How To Make A Good PowerPoint Presentation

How To Make A Good PowerPoint Presentation

PowerPoint Presentation

Online meetings have become part of our professional life with hybrid and remote work becoming commonplace. Virtual presentations supported by professional presentation transcription services allow you to reach more people at the same time. One of the best ways to convey your ideas in virtual meetings is by using PowerPoint presentations. Approximately 35 million PowerPoint presentations are given each day by an estimated 500 million users worldwide, according a Poll Everywhere. Slide shows can simplify complex messages or information, display relevant images, help hold your audience’s attention, and keep your meeting on track. However, to succeed, you need know how to make a good PowerPoint presentation. Here are some tips and tricks to deliver an exceptional slideshow to inform and engage participants.

  • One slide for each idea: The golden rule is one idea per slide. This is important to avoid clutter and overcrowding, and make the slide look clean and professional. Limit the number of words on each screen and use simple words and key phrases to convey information. Use punctuation sparingly. Have only one line of text for each point and test the font size. Make sure all elements on each slide are large enough to be seen easily by your audience.
  • Align information consistently: Images and words should be aligned consistently and placed in such a way that the audience’s gaze follows the information naturally. The position, size, shape and color of your visuals should clearly tell your audience the correct sequence of your points. The purpose of the slide presentation is to create visual interest and emphasize the key messages.
  • Include impactful images: Images speak better than words. As with text, you can use images to reinforce your main points. Use powerful images that offer vision and context. But avoid putting too many images on one slide. If you can’t find the right images, keep to brief, concise text.
  • Limit the number of slides: Using too many slides leads to information overload. Once you have prepared your slides, review them and use slides that are only absolutely necessary and adds to your point when words alone are not enough. Your decision should be based on quality and not on quantity. Focus on the right number to convey your key points.
  • Use custom slide design: Built-in slide layouts come with a choice of content layouts that feature a blend of placeholders for text boxes, images, and more. As all the designs and slides are defined, you only need to add your custom text and images. If you are creating a template for your company, include a custom theme with the company’s brand colors and fonts. Place your company logo in a corner of the screen.
  • Avoid flashy images and unnecessary animation: Animations can pep up your presentation. As far as possible, use simple and reliable slide transitions and animations. One way to use animation effectively is to bring your audience’s attention to a certain keyword or insight you want to emphasize. There are free sites for animated PowerPoint templates and slide decks and they offer a substantial flexibility so that you can customize them to your own requirements.
  • Keep graphs and charts streamlined: When building them consider what you want to convey to your audience, whether the information is relevant for your audience and how it links to your overall presentation. Key tips: limit the number of graphical images on each slide and use only a minimum of four colors on one chart.
  • Practice, practice: Rehearsing your PowerPoint presentation is the best way know if your slides serve their intended purpose. Practice in front of people – colleagues, friends, or family members. Their reactions and feedback can play an important role in boosting your confidence in the content you created or helping you improve your slide show. “Even if you have the best visuals in the world, you need to practice in front of someone else, says Paul Jurczynski, the cofounder of Improve Presentation (ideas.ted.com). PowerPoint’s Presenter Coach is another option to practice your slideshow and receive feedback. You will receive tips on the screen during your rehearsal and a full report for review after it’s complete. This is a great way to make sure you’re prepared to start your real presentation.
  • Be prepared for potential tech malfunction: Equipment malfunction or incompatible interfaces can crop up at any time. So be prepared with a back-up of your presentation on a tablet or laptop and be ready to switch if needed. Always have handouts or a poster ready if your visuals don’t work. Prevention is the best solution. Practice using the equipment before the real event and make sure you have tech support at hand. Know your content well, practice it and be ready to engage your audience, know your content, practice it and be prepared to engage your audience even if the technology fails. Have handouts and posters ready if you have no slides to present.

Virtual presentations allow teams to stay aligned on projects, and are a useful sales tool and great option for business reviews, new feature/product introductions or regular reporting. Varying the content in your oral presentation is important to keep participants engaged and interested. A recent article in Forbes Business recommends using information that will help you best achieve the learning objective such as news, data/stats, stories, quotes, formulas/models, questions, and interaction. Professional transcription services can capture the content of virtual presentations accurately. Presentation transcripts can be stored and searched online and provide your audience with a permanent record of the content. Users can search the transcript for text to verify what was said.

Why Are Transition Words Important In Presentations?

Why Are Transition Words Important In Presentations?

Transition Words

Businesses use presentations to communicate with both their employees and external audiences. Remote presentations became the norm when coronavirus struck, with companies continuing to rely on business transcription agencies to convert the audio/video recordings into accurate, well-formatted documents. Whether it’s a pitch about a new product or project idea, it needs practice to deliver a good presentation. One of the most important things for a successful presentation is to engage and hold your audience’s attention. This is where transition words or speech transitions come in.

Purpose of Signalling or Transition Words

Making a presentation is not just about conveying a lot of knowledge. You need to link all the points together and convey your ideas clearly and concisely to your audience. Signalling or transition words are words, phrases and sentences that help your audience understand the flow of your speech or presentation. Using transitions in presentations helps to:

  • Link different points or topics together
  • Emphasize ideas
  • Link to a story
  • Move from one point to another
  • Summarize or conclude

Good speech transitions allow your audience to understand the connection between the different ideas in your presentation.

Types of Speech Transitions

There are different types of speech transitions that can used in the introduction, outline, body, and conclusion of presentation, including language to refer to visual aids. Here are the most common types of transitions:

  • Introduction – After you have welcomed the audience, you can introduce the presentation topic by saying: I am going to talk about… or the subject of my presentation is…
  • The overview or outline – This transition is used to go move from the introduction of the presentation to the main part. You can say: I will divide my talk into three parts…or, let’s look at the reasons for this problem and three things we can do about it. At this point, you can also inform your audience about questions, by saying “There will be a Q&A session at the end of the presentation”.
  • The body – The next step is moving smoothly to the body or main gist of your presentation as well as its individual sections. Here are some examples:
    • Introduce a main point by saying: ‘A major concern is’… or ‘The crux of the problem is’
    • Go on to connect different points with: ‘The second concern is’… and ‘the third concern is’…
    • To rephrase a main point – say: ‘Let me put that another way’… or ‘in other words…’
    • Make a departure from the main topic with: Incidentally… or this reminds me about…
    • Compare points with: Likewise… or similarly….
    • Give an example: Let me give you an example of this… or take the case of…
  • The conclusion – To conclude, you need to summarize the main points. Examples of transitions that can be used include: In conclusion…; to summarize…; therefore… thus, you can see that…
  • References to visual aids – Presentations include visual materials such as diagrams, tables and other illustrations and using the right transitions is important to introduce them to your audience. Provide comments or explanations with phrases like: this graph shows…, the next slide illustrates…

Transitions are important and must be practiced in a team presentation, according to a mannerofspeaking.org article. The way a team makes a presentation shows how united the team members are as they work towards achieving their goal. When one member has finished speaking, an effective transition has to be used to bring the next member on stage. The key points to include in the transition are:

  • A brief summary of the part covered by the member who has spoken
  • Name and designation of the next speaker
  • A brief outline of what they will present

Crafting effective transitions depends upon identifying the words or phrases to indicate the logical connections between the main points of your presentation. A digital transcription service provider can provide you with an accurate text version of everything voiced in your presentation to ensure a quality record and also enhance access to the content.

Common Presentation Mistakes and How to Avoid Them

Common Presentation Mistakes and How to Avoid Them

Presentation Mistakes and How to Avoid Them

Presentations are nerve-wracking for most people. The key to giving an effective presentation is prepare well and use good slides and other materials. This will give you the confidence you need and help you relax, which is important to perform well. Presentation transcription services are a practical option to add high quality captions and scripts to your slides or document the entire video for reference or reuse.

TED Talks are the best example of killer presentations by people in academics, science, politics, business, and entertainment, some of whom, according to head of TED Chris Anderson, “feel deeply uncomfortable giving presentations”. TED Conferences grooms inexperienced speakers to develop, practice and deliver presentations that people love watching. One of their best known stories is that of the 12-year-old Masai boy named Richard Turere who invented a solar-powered light system to keep the lions out of the cattle pen. When TED invited him to speak at their 2013 conference, they worked with him to help frame his story, present the introduction, and describe events in a logical sequence. After months of practice, Richard finally gave his TED talk and received a standing ovation.

Deploying the right strategies can help you deliver a good presentation. But you should also be aware about the mistakes to avoid. Here are some common presentation mistakes and tips to avoid them.

  • Dimming the lights: Try to keep the lights on when you begin, says Drew Provan in his book Giving Great Presentations. Dimming the main lights is a routine practice before presentations start. Provan points out that this will leave the audience looking at the slides and paying no attention to the speaker. By keeping the lights on, you can maintain eye contact with your audience. People can also see the slides. However, dimming the lights would be helpful if the presentation involves photographic material such as xrays or scans, which cannot be seen in well-lit rooms.
  • Reading off the slides: Never read off the slides. This will give the impression that you are unprepared and also bore your audience. If you keep reading the slides word-for-word, it will create a barrier between you and your audience. To add value to your presentation, know your material well and present it confidently. Marketing and brand consultant Jeff Magnuson recommends keeping a printed copy of the slides out in front of you or having the laptop facing you so that you can check where you are (www.glassdoor.com).
  • Too many slides with too much writing and bullet points: What you say should be the focus of the presentation. PowerPoint slides and other materials are only meant to help the audience better understand matters. Don’t use too many slides with too much text – keep things simple and retain just enough text to act as a prompt for you. Harvard Business Review reports that one McKinsey partner instructs his new MBA hires to reduce PowerPoint decks and replace every 20 slides with only two slides (www.hbr.org). The article also recommends avoiding bullet points and using photos along with text instead. That’s what Steve Jobs did.
  • Not rehearsing: As Forbes points out, an effortless presentation takes hours of work. It’s not about simply reviewing your material ahead of time – it’s about putting in the hours of deliberate practice until you can deliver your presentation effortlessly. Practice improves performance and will boost your confidence, allowing you to take and answer questions from your audience easily. How many times should you rehearse? Inc.com explains that the best TED speakers practice their talk several times and recommends practicing thoughtfully at least 10 times.
  • Not personalizing your presentation: To hook your audience, your talk should be interesting. Personalize your presentation – use a question, a startling statement, an anecdote or a video. If you have data, you can explain it through stories. People relate to and remember stories. Steve Jobs motivated Apple’s employees with compelling stories at his presentations. Bill Gates created a “wow moment” in his now famous TED talk on reducing the spread of malaria by walking out to the center of the stage, and opening the lid of a small jar containing non-infected mosquitoes. He made a compelling point about malaria by releasing a swarm of mosquitoes on his unsuspecting audience.
  • Focusing on only people in the front row: Provan says that many people make the mistake of talking only to people in the front row. Presentations are not a one-on-one, but the best speakers focus on reaching out to every person in the audience. As you speak, scan the room and make each person feeling you are addressing them directly. Best practice is to look at the audience by dividing the room in sections such as left, right and center.
  • Improper posture and body language: Body language is one of the most important elements when it comes to interacting with your audience. Avoid slouching or leaning. Stand up straight and tall, but be relaxed and natural. Use facial expressions and hand movements correctly to explain and communicate your message. Using them incorrectly will make you look uncomfortable and even irritate your audience. Things to avoid include fidgeting, crossed arms, not making eye contact, not smiling, and jiggling your legs and constantly settling your standing position (www.lifehack.org).

Rambling on for long periods is another mistake to avoid. Keep it short as short as possible and focus on the most important points. Allow your audience to ask questions during the course of your presentation. Pay attention to what people have to say – it is as, if not more important, than what you have to say.

Using professional transcription services to create a written record of a video or audio presentation and posting them online can increase engagement with the content and help SEO. Closed captions will provide people who have hearing impairments with full access to the video content.

How to Prepare and Deliver an Impactful Business Presentation

How to Prepare and Deliver an Impactful Business Presentation

Business PresentationPresentation transcription is one of the most common services provided by business transcription agencies. Business presentations are a powerful tool to secure new investments, attract big clients, deliver project updates, and generally inform, educate, inspire and influence their targeted audiences. However,pulling off a flawless, professional presentation requires practice and skill and knowledge about the tactics to impress your audience. Here are some tips to prepare and deliver a powerful business presentation.

Preparing Your Presentation

First, decide on your presentation tool. PowerPoint is the most popular presentation software, but there are several other resources that you can choose from to deliver your message effectively. These include digital whiteboards, cloud-based presentation maker Visme, Google slides, Projeqt, Apple’s presentation software Keynote, and much more. Choose the option that best meets your needs.

The next step is to make an outline of the concepts you want to cover. Organize your thoughts and make a rough draft of what you’re going to discuss.

Decide on the sequence of your presentation. This can be easily done when you have an outline of the topics you want to cover. You can use a simple flowchart or use real storyboards to define the order of the ideas you’re presenting.Ensure a logical order, with a clear introduction and conclusion.

Determine the type of visual aids you will need. Good visuals are important to explain your ideas. Used effectively, visual aids such as interactive whiteboards, flip charts, handouts, slides, moving pictures, and posters can add impact and enhance audience involvement. However, make sure that you use visual aids well or else they can ruin your presentation.

Delivering Your Presentation

A poor presentation is a waste of time, money and business opportunities. You need to develop good presentation skills to deliver an effective presentation and make an impression on your audience. Whether you are an experienced presenter or a beginner, these tips can help you improve:

  • Connect with your audience: For this, you need to be well prepared, so practice how you will deliver. Record your presentation and play it back. Look confident and pay attention to how your voice sounds. Make sure you don’t overcrowd your PowerPoint slides. Keep your audience on track and don’t let the discussion deviate from the main topic.
  • Ask your audience what they would like to learn/hear: If you are not giving a presentation on a specific topic, ask your audience what they would like to hear and which will make the best use of their time. This is not an easy thing to do as it could mean that you may have to deliver your presentation out of order. However, a recent Forbes article says that this technique would be ideal if you are addressing a small audience of 3 to 8 powerful people or when you’re in a boardroom.
  • Think strategically: Focus your presentation around what you want to happen when it’s over. Think about what you want your audience to remember afterwards and work on gaining their trust. Don’t let them lost track of the key message. Summarise the important information that you want them to remember. For instance, Steve Jobs may have used an Apple slide with quite a lot of text when presenting the iPod, but he would have used are vealing transition to begin, such as… “Now I’m going to tell you about some of the amazing features of the iPod” After this part of his talk, he summarized… “So that’s the iPod – it’s beautiful, it’s fast; it’s your whole music library in your pocket”.
  • Prepare well: Know your material. This means having a good idea about what you want to cover, statistics, goals, and questions that the audience may ask. Use simple stats that your audience can understand easily. Familiarize yourself with the visual aids you intend to use.
  • Capture your audience’s attention: Establish your credibility. Tell a short story about your background relevant to what you are going to tell them or narrate an experience that went into shaping the presentation or conclusion. You can also use other references that support your information and are directly related to the topic.
  • Business PresentationAsk thought-provoking questions: Before you start discussing the key topic, ask a thought-provoking question. This will make your audience think about the material in the right context and make it easier to convey your message.
  • Use a conversational tone: Business News Daily cites James Ontra, CEO of presentation software company Shufflrr as saying that presentations are corporate story-telling. To sound conversational, Ontra recommends visualizing your slides and creating an image in your mind for each one. This will help you talk about it in a natural way rather than read what’s written on the slides. Focusing on one friendly face in the audience will make your task easier.
  • End effectively: A lot depends on how you end your presentation. After the concluding Q&A, close effectively. You can use a powerful quote that people will remember or a compelling short story or case study that ties the main points back to the presentation and how the content presented affects others.Use the last few minutes of the presentation to emphasize the call to action you seek.

If you want your presentation to reach a wider audience, get it transcribed. Digital transcription companies can convert your audio into accurate text with high-quality captions, allowing people to watch and understand presentations even without sound.

Tips for Creating and Hosting a Productive Webinar

Tips for Creating and Hosting a Productive Webinar

WebinarWebinars have emerged as an effective tool for experts in a specific field to share information. Digital transcription agencies convert the content of the presentation into text, making it accessible to a wider audience. Businesses host webinars in the form of events, presentations, and training for far-flung customers or a remote workforce. A well-recorded video/audio training session with the right visuals and graphics along with methods for real-time interaction can be a truly cost-efficient tool. There are small business management webinars, Facebook and Instagram free marketing webinars for business, and social media webinars. The exciting Know your Sun webseries hosted by the National Solar Observatory (NSO) provided information about cutting-edge research in the field of solar science and what happens during the eclipse, and even gave kids and adults fun ideas to engage in the eclipse.

Many organizations have used interactive videos effectively. Econsultancy reported on how Mended Little Hearts, a charity for children with congenital heart disease used an animated, emotive video in a campaign to show how donating money can transform the lives of those affected.

Maybelline New York roped in a popular fashion blogger to make an interactive tutorial video for Big Eyes Mascara, showcasing four different looks based around a single core product. The audience could view different beauty tutorials and select the style and context of each one, such as ‘rebel chic’, ‘day’ or ‘night’, etc. Such interactive video webinars can prompt an immediate response from viewers.

To serve their purpose, webinars must be done right. Here are some tips for creating and hosting a productive webinar:

  • Customize communication to the audience: The key to a successful webinar is to study your audience and their current level of knowledge and expertise, and deliver content to fill their gaps. A webinar that targets customers should address their concerns. Regardless of your audience, your webinar would be productive only if it demonstrates your expertise and provides them with something they consider valuable.
  • Use the right webinar tool: There are several great webinar resources out there, including customizable webinar platforms. You need to do some research and find the right tool. Today’s webinar software allows participants to join in from their computer, mobile phones or tablets. Modern collaborative technologies run in a regular browser and do not require download of additional software or complicated codes. There is webinar software with inbuilt features that permit social media integration, allowing you to invite people, share the content, and also enable attendees to promote for you. They also come with archiving capabilities and certain editing features. The recorded webinars and video transcription can be uploaded on your website. Choose a tool that will take you through the entire process smoothly, enhance attendee experience, and address concerns such as security, integrations, and required downloads.
  • WebinarCreate and deliver impressive content: A webinar offers only limited time to provide information on a large number of ideas and concepts. That’s why it’s important to have impressive butcrisp content that can deliver the most within the stipulated time-frame. When you create the blueprint for the virtual presentation, make sure you include graphics and minimize textual matter. Use powerful visuals such as slide transitions, videos, animations and charts that will interest your audience. Audio is the key to a virtual presentation and crucial for its success, but keep verbal explanations short in view of the time constraint. Using interesting facts, real stories, and examples can support your message. Good content enhances understanding. Don’t forget to encourage audience participation in the presentation via questions or polls. This will help keep them focused.
  • Develop good speaking skills: Speak clearly and confidently, and avoid mumbling as it will fail to convey the information. If you have a quiet voice, consider using a pinned microphone. Stick to a natural pace and vary tone to emphasize important information. Use pauses effectively to make a point and give the audience time to consider what was said.
  • Do a test run and get feedback: It is a good idea to test your webinar before running it with live attendees. You can attend your test run by yourself or with a partner so that you can get feedback, which will help you improve on any shortcomings. You can re-record after the test run.
  • Record, transcribe and save your presentation: While a webinar takes place in real-time, the visuals may be recorded. Make sure that your entire presentation is recorded and saved. Participants who want to revisit the content as well as those who could not attend the webinar can listen to the recording later. Recording is also useful for trainers who may want to market their webinars to a new group of participants. Transcripts can help people with hearing disabilities. An experienced audio transcription service provider can handle multiple speakers, various accents and background noises and ensure quality documentation.
  • Include call-to-action: A marketing webinar should contain a clear and concise call-to-action that tells the audience exactly what you want them to do next, such as try/test your product, download your white paper, register for your next event, and so on. Effective calls-to-action can drive conversions.
  • Send out reminders: To maximize attendance for your webinars, send out reminders with a link to join to those who have registered.

Webinars are a cost-effective tool to convey information, improve collaboration and reach out to a wide audience – without travel expenses and inconvenience. However, success with webinars requires planning, training, and practice. Presentation transcription services facilitate post-webinar evaluation, so that you have the information you need to modify and improve for your next event.

Resourcefulness of Presentation Transcription

Resourcefulness of Presentation Transcription

Presentation transcription is one of the major services that an experienced and reliable legal transcription company offers. Presentations are often indispensable since nothing is as effective in getting the point across in a powerful yet interesting manner. They are used by attorneys, prosecutors and law firms to make their point clear. PowerPoint presentations can convey complex and advanced concepts in simpler and more effective terms.

How Outsourcing Presentation Transcription Helps

Presentation TranscriptionTranscribing presentations is one of the clearer transcription tasks since the details are quite legibly presented. However, presentations and slide shows can also be presented orally as part of conferences or meetings. An experienced transcription company can offer transcription of the entire meeting along with the presentation.

It can also provide real time transcription of such presentations followed by the question-and-answer session. It has the technology to transcribe video or audio recordings of PowerPoint presentations or carry out live recording and transcription of the session. Presentations through podcasts and webcasts can also be captured. Apart from PowerPoint presentations, reliable legal transcription service providers can also transcribe those created with other software, courtroom presentations, hearings, and trial presentations.

Transcribing Presentations within Videos

PowerPoint presentations are often part of videos. Not only does it serve the needs of presentations in meetings or for posting in blogs, but it also helps in communication within the organization on important aspects. An experienced transcription company would be capable enough to handle any kind of transcription requirement.

What makes an experienced presentation transcription service versatile is the training and experience of its transcribers who are not only skilled in gleaning the details of a video, but are also equipped with state-of-the-art software that can help in data capture, the actual transcription process, and subtitling. These features help in accurate transcription and also facilitate greater user-friendliness of the transcribed video containing the PowerPoint presentation.

Verbatim or Non-verbatim Transcription

The transcripts of presentation sessions could be verbatim or non-verbatim, and the transcribers are trained in legal terminologies and procedures. Before handing over to the client the transcripts are also edited by legal experts to ensure that there are no mistakes. With non-verbatim transcription false starts, filler phrases, unnecessary words, etc can be avoided. Slang and grammar issues are also fixed.

Outsourcing presentation transcription is cost-effective and worthwhile. The right legal transcription company can capture all the details from a slide show or a presentation.