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A file-format decision tree for saving PowerPoint presentations

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So which file format is best for saving your slides? It depends on the situation, but it's almost never the default .pptx you're offered. I made a little graphic below to act as a decision tree for choosing how to save your PowerPoint - click on it to be taken to a larger CC-BY-SA version on Flickr.

What it comes down to is this. Saving your slides as a .ppsx file - a PowerPoint Show - is usually the best option, because it opens the PPT up in Presentation View right away. This looks SO much more professional than the default .pptx PowerPoint file, which opens in edit view, revealing your notes if you have them, and the first few slides. Your audience seeing behind the curtain in this way isn't the end of the world, but why do anything to reduce the impact of the presentation you spent ages creating?

A .ppsx file will keep any animations you have in your slides (and embedded video and audio) and unlike a PDF it won't compress your images, so they'll remain high quality. 

However, sometimes you need to use a PDF - mainly when you've used non-standard fonts. PowerPoint claims to be able to embed fonts that aren't included in the Office Suite (but which you download yourself) so they'll work on other PCs - I've found this to be lies, lies, and more lies... It simply won't work - either for presenting on another PC, or for uploading to Slideshare. So saving as a PDF sorts this out - it retains your exciting font choices, and keeps things the right size and shape (you may have to go into the Save Options and untick the ISO box if your PDF doesn't behave itself the first time you save it - for example if Transparency effects aren't correctly rendered).

I also use PDF if the PC I'm presenting on has a different version of PowerPoint to the one I made the slides on - or if I don't know ahead of time whether it will. The version of PowerPoint shouldn't matter but it does, and the other day I had to subtly reformat a whole slide-deck after checking it on the latest version of Office and finding it had mucked around with the font-size for no good reason.

PDFs are the safe option. They work on pretty much ANYTHING. Lots of people never present with PDFs because it simply never occurs to them, but trust me it works fine! I do it 99% of the time because 99% of the time I use non-standard fonts - just click View then Fullscreen Mode and it works exactly like a PowerPoint in Presentation View (including using a clicker to move the slides along).

(There have been a couple of occasions where I've forgotten to do this, and turned up with a regular PowerPoint file to present on a machine with none of my special fonts installed. This has resulted in frantic downloading and rediting and saving in a panic, and is not recommended...)

NB: Never ONLY save your slides as PDF or PowerPoint Show - you need the .pptx file to actually come back and edit them later.

So next time you're saving your file, check if you really need to use .pptx, or whether another format is more appropriate.

You’ll find details of my Presentation Skills or PowerPoint workshops here: you can book an all-day or half-day session for your organisation, online or in person.

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Why have an institutional blog?

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If you work for a non-profit institution, the chances are you could benefit from having a blog. Libraries, charities, academic departments, pressure groups, research projects - in all of these cases if you have a static website, it's worth adding a blog too (and if you're about to create a static website, stop! Create a blog instead, and just include all the other pages you'd planned).

Forgot what you might have heard about blogs dying or being 'over', blogs are great for non-profit organisations. Ultimately they're just a way of getting information online, either to show people or for them to find on their own. It doesn't matter if people don't subscribe to your blog, or even if they understand whether or not it IS a blog at all. It's just a way to connect people with that they need.

Why are blogs so great? What matters is what they do for your audience. They make your information easier to find, and easier to use. There are a number of key reasons it's worth setting one up for the types of institutions listed above.

1. Blogging platforms come mobile-ready

This is essential now - already the world accesses the internet more on mobile devices than on desktops. People check for information on the go, wherever they are. You need to greet people with a mobile option. Wordpress, Blogger, Tumblr - all of these automatically create attractive, functional mobile versions of your blog (and its associated site). This particularly vital if your main institutional website ISN'T mobile ready - for example if you're an academic department trying to attract new students, and your wider University site only has a desktop version for now. 

2. Google loves blogs

By which I mean, blogs tend to be ranked highly by Search Engines.

Google - and every other Search Engine - likes regularly updated content, and so ranks blogs better accordingly. Google doesn't ACTUALLY love blogs (first it got rid of its RSS Reader, and now the very useful Google Blog Search has been given the push too) but due to the fact that new, well tagged and and well described content is consistently being added to the site via blog posts, there's more for Google to find. Another major thing search engines like is incoming links - people linking to your site from theirs. This is more likely to happen if you publish engaging content regularly than if you have a static site with basic 'About' information on it.

You don't need to become obsessed with SEO or to frantically chase hits to your site - you just want the maximum number of relevant people to find the content you create, with the minimum of fuss. Blogs help with this.

3. You can have URLs for everything

People share things with their network and with their peers all the time. And the way they do this is to point people to a link - a URL - and say 'have a look at this useful content'. A blog allows you to do this well: each post has its own URL, so each set of information can be discretely linked to.

This is much more desirable than the alternatives.

  • If you have ALL your information on one webpage this becomes harder to do ('have a look at this useful content, 3/5ths of the way down the page, buried under that less relevant stuff')
  • Or even worse, if you just put the info in emails so people have to copy and paste the text and can only really send it on via another email
  • Or, worse still, have the info in a PDF so no one ever looks at in the first place let alone shares it
  • OR, perhaps worst of all, simply delete the info on a static page and replace it with new info as you go along, meaning there's no legacy for anything you've done online

An institutional blog helps you to curate your own information and ideas more effectively, and makes it easy for others to find and then share with their peers. 

4. Blogs are easy to use

As anyone who was wrestled with an institutional Content Management System will attest, the value of just being able to Put Something Online quickly and easily is not to be underestimated... Blogs are simple to use - if you can use Microsoft Word then you're 99% of the way there in terms of writing posts - and it's a great way of linking to and embedding multimedia.

There are no barriers between needing to put something online and being able to do so, which is hugely useful for organisations.

5. Blogs are actually a very easy way of building a regular website

Although the specific blog-posting features are useful for all the reasons listed above, in terms of creating a regular website the blogging platforms are probably the easiest way to go about it. Increasingly there are good website-making tools available, some of which I've lined up for review on this very blog a bit later on, but you either have to pay, or compromise on things like bandwidth limits in a way the blogging platforms don't require you to do.

I built my band's website in Wordpress because that was the quickest, easiest way to make an attractive and fully-featured site - the actual blogging is a very minor part of what that site is for.

6. Blogs are free

Last but not least, your org doesn't need to put any financial investment into creating a blog. Blogger and Wordpress (and Tumblr) are free to use.

You CAN spend money if you want to. I recently created this site, using Wordpress, for the Learning & Teaching Forum at the University of York.

Click to go to yorkforum.org - created in Wordpress.com

Click to go to yorkforum.org - created in Wordpress.com

It took less than 3 hours to complete (thanks to the power of Wordpress's brilliant platform) and although we could have done it for free, we went for the 'Premium' option - for $99 per year we get our own domain name, more storage space, a wider selection of visual themes, and the promise that no advertising will appear on our pages. However, you may not require those features - I've also run lots of completely free Wordpress sites (and Blogger sites) which have worked absolutely fine.

What are the downsides of having a blog? It takes time to upkeep - and a sad, neglected blog can sometimes do more harm than not having a blog at all. The key is to link the blog in with your daily activities, rather than constantly casting about for things to blog about or people to write posts - so in the Learning & Teaching Forum example above, the blog is about events, workshops, and the regular magazine - and most of the rest of the site is populated by appropriately tagged blogposts too, meaning the upkeep is low.

Make sure several people have owner permissions of your institutional blog - you don't want to lose access if one member of staff leaves... And it's good to share the burden.

So if you don't currently have an institutional blog and I've convinced you to set one up, where do you start? Here's a guide to the four main blogging platforms. I'd recommend Wordpress, and eConsultancy have an absolutely comprehensive guide to setting up a good Wordpress site, so have a read of that.

Good luck!

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The 4 Most Important PowerPoint Rules for Successful Presentations

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I have been working on these slides, 10 minutes at time here, 15 minutes there, for MONTHS! I finally uploaded them to Slideshare this morning.

There are a few reasons for making these. First of all it's separating out what is essential in slide design, to what is merely desirable. There's a million and one guides to creating nice PowerPoint slides and a lot of them focus on what is desirable, but that can often be too much information if you want to improve your presentation materials but you're not sure where to start. The presentation below focuses on the four rules which REALLY matter (backed up by actual research) - and as it says in the slides, an attractive presentation is actually just a byproduct of an effective presentation. Follow the four rules below and you will be making effective PowerPoint slides which communicate effectively and make your message stick.

Another reason to make these is my understanding of what matters with slide design is evolving over time, so this reframes some of the things I've highlighted in previous presentations. It covers some of what we talk about in my Presentation Skills Training; I realise not everyone who wants to attend these can get to them, so wanted to disseminate some of the guidance they contain more widely. (If you're already booked onto a workshop don't worry though - the information above is a small part of the full content of the day!) 

I hope people find these useful. In my experience the easiest way to make a big difference to how effective your presentations are is to start with the materials (for teaching as well as conference presentations) - a great set of slides makes the audience sit up and take notice, which in turn gives you the confidence to deliver a better presentation.

If you'd rather use a design tool to help craft your slides for you, check out Canva and Haiku Deck from Presentation Tools Week.

The Snipping Tool (and other joys)

 

A couple of weeks ago I tweeted this:

If you click on the date of the tweet above you'll get taken to it on Twitter itself, you'll see about a gazillion replies to this - about a third of people already knew about the Snipping Tool (and were appropriately smug) but for the other two thirds it was a case of MIND = BLOWN.

So if you've not used it before, do check out the Snipping Tool. It allows you to take a screen-grab of the exact portion of the screen you need, without having to crop it down afterwards. It seems simple but I've created library induction and teaching materials WITH Snipping Tool for the first time this year, and it's saved me HOURS.

People shared some other tips in response to this:

... and Ruth Jenkins wrote a whole blogpost about PowerPoint - the tip about using the Align tool was completely new to me.

Another tip worth mentioning with PowerPoint is that almost anything can be right-clicked upon, and then Save As Picture can be chosen. So if you really need an image of some text (and this is actually A Thing - for example if you want to make a billboard on Photofunia, you need a picture of the words you wish to display) then create a text box, write in it, right-click and Save As Picture. Like I did here:

Created in Photofunia

Created in Photofunia

You can also Print Screen something, crop it, then save it as an image - but of course you don't need to do that now because of the joyous SNIPPING TOOL!

If you have any other useful tricks we might not all know about already, leave them in a comment...

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Aim your professional development output at '1 Year Ago You'

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What do you know now, that is useful and pertinent to your professional life (or even your personal life) that you didn't know 1 year ago?

Whatever it is, the chances are there are plenty of people still at the '1 Year Ago You' stage who could do with hearing about it. So why not blog about it, write an article about it, or submit a proposal to speak about it at a conference or event?

I know lots of people who don't do any of those things because they consider that they simply don't have anything to say. It's easy to fall into the trap of thinking you have nothing to contribute - there's so much dialogue already, after all. And Imposter Syndrome runs through our profession like a vein. 

Imposter Syndrome: For a Man, or a Woman

Imposter Syndrome: For a Man, or a Woman

But we want new perspectives. We love to hear others' experiences. We need to know what has worked and what hasn't in professional situations other than our own. In short, we do want to hear from you, and we'd welcome your professional development output. (That's the rather awkward phrase I've come up with to describe the kinds of things we do as part of our online presence, or at professional events.)

Framing what you might choose to say as 'advice for 1 Year Ago You' is often enough to make people realise, actually, yes, they could present a paper or write a blog. The blog you are reading now is almost entirely aimed at Past Me - we're all learning useful stuff all the time and where appropriate I try and repackage that into something others might find useful. Most of the posts on here are about things I wished I'd discovered sooner.

Of course, it doesn't have to be '1 Year Ago You' specifically. It could be '6 Months Ago You'. Or '1 Day Ago You'. But someone, somewhere, will be at the exact stage you were before you learned about that useful tool / technique / concept / article / platform / literature or whatever it might be, that made it all click for you. So 'cascade the knowledge', as they say - you DO have something to say, and there will be an audience for it.