and How to “Purge” Them From Your Presentations
by Jon K. Hooper, Ph.D.
guest author for iSpeakEASY
(This is a series to help enhance your PowerPoint presentations. Each edition pinpoints pitfalls that are commonly faced when planning, preparing, and presenting PowerPoint shows.)
Pitfall #3: “Accepting PowerPoint’s Defaults”
Remember the last time you bought a backpack? You slipped it over your shoulders then adjusted the straps so the pack fit your body. You did not just accept the default positions of the straps. PowerPoint comes with the “straps” present; it is up to you to adjust them to fit your presentation style and goals.
Pitfall: Using a “serif” font. The default font for PowerPoint shows is usually Times New Roman. While this is an excellent font for the printed page, the font’s serifs or finishing strokes (such as the feet on a capital “A”) make it difficult to read on a screen. A “sans serif” font (one without serifs) is better for projected visuals because it is easier for audience members to read at a distance.
To purge the pitfall: Switch to a sans serif font such as Arial or Helvetica.
Use sans serif fonts to make your slides easier to read
Pitfall: Accepting default placement of text boxes. The designers of PowerPoint’s templates simply “take a stab” at the positioning of text placeholders (aka “text boxes”). They have no way of knowing exactly what position will create the most aesthetically appealing and properly balanced design for your situation because they do not know how many words, bullet points, etc. you’ll put into the text placeholders. Think of PowerPoint’s templates as blueprints. When designing your dream house, you would always tweak the architect’s initial blueprint. Do the same with PowerPoint’s templates.
To purge the pitfall: Reposition text boxes to enhance the aesthetic appeal of slides. In the example shown in Figure 2, the default placement of the text box for the bullet points did not provide enough of an “aesthetic margin” on the left side of the image (i.e., the bullet points are simply too close to the left edge). Moving the text box a bit to the right really improved the design of the slide.
Move text boxes to improve the aesthetics
Pitfall: Accepting default template backgrounds. You wouldn’t hire a new employee that is “close enough” rather one that is “right on.” The same holds true when selecting a PowerPoint template. Don’t accept a PowerPoint template when you know in the back of your mind that there is one or more aspect of its background that needs tweaking.
To purge the pitfall: Learn how to edit the “Slide Master” so you can delete or alter distracting background elements. The example below shows an overall design and color scheme that is fine, yet the key on the left side of the template simply doesn’t relate to the message the slide is trying to transmit. Simply deleting the key solves the problem.
Change your backgrounds to fit your message
Final Thoughts PowerPoint’s designers set up the program to meet a majority of peoples’ needs. This doesn’t mean that the program’s defaults will meet your needs. Enhance your shows and make them stand out by tweaking the defaults a bit. Your audiences will appreciate your efforts.
Dr. Jon Hooper has over 30 years of experience helping natural and cultural resource professionals enhance the effectiveness of their communication efforts. He is a professor of environmental interpretation at California State University, Chico and is the owner of Verbal Victories Communication Consulting. email@example.com.
For workshops on improving your presentations, visit www.iSpeakEASY.net. We help you profit from your words.