What is a Presentation? Different types of Presentation Tools, and How to design & give an effective Presentation

If you are reading this article today, then you are quite behind the time as PowerPoint or Presentation is not any more a ‘New Word’ in the town. And if that’s really the case, then sit down, breath and continue reading.

We have written this post to make sure, that by the time you’re done reading it, you should be able to know the following:

1. What exactly is a Presentation?
2. What is Microsoft PowerPoint?
3. Other Presentation Tools like Google Slides, Prezi & How those are different than PowerPoint.
4. PowerPoint offline software and Online PowerPoint by office 365
5. Where are Presentations used, and could be used?
6. How to make a good presentation?
7. How to present a presentation effectively?

What is a Presentation anyway?

According to Wikipedia, “A presentation is the process of communicating a topic to an audience.  It is typically a demonstration, introduction, lecture, or speech meant to inform, persuade, inspire, motivate, or to build good will or to present a new idea or product.”

That’s something what Wikipedia has to say, no doubt they are right, but let’s try to understanding it in a simpler way.

A presentation is simply a ‘type of communication’, through which you communicate with the audience about the thoughts in your head.

You also use some graphic/visual on a screen/surface, with ‘you’ as the presenting entity(mostly).

The term ‘Presentation’, which has today become synonymous to the word ‘MS PowerPoint’ and vice versa, has its origin far before than Microsoft or even Computers.

As presenting is about ‘communicating’, humans were doing it from a long long time.

Image Credit- lovepik.com

The Educational World has been familiar with presentations, in form of the classic Chalk and board combination. Where the teacher/educator is the presenter, and the students are the audience. This is still seen today.

In the corporate world, it could be traced back to making cardboard slides, where rectangular/square boards were used to be filled with content and graphic to be presented.

Sample of old-fashioned physical slide

This required hefty planning weeks before the presentation, and had a significant requirement of physical resources.

However, the world of presentations was revolutionised with the advent of Microsoft PowerPoint in 1987. (hyperlink ‘1987’ with https://bit.ly/3jT7LX5 )

What is this ‘Microsoft PowerPoint’?

Bill Gates stated in 2019 at an event, that not buying Android is his “biggest mistake”. Fortunately, he doesn’t have to say something similar about the software which is today known as PowerPoint.

Image Credit- logos.fandom.com

Earlier planned to be called ‘Presenter’, it was a program made by Forethought Inc., and was originally intended for Apple Computers. But Bill Gates probably saw the potential of ‘Presenter’ and bought it for $14 million in 1987, along with Forethought Inc.

And with this, the whole ecosystem of presentation saw a drastic change. Such change, that the word ‘Presentation’ clicks image of PowerPoint’s logo in head.

‘Digitalness’ made it exponentially convenient to frame, edit and display presentations compared to earlier time. It also became so accessible, that even a kid could now plan a presentation for his/her school, right at the study table.

Till date there have been a total 11 versions of this software, try and have a quick look about the ones since 21st century.

PowerPoint v2003 and 2007

PowerPoint 2003- The one with which almost all the millennials have grown with. It was the first version to be launched after the iconic Windows XP.

PowerPoint 2007- It came with some exciting new features and enhanced interface than before. This one was the second and last version to be launched under the timeline of XP.

PowerPoint v2010 and 2013

PowerPoint 2010- The first to come after the launch of Windows 7. Enhanced working functionalities with better system support, and obviously some new features too.

PowerPoint v2016 and 2019

In a similar way, the program went on upgrading to 2013, 2016, and 2019. Each being better than before. Now, there is a wait of version 2022.

MS Office is famous for pirated usage, but those who wish to use PowerPoint for Free in a legitimate way, they could go for ‘Online PowerPoint’. Microsoft allows complete free usage of its classic Office apps in the online mode, which includes features like live cloud sync.

There is an additional version known as 365(Office 365), it is a yearly subscription of full professional package of Office and other applications, it comes with free update and upgradations within the subscription span.

In not so far past, even though Microsoft had maintained a near to monopoly in presentation software market for a long time, today it is facing ‘some’ competition with highly competitive brands like Google and Prezi.

There are other presentation applications too?

Microsoft’s program has given rise to many applications who have copied PowerPoint’s functions, and tried to grab a little or whatsoever share in the digital ecosystem.

But due to its originality, it maintained a near-to monopoly in this segment for a significant duration. Sadly for Microsoft, actual monopoly in today’s date is not really possible as earlier.

Today, there is a viable number of applications in the market, which are unique in their own sense to give ‘some’ competition to PowerPoint (even if little).

The first in the list to mention is Google Slides:

Image Credit: worshipextreme.com

Google Slides is the part of Google Docs Suite, and was launched in 2007. Its interface is something ‘familiar’ to PowerPoint, which makes it easy to use for many.

It is mainly a cloud-based web application, but is available as an application for mobile devices too.

The biggest strength which it has, is people’s growing reliability over Google Product ecosystem. It supports the file extension of PowerPoint (.ppt and .pptx), further enhancing its compatibility.

It is feasible enough for everyday users and is more than good for many cases. But it lacks in many functionalities when compared to PowerPoint, although this difference is not relevant to many as per their requirement.

The next application is something very different from the style of PowerPoint or Google Slides, and the name is Prezi:

Image Credit- prezi.com

One interesting fact about this company is, that it is the first firm to have secured an investement from Ted. Also, it is a significantly used presentation software for the Ted Talks.

Prezi states that the Ted’s preference for Prezi is not due to their collabaration or any force, but due to the platform’s ‘natural’ compatibility to it.

Unlike the mentioned American applications, Prezi is based in Hungary, Europe. 

Although its geography is not the only thing which makes it different from those two.

Its design and ‘playing’ is completely new and unique. Instead of using the ‘regular’ slide module, it uses a ‘Zoom in’ and ‘Zoom out’ module to frame and run presentations.

Image Credit- gfycat.com

In simple words, there is single chart, on which various visuals are embedded in form of pictures, text and videos, and the shift from one to another takes place via zoom-in and zoom-out, instead of the ‘regular’ slide transitions.

The way it works, is quite cooool.

Tech Giant Apple Inc. has also developed its own presentation program named Keynote, but its existence is not ‘much known’ in the masses.

Apart from these, there are are some other softwares too. But hardly anyone is different from the interface of Microsoft’s software. And most of them simply seem to be a copy of PowerPoint.

A TABULAR COMPARISON OF VARIOUS PRESENTATION SOFTWARE

	PowerPoint	Keynote	Google Slides	Prezi
Edit and View in Desktop, Web and Smartphone.
Cloud Compatibility
Slide-like interface
‘Famous’ for usage in professional space
Dynamic zoom-in zoom-out interface
Completely Free to Use	(Online version)	(For Apple Device users)
‘Most unique’ of All
Automatic Design Suggestion

 

Occassions to use PowerPoint Presentations

This title makes it sound like presentations are something festive. But anyways, they do have many ‘occassions’ where they have their particular use.

They are a staple in the corporate world in the name of sales deck, boardroom meeting, pitch deck, corporate deck and what not. Presentations have an intrinsic use in this world, as they are meant to be used for attracting investors, distributors, showcasing and convincing your plan to the board members etc. All of the things which are a part of day-to-day life in the field of white collar.

In the context of education, presentations find regular use by teachers and students, to teach and present their lessons and assignments respectively. These days Teachers/Professors are sharing classroom notes in the form of PPTs with students.

Frankly, they are not just limited to the formal world, even the informal setups are nowadays seeming to be using this platform. One of those things are, proposing someone via presentation. It IS quite weird, but PPT gives a broader range of expressions than a simple love letter, which becomes quite handy in such situations ;-D

Apart from all these mentions, in which presenter is required in one or the other form, PPTs can also be used at places where a physical presenter is not needed.

They could also be used on digital billboards to keep the advertisements playing on the loop, like a slideshow of videos, images or both.

The PowerPoint software gives you some additional features, which you could duly use on it. It allows you to make videos, by doing a recording of the playing presentation.

And if you Google (hyperlink ‘Google’ with https://tinyurl.com/5te8lu3w ) enough, then you could design Infographic too on this platform.

In terms of presenting, there is as far a use of this mode, as far as there is a screen ‘beside of you’, an audience in ‘front of you’, and a thought to be presented ‘inside of you’.

How to make a PowrPoint presentation then?

How? Let’s see.

To make a good presentation, keep in mind the following steps:

Know the topic of the PowerPoint, and stick to it.

It is quite stupid to state something as simple as this, but if an unknown deviation or ambiguity occurs in a presentation’s line of topic, then the audience ‘may’ pray to heavens in order for your presentation to end as soon as possible.

Keeping the topic clear in your mind will help you to stay in the required arena. This will not only help in drafting the PPT, but in the process of planning to address the audience too. 

Learn about the audience you are presenting.

This is one of the main keys in order to make your presentation successful. Having knowledge about the demography, culture and collective intellect of your audience will help you in framing the PPT ‘specifically’.

In the Marketing field, there is a word for this type of planning, it’s called ‘Target Marketing’. Where the company aims a target audience with specifically devised plans for them.

This enables you to to reach out to audience at its maximum.

Stuff with appeal, not words.

Image Credit- gfycat.com

Entering all the words possible in a PowerPoint slide or the presentation snatches away the liveliness of a presentation, because almost no one likes to read too much.

Stuff your slides with infographic, pictures, minimal text and a lot of SPACE.

Yes, empty spaces in a PowerPoint slide helps in making your viewer’s attention to the area you want.

Keep it simple, sober and let the slide talk with ‘minimum’ words and maximum ‘feel’.

Keep connecting the dots with PowerPoint.

Transition from one slide to the other should be smooth(not the animation, but the storyline).

It simply means, that every time you shift to next slide, it should make sense and should not seem abrupt.

By the time you come to the last slide in your powerpoint, it should end in such a manner that the whole presentation should be informative, justified and COMPLETE.

Don’t try to finish or drag the presentation for the sake of it.

PowerPoint Presentation is made. Now, how should I present it?

Start the presentation affair with the letter ‘P’.

The word is ‘Practice’.

Even Presentation Wizards reserve some time for the ‘preparation’ before the actual day. By saying ‘Wizards’, we mean persoanlities like Steve Jobs. Former Apple CEO Steve Jobs used to start preparing for presentation 2 days prior to the event.

Getting prepared in advance helps in working out with your diction and pickup lines. It also makes you ‘familiar’ with the PPT and slides.

Also, it leaves a space to make any changes you want in the PPT before the rush hour.

Children are not the only one who like stories. Give a storyline to your PPT.

There is a reason why reading a journal is boring and reading a novel is engaging. People love storytelling, it grasps their attention and makes them interested in the words of the speaker, the storyteller.

This is why you ‘could’ start by mentioning an event or a small story, which should be relatable to the content you’re about to continue with.

If the Powerpoint presentation is about displaying quarterly result, try sharing a joke related to the context, which you senior or colleague told you when the company was under stress; something like it, or something else, whatever suits the situation.

Asking questions may work too if you wish to engage and retain the attention of your audience.

Don’t view your audience, look them into the eye.

This is one of the toughest things to do while giving a presentation. Especially if you are fearful of public speaking.

But once accomplished, it makes you own the stage.

Having direct eye contact is crucial, because it makes the audience feel that you are ‘directly’ communicating to them, one on one. Which makes their attention more focused towards you.

Looking at the floor, or at the ceiling are one of the worst attributes of a speaker/presenter, which results in negative or no response.

The end should be as lively as the start.

The leaking out of enthusiasm and energy by the end of the presentation is something which could affect your overall presenatation.

Try to maintain your stamina and enthusiasm similar to the point where you started.

The energy of the speaker is transmittable to the audience. The change of pattern in your energy is contagious to the audience.

Hence, be lively and interactive until you exit the stage.

These were our pointers to help you learn about the wherabouts of presentation, we hope that it helped you in a way as we stated in the starting. 

If you further need any help in making a PowerPoint presentation, reach us. Because like Vodafone, we are also ‘Happy to Help’.