There are many aspects to being a successful trainer, but for the sake of this article, we are going to focus on just one: building and presenting effective PowerPoint presentations.

A graduation photo from a five-week Utility Line Clearance Arborist Training (ULCAT) course the author teaches at Santa Rosa Junior College’s Shone Farm in Forestville, California, through Butte College. All photos courtesy of the author.

When out in the field as a trainer or attending sessions as a trainee, sometimes we run across other trainers who have never used the technologies at their fingertips to their fullest potential. So, in an effort to train the trainer, let’s look at how to use PowerPoint to its full potential to help assure that new trainers aren’t thrown into the training arena without any idea of how to use it effectively and efficiently.

Where to begin
Creating an effective PowerPoint training program requires planning and an understanding of the trainer’s current skills. To start, it is important to assess the trainer’s existing knowledge by using surveys or interviews. This helps determine their familiarity with PowerPoint, from basic slide creation to advanced features like embedding multimedia and custom animations.

A key step is analyzing past presentations to identify common problems, such as ineffective slide design or difficulty engaging the trainees. Figuring out the trainer’s needs allows for a tailored program that meets their goals. Additionally, considering the context and target audience helps ensure the training is relevant and practical, addressing industry requirements and meeting audience expectations.

A good PowerPoint training program should help trainers go from beginner to advanced skills step by step. It should start with an introduction to PowerPoint, including how to navigate the program and create simple slides. Beginners should learn how to format text, employ bullet points and pick the right themes and templates to make their slides look neat and organized.

“As a part of the TCIA EHAP training, we also do a CPR class to comply with the OSHA standards for working around electricity, using a combination of PowerPoint for visual learning and then hands-on learning,” says Conry.

Sprucing it up
As they improve, trainers can add pictures, charts and animations to make their presentations more engaging. At the highest level, learners should practice adding audio, video and interactive elements like hyperlinks, action buttons and quizzes. Learning in stages helps the trainer feel more confident and improve their skills over time.

Not what, but how
To make the training useful, it is important to focus on how to organize content and keep the audience interested. Trainers should teach how to arrange information in a clear way, use relatable stories to make presentations more engaging and understand the audience so the lesson fits them.

Adding pictures, charts and graphs can help illustrate ideas. Good presentation skills, such as speaking clearly, making eye contact and using body language effectively, also are key. Interactive activities such as quizzes, group discussions and hands-on exercises make learning fun and help reinforce new skills.

Throughout the training, giving helpful feedback is important so learners can keep improving. By practicing and getting advice, they can become more confident and better at using PowerPoint. With the right guidance, anyone can learn to create powerful and engaging presentations.

Slide design
Slide design is important for making lectures clear and interesting. The key rules of design are keeping things simple, easy to read and even. Trainers should use as little text as possible, leave blank space for clarity and focus on only one or two main ideas per slide.

Choosing clear fonts, organizing information in a logical way and making sure everything is lined up properly gives slides an organized and professional look. Using the same colors and templates throughout the presentation makes it look even more polished.

Trainers should look at examples of both good and bad slides to learn what works best, and why.

Adding high-quality images and infographics can make slides more engaging and easier to understand. While animations and transitions can help, they should be used carefully so they do not distract from the main message.

Conry uses hands-on training for knot tying. “But as a way to help people with visual learning, I’ll use my video skills on a PowerPoint to give a history lesson of the knot and also have a video of me tying the knot on repeat,” he says.

Presentation skills
Good presentation skills are just as important as well-designed slides. Trainers should focus on how they move, how they speak and how they connect with the audience. Standing up straight, using hand movements and moving with purpose can help make a message stronger. Speaking clearly, changing tones to keep things stimulating and avoiding filler words like “um,” “uh” and “like” help a presenter convey confidence and command of the information. Making eye contact helps build a connection with the audience.

Trainers should organize information in a way that makes sense, summarize key points and use simple language so everyone understands. Adding interactive elements like personal stories or anecdotes, Q&A sessions and audience polls makes presentations more fun and memorable. Using visuals the right way supports the message without taking attention away from the speaker.

Trainers also should learn ways to manage their nerves – such as deep breathing and practicing ahead of time – to help them feel more comfortable. Every presentation I give starts off with a three- to five-minute segment with pictures of family and activities that gives a little background as to where my purpose comes from.

By focusing on both slide design and strong presentation skills, trainers can create presentations that are clear, engaging and effective. With practice, feedback and the right techniques, they can become more confident and better at delivering their message.

Giving feedback
Giving helpful feedback and reviewing performance is important for helping trainers hone their skills. Feedback should be clear, useful and fair, pointing out both strengths and areas for improvement. Trainers should reflect on their progress by keeping journals, using checklists and watching videos of their presentations.

Peer review sessions allow trainers to learn from each other and see different ways to improve. A strong review system should include feedback from different people, such as co-workers, supervisors and audience members, to give a complete picture of performance.

Ongoing evaluations during training help track progress, while final evaluations measure overall success. Using tools like rubrics, scorecards and checklists makes sure feedback is fair and consistent.

Having ongoing support and resources helps trainers continue to grow. A strong support system should include training manuals with easy-to-follow guides that are updated as PowerPoint changes. Video tutorials give trainers a way to learn at their own pace. Online groups, such as forums and mentorship programs, let trainers share knowledge and get advice from others.

Professional development, like workshops, conferences and online courses, helps trainers stay up to date with the best methods and practices. Organizations also should make training materials easy to access, plan regular learning events and gather feedback to improve resources.

Personalized learning plans, regular check-ins and certification programs can help motivate trainers to keep learning. By offering these resources, organizations help trainers become better at making and delivering presentations.

Conry, right, uses a muscle stimulator to demonstrate what electricity does to the body as part of an EHAP training. He first shows examples of it on PowerPoint, then has a volunteer experience what electricity feels like in the muscle.

Wrapping up
A great PowerPoint training program includes assessing trainers’ skills, creating a clear learning plan, following best practices and providing constant feedback and support. A well-structured program not only helps trainers learn PowerPoint, but also makes them better at engaging their audience and giving clear, strong, more effective presentations.

By using hands-on activities, feedback and professional development, trainers can keep improving and stay updated on new skills. With the right training and support, trainers can create professional presentations that make learning more effective and enjoyable.

Korey Conry, CTSP and TCIA Qualified Trainer, is a field safety supervisor/trainer with Mountain F. Enterprises Inc., a 16-year TCIA member company based in Folsom, California.

This article is based on his presentation on the same subject at TCI EXPO ’24 in Baltimore, Maryland. To view a video recording created for that presentation, click here.