Perspective
Pointers for PowerPointers
By Colin Segovis
A geek's perspective on how to effectively use PowerPoint in the classroom.
For the past few years, I have watched technology push its way into the medical school classroom. PowerPoint, video, Web sites, podcasting—each has been heralded as a next step in the evolution of the delivery of curriculum. But is the use of technology improving the learning experience?
Speaking as someone who has spent countless hours sitting in lectures, I don’t believe it has. Technology is supposed to remove barriers. Instead, it has decreased interaction between faculty and students and increased anxiety among faculty members forced—or expected—to use it.
Before you call me anti-technology, I want you to know that I am a geek. I will eat a diet of Ramen noodles in order to afford the latest, fastest laptop or newest iPod. In addition to being an M.D./Ph.D. student at Mayo Medical School, I’m a member of my medical school’s technology team, on which I support and develop educational technology. I am one of those people whom faculty and students call when anything goes wrong with their computer, their microphone, or their PowerPoint presentation.
Microsoft’s PowerPoint has become the de facto standard for any presentation. But its pervasive presence in the classroom, boardroom, and lecture hall has also led to its abuse. So common are PowerPoint infractions that Gen. Hugh Shelton, former chairman of the Joint Chiefs of Staff, banned PowerPoint from military briefings in 2000, according to a Wall Street Journal article published in April of that year.
Presenters assume that they know how to create an effective PowerPoint presentation. The problem is that almost no one uses PowerPoint solely for its intended purpose—as a visual aid. Instead, they often rely on it as a substitute for teaching.
As I’ve come to the rescue of presenters, and as I’ve sat through poorly done presentations, I’ve learned some lessons about how to use, rather than abuse, PowerPoint.
Timing is Everything
Some of the scariest words I ever heard a faculty member utter were “60 minutes, 90 slides, no problem.” Delivering a barrage of slides does not facilitate retention. Rather, it’s like assaulting your audience. You overwhelm them to the point where all learning is lost and they are left in a state of shock. How many slides should you use in your presentation? A general rule is one to one-and-a-half minutes of lecture per slide. Keep in mind that more complex slides take more time. And when planning your time, don’t forget to allow for questions.
Be Prepared
A run-through before the big day can spot technology problems before they happen. Most problems I have seen with technology in the classroom have been the result of unfamiliarity with the equipment. Many people find technology a source of anxiety, and a phrase I commonly hear is “just make it work.” As disconcerting as this may sound, there is no way to guarantee that your presentation will work. However, you can do a few things to maximize your chances of success.
1. Know what technology is available in the room you’ll be using for your presentation. What type of computer is in the room, a PC or a Mac? Is there a hookup for your laptop? What type of video player does the room have, VHS or DVD?
2. Love your techie. The AV and/or computer tech is the unsung hero of any presentation. Take a moment to introduce yourself to the tech and make your needs clear. And, when your presentation is over, be sure to thank your techs for the effort they put into making you look great.
3. Know how to “drive” your presentation. Can you navigate your PowerPoint presentation easily? Do you know how to start your video? Practice with the equipment before the presentation.
4. Show up at least 10 minutes early to the presentation. This is one of the hardest suggestions to follow, given most lecturers’ schedules. But 10 minutes is all the time presenters usually need to ensure that their presentation will work.
5. Have a backup plan. Often, a piece of technology that is critical to your presentation will fail. What do you do? Do you wait and lose precious time while the tech gets it up and running—and possibly lose your audience? You should have a backup plan such as using printed transparencies of your slides on an overhead projector or doing a chalk talk.
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Simple is Beautiful
How much information should be placed on a slide? Although there are many philosophies about this topic, the prevailing opinion is that less is more. One rule I tend follow is that if I have to decrease my font size below 24 points to fit all the information on a slide, then I’m trying to include too much. Avoid lengthy bullet points, lots of bullet points, and paragraphs. Your audience can listen to you or read the slide, but it is surprisingly difficult to do both.
This is Not a Reading Test
PowerPoint should augment your presentation, not define it. PowerPoint is a tempting crutch for the presenter, and reading slides is one way to make sure that you’re not forgetting any of the information you wish to present in your lecture. The problem is that continually reading slides will cause your audience to lose interest. Although you may be thinking you never read slides, you’d be surprised to find out you actually do. I once asked a friend to count the number of times I read from a slide while practicing a presentation. I was surprised to find that I read approximately 10 percent of my slides. Those same slides contained lots of bullet points or text.
A Picture is Just a Picture
A liver section may look like a liver section to a pathologist, but it won’t to a first-year medical student. For that reason, any figure used in a PowerPoint presentation should have a title. This concept eludes many presenters. Slides with figures should be able to stand alone from the presentation. The extra minute required to label a figure will greatly enhance its effectiveness and credibility.
Color Me Readable
Colors have meaning, both on a personal level and as a statement. Some presenters couldn’t care less about the colors used in their PowerPoint presentations; others want to have what’s on screen match what they’re wearing. Unfortunately, what works for clothing doesn’t always work for slides. A yellow and white striped shirt can be striking, but yellow text on a white background is hard to read. When developing a PowerPoint presentation, consider the following rules: First, use a color pallet with high-contrast colors. Light text on a dark background, or dark text on a light background are ideal. Also consider using backgrounds with subtle textures, as busy ones can detract from your message. Whatever colors you choose, keep the color pallet limited and consistent. Multiple text or background colors used haphazardly throughout a presentation are distracting and can steal attention from your message. Also, remember that some members of your audience may be color blind, so avoid red on green or vice versa.
Font Wisdom
Serifs are the small feet found on each letter; fonts without these feet (sans serif fonts) are easier to read on a computer monitor or projection screen. If you decide to use a special font, keep in mind that it may not be installed on the computer you’ll be using during your presentation. If the font you choose is not on the computer, the words on your slides may end up looking like they’re written in cuneiform. If you do decide to use a unique or uncommon font, embed the font in your presentation. Embedding a font is usually as simple as changing the saving options (see PowerPoint’s help documentation for a detailed explanation). To avoid the chance of the text on your slides appearing garbled, stick to common fonts such as Arial, Verdana, or Tahoma.
Transitions and Animations
Special effects such as animation or fancy transitions between slides can enhance a presentation if they have a specific purpose. But they can be easily abused. You may think it’s cute to have each letter in a word appear sequentially, as if being typed, but your audience may find it tedious and annoying.
Know Your Shortcuts
A number of keyboard commands can help you navigate through your presentation with style. For example, pressing “B” blackens the screen, and pressing “B” again brings your presentation back. Another trick I use is to place cues, such as a single letter, in the lower right-hand corner of my slides. A letter in 12-point type in the corner of a slide is small enough that the audience does not notice it but can prompt you as to what is on the next slide.
Get to the Point
Use laser pointers sparingly and carefully. There is no need to point to every word on the slide with the laser pointer unless you are expecting us to follow the bouncing ball and sing along. There is also no need to keep the laser pointer on at all times, especially if you talk with your hands. I have been hit in the eye by a laser on more than one occasion. One of my colleagues even experienced motion sickness because the presenter was moving the laser pointer erratically.
Patience is a Virtue
Computers are becoming faster every day, fueling a perception that they should respond instantaneously to your commands. The truth is, they cannot. PowerPoint files can be enormous, often as large as 20G. I have seen presenters click the mouse in order to advance a slide or start a movie, receive no response from the computer, and then continue clicking until they suddenly find their presentation has jumped 20 slides ahead. Before you start madly clicking on the mouse during your next presentation, stop, think, and wait for the computer to catch up with you.
There are Alternatives
Some people are tired of the “look” of PowerPoint, thus it is worth knowing that there are alternatives. OfficeFX (www.instanteffects.com/products_officefx.html) augments PowerPoint with visual effects; Keynote (www.apple.com/iwork/keynote/) is Apple’s version of PowerPoint; Impress (www.openoffice.org) is an open-source alternative for presentations; Freelance Graphics (www-142.ibm.com/software/sw-lotus/products/product2.nsf/wdocs/freelance) is Lotus’ presentation software. When using enhancers or alternatives to PowerPoint, bring your own laptop with the software or make sure the computer you will be using has the software installed.
We are taught from the first day of medical school that effective communication is critical to our success as physicians. We need to remember that technology will not automatically enhance communication. I hope that these tips will decrease your anxiety, increase your effectiveness, and bring power to your PowerPoint presentations. MM
Colin Segovis is a student in the M.D./Ph.D. program at Mayo Medical School.