12 PowerPoint Tips To Dramatically Boost Your Efficiency

Although nowadays online presence means a lot, making an actual presentation is still important.

Without a doubt, for many years, PowerPoint has been the most useful tool for these purposes. Whether you’re a beginner or an experienced user, these tips will help you create professional, engaging presentations with increased efficiency.

The Importance of PowerPoint in Modern Business

You might remember those old, boring PowerPoint presentations, but times have changed. The progress in business-related technologies has been rapid, and modern PowerPoint presentations can now rival top-notch websites in terms of quality and impact. Whether you’re presenting to a small group or publishing your promo online, a well-organized PowerPoint presentation is crucial for every business type.

12 PowerPoint Tips to Boost Your Efficiency

1. Organize Your Work Like a Pro

Professional organization is key to saving time and creating impactful presentations. Treat your PowerPoint presentation with the same importance as you would a business website. Every detail should be crafted proficiently, regardless of the audience size.

2. Utilize Ready-Made Templates

Just as website owners use pre-designed templates, you can leverage PowerPoint templates to speed up your workflow. These templates are pre-designed, easy-to-use, and full-fledged, allowing you to create professional presentations quickly.

3. Master Keyboard Shortcuts

Learning and using keyboard shortcuts can significantly speed up your workflow. Here are some essential shortcuts:

• Ctrl+D: Duplicate slides or shapes
• Ctrl+G: Group items
• Ctrl+Shift+G: Ungroup items
• Ctrl+L: Left-align text
• Ctrl+E: Center text
• Ctrl+R: Right-align text

For a comprehensive list of PowerPoint keyboard shortcuts, check out this post.

4. Use Keyboard Shortcuts During Presentations

Keyboard shortcuts are also invaluable during live presentations, allowing you to focus on your audience instead of fumbling with a mouse. Some useful presentation shortcuts include:

• Shift+F5: Start the presentation from the current slide
• Esc or Ctrl+Break: End the presentation

5. Customize Your Quick Access Toolbar (QAT)

Add your most frequently used commands to the Quick Access Toolbar to reduce keystrokes and speed up your workflow. To customize your QAT:

1. Open the toolbar’s dropdown and navigate to “More Commands”
2. Choose “Commands Not in the Ribbon”
3. Select desired commands and add them to your QAT
4. Arrange the order of commands as needed

6. Avoid Overusing QAT

While the Quick Access Toolbar is helpful, be careful not to overcrowd it. Add only the most essential commands to maintain efficiency.

7. Apply Styles Using QAT

Utilize these powerful QAT commands for formatting:

• Ctrl+Shift+C: Pick up style
• Ctrl+Shift+V: Apply style

These commands are more flexible than the Format Painter and allow you to format almost any object quickly.

8. Choose the Appropriate View Mode

Select the most suitable view mode for your current task. PowerPoint offers various view options under the “View” tab, each optimized for different stages of presentation creation and delivery.

9. Consider Your Audience’s Technical Limitations

When sharing presentations, save them as PDF files to ensure compatibility across different software versions. To do this, go to File > Export > Create PDF.

10. Enhance Your Images

Use PowerPoint’s built-in photo manipulation tools to improve your images and make them more attention-grabbing. High-quality visuals are crucial for engaging presentations.

11. Utilize Blank Slides Effectively

Use blank slides to redirect audience attention to you during Q&A sessions or when emphasizing important points. Press ‘W’ or ‘B’ to quickly display a blank white or black slide, respectively.

12. Fine-Tune Object Positioning with Arrow Keys

For precise object placement, use arrow keys instead of dragging. This method moves objects one pixel at a time, allowing for perfect alignment and positioning.

Conclusion

Creating a successful PowerPoint presentation requires attention to detail and respect for your audience. By implementing these 12 tips, you can significantly boost your efficiency and create more impactful presentations. Remember, a well-organized and professionally crafted presentation can make a substantial difference in your business dealings, regardless of the scale.