How to Prepare a PowerPoint Presentation That Actually Works
Most PowerPoint presentations aren’t engaging.
Too much text. Boring slides. Speakers just reading off the screen.
If you want people to stay awake and actually remember what you say, you need to do it differently.
This guide will show you how to prepare a PowerPoint presentation that grabs attention, keeps people engaged, and delivers your message effectively—step by step.
How to Prepare for a PowerPoint Presentation
Step 1: Define Your Goal
Before you even open PowerPoint, ask yourself:
- What’s the purpose of this presentation? Teaching? Selling? Persuading?
- Who’s the audience? Are they experts or beginners? What do they care about?
- What’s the main message? If they only remember one thing, what should it be?
Everything else should support this core idea.
Why This Matters
A clear goal ensures your presentation stays focused. Too many presentations try to cover too much, leaving the audience overwhelmed and confused. Instead of cramming in everything you know, stick to 1-3 core takeaways. If your audience walks away remembering just those key points, you’ve done your job.
Think about what your audience expects. If you’re presenting to industry experts, you can dive straight into advanced insights. But if you’re talking to beginners, start with the basics and gradually introduce complexity. A well-targeted presentation keeps people engaged because it’s relevant to them.
Step 2: Plan Before You Design
Most people jump straight into PowerPoint and start adding slides. Big mistake.
Instead, outline your presentation first. Here’s a simple structure:
- Introduction (Hook them in the first 30 seconds)
- Start with a question, bold statement, or surprising stat.
- Introduce yourself and the topic.
- Tell them what they’ll learn.
- Main Content (Keep it simple & structured)
- Break down your message into 3-5 key points.
- Each key point = one slide, one idea.
- Use examples, stats, and visuals to back up each point.
- Conclusion (Make it memorable)
- Summarize the key takeaways.
- End with a strong call to action. What should they do next?
- Ask for questions (if relevant).
Why This Works
Structuring your presentation first helps you avoid random, unorganized slides. Think of it like building a house—you need a blueprint before you start construction. Without an outline, you risk creating slides that feel scattered and disconnected.
Each section should flow naturally into the next. The introduction grabs attention, the main content delivers value, and the conclusion reinforces key points.
A well-structured presentation makes it easier for your audience to follow along and retain information.
Step 3: Follow the Slide Design Rules
1. Keep It Minimal
- One idea per slide. No walls of text.
- Max 6 words per line, max 6 bullet points per slide.
- Use simple fonts (Arial, Calibri, Montserrat). 28pt or bigger.
2. Use High-Quality Visuals
- People remember images, not text.
- Use free image sites like Unsplash or Pexels.
- Avoid cheesy stock photos. Real, high-quality images work best.
3. Choose Colors Wisely
- High contrast = better readability.
- Dark text on a light background (or vice versa).
- Stick to 2-3 colors max. Use a tool like Coolors for color schemes.
Why This Works
A cluttered slide distracts more than it helps. Your audience should understand your point within 5 seconds of looking at the slide. If they have to squint to read small text or decode a confusing graph, you’ve lost them.
The best presentations are visually appealing but not overloaded with unnecessary elements. Keep slides simple, use white space effectively, and let images or graphics support your message rather than compete with it.
Step 4: Make Data Look Good
If you’re using stats or numbers, don’t dump them in a table.
Instead:
- Use simple charts (bar, pie, or line graphs).
- Highlight key numbers in big font.
- Keep it clean—remove unnecessary labels.
Why This Works
Data is powerful, but only if people can quickly understand it. A massive spreadsheet pasted onto a slide is useless because no one can read it. Instead, simplify. Turn numbers into visuals—a well-designed bar graph is easier to process than a table full of numbers.
When presenting stats, highlight the most important figures. Instead of saying, “Our revenue increased by 7.8% this quarter,” make it stand out visually with bold numbers and a graph that instantly shows the growth.
Step 5: Add Storytelling & Engagement
Facts tell, but stories sell.
Even if your presentation is technical, use stories or examples to make your points more relatable.
Here’s how:
- Start with a problem. (“Imagine losing all your data overnight.”)
- Show the struggle. (“That’s exactly what happened to a small business owner last year.”)
- Deliver the solution. (“Here’s how they recovered in 24 hours using our system.”)
Why This Works
People connect with stories, not bullet points. When you wrap your message inside a compelling story, it sticks. A dry fact like “Cyberattacks cost businesses $6 trillion annually” is forgettable. But tell a real story about a company that got hacked and lost millions? That’s memorable.
Stories create an emotional connection and make your message more impactful. Whether you’re pitching a product, educating a team, or inspiring change—use storytelling to drive your point home.
Step 6: Practice Before You Present
A great presentation isn’t just about the slides—it’s about how you deliver it.
1. Rehearse with a Timer
- Time yourself to stay within the limit.
- Cut out unnecessary fluff.
2. Record Yourself
- Play it back and listen for awkward pauses or filler words (“um,” “uh”).
3. Test Your Setup
- If using a projector, check the resolution and aspect ratio.
- Bring a backup USB and email yourself the slides.
Why This Works
Even the best slides won’t save a bad delivery. Practicing in advance helps eliminate nervous habits and ensures your timing is perfect. A rushed presentation feels sloppy, while an overlong one loses the audience’s attention.
Step 7: Deliver with Confidence
When it’s time to present, follow these tips:
1. Don’t Read the Slides
Your slides are not your script. Speak naturally and use the slides as prompts.
2. Make Eye Contact
Look at your audience, not the screen. Connect with them.
3. Use Your Voice Well
- Speak slowly and clearly.
- Pause for emphasis after key points.
Why This Works
People connect with people, not slides. If you sound robotic, you’ll lose them. A confident, engaging delivery makes your presentation 10x more effective—even if your slides are basic.
How to Make a PowerPoint Presentation (Step-by-Step Guide)
Most people overcomplicate PowerPoint.
They cram in too much text, use ugly fonts, and throw in random animations that make their slides look like a 90s website.
Here’s how to make a PowerPoint presentation that actually looks good and gets your message across—step by step.
Step 1: Open PowerPoint and Choose a Template
- Open Microsoft PowerPoint (or Google Slides, if you prefer).
- Click “New Presentation” and choose a clean, professional template.
- If you want a custom look, check out free templates on Canva, Slidesgo, or Envato Elements.
Pro Tip: Avoid PowerPoint’s default themes. They look outdated. Instead, go for a minimalist, high-contrast design.
Step 2: Set Up Your Slide Layout
Before you start adding content, get your slide design right:
- Aspect Ratio: Most screens use 16:9 (wide) instead of 4:3 (square).
- Font Choice: Stick to sans-serif fonts like Arial, Montserrat, or Open Sans.
- Font Size: Titles: 36-44pt / Body Text: 24-28pt (Anything smaller is unreadable).
- Color Scheme: Use 2-3 colors max for a clean look. (Use Coolors to pick a palette.)
Pro Tip: Keep your background simple—white, black, or a soft gradient. Busy backgrounds make text harder to read.
Step 3: Add Your Content (But Keep It Minimal)
Each slide should focus on ONE main idea.
Title Slide:
- Keep it clean—just the title and your name/company.
- Add a logo (if needed) but keep it small.
Main Slides:
- Less text, more visuals. Bullet points, not paragraphs.
- One key idea per slide.
- Use icons and images instead of too much text.
Conclusion Slide:
- Summarize key points.
- Add a call to action (e.g., “Follow me on LinkedIn” or “Visit our website”).
Pro Tip: If a slide has too much info, break it into two slides. Less is more.
Step 4: Use High-Quality Visuals
People remember visuals more than text.
- Use high-quality images: Get free ones from Unsplash or Pexels.
- Replace tables with charts: Simple bar or pie charts work best.
- Use icons instead of text blocks: Get free icons from Flaticon.
Pro Tip: Avoid cheesy stock photos (like “business people shaking hands”). Go for authentic, natural images.
Step 5: Keep Animations & Transitions Simple
Most people overdo animations. Don’t be that person.
- Stick to simple fade-ins or appear effects.
- Avoid spinning text, flying objects, and slow transitions.
- Use 1-2 transition styles max throughout the presentation.
Pro Tip: If your animation is distracting, remove it. The focus should be on your content, not special effects.
Step 6: Add Speaker Notes (Optional, But Useful)
If you’re presenting live, add speaker notes to keep yourself on track.
- Click “Notes” at the bottom of PowerPoint.
- Write key talking points (not full scripts).
- Use this as a guide so you don’t have to read from the slides.
Pro Tip: Keep notes brief. Just reminders, not word-for-word sentences.
Step 7: Review & Rehearse
Before presenting, do a final check:
- Spelling & Grammar Check: Use PowerPoint’s built-in spell check.
- Readability Test: Ask yourself: Can someone understand this in 5 seconds?
- Practice Your Delivery: Rehearse with a timer. Stay within your time limit.
Pro Tip: Run a slide show preview to see how everything flows. Adjust anything that feels off.
Final Thoughts
A great PowerPoint isn’t about fancy effects—it’s about clear messaging, clean design, and confident delivery.
Follow these steps, and your presentation will actually keep people engaged—not put them to sleep. 😴🚀
Now go make that presentation.
