short and simple. Make sure your comments are relevant to the topic.
Don’t interrupt other people when they’re speaking.
Don’t dominate the conversation. Ensure everyone has an opportunity to share their thoughts.

10. Apologize When Necessary

Owning up to mistakes and apologizing when necessary is crucial in maintaining healthy relationships in personal or professional settings. This helps build trust, respect, and empathy between people.

Tips for apologizing effectively and gracefully:

Make sure your apology is genuine and that you truly understand the impact of your actions.
Avoid making excuses or shifting blame onto others.
Show that you understand how your actions have affected the other person. Express empathy and understanding for their feelings.

11. Show Gratitude And Appreciation

When we show gratitude towards others, we acknowledge and value their efforts, strengthening bonds and building trust. It also makes the other person feel valued and appreciated, boosting their confidence and motivation.

Tips on how to show gratitude and appreciation in different situations:

In personal relationships:

Whether for a gift, a kind gesture, or simply being there for you, saying thank you is a simple yet effective way to express gratitude.
A handwritten note or letter can be a meaningful and personal way of expressing appreciation.

In the workplace

Whether in a team meeting or emailing the entire office, publicly acknowledging someone’s hard work and accomplishments can help them feel appreciated.
A quick email thanking someone for their hard work or assistance can be a simple yet effective way to show appreciation.

In the community:

Volunteering your time and resources for a cause you care about is a great way to show gratitude and appreciation for your community.
Donating to a local charity or organization is another way to show appreciation for your community and the people who make it a better place.

Tabitha is a curious and enthusiastic writer who believes in the power of words and the importance of good manners. Etiquette is her passion, and she enjoys sharing her knowledge with others. When she isn’t writing, she enjoys traveling, reading, and spending time with her family.

What It Takes to Give a Great Presentation

by Carmine Gallo

Summary .

Never underestimate the power of great communication. It can help you land the job of your dreams, attract investors to back your idea, or elevate your stature within your organization. But while there are plenty of good speakers in the world, you can set yourself apart out by being the person who can deliver something great over and over. Here are a few tips for business professionals who want to move from being good speakers to great ones: be concise (the fewer words, the better); never use bullet points (photos and images paired together are more memorable); don’t underestimate the power of your voice (raise and lower it for emphasis); give your audience something extra (unexpected moments will grab their attention); rehearse (the best speakers are the best because they practice — a lot).

I was sitting across the table from a Silicon Valley CEO who had pioneered a technology that touches many of our lives — the flash memory that stores data on smartphones, digital cameras, and computers. He was a frequent guest on CNBC and had been delivering business presentations for at least 20 years before we met. And yet, the CEO wanted to sharpen his public speaking skills.

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14 Dos and Don’ts for an Effective Presentation

Renderforest Staff

16 Jun 2021

7 min read

14 Dos and Don’ts for an Effective Presentation

Giving a presentation can be stressful. There are just too many balls to keep in the air: an effective opening, audience engagement, body language, visual aids, anxiety management. The list goes on.

On a positive note, public speaking and presentation skills can be learned and refined. That’s why we put together a list of 14 dos and don’ts that will help you deliver a killer presentation. If you already have your presentation idea and are wondering how to effectively develop and deliver it, this article is for you.

Let’s jump right in and explore the basic rules of making and giving a presentation.

Slideshow Presentation Basic Skills | How to Practice For a Speech

Focus on the Key Message

From the very beginning, the audience should feel that your speech is leading to something important. This is what will spark their curiosity and keep their attention focused.

Of course, to achieve such an effect, you should actually have something important to communicate. Otherwise, your audience will feel like they wasted their time (and would be right to think so). The material you present should resemble an arrow with a clear point, not an unending loop of words that leads to nowhere.

But having something worth telling is only part of the job. You also need to make sure that your entire presentation is woven around that key idea. From beginning to end, your core message should be your guiding light. Each sentence should move the audience closer to it, and by the end of the speech, leave them with a sense of illumination.

Plan the Structure

Planning your speech beforehand is the only way to avoid getting sidetracked. As you think about your message, try to structure it in a way that makes its delivery most effective for the audience.

So, how do you structure a presentation? Consider both the logical and emotional implications of your structure. First, you want to give your listeners enough background information to help them get better acquainted with the topic, but not so much as to get them bored. Once all the need-to-knows are out of the way, make a seamless transition to your main message and start laying out your arguments in a convincing way.

Also, think about the emotional effect you want to achieve in each part of your presentation. The best way to go about it is to capture your audience’s attention right off the bat, which is often considered to be the hardest part of giving a presentation.

“How do I begin a presentation?” is a question you’ve surely asked yourself. Once you’re done introducing yourself, you can jump into the presentation with a story or an intriguing question. Then, build suspense throughout the speech and release it at the end with a well-grounded closing statement.

Tell a Story

How do you present a topic? As human beings, we’re attracted to stories. This is why we go to the movies, read fiction and, yes, become all ears when hearing gossip. Thus, it’s always a good idea to begin your presentation with a story or even spice it up with one in the middle. This can make all the difference between an engaged and indifferent audience.

Need some proof? Watch this TED talk and see how the presenter wins the audience over in less than 3 minutes using the magic of a personal story (admittedly, a relatable one).

Tim Urban: Inside the mind of a master procrastinator

Keep a Conversational Tone

Many first-time public speakers try a bit too hard to make their speech expressive. As a result, their presentations appear showy and even pompous to the audience.

To prevent this, simply use a conversational tone. Feel like you are communicating your message to individual people, rather than a large alien audience. This will not only ease you up but will help the audience connect to you as well.

After all, when you really look at it, you are talking to individual people, not their aggregation.

Remember the Takeaway

What is the one thing you’d wish the audience to take away from your speech as they leave the room or the auditorium? Define it in a single phrase or sentence, using straightforward, accessible language, and present it at the end of your presentation. Keep that takeaway in mind when planning your speech, and put a special emphasis on it during the wrap-up.

Source: TED talk by Angela Lee Duckworth

Time your speech.

There’s probably a specific timeframe within which you should complete your speech. Even if it’s not rigidly set, the audience will have certain expectations as to how long your presentation will take.

Therefore, it’s important to plan beforehand the approximate time your speech should take and set a timer during rehearsals. If your presentation lasts longer than expected, make sure to leave the inessential parts out.

As you memorize your material, your speech will get smoother and faster. This will also shorten the time required for it. Thus, before making any adjustments to the length of your script, rehearse it a few times.

Do Your Rehearsals

Practice your speech as many times as necessary to build confidence. This is not to say you should memorize every single word or sentence, but you should know exactly what you need to cover at every point.

When you’re confident enough about your speech, there’s one less reason to be nervous during the presentation. You can now relax and focus on building rapport with your audience.

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Perhaps, the worst thing you can do during a presentation is to read your script. Even glancing at a paper or screen far too many times is distracting enough. What’s more, your audience will find it difficult to connect to your message, as it will all feel mechanical and staged.

The solution? It’s fairly simple: rehearse, rehearse, rehearse.

Don’t Rely on Slides

A slide should never be the main source of information for the audience. Use it as a mere extension that makes your speech more engaging or credible. Always keep in mind that your audience needs to learn from you , the speaker, not from your slide.

It goes without saying that you shouldn’t stuff any slide with text. Or include so much information (whether textual or visual) that your audience gets overwhelmed and stops following your speech. When it comes to slide design, minimalism is your best friend.

To know if you’re relying heavily on your slides or not, ask yourself this question: “Will my presentation still make sense without the slides?” If the answer’s no, then you should rethink your script. But, there’s also a fun side to this. When you free your slides of the burden to inform, they can now be used creatively and even enhance the effect of your speech.

Looks aren't everything. Believe me, I'm a model.

Notice how the presenter in the video shown above only turns to slides to highlight or demonstrate a point she made. And if you remove all the slides? The presentation will be just as complete and impactful.

Don’t Use Fancy Slideshows

How a good presentation should look like? Nowadays, there are lots of advanced presentation software and screen-sharing tools one can use to “wow” the audience. The problem with them? “Wowing” your audience with something as trivial as slides is hardly why you’re making your speech. The fewer distractions there are in your presentation, the better. Keep this in mind, and avoid using anything showy.

Don’t Talk Too Fast (or Slow)

While presenting, it’s recommended to maintain a consistent pace that’s neither too fast nor too slow. Talking fast might cause unnecessary tension in the audience, and excessively slow speech is sure to annoy them.

While different people naturally speak at different paces, it’s still something that can be worked on and modified with enough practice. You can refine your pacing during rehearsals until the preferred pace is second nature to you.

Don’t Forget Backup Slides

You’re about to start your presentation, but the internet connection is too slow, and your slides won’t load. On top of it, you didn’t follow our advice about not relying on slideshows. What do you do?

Well, if you’re considerate enough, you will have a USB flash drive with backup slides. Next time you feel like forgoing this little step, recall this scenario.

Don’t Neglect Body Language

The way you move your body on stage tells a story. And if that story is incoherent with the one you’re telling with your words, disharmony arises. Imagine a speaker is talking about peace and tolerance, yet their every movement is abrupt, hasty, and aggressive. Sure, this might be the result of nervousness, but would you still be able to connect to their message? The answer’s likely to be no.

When rehearsing your speech, don’t neglect body language. Practice standing tall, keeping your hands open, and your movements relaxed. Avoid pacing on the stage during your presentation, as it may distract or, worse yet, annoy your listeners.

Check out this TED talk by Emily Esfahani Smith. Pay attention to how her empathetic facial expressions and open hand gestures help to reinforce her message.

And, of course, don’t skip eye contact. Instead of glancing over the entire audience, pick a few individuals from different parts of the room, and establish your eye contact with them. This little trick will help you feel like you’re speaking to one person at a time. And that’s far more manageable than speaking to everyone at once.

To emphasize a point, sometimes, what you need is not words but their absence. Take a pause after you ask a question or make a strong statement. Spare your audience a moment to think, reflect, and ponder. Or leave a gap of silence right before you present something exciting to build suspense and anticipation.

No one expects you to go on talking for 10-15 minutes without a pause. Take a few seconds once in a while to breathe. Draw in deep breaths to collect your thoughts and calm your nerves if the situation calls for it. This is one of the most effective ways to relax when presenting.

These were the things good presentations include. Hopefully, you’ve learned enough from our tips and are now ready to get to work. Delivering effective presentations is not an easy task, but definitely, one that’s worth the effort. If you’d like to create a presentation for your speech or even online platforms, give these customizable templates a try.

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Observe Presentation Ethics and Etiquette

Adapted excerpt from “Secrets of Successful Public Speaking: How to Become a Great Speaker” by M.S. Rao, Ph.D.

“Don’t reserve your best behavior for special occasions. You can’t have two sets of manners, two social codes―one for those you admire and want to impress, another for those whom you consider unimportant. You must be the same to all people.” ―Lillian Eichler Watson

As a public speaker and presenter, you must observe ethics and etiquette to stand out as a professional. Observing ethics builds your credibility and adopting etiquette enhances your professionalism. Here are some ethics and etiquette you should observe during your presentation:

Be early to the venue as this creates a good impression and helps you prioritize your tasks.
Maintain proper dress code. Wear professional clothes, preferably business formal.
Keep your cell phone in silent mode.
Thank the host for giving you the opportunity to speak and greet your audience. Greet the dignitaries and other special attendees.
Demonstrate the right attitude and aptitude. Present positive body language. Maintain adequate eye contact with your audience.
Express your ideas, insights, and facts ― not your opinions.
Don’t sound harsh and rough. Keep your voice soft but strong. To improve your voice, video record and take feedback.
Avoid pointing the figure at your audience as it signals negative body language.
Avoid apologizing often for any lapses.
Use a laser pointer when you refer to a specific portion on the slides to draw the attention of your audience. Put it down when you don’t use it.
When you don’t know the answer to a question, admit honestly that you don’t know it. Don’t justify the reasons for not knowing the answer.
Don’t criticize organizers for any lapses. Don’t forget that you are there because of them.
Don’t offend your audience members. They invested their time, money, and energy to listen to your presentation.
Avoid cracking jokes directed at audience members. Have respect for all individuals and communities. A presentation is not a forum to thrust your personal opinions on others and settle your personal scores. Don’t attack your competitors in public places as it presents you in a poor light.
Handle critics carefully and hecklers assertively. Be professional while handling them. Don’t lower your dignity by attacking hecklers or critics. Apply soft skills to handle hecklers and a hostile audience.
Avoid discussing your professional fees and commercials involved in delivering your presentation.
Don’t present the wrong statistical and research findings. When in doubt, avoid referring to them. If you still want to refer unverified information, use the word, “perhaps.”
Avoid using other speakers’ content without their permission. Be original and natural in content and delivery.
Trust is the currency for any speaker. Hence, build trust and transparency to grow as a professional speaker.
At the end of the presentation, thank the audience for their presence and time and thank the organizer or host for giving you the opportunity.
Ask for feedback at the end of each presentation to improve yourself.

Manage Your Time Slot

The time slot allotted to deliver your presentation is a contract between you and your audience. You must know how to complete your presentation within the given time and honor it without encroaching into others’ programs and activities. At times, the audience might stretch your session by asking more questions. You must be very careful to stick to your presentation schedule to avoid upsetting the organizers’ other programs. It is a tough task, but you must manage it successfully.

Have a clock or timekeeper. Ask someone to remind you. If time is running out, move directly to your conclusion by emphasizing core ideas and insights. Remember that live presentation usually takes 20 percent longer than the rehearsal time. Your presentation time should includes your presentation and the Q&A session.

Don’t allow any audience member to hijack your presentation. Don’t allow the same questioner to ask you questions repeatedly. Encourage other audience members to offer their queries. Allow more members to participate actively in your presentation to make it effective and successful.

Lessons Learned

“Ethics is the maintaining of life at the highest point of development.” ―Albert Schweitzer

Professional presenters and speakers make mistakes. However, they learn lessons from their mistakes to improve and grow. Hopefully, adopting the ethics and etiquette noted above during your presentation will help you grow as a distinguished speaker and orator.

Abraham Lincoln once remarked, “Character is like a tree and reputation like a shadow. The shadow is what we think of it; the tree is the real thing.” So deliver your best without craving attention and recognition. Remember, work for satisfaction, not for recognition. If you earn recognition, treat it as a by-product. To conclude, avoid biases and stereotypes. Always provide honest information. And show respect for your audience and host to stand out as a professional speaker.

“Try not to become a man of success but rather try to become a man of value.” ―Albert Einstein

Adapted excerpt from “Secrets of Successful Public Speaking: How to Become a Great Speaker” by M.S. Rao, Ph.D. For more information, visit: https://www.amazon.com/Secrets-Successful-Public-Speaking-Speaker/dp/1628656107

Professor M.S. Rao, Ph.D.is the father of “Soft Leadership” and founder of MSR Leadership Consultants, India. He is an international leadership guru with 38 years of experience and the author of more than 45 books, including “21 Success Sutras for CEOs” ( http://www.amazon.com/21-Success-Sutras-Ceos-Rao/dp/162865290X ). He is a C-suite advisor and global keynote speaker. He is passionate about serving and making a difference in the lives of others. His vision is to develop 1 million students as global leaders by 2030 ( http://professormsraovision2030.blogspot.in/2014/12/professor-m-s-raos-vision-2030-one_31.html ). He advocates gender equality globally (#HeForShe) and was honored as an upcoming International Leadership Guru by Global Gurus ( http://globalgurus.org/upcoming-leadership-gurus ). He developed teaching tool Meka’s Method; leadership training tool 11E Leadership Grid; and leadership learning tool Soft Leadership Grid. Most of his work is available free of charge on his four blogs, including http://professormsraovision2030.blogspot.com . He can be reached at: [email protected] .

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Presentation Etiquette for the Audience

Be on time. 10-15 minutes early to gather your name badge, pick up a beverage or any food offered, and find your seat.
Turn off all electronics. Unless instructed otherwise by the presenter. There is nothing more inconsiderate than a cell phone ringing. Put it on vibrate. If the call is urgent excuse yourself or wait for a break.
Return from breaks promptly. 15 minutes means 15 minutes. By not respecting this you will hold up the class or slow it down. The presenter has information that must be covered.
Be considerate of the attendees around you. Please don’t spread your papers, folders, coffee, water etc. all over the table.
Don’t interrupt the presenter. When you disagree with the presenter or they have said something that you may have other facts or information on, please don’t interrupt the class. Wait until break and speak to the presenter one on one. The presenter has valuable information to share and a limited time to present it. It is incredibly rude to garner the presenter’s time and it changes the dynamics of the presentation. If you don’t agree, wait for the break.
Be attentive. Please don’t try to catch up with your friends during the presentation. Please don’t whisper, gossip, or show indifference, it’s contagious.

A great audience makes for a great workshop or presentation.

Comments are closed.

A collage of colorful PowerPoint designs organized into tidy rows

5 golden rules of PowerPoint design

april 30, 2024

by Deb Ashby

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. We want to ensure we are using consistent font styles, colors and themes. This can be tricky when designing from scratch, so why not start from a template?

Microsoft Create contains hundreds of pre-made, customizable PowerPoint templates, which means you don’t have to start from scratch and the fonts and colors are already set for you.

Simply choose a template from the gallery, customize it as needed, and you are done!

Screenshots of slides in a branded PowerPoint presentation, in hues of navy, maroon, and brown.

2. No walls of text

We’ve all seen PowerPoint presentations where slides contain too much text. The human brain struggles to listen and read at the same time. If you are presenting to an audience, keep the text on slides to a minimum.

Consider employing the “5-5-5" rule. No more than 5 lines, no more than 5 words, no more than 5 minutes. Think short and sharp memory joggers instead of rambling paragraphs.

Where possible, consider replacing text with visuals to represent your point. People remember images more than words.

A minimalist, black and white PowerPoint template

3. Be mindful of colors and fonts

No one wants their audience to leave with a headache after an hour of straining to read slides. We need to ensure that our presentation is easy to read for everyone – even for those in the nosebleed seats at the back! Think about the font you are using. Is it appropriate for the presentation? What about the font size? Can people at the back easily read? What about people with visual impairment? Ensure all text is at least 24pts.

When it comes to color, ensure all slides have good contrast. Dark backgrounds should have light font and vice versa.

4. Use animation sparingly

Animation can really liven up an otherwise flat presentation. However, it should be used thoughtfully and sparingly. Too much of the wrong type of animation with objects flying in and zooming around the screen, while fun, can look confusing and unprofessional.

Animation should be subtle (especially for pitch decks and other formal presentations). With every animation you add, ask yourself, "Is this going to enhance my presentation or distract from it?"

5. Engage your audience

When presenting to an audience, there is usually an awkward time before the presentation begins while the speaker waits for everyone to arrive. During this time, people may start scrolling on their phones or get distracted with work emails, and it can be hard to pull the audience back.

To avoid this issue, work to grab your audience's attention before the presentation even starts. Instead of just having the title slide on the screen, consider creating "kiosk slides." These are a series of slides that contain a combination of interesting things for the audience to look at or engage with. Maybe you have an interesting image? A funny quote or fun facts? Or maybe there is a question you want them to think about prior to the session?

Create these slides and have them automatically cycle round before the presentation starts.

A PowerPoint presentation for a whitepaper proposal.

Five rules for effective presentations

présentations, presenting, public speaking

Even if you are the bestat what you do and you are passionate, you may lack confidence when it comes to making presentations and public speaking.

Rest assured. You are not alone. Glossophobia, the fear of public speaking, is widespread. Nearly 75% of professionals have this fear. It is at the top of the list of fears over that of dying and spiders. As a professional speaker with about 50 presentations a year, I must admit that I still get nervous. French actress Sarah Bernhardt would say, “Stage fright comes with talent. ” 🙂

Since I am regularly asked for my tips for preparing effective presentations, here are my five recommendations.

I- DO YOUR HOMEWORK

What is your message? Do you want to educate, inform, survey or motivate? What do you want the participants to do after your presentation?

End this sentence: “Following this presentation participants will _____. This message is the reason for your presentation.

Who is your audience? What are the benefits for them to listen to you?

Orient your presentation on their motivations. Adjust your message according to their perspectives.

Be aware of their ability to concentrate on your message. Use their language and commonly used jargon as well.

Adapt. A presentation to your front-line employees will be very different than one to your Board of Directors.

II- BUILD YOUR PRESENTATION LIKE A SANDWICH

Give it “tweetable” title of 10 words or less. It must trigger interest without giving your “punch”. You will repeat it four to six times.

In a sandwich, the meat is supported above and below by two slices of bread, or lettuce if you are gluten intolerant. In your presentation, your message is supported by your introduction and your conclusion.

Present by following the rule of three. People have trouble remembering more than three arguments, benefits or actions.

III- BE PRESENT

Take your place in front with confidence. Smile. Make eye contact. Take a sip of water. Speak with the intention of giving and helping. Don’t expect anything in return.

Throughout your presentation:

speak slowly with enthusiasm;
take breaks do not propel yourself to “vomit” your text;
add interactivity;
vary your tone and rhythm;
remove superfluous words;
stand up straight with open body language;
move naturally without rocking;
look at people more than your notes.

Do not memorize all your text, only your introduction and your conclusion. For the rest, write bullets to trigger your memory. Trust your knowledge.

IV- PRACTICE, PRACTICE AND PRACTICE AGAIN

Repeat aloud. Do not read. Tell and invite, supported by your slides.

Register. Look at you. Criticize yourself and practice again. You know your world, skeptics and critics. Prepare also the possible objections.

Spend as much time practicing as you spend creating your presentation. Too many professionals invest all their time in preparing while neglecting the practice.

V- CREATE FAVORABLE CONDITIONS

The day before your delivery, eat comfy foods that promote sleep. Go to bed at your usual time. Do not stay up late practicing in the wee hours of the morning.

Watch what you eat and drink in the hours before your performance. No soda or sweets; your body could react with burps and farts… Maintain a high level of energy by snacking on protein foods. Minimize secretions by avoiding dairy products. Drink water at room temperature.

Dress according to your role, so you may be comfortable and in control. All the details count; from your hair to the tips of your shoes.

Test the techno and the space, ideally in the room where you will be presenting.

Fifteen minutes before your presentation, build your confidence. Arrive in the room before the other participants in the meeting. Play host. Welcome all and chat to make contact and relax.

Good preparation and practice are the best remedies for curing glossophobia. Like flying, it’s the takeoff and the landing that matter. Between the two, you are on autopilot. You know your topic. You are the one that was invited to speak. You, your message and your words are the star of your presentation, not the PowerPoint special effects.

Have fun and write to me if you need help.

This article is a translation of an adaptation written for La référence of the Ordre des conseillers en ressources humaines du Québec.

Get my free ebook Five rules to avoid embarrassment and faux-pas http://eepurl.com/kegtP

Written by Julie Blais Comeau

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16 business etiquette tips for every wo ...

16 business etiquette tips for every working professional

Business etiquette is a type of behavior that team members are expected to follow to uphold the company image and respect each other. While business culture has become more casual, it’s still critical to practice common courtesy. In this piece, we’ll explain what business etiquette is and some of the basic rules to familiarize yourself with.

People in the business world have different expectations about eye contact, body language, dress code, and dining etiquette, just to name a few. While many companies have shifted to a more casual culture, understanding proper business etiquette can go a long way. In this piece, we’ll explain what business etiquette is and some of the basic rules to familiarize yourself with.

What is business etiquette?

Business etiquette is a type of behavior that team members are expected to follow in order to uphold the company image and respect each other. Business etiquette may change from culture to culture, but when everyone understands and follows a particular set of standards, it can create a sense of unity.

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The 5 basics of business etiquette

The basics of business etiquette vary from culture to culture, and it can be particularly intimidating to understand business etiquette if you're working for a company with a culture different from the one you grew up in. However, there are some universal constants that can help you stick to the status quo as you learn the particular group dynamics and team norms at your company.

These five important business courtesies can help you make a solid first impression and show respect for your team members.

1. Be on time

Whether you’re attending an interview or daily standup meeting , being on time in a work environment shows that you respect everyone’s schedule. If punctuality isn’t something you’ve prioritized in the past, brush up on some time management tips to keep yourself organized and aware of your to-do list .

There are nuances to being on time—some cultures operate on a system of being slightly late to everything. But when in doubt, show up on time and adjust from there if necessary.

2. Recognize your team

Acknowledging others is proper business etiquette for both casual and formal work environments. When someone walks in the room at a business dinner or meeting, greet them and say hello appropriately—whether by shaking hands or following some other cultural custom.

The same rule applies if you work from home and attend daily Zoom meetings. You may not be required to get on camera in every business meeting, but speaking up and taking the time to recognize your team members can let everyone know you’re listening and make others feel noticed.

3. Dress appropriately

Dressing appropriately is subjective and will depend on whether you work in an office or from home. Some companies that work in the office every day will expect everyone to dress in business casual attire because much of the work involves face time with stakeholders or clients. Other companies who work in a hybrid environment may encourage team members to dress casually in order to promote comfort and productivity .

If you are unsure about appropriate business attire, ask your manager or supervisor for tips. It’s especially common to feel unsure if you just started a new job, but don’t be afraid to send a quick email before your first day to get a feel of the office policy. Alternatively, think back to your interview and try to remember what everyone was wearing so you can dress accordingly.

4. Respect shared spaces

Even if you work remotely, you may go into the office on occasion or share virtual spaces with your team members. Office spaces you may share with team members include a kitchen, bathroom, printer and copy room, and lounge area. Virtual spaces you may share include Google Drive folders and project management software .

The way you treat shared spaces will reflect on you as a professional, so it’s important that you label things correctly, stay organized, and respect others who also use these spaces. Business etiquette applies to shared spaces whether you’re cleaning up after yourself physically or following company processes online.

5. Build emotional intelligence

Emotional intelligence is the ability to recognize, regulate, and understand emotions in yourself and in others. Effective emotional intelligence skills can help you empathize with team members and overcome challenges. While emotional intelligence isn’t a direct rule of business etiquette, it will help you in the workplace, no matter what conflicts arise.

For example, imagine you’re behind on work and your boss suddenly adds a large, time-sensitive project to your plate. With emotional intelligence skills, you can speak with your manager to understand the relative priority of the work. Since you're already behind on work, you can express your worry about becoming overworked and work with your manager to come up with a solution of which work you can deprioritize or delegate less important tasks.

Business etiquette for remote workers

With the transition to increasingly virtual teams , the definition and practice of business etiquette has changed. In person, you may need a politely firm handshake and the right attire, but when working remotely , you’ll need to know the basics of email, phone, and video etiquette.

Email and team communication etiquette

Writing an email or communicating with your team through tools like Slack or Asana seems simple enough, but professional communication online differs from personal communication. Consider the tips below for proper email and online etiquette.

Proofread: Proofreading your emails is a hard rule of thumb that you shouldn’t ignore. While your email or project management platform may have a built-in proofreading tool, you should also look over your email before sending it out, just in case.

Be polite and professional: Even though you're not speaking face to face with your email recipient, your tone of voice will come through in your words. It’s important to be polite and professional in your copy. For example, you can use upbeat phrases like: “I hope you... thanks for... just a friendly reminder... please let me know... looking forward to hearing from you.”

Respond in a timely manner: Whenever another team member or client reaches out to you, they’re doing so for a reason. Proper email and team communication etiquette means responding to people in a timely manner, even if that means setting up an automatic response for when you’re out of the office. While you don’t need to respond within minutes, aim to respond within one or two business days.

Keep it brief: Keeping your email copy brief can get your point across quickly and save time for your reader. When you hide the main objective of your message within a lengthy email, your reader may be less likely to respond in the way you hope for.

Remember that who you’re writing to may make a difference in your email or online content. For example, if you’re communicating with other team members through Asana and Slack, you can write in a more casual tone, whereas client emails should be more formal.

Phone etiquette

Business communication often occurs through phone calls. When speaking to clients or business partners on the phone, consider the following ways to uphold business etiquette.

Don’t call unannounced: Everyone in the business world has a schedule to follow, whether they’re working around a strict project timeline or trying to prioritize a heavy workload. When you need to talk to someone on the phone, send them an email first to schedule your call. Calling unannounced can be considered bad manners because the call recipient may be unprepared to talk to you.

Use reasonable tone and clarity: Your tone of voice is important on work phone calls. You’ll need to keep a polite tone as you speak to team members or clients and be aware of your volume and clarity as well. If you speak too loudly or mumble on a professional call, your recipient may not receive your message the way you hope them to. Tone and communication can also vary based on culture, so keep cultural intelligence in mind when on the phone.

Deliver messages promptly: Just like with work emails, it’s important to respond to work voicemails promptly. You may receive emails from team members or clients asking to schedule phone calls. Respond to these emails quickly with the best time you’re available to talk on the phone.

Create a professional voicemail: Creating a professional voicemail for when you’re unavailable is proper business etiquette because it lets people know who you are, what you do, and that you’re unavailable. They can then leave you messages explaining why they’re calling.

Video etiquette

Video is one of the most popular ways for remote workers to connect. With this method of communication, you get the benefit of speaking with many of your team members in real-time, which means there are some video etiquette basics you should know.

Mute yourself: One of the biggest issues team members face on video calls is background noise coming from those who aren’t speaking. This issue has a simple fix: mute yourself when you aren’t the speaker. Muting yourself will ensure your microphone is silent so others can have the full attention of the virtual room.

Engage with your body: When on a video call, others can see how you non-verbally interact with the speaker. If you’re looking down or you’re too relaxed in your seat, you may send the message that you’re uninterested in the conversation. Sitting up straight, looking alert, and using nonverbal communication to show you’re engaged lets the speaker know you’re paying attention.

Don’t interrupt: Interrupting someone on a video call can be especially disruptive. Technology can’t always keep up with multiple people trying to speak on a video call, so interruptions can lead to glitches and confusion for everyone involved.

Dress appropriately: Video calls may only show your clothes from the waist up, but it’s still important to dress appropriately together. Your attire for video calls should follow your company’s dress code. Also consider your personal hygiene when on camera.

Working from home makes it less common that you’ll interact with team members and clients in person, but don’t forget that virtual interactions still leave lasting impressions. When in doubt, approach these interactions with the same business ettiquette and care as you would for an in-person conversation.

Improve team communication with business etiquette

The goal of business etiquette is to present a united company image, foster mutual respect for team members, and improve communication in the workplace. When teams communicate effectively, they do better work.

Effective communication doesn’t stop there. Using software can help your team work together to meet deadlines and reach goals. With team communication software, you can facilitate better communication between team members by ensuring everyone receives the right information at the right time.

Related resources

The manager’s guide to communication styles

How to give and take constructive criticism

Data-driven decision making: A step-by-step guide

Listening to understand: How to practice active listening (with examples)

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8 Simple PowerPoint Presentation Etiquette Rules You Need to Follow

What are PowerPoint Presentations?

Benefits of Using PowerPoint to Design Presentations

1. Enhances Visual Communication

2. Supports Multimedia Integration

3. Organizes Complex Content

4. Offers Flexibility in Design

5. Boosts Audience Retention

6. Time-Saving Features

PowerPoint Presentation Etiquette Rules That You Must Follow

1. Limit Text on Each Slide

2. Use Readable Fonts

3. Incorporate Data Visualization

4. Avoid Overuse of Animations

5. Choose Simple Backgrounds

6. Use Consistent PowerPoint Templates

7. Keep Slide Transitions Simple

8. Use Short Text and Visuals

Other Rules that Support PowerPoint Presentation Etiquette

1. The 5/5/5 Rule

2. The 10/20/30 Rule

3. The 7x7 Rule

Deck Sherpa: Ensuring Professionalism Through PowerPoint Presentation Etiquette

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Presentation Etiquette: Essential Tips for Engaging and Respectful Presentations

Preparation is Key

Dress Appropriately

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Plan for the Unexpected

Clear Communication

Maintain Eye Contact

Respect Your Audience’s Time

Use of Technology to Enhance Engagement

Conclusion: Elevate Your Presentations with Proper Etiquette

Now, it’s your turn. Practice Your Etiquette Skills

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PowerPoint Tips - Simple Rules for Better PowerPoint Presentations

PowerPoint Tips: Simple Rules for Better PowerPoint Presentations

Simple rules for better PowerPoint presentations

Don't read your presentation straight from the slides

Follow the 5/5/5 rule

Don't forget your audience

Choose readable colors and fonts

Don't overload your presentation with animations

Use animations sparingly to enhance your presentation

Basic Powerful Powerpoint Presentation Etiquette

PowerPoint Etiquette Presentation

Consistency

Creating a logical sequence in the PowerPoint presentation etiquette ppt

Etiquette presentation should follow the 6 × 7 Rule

Have A Limited number of slides in your etiquette presentation

Limited use of punctuation marks and capital letters

Opting for colour contrast for background and texts

Etiquette presentation should avoid overuse animations

Try to use animations moderately to enhance your presentation

Discover how we can create magic in your communication

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Ten simple rules for effective presentation slides

Introduction

Rule 1: Include only one idea per slide

Rule 2: Spend only 1 minute per slide

Rule 3: Make use of your heading

Rule 4: Include only essential points

Rule 5: Give credit, where credit is due

Rule 6: Use graphics effectively

Rule 7: Design to avoid cognitive overload

Rule 8: Design the slide so that a distracted person gets the main takeaway

Rule 9: Iteratively improve slide design through practice

Rule 10: Design to mitigate the impact of technical disasters