Ppt Preparation as I See

PPT PREPARATION AS I SEE

Dr K M Soni, Chief Engineer, CPWD, Mumbai

May 1, 2023 2

SLIDES • Choose slides from office theme (Please see

in “New Slide”• Try to adopt slide design from “Title and

content”• The content should not go beyond slide

length and breadth• For photograph, choose blank slide. Photo

should be placed within slide dimensions

ppt preparation as I see

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FONT STYLE• Font style depends upon individual’s choice

but try to choose which can be read easily• Font style may be different for headings and

body text• Font style should be same for all the

headings and similarly for all the body texts in all the slides


FONT SIZE• Headings preferably not less than 36• Body text preferably not less than 28• Try to keep same font in all the slides• In case, matter is more, make additional

slides with continued heading


ALIGNMENT• Align the headings centrally• Choose “justify” alignment for body text


COLOUR• Choose colour of heading soothing to eye• Choose colour of body text as black• For giving emphasis, few lines may be of

different colours but keep colour different from the colour of heading


MATTER• Use “Bold” text both for headings and body

text• Do not underline any matter. If attention is

required in some portion or line, use different colour

• Italic text can be used to highlight some words with different colour if desired


TEXT • In case, only bullet points are used in text,

use capitals both for headings and body text• In case, long sentence type matter is used,

use running matter with small letters as it becomes easier for viewers to read it


PARAGRAPHS • Use bullets or numbers as the case may be

but keep simple as may be– Use for sub text with different bullets or lines

with smaller size font text


ANIMATION• Use animations only if you have ample time

for presentation• For technical presentations, avoid animation• Please remember presentation of material

and duration is more important than animation


DESIGN• Design of slides should be such, it is clearly

visible to the viewers• Background colour/style should be selected

based on clarity to the viewers• Colour chosen for the body text and headings

must be compatible to the background colour/style chosen. Main criterion is clarity to the viewers


SLIDE NUMBERING• It is better to number the slides as it helps

viewers to refer it and ask questions• To keep a track of your presentation, date

and time and even name of seminar/conference/meeting can also be incorporated


CHARTS AND PHOTOS• Use of chart and photos makes presentation

interesting so include them but should be compatible to the text

• Photos may be placed as demanded by the text without compromising the font size and contents

• For giving emphasis, full slide photos can also be used but too many photos in one slide should be avoided


PUT PHOTO DETAILS ALONG WITH THE PHOTO

https://www.google.co.in/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&cad=rja&uact=8&ved=0ahUKEwiR6s6ai_vOAhVJOI8KHXoPCUsQjRwIBw&url=https://in.linkedin.com/in/kmsoni&bvm=bv.131783435,d.c2I&psig=AFQjCNHYP9fOCiKOvXHoLHPl2_O8dBi9GA&ust=1473263178534327


TABLES• Font in table text should not be less than 18• Italics should be avoided in the tables for clarity• Size of columns of Table should be as per

requirement • Place matter of the description and matter in the

centre

Sl no. Name of country Population (in million)

Remarks

1 India


SENTENCES AND SPELLINGS

• Only bullet points are welcomed and rest should be elaborated. It attracts attention also

• Spellings must be checked thoroughly and there should be no spelling mistake

• Sentences in the slides should be avoided. They provide the feeling of reading rather than presentation and thus presentation becomes dull


OLD/ILLEGIBLE SLIDES• Old slides, if copied from somewhere else,

must be clear and legible• Photographs should be clear• Similarly all charts and tables should have

clearly visibility• Remember, quality of presentation depends

upon quality of ingredients


PRESENTATION TIME

• Plan for the presentation time. Normally it is decided by the organisers

• Make your presentation for slightly more time given if you are new. You are likely to skip some part

• Make your presentation for slightly less time if you are habitual of making presentation as it will give you time for explanation

• Do rehearsal of the presentation

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NUMBER OF SLIDES

• Number of slides depends upon time available, material on slides, speed of speaker, explanation required, type of audience etc.

• Therefore, do not make a fixed rule of number of slides but prepare as per your own requirements and audience requirements



PREPARATION OF PPT

• It is always advisable to prepare presentation by yourself

• If you have made large number of presentations, you may have liberty to get it prepared from someone else

• If ppt has been prepared by someone else, correct it according to your choice and make rehearsal for the same even if you are expert


PLAN THE PRESENTATION

• Check that you are able to present what you have planned.

• Be ready for eventuality like your time may be curtailed at last moment. So plan in advance for the slides which would you just pass without explaining. Then only you will be able to present your main findings/issues

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COPIES OF THE PRESENTATION

• Always keep a hard copy of the presentation. In case some technical snag occurs, you would be able to continue presentation

• Also keep a soft copy with you• If you are going to use other’s computer,

check in advance about opening of the file.


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MAKING PRESENTATION• Do not read all the presentation. Add or

subtract during reading according to the requirement to make presentation interesting

• Make eye contact with the audience • Make sure, you are audible to the audience


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CONFIDENCE IN MAKING PRESENTATION

• Keep confidence while making presentation but do not show overconfidence

• Do not make false statements. If you are not sure, tell to the audience

• Always be polite but confident. Remember, you are not likely to be the best in this great world and someone (or many) better than you may be present in the audience


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COLLECTION OF INFORMATION

• Collect information as much as you can on the topic of your presentation

• From the available information, improve your presentation. Even if you are not improving presentation, available information will help you in refining your presentation and enhance your confidence.


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SOMETHING DIFFERENT• Think something different and include in your

presentation to make it interesting • Something different may be in what we

discussed so far or in the text or in the style of presentation or in what is not mentioned here



KNOW YOUR AUDIENCE• Remember, you are making presentation to

the audience hence prepare presentation material in a way that it is understood by the audience.

• Remember, presentation is for the audience and not for you so make presentation according to the ability of the audience

• And you know yourself so prepare and make presentation suiting to you and the audience

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CONCLUSIONS AND REFERENCES

• Include conclusions in the presentation• If findings/work of someone else is included

in the presentation, show courtesy to give him/her the credit/reference

• Continue improving presentation each time based on your past experience


Ppt Preparation as I See

Presentations & Public Speaking