The Microsoft PowerPoint has been regarded as one of the common and most helpful application is the academe and in offices. It is as ubiquitous as other Microsoft Office components like Word and Excel. Many other graphical presentation programs have arrived and tried to topple the PowerPoint’s dominance, but until have failed to remove the king of digital visual aids.

Basically, this program allows students, professors or employees or even managers and employers to create visual aids for their reports, lectures, seminars and presentations. The presentations created through this program help users to convey information and message in a more effective and more efficient manner.

It seems, however, that students and other users fail to use PowerPoint presentations to their full potential. How? While it is possible for a student, a professor, an employee or a manager to deliver a lecture with mastery and ease, the rate by which their target audience would capture, understand and absorb the conveyed message would be lower than if the reporter used visual aids like a PowerPoint presentation.

Why? It is because when the audience listens to the one making the presentation or report, they use their sense of hearing to capture the message or presented information. However, when the audience listens to the reporter and sees the visual aid, they are now using two senses to capture the message – the senses of hearing and seeing. These two senses combined would allow the audience to better capture and absorb.

While graphical aids do enhance a report or a presentation, they are not the object of the event. When PowerPoint presentations become the centre of one’s report, their full potential are not anymore realized. PowerPoint presentations should only complement or support what the student, professor, employee or manager are presenting.

For a graphical presentation to be effective in enhancing a report or lecture, it has to be something that is appealing to the audience but at the same time does not take away their full attention from reporter or lecturer. An effective PowerPoint presentation allows the reporter to convey his message without taking away the essence of the full report or lecture.

There are many ways how a student, a professor, an employee or a manager could make his or her PowerPoint presentations achieve their full potential before and during a report or lecture. Here are some of them:

  • Most presentations are based on already printed or created reports or lectures. Read first the report and create a PowerPoint presentation based on the material. One is suggested to breakdown the report into smaller parts that would be included in the presentation.
  • Do not try to compress as much information into a single slide. It is better to include only the main points of a paragraph rather than pasting all the sentences in a slide. Overcrowding makes the presentation look chaotic and unsightly. Overcrowding also lowers the rate by which audience could retain the information written on a slide.
  • Avoid using different templates and backgrounds for each slide. It is advisable to use a uniform template and background throughout the presentation.
  • Using graphics like pictures and videos and audios are recommended, only if they could help make the report more understandable. Using too much graphics and audios will only take the attention from the report to them. The presentation by then has turned into a multimedia show.
  • The reporter should not read the presentation while reporting. The source of the information is the reporter, not the presentation. The presentation only aids the reporter in conveying the message to the audience.