These resources are adapted from Garr Reynolds' "Presentation Zen".
Keep it Simple
Presentation software was designed to display graphical information that supports the speaker and supplements the presentation. The slides themselves were never meant to be the star of the show (the star, of course, is your audience and your connection to them). People came to hear you and be moved or informed (or both) by you and your message. Don’t let your message and your ability to tell a story get derailed by slides that are unnecessarily complicated, busy, or full of what Edward Tufte calls chart junk. Nothing in your slide should be superfluous.
Your slides should have plenty of empty space (sometimes called white space or negative space). Do not feel compelled to fill empty areas on your slide with your logo or other unnecessary graphics or text boxes that do not contribute to better understanding. The less clutter you have on your slide, the more powerful your visual message will become. In the words of Edward Tufte, “What can be done with fewer is done in vain with more.”
Use Pictures
According to the Picture Superiority Effect, pictures are remembered better than words—especially when people are casually exposed to the information for a very limited time. When recall is measured immediately after exposure, pictures and words are similar. The effect strengthens after ~30 seconds, as cited in Universal Principles of Design. “Use pictures and words together, and ensure that they reinforce the same information for optimal effect.”
Keep this effect in mind when designing slides with images and text that support a narrative. Visual imagery is a powerful mnemonic tool that helps learning and increases retention compared to, say, witnessing someone read words off a screen.
Where can I get images?
Subscription sources: Adobe Stock, Shutterstock, iStockphoto, Storyblocks, Canva.
Free sources with good images:
Don’t Create Slideuments
Slides are slides. Documents are documents. Attempts to merge them result in the “slideument” (slide + document). Much death-by-PowerPoint suffering could be eliminated if presenters clearly separated the two before they start planning.
Projected slides should be as visual as possible and support your point quickly and powerfully. The verbal proof, evidence, and emotion come mostly from your spoken word. Bullet-after-bullet slides benefit no one. The best slides may have no text at all and will be virtually meaningless without your narration. If someone asks for your “slides,” consider sharing a written handout that expands your content—or record a video of your talk—and share the link.
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Do this instead.
Aim for High Signal to Noise Ratio
From Universal Principles of Design: the signal-to-noise ratio (SNR) is “the ratio of relevant to irrelevant information in a display. The highest possible signal-to-noise ratio is desirable in design.”
Ensure the highest possible SNR by designing slides clearly and removing elements that don’t support the message: ambiguous labels, decorative lines/shapes, unnecessary icons, heavy tables, and ever-present logos/footers. If an item can be removed without compromising function, minimize it or remove it. In short: “Every element in a design should be expressed to the extent necessary, but not beyond the extent necessary.”
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Do this instead.
Design for the Back of the Room
Most presentation visuals fail because text is too small. Make text large enough for the last row to read easily. Fill the screen and make elements easy to see. In Slide:ology, Nancy Duarte notes that slides are like roadside signs—the audience should grasp the meaning in a few seconds.
“Presentations are a ‘glance media’ — more closely related to billboards than other media.... Ask yourself whether your message can be processed effectively within three seconds.” — Nancy Duarte
Like a billboard, slide elements—especially type—must be large enough to be seen and understood instantly from a distance. Make it big and make it clear. This also applies to videos or online talks often viewed on small screens.
Make Images Large (often full screen). One large, powerful image usually beats several small ones. If you need comparisons (e.g., Before/After or Then/Now), place images side-by-side—but keep each one as large as possible.
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Use the Principle of Contrast
We are wired to notice differences. Contrast gives design its energy. Make elements that are not the same clearly different. Create contrast with space (near vs. far), color (dark vs. light), type (serif vs. sans, bold vs. narrow), and position (top vs. bottom, isolated vs. grouped), etc.
Every good design has a clear focal point. If all items have equal weight and weak contrast, viewers don’t know where to look. Strong contrast attracts interest and clarifies the message; weak contrast bores and confuses.
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Use the Rule of Thirds
The rule of thirds helps create balance and visual interest. Imagine your slide divided into a 3×3 grid; align key elements along grid lines or at their intersections. This simple composition technique often yields more dynamic, engaging slides than strict centering.
Quality examples of Rules of thirds.
Use Clear Charts & Graphs
The kinds of visual displays of quantitative information you use in a presentation depend on your unique objectives. The only rule concerning the display of data—besides telling the truth—is simplicity. You can achieve simplicity in the design of effective charts, graphs, and tables by remembering three fundamental principles: restrain, reduce, emphasize.
Restrain
The hardest thing to do is edit yourself—to stop adding more. Most presenters include too much information in a display. Charts and graphs can be hard enough for the audience to see, so we should be careful not to make it more difficult for them by adding superfluous elements that do more harm than good. Clutter such as footers, logos, and decorative items create noise. Your job is to include as much as necessary, but no more. Success fundamentally depends on making good decisions about what to leave in and what to leave out, and this requires you to exercise restraint.
Reduce
Many quantitative displays can become more effective if you simply reduce the nonessential. Decide what to remove by reminding yourself what is important. Ask yourself:
- What will the display really show your audience?
- How will it help them to see your point?
- What is the essence of the point this particular chart helps to make?
- Are any elements in this slide nonessential?
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Emphasize
Where do you want the eyes to go on your chart first? What is most important? Make this clear to the audience. Two simple methods help:
- Use contrast (e.g., a distinct color) to highlight the most important data.
- Write a declarative headline instead of a label. For example: “Reported cases of influenza decreased by 17% in 2021” is far clearer than “Reported cases of influenza (2021).”
Choose Font Wisely
Serif
Readable at large sizes
Sans Serif
Great for projected slides
Serif — Bold
Use for emphasis
Slab Serif
Block-like serifs, strong impact
Keep it simple and make text large. One fundamental distinction is whether a typeface has serifs. Serifs are the small details at the ends of strokes. Sans means without—so a sans serif typeface lacks those details. Generally—and this is a big generalization—sans serif is best for projected slides; however, at large sizes even a serif typeface (e.g., Garamond) is legible, and a slab serif (e.g., Rockwell) can be excellent. Sans serif is often preferred for billboards and signage. The key is type that can be understood in an instant.
When you increase type size, character spacing may look too wide—reduce tracking/character spacing to tighten it. Line spacing can also appear too generous at large sizes—adjust leading accordingly. The samples above show serif, sans serif, bold serif, and slab serif.
Use SHORT Videos
Use video and audio when appropriate. Video clips showing concrete examples promote active cognitive processing—the natural way people learn. You can play clips directly within your slide software. Video can illustrate your point and provide a change of pace. Audio clips (e.g., interviews) can help as well. Avoid cheesy built-in sound effects.
Embed your video, use full screen at 1080p if possible. You can even play silent clips while you narrate live. For example, in this TED talk, filmmaker Louie Schwartzberg speaks while remarkable video plays above him—an approach you can use in class, at a conference, or any speaking event.
Use colors with purpose, choose just a few.
Color is emotional and persuasive. Research shows color can increase interest and improve comprehension and retention. Cool colors (blue, green) recede and work well for backgrounds; warm colors (orange, red) advance and are effective for foreground elements like text.
In dark rooms, dark backgrounds with light text can work. If lights stay on (often advisable), a white background with dark text maintains visibility better. Usually, choose a small, consistent palette for a unified feel. Use color to direct attention, highlight, and make meaning—not for decoration.
Limit the use of animation and transition effects.
Use object builds, effects, and slide transitions judiciously. Movement grabs attention—use it with care. Subtle animations (e.g., a simple “Wipe Left-to-Right” for an occasional bullet) can help. Overuse (e.g., “Move” or “Fly” on every slide) quickly becomes tedious. Limit transitions to a small set and avoid placing transitions between most slides.
Some subtle motion can aid understanding—but do not overdo it. The more you use an effect, the less effective it becomes. A little goes a long way.
Spend time in the slide sorter
According to the Segmenting Principle of multimedia learning theory, people comprehend better when information is presented in small chunks. Slide Sorter view reveals the logical flow of your narrative. You may decide to split one dense slide into two or three, creating a more natural progression.
Slide Sorter also gives you the 35,000-ft view of pacing, helping you spot—and remove—extraneous visual elements to increase clarity and improve communication.
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University of Dayton Olli