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How to design effective Powerpoint® documents Layout, structure and messages November 2008
Objective : why this document ? ,[object Object],[object Object],[object Object],[object Object],Free download at : www.thepptlibrary.com
Executive summary ,[object Object],[object Object],[object Object],[object Object],[object Object],Free download at : www.thepptlibrary.com
L ayout
First, you have to choose a very simple and standard format ,[object Object],[object Object],[object Object],[object Object],[object Object],- Example of a consulting template (BCG) - Source : BCG presentation to LA Harbor Commission 06Mar08  Free download at : www.thepptlibrary.com
You have to be consistent all through the document Your document has to be professional.  Try to imagine you’re designing a book that will be printed and sold. 1 4 3 2 Use the same font all through your document (but you may include some variations : bold, italic or underline). Choose a sans-serif font (ex : arial or helvetica). Do not use too much colors. 2 hues maximum (1 for highlighting messages), plus the text color (black is best). For each hue, you can use a  different  brightness Try to use the same line spacing all along your document Try to avoid cliparts (especially Powerpoint ones : everybody already saw them a thousand times elsewhere) Free download at : www.thepptlibrary.com
It will speed up your document production and enhance communication effectiveness ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Document production Communication effectiveness Free download at : www.thepptlibrary.com
Each part of the document format has its own objective Each page tells a different story 1 2 3 The headline tells the story The content explains the story The kicker-box tells the implications of the story Free download at : www.thepptlibrary.com 1 3 2
The headline tells the story : only one single message per page ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],The headline A well written headline focus attention on the message the page conveys 1 Free download at : www.thepptlibrary.com
The content explains the story : use all the elements you need to make your audience understand easily 2 Well-ordered bullet-points  Examples Content  of the page Diagrams Maps Charts or data tables All these elements should help you design a content that explains clearly very complex messages Free download at : www.thepptlibrary.com
[object Object],[object Object],[object Object],The kicker-box tells the implications of the story for your readers and audience 3 Kicker-boxes will make your presentations and reports more effective Free download at : www.thepptlibrary.com
S tructure
Each part of a presentation has its own purpose and is necessary Body Title page Objectives Summary Next steps Executive Summary Should be as explicit as possible Summarizes the storyline and the key messages Tells  the purpose of the study / report / presentation Tells the whole story Tells the key messages again Explains what will happen next Level of attention at its peak 1 2 3 4 5 6 Free download at : www.thepptlibrary.com
The title page is as important as the rest of the document ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Free download at : www.thepptlibrary.com
The executive summary should summarize the storyline and the key messages Summarizes the storyline Should fit on one single page Contains the key messages  Contains the key results numbers (revenue, loss, market share…) Executive summary Free download at : www.thepptlibrary.com
The key messages are greatly dependent from the context of your presentation The different kind of objectives of your document ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],The audience / readers Free download at : www.thepptlibrary.com
An effective presentation should be a logical series of headlines that tell the whole story Arguments  and supporting evidences Arguments  and supporting evidences Arguments  and supporting evidences Arguments  and supporting evidences Arguments  and supporting evidences Free download at : www.thepptlibrary.com from the beginning to the end and follow the storyline to help your client understand your  reasoning should logically follow the previous one Each headline
You should define your key ideas from the main findings and facts from your work ,[object Object],Use a  logic tree to organize and gather the main facts and findings and define your key ideas - Analysis step : finding the key ideas - Transforming the key ideas in key messages will be the first step of effective communication Free download at : www.thepptlibrary.com
You have to develop a message-based story by organizing arguments to support your key messages - Communication step : finding the arguments - ,[object Object],Main supporting arguments (major sections of your document) Arguments  (with facts and evidences on each page) Free download at : www.thepptlibrary.com
A storyboard will help you visualize your document during its design You wanted to know the main reason for… We set up an exhaustive diagnosis… The main findings were… Because of… And of… We recommend that… The main opportunities are… But one big  threat is… Therefore our action plan will be… Free download at : www.thepptlibrary.com
To increase your effectiveness you’ll have to revise and refine your storyboard over the course of the project Structure + first hypothesis or ideas Final version of your document First draft of your document Successive versions of your document Start Finish - Evolution of the storyboard - When in project, start to design your storyboard at the very beginning Free download at : www.thepptlibrary.com
A storyboard will help you design your storyline, especially when working in team Helps to check the state and progress of the document Helps to communicate ideas Helps to check the logic flow  (is my story coherent ?) Allows to visualise each page of the document Storyboard Organizes the document production among the team Free download at : www.thepptlibrary.com
The best way to make your storyboard is to print your pages and glue them on the wall ,[object Object],[object Object],Glued on brown-paper or flip On the computer screen Use the slides sorter on Powerpoint Print your powerpoint slides Evolutive Communication  tool       - Different ways to do storyboarding - Free download at : www.thepptlibrary.com
M essages
Each headline should tell a value added message It has to be a real sentence that expresses an idea. There should be no ambiguity in your message ,[object Object],[object Object],[object Object],Free download at : www.thepptlibrary.com A sentence Explicit Linked to the content Headline
It has to be a real sentence ,[object Object],To be written ,[object Object],[object Object],[object Object],[object Object],[object Object],Free download at : www.thepptlibrary.com To be avoided ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
The type of your messages depends on the objective of your document and therefore of your involvement - Objective - - Type of message & examples - Tell facts Inform ,[object Object],[object Object],Convince Give  opinion ,[object Object],[object Object],Trigger  action Advise ,[object Object],[object Object],Level of involvement - + Free download at : www.thepptlibrary.com
The same measures or facts could lead to the 3 types of messages ,[object Object],[object Object],[object Object],Results / objectives Salary Correlation : salary vs  results/objectives - example- Free download at : www.thepptlibrary.com
Your sentences have to be short, sharp and active Write short sentences and avoid too much adverbs and adjectives :  the message will be understood quickly. Tighten up your writing ! Be sharp and direct :  it will focus your audience / reader on what should be remembered Use verbs in active form :  Active form is especially meaningful as you describe work that you have completed or are in the process of completing.  Message with sharp and short sentences are easily remembered Sentences Free download at : www.thepptlibrary.com
Summary ,[object Object],[object Object],[object Object],[object Object],Free download at : www.thepptlibrary.com
C heck-list
Document Quality Check-list One can understand the main idea of the document from the title The executive summary gives the key messages of your document Headlines are linked logically and tell a story The objectives of the document are clearly told at the beginning In all pages, the content support the headline There’s only one message per page The sentences are short and direct Every element on each page is useful to understand the story (no useless elements) Each headline is explicit (and is a real sentence) The layout is simple There are diagrams, charts and maps to support my messages (not only bullet points) There are few colors used in the document There are no cliparts (especially Powerpoint one’s) The kicker boxes answer a « so what question » All the pages are consistent Layout Structure Messages Free download at : www.thepptlibrary.com

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design powerful powerpoint documents

  • 1.  
  • 2. How to design effective Powerpoint® documents Layout, structure and messages November 2008
  • 3.
  • 4.
  • 6.
  • 7. You have to be consistent all through the document Your document has to be professional. Try to imagine you’re designing a book that will be printed and sold. 1 4 3 2 Use the same font all through your document (but you may include some variations : bold, italic or underline). Choose a sans-serif font (ex : arial or helvetica). Do not use too much colors. 2 hues maximum (1 for highlighting messages), plus the text color (black is best). For each hue, you can use a different brightness Try to use the same line spacing all along your document Try to avoid cliparts (especially Powerpoint ones : everybody already saw them a thousand times elsewhere) Free download at : www.thepptlibrary.com
  • 8.
  • 9. Each part of the document format has its own objective Each page tells a different story 1 2 3 The headline tells the story The content explains the story The kicker-box tells the implications of the story Free download at : www.thepptlibrary.com 1 3 2
  • 10.
  • 11. The content explains the story : use all the elements you need to make your audience understand easily 2 Well-ordered bullet-points Examples Content of the page Diagrams Maps Charts or data tables All these elements should help you design a content that explains clearly very complex messages Free download at : www.thepptlibrary.com
  • 12.
  • 14. Each part of a presentation has its own purpose and is necessary Body Title page Objectives Summary Next steps Executive Summary Should be as explicit as possible Summarizes the storyline and the key messages Tells the purpose of the study / report / presentation Tells the whole story Tells the key messages again Explains what will happen next Level of attention at its peak 1 2 3 4 5 6 Free download at : www.thepptlibrary.com
  • 15.
  • 16. The executive summary should summarize the storyline and the key messages Summarizes the storyline Should fit on one single page Contains the key messages Contains the key results numbers (revenue, loss, market share…) Executive summary Free download at : www.thepptlibrary.com
  • 17.
  • 18. An effective presentation should be a logical series of headlines that tell the whole story Arguments and supporting evidences Arguments and supporting evidences Arguments and supporting evidences Arguments and supporting evidences Arguments and supporting evidences Free download at : www.thepptlibrary.com from the beginning to the end and follow the storyline to help your client understand your reasoning should logically follow the previous one Each headline
  • 19.
  • 20.
  • 21. A storyboard will help you visualize your document during its design You wanted to know the main reason for… We set up an exhaustive diagnosis… The main findings were… Because of… And of… We recommend that… The main opportunities are… But one big threat is… Therefore our action plan will be… Free download at : www.thepptlibrary.com
  • 22. To increase your effectiveness you’ll have to revise and refine your storyboard over the course of the project Structure + first hypothesis or ideas Final version of your document First draft of your document Successive versions of your document Start Finish - Evolution of the storyboard - When in project, start to design your storyboard at the very beginning Free download at : www.thepptlibrary.com
  • 23. A storyboard will help you design your storyline, especially when working in team Helps to check the state and progress of the document Helps to communicate ideas Helps to check the logic flow (is my story coherent ?) Allows to visualise each page of the document Storyboard Organizes the document production among the team Free download at : www.thepptlibrary.com
  • 24.
  • 26.
  • 27.
  • 28.
  • 29.
  • 30. Your sentences have to be short, sharp and active Write short sentences and avoid too much adverbs and adjectives : the message will be understood quickly. Tighten up your writing ! Be sharp and direct : it will focus your audience / reader on what should be remembered Use verbs in active form : Active form is especially meaningful as you describe work that you have completed or are in the process of completing. Message with sharp and short sentences are easily remembered Sentences Free download at : www.thepptlibrary.com
  • 31.
  • 33. Document Quality Check-list One can understand the main idea of the document from the title The executive summary gives the key messages of your document Headlines are linked logically and tell a story The objectives of the document are clearly told at the beginning In all pages, the content support the headline There’s only one message per page The sentences are short and direct Every element on each page is useful to understand the story (no useless elements) Each headline is explicit (and is a real sentence) The layout is simple There are diagrams, charts and maps to support my messages (not only bullet points) There are few colors used in the document There are no cliparts (especially Powerpoint one’s) The kicker boxes answer a « so what question » All the pages are consistent Layout Structure Messages Free download at : www.thepptlibrary.com