How to Design a Professional PowerPoint Presentation

by on 10th February 2011 with 39 Comments

Our recent series of tips on presentation design outlined some generic rules and ideas that you can live by to create better, more professional presentation. Today we want to follow that up by taking you through the actual process of designing a presentation from start to finish.

We’ll break down every step of the design process, from choosing colors and images to using whitespace properly. After reading through this you should be all set to design your own beautiful presentation slides that will put your coworkers to shame.

A Word About Content

I usually make a big deal about content preceding design, and presentations are no exception. Ideally, you’ll have the topic and much or all of the content outlined before you even think about design. This will in every way shape the appearance of your design, which is why working from pre-built templates isn’t always the best move (though generic templates can and do work great in some circumstances).

The reason that I bring this up is that I don’t really have an actual presentation in mind for this project. I’ll be running with a basic theme, but the textual information will be entirely placeholder copy. Your image, font, color and layout selection shouldn’t necessarily match mine but instead reflect the topic and content you’re working with.

Choosing A Color Scheme

Before I even open Photoshop (yes, I design PowerPoint/Keynote slides in Photoshop and drop them in, thought it helps if you do the te), I want to find a color scheme on which to base my entire design. When I need to quickly find several colors that go together I usually start with Kuler. Not only is it a great way to build your own color schemes, it’s an outstanding source to find schemes built by others that you can just grab for your projects.

As luck would have it, I liked the very first color scheme I saw upon opening Kuler. “Keep the Change” was featured on the home page and looked like a great place to start for our presentation design.

screenshot

Now, if you wanted to get everything exactly right, you could make a list of the RGB or Hex values, but I prefer a quicker, more direct route. What I usually do is snap a screenshot of the color scheme, paste it into my document and stretch it across the canvas on its own layer for easy access. This way I can quickly activate the layer, eyedropper the color I want, then hide the layer and get back to work. It’s a bit like having a palette of colors to dip your paintbrush in.

screenshot

Designing Your Cover Slide

Now that we have a color scheme, the design work is going to be much simpler. One trick that designers often use in presentations is to leverage the color scheme as heavily as possible. If you’re new to design, you’ll likely think that this is too easy, too plain or even that it’s cheating somehow, but trust me, it’ll be much more attractive and professional than that horrid Microsoft clipart library you love so much.

To start, simply grab one of your colors from the scheme you chose and flood the background of your slide with it (I chose #631c25). Good job, there’s your background. Don’t freak out. It’ll look great. Now let’s throw in some typography.

Choosing a Font

Font choice is a major issue for non-designers. The tendency is to think that most fonts are “boring” and to look around for something exciting and fun. This inevitably leads to the use of Comic Sans or some other equally hideous font.

screenshot

Unless you’re an elementary school teacher, your presentations should never look like this. Instead, why don’t you try one of those “boring” fonts to see if you can come up with something you like.

Combining fonts can be a tricky task and can take a trained eye to pull off. Fortunately, font designers have already created collections that work well together and if you’re not a designer, they make it easy to pull off great typography. The trick is to just stay in a family. Again, I know this sounds lame, but it works really well if you make sure the two styles you choose are very different.

For instance, I chose a Helvetica Bold Condensed and a Helvetica Light for my cover slide. Notice how different the fonts are from each other in terms of thickness. Choosing two styles that are relatively close causes visual confusion and should be avoided as a general rule of thumb. Instead, what you want is contrast and plenty of it.

screenshot

Alignment and Layout

Notice a few things about the way I set up this slide. First, I used a strong left alignment for the text. As I say in just about every design article I write, center alignment should be a last resort, not a first. It tends to be the weakest text alignment that you can choose, having a hard edge increases readability considerably (notice that book pages aren’t center-aligned).

Also, notice the generous whitespace that I used. Remember that you don’t have to eat up every inch of space. Giving your text room to breathe helps your layout immensely and gives the design a clean look.

Adding an Image

At this point you might be wondering why you wasted your time reading so I could give you such plain advice. The truth is, most people that create presentations could improve them by 100% from following the advice above. However, I realize minimalism may be too extreme for some folks so let’s throw in an image to make it look nice.

Since our text is on the left, I wanted to find something a little heavy on the right. The general theme that I’ll go for is “City photos” assuming I had some sort of architecture or city-centric presentation to give. Again, you’ll have to choose iamges relevant to your own topic.

I grabbed this Flickr Creative Commons image from photographer Ben Spreng.

screenshot

Now, if we just made this image our background, the text would become unreadable and we would be ditching our color scheme. What we’re going to do instead is set it on top of the colored slide and set our blending mode to Overlay. Then throw your opacity to around 45%.

screenshot

As you can see, this helps the slide look much more interesting but keeps the text and colors fairly intact. It’s a simple solution that adds a lot of interest to an otherwise plain design.

Adding Content Slides

The cover may seem like it’s only a tiny part of the battle, but you’ve actually already set the tone for the entire presentation. You’ve got your theme, color scheme and fonts already in place. Now you just need to set up a few different layouts for your content.

The thing to keep in mind is to keep everything extremely simple, and that includes the level of content that you include. Apart from design, these are just good presentation tactics that you’ll learn in every public speaking class. Filling your slides with everything you’re going to say makes you unnecessary. You could just email everyone the slides and shut up.

Instead, the slides are merely meant to be a visual aid. Show a slide with your overall topic or main point, then speak the rest, without reading. Nothing is worse than watching a guy read his note cards word-for-word for thirty minutes, except perhaps watching a guy turn his back to the audience so he can actually read his slides out loud to you the whole time! You may laugh, but I’ve seen it happen folks.

For our first content slide, we’ll grab another Flickr photo and set it to the bottom portion of our slide at full bleed. Then we’ll set the top to another color from our scheme and toss in some text using the same exact formatting that we used on the cover.

screenshot

See how this closely resembles the theme we’ve already established while still looking significantly different? This is they key to good presentation design: cohesiveness without redundancy.

Now for our third slide, we can simply do the inverse of the second slide with a new color and a new image.

screenshot

Adding Informational Elements

It would be nice if every slide ever presented could work in a full bleed image, but the truth is that this simply isn’t practical. It will often be the case that you’re presenting graphical information or some other item that isn’t necessarily a photo.

My advice here is to try to stick as close to your theme as possible. For the slide below I flooded the entire background with a solid color from our original scheme and made a quick 3D graph with white columns (I drew a few flat boxes in Illustrator and applied a 3D effect).

screenshot

As you can see, this slide is very information-focused and yet it doesn’t sacrifice the aesthetics and simplicity we’ve already established.

You’re All Set

From here you might come up with one or two more alternate slide designs and then rotate between them for the duration of your speech. The result is a presentation that is beautiful, very readable and highly professional. The bonus is that the simple, straightforward design will probably result in less work than a clip-art-filled horror show.

Most of the time, great design doesn’t mean being particularly artistic or knowing how to create amazing complex layouts. Instead, it’s about presenting information in an attractive and user-friendly way. With this goal in mind you realize that you’re probably trying way too hard if your end result is ugly. Try cutting out half or more of the elements on one of your slides and giving what’s left a strong left or right alignment with plenty of whitespace.

Conclusion

I hope this article has convinced you to abandon that clip art gallery once and for all. The benefits of clean, minimal design in presentations are clear: the information is easier to take in and the end result is more professional than the mess of information you typically see in presentation slides.

Leave a comment below and let us know if you’d like to see more content aimed at presentation design. What else do non-designers find themselves tasked with designing on a regular basis? Let us know and we’ll write some articles to help out!

Comments & Discussion

39 Comments

  • Fernando

    Maybe you can teach some tips (softwares or simple design techniques) to edit photos to make them background images.
    The article was very helpful and well explained. Congratulations.

  • http://adnanistan.wordpress.com Adnan Lotia

    Informative, entertaining and well written. Great job.

  • http://www.m-nasir123.deviantart.com/ Muhammad Nasir

    very nice example ur thanx

  • http://malavikacolours.blogspot.com malavika

    i would like to have some tips on using only typography in presentations. because most of the times images are copyrighted.
    so you cant always use them.
    Thnks!

  • Pingback: Links « Dean Chaffer()

  • http://www.fboschman.nl FBoschman

    Very informative, I’m trying this technique right now on a presentation of my PhD-study. In my opinion more people should read this! Great, well written and very useful.

  • Pingback: Lynx & Stuff « Learn. Dream. Live.()

  • http://www.melodyloops.com Jay Kelly

    What about add some music to your PowerPoint presentation? It should be great at the intro.

    • nithya

      ya tat is great idea….me aso try it lar…..:)

  • http://www.sprengben.de SprengBen

    Man great idea with the writings over the Odaiba Bridge photo. I will definately try this!
    Thanks for the article and the featuring

  • http://www.veztekusa.com Faraz

    A very well written and explained article or we could say its a tutorial but it worth reading a good and simple explanation.

  • http://www.presentationadvisors.com Jon Thomas

    Great post. Even taught this presentation designer a few things, particularly the Overlay feature.

    One thing – I’d watch out using 3D graphs, particularly those built into PowerPoint or Keynote. 3D effects perspective and data can be viewed incorrectly.

    To address some commenters:

    @malavika – There are tons of great images on Flickr that are creative commons, meaning you can use them with proper attribution.

    @Jay – I definitely, highly, STRONGLY suggest not using any sort of music in a presentation. It’s seen as unprofessional. I do, however, use video to open my presentations sometimes.

    – Jon

  • Kara

    I don’t have photoshop. Can you do overlay in powerpoint?

  • http://www.nedirvikipedi.com/ Vikipedi Sözlük

    Thank You very nice example

  • Rob Residori

    Very nice article – I’d love to see any additional tips you may have!

  • http://www.slidecoaching.com Alessandra

    Really excellent post. Thank you.
    @Kara: to do something similar with PowerPoint, put a colored square shape on top of the photograph, color it, and set transparency level.
    See: http://www.slideshare.net/acimatti/the-presentation-with-powerpoint

  • emz

    I love this! Great and easy. More please!

  • andika aulia

    nice article

  • http://www.kazenoryuu.com/ Donald White

    Great article!

    Btw, what are the image dimensions that you use for your slides?

  • http://www.buyapresentation.com/ Arte

    Interesting article on slide design. Liked the idea of showing before and after slides on design to show how professional slides are made. Font does make a difference.

  • http://blog.meltwater.org kwabena boadu

    Am extremely gratified by this article. Hopefully, this wouldn’t be the end of the show. Looking forward to more insightful articles like this. Big-ups to you man

  • Pingback: GeekFeast: Four More Great Articles about Presentations – Geek Speaking()

  • Nahusenay

    Nice example and advice
    THANK U

  • Lamiya

    Thank You So Much This Really Helped Me. I Hope To See More Of Your Advice! Thanks Again …

  • Jessica

    Ummm, could you tell me how to blend?

  • http://www.showeet.com Zirk

    Nice post Joshua, thank you! Actually, the color scheme is sometimes my starting point when creating PPT templates. Using photos is also a great and easy way to optimise the presentations. I 100% agree with you regarding music: this is really useless and un-professional. My advise: keep your presentations simple!

  • http://www.slidemaster.com.au Paul

    @arte Font makes all the difference. It can make or break any presentation.

  • Pav

    I totally love this article! thanks a lot guys for this very useful and structured informations.I do have a similar style to yours but never knew why I am structuring it like that….you have just pointed out the reasons or rules if you like.
    It seems much clearer to me now.
    Please inform me about any other articles you might do I would defo be interested to read it!
    Thanks a lot again!
    Great job.

  • rey

    Hey you saved my life by introducing Kuler website…That is AMAZING! AMAZING!!!!

  • Question?

    Did anyone else get turned on by this article?
    – A good read
    – A strong elementary foundation
    – A whimsical storyline
    – A cunning author
    – A real Americana success story

    Bravo!

  • Sheala D.

    @Questions?

    Agreed! I can’t stop reading this article! Can someone say, literary genius? Please? :(

  • Elle

    I just had to leave a comment. I had to say thank you!

    I am not a creative person at all and I have a task of making a creatively designed powerpoint. I’ve read countless things and seen many examples but I couldn’t figure out how to apply it to my chosen topic (which is quite boring) because in the examples there is always an exciting topic to go with the slides.

    Now I know. Now I understand. So thank you (:

  • Carlos

    Excellent!. Simple and Extreme Useful. Thank you!

  • http://slideonline.com Julian

    Wow! Amazing post. I liked the red slide with 3D charts. Do you know how we can design a basic chart with this effects? I am looking for a Generic chart designer, even easier than Excel?

  • Bev Raymond

    Nice simple well explained. You should do more.. thanks it was terrific

  • GeekGirl

    Can you help with ideas on how to take Excel graphs and make them work with the nicely sylized design that you put together in this example?
    Great stuff, thank you.

  • Michiel

    Great article!

  • christie

    Great post. I’m curious if you make a presentation with 30 slides of Photoshop images (made into slides), how do you keep the file size small?

Subscribe

Membership
About the Author