Organisation: University of Calgary
Category: Presentation Aids
Description: Creating Presentation Aids
General Guidelines
The following guidelines are useful when preparing presentation aids:
Make drafts or mock-ups of aids; then use them during a rehearsal. Consider asking someone to view the rehearsal and to make suggestions as to the appropriateness of the aids and any improvements that could be made. Immediately make note of suggested improvements as they are identified.
Rehearse with back-up aids as well. A presentation using electronic media may run smoothly but using flip charts for the same material may be a little awkward at first.
Don't create aids at the last minute. Poorly developed and thought out aids will make a presenter look ill-prepared and can ruin a good presentation.
Guidelines for Text and Graphic-Based Aids
Text-based aids may be in the format of overhead slides (transparencies, 35mm slides, computer based projections), white or chalk boards, or flip charts. They are excellent tools for conveying information as well as keeping both the speaker and audience on topic. Unfortunately, many presenters go overboard on these aids (e.g., too many, too much information) thus sabotaging the presentation. Others make the mistake of creating works of art, drawing focus away from the content of the presentation. The following guidelines are targeted towards overhead slides however much of the information is applicable to other text and graphic-based aids as well other presentation media such as posters.
Content
The most important thing to remember about the content is to keep it simple. A few simple guidelines will help achieve this:
Each slide (or page) should contain no more than 5 to 6 lines of text with no more than 5 to 7 words per line, allowing the audience to read the entire slide within 10 seconds. Greater content per slide will result in the audience reading throughout the entire presentation rather than listening to the presenter.
There is no single rule regarding the number of slides that should be used in a presentation. Opinions vary from one slide every thirty seconds to one every five minutes. The ideal number will depend on the content and format of the presentation as well as the style of the speaker. It is better to use simple and more slides than complex and few.
Avoid using a number of text slides in series.
At least half of the slides should contain graphics to maintain interest and prevent the audience from reading the presentation. These graphics should be related to the presentation and not just be included for artistic impression.
Graphics should not be complex. The audience should be able to interpret the meaning of the slide within 5 seconds.
If presenting data, only present what is meaningful and pertinent. Do not present raw data in slides.
Check spelling and grammar !!! Computer spell checkers are useful but won't catch words that have been spelled right but used incorrectly.
Use of Colours
The use of colour can dramatically improve the comprehension of slides when used effectively. The selection of these colours can be based on many factors- mainly physiological, and psychological or perceptual.
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Contact:
University of Calgary
2500 University Drive NW
Calgary, Alberta, Canada T2N 1N4
(403) 220-5110
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