PowerPoint Tips Blog

Helping you with presenting, PowerPoint, and speaking

Creating beautiful process diagrams with a teardrop shape

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Process diagrams are very useful for depicting (obviously) processes. Processes are a common topic in presentations and describing them with just words doesn’t work very well.

In this post, I’ll explain 2 ways to create a process diagram:

  • Using SmartArt
  • Creating it from scratch, to give you more variations and possibilities.

Let’s start with this slide, “4 pieces to the online marketing puzzle.” The 4 pieces are website, email, products, and events. But because I’m suggesting that this is a process, that is, you start by creating a website, then build an email list, and so on, it’s a process. You do one after the other.

A quick way would be to turn it into SmartArt, following these steps:

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Using abstract images to create unique backgrounds for slides and shapes

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You can use abstract images to create interesting, textured backgrounds for slides or shapes. Just as important, they will be unique. You’ll see why as you read further…

Here’s an example, using abstract images as a fill for the shapes of a diagram.

First, you have to find an abstract image. That’s fairly easy. For example, go to pixabay.com or your favorite stock images site and enter abstract in the search box. Find some images and download them. Here are 3 that I downloaded from pixabay.com:

powerpoint-tips-textures-1

Another easy technique is to take your own abstract photos! Any object with a texture that is mostly one color works well. Here are some ideas:

  • A close-up of a piece of fabric or carpet
  • A close-up of the hair of a pet
  • A piece of wood or furniture

Here’s a photo of a gravel pathway that I took>>>

Modify the texture image

You can make many modifications to the texture image. Select the image, and choose the Picture Format tab. For example, you can do the following:

  • In the Adjust section of the ribbon, choose Corrections to soften or sharpen the image, as well as change the brightness and contrast. For more precise changes, choose Picture Corrections Options at the bottom.
  • Choose Color to change the saturation or tone, or to recolor the image.
  • Choose Artistic Effects to choose one of the preset effects.

Here, I took the abstract image on the left, then blurred it, colored it, and reduced the contrast to create the one on the right.

powerpoint-tips-textures-4

Use the image as a fill for a shape

To use an image as a fill for a shape, follow these steps:

  1. Click the shape to display the Picture Format tab and click the tab.
  2. Choose Shape Fill> Picture> From File, navigate to the picture you saved, and double-click the picture file you want to use. (See an alternative method below.)
  3. If you want to remove the outline (I often do), choose Shape Outline> No Outline.
powerpoint-tips-textures-5

If you have already inserted the abstract image you want to use on a slide — since you may have created and modified it there — follow these steps:

  1. Copy the abstract image to the clipboard.
  2. Right-click the shape and choose Format Shape to open the Format Shape task pane.
  3. On the Fill & Line tab, expand the Fill section and choose Picture or Texture Fill. (PowerPoint automatically fills the shape with the default texture and changes the name of the task pane to Format Picture.)
  4. Choose Clipboard
  5. If you want to remove the outline, choose Shape Outline> No Outline from the ribbon or from the Line section of the Format Picture task pane.

Use an abstract image as a slide background

To use an image as a slide background, display either the slide or the slide master. If you want to apply the background to all layouts, click the top, larger layout in the left pane of the slide master.

  1. Right-click an empty area of the slide or slide master and choose Format Background.
  2. In the Format Background dialog box, for the Fill category, choose Picture or Texture Fill.
  3. Choose Clipboard if you have the image on the clipboard or choose Insert> From a File, navigate to the file, and double-click the picture file that you want to use.

These options give you unlimited possibilities!

How do you use abstract images?

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What can online course creators learn from other sectors?

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In my many years reading about and working on presentation training, I’ve seen a trend that not many people talk about — the separation into silos — or sectors — of course creation into educational training, corporate training, and personal training.

I’ve come to think that these sectors could learn from each other.

Just to clarify…

Personal training means courses that individuals pay for, whether for their personal benefit or to advance in their career or business. For example, entrepreneurs often take courses to learn how to grow their business.

Image by <a href="https://pixabay.com/users/clker-free-vector-images-3736/?utm_source=link-attribution&utm_medium=referral&utm_campaign=image&utm_content=309403">Clker-Free-Vector-Images</a> from <a href="https://pixabay.com//?utm_source=link-attribution&utm_medium=referral&utm_campaign=image&utm_content=309403">Pixabay</a>

Corporate training means courses taught to employees of an organization, either created in-house or outside. The company pays for the course.

Image by <a href="https://pixabay.com/users/clker-free-vector-images-3736/?utm_source=link-attribution&utm_medium=referral&utm_campaign=image&utm_content=309661">Clker-Free-Vector-Images</a> from <a href="https://pixabay.com//?utm_source=link-attribution&utm_medium=referral&utm_campaign=image&utm_content=309661">Pixabay</a>

Educational training means courses taught by an educational institution, usually a college or university, including 2-year colleges. I’m not talking about K-12.

What’s the difference?

Customary practices are very different in the areas of:

  • Marketing
  • Testing / assessment
  • Structure

1. Marketing

Let’s start with marketing and look at all three sectors.

Personal training

Coaches, consultants, and others sell their courses and the students pay for them. (That’s sort of true in the educational field, since colleges students pay for courses, but they are not motivated by the price of individual courses, the marketing, or whether or not there will be testing as there is almost always testing.)

Therefore, in the personal training field, the teachers have to convince their students to buy their courses. There’s usually lots of competition, so they have to explain why the students should buy their course over a course from a competitor. They have to justify the price. They have to explain the benefits very clearly to motivate people to invest.

Marketplace courses target a wide audience, including hobbyists, freelancers, and professionals looking for specific skills. The instructors themselves promote their courses directly to consumers via email, SEO, digital ads, blogs, YouTube channels, and social media. Reviews and ratings from users (testimonials) play a huge role in marketplace success.

This type of marketing emphasizes affordability, flexibility, and variety. Platforms frequently run discount campaigns (e.g., holiday sales), offering courses at a fraction of the listed price to entice consumers. Overall, prices vary widely. A common technique is to have a range of price points. So an entrepreneur selling courses might have one at a low price point and then, when the students finish, offer another course at a higher price point. Maybe the higher-priced course goes into more depth or offers more personalized instruction/coaching.

Online courses often highlight niche topics or skills that may not be available in formal education or corporate settings.

Corporate training

In corporate training, companies use email campaigns, intranet/LMS notifications, and manager endorsements to promote courses to employees. There are times when the training is required, but that’s not the most common situation.

Now, let’s say you are in the corporate training field. What would you do differently if your students (employees) had to pay for your courses and there were alternatives on the same topics? You might:

  • Pay more attention to your marketing — how you describe the benefits of the course
  • Make the course more interesting by adding gamification (offering points and prizes), group projects, outings, role-playing exercises, etc.
  • Change how you test employees, perhaps using “inbox” exercises instead of written tests

Educational institutions

Now, let’s say you’re in the educational arena. Educational courses are marketed through academic institutions, leveraging their reputation and accreditation. Marketing is focused on formal qualifications (degrees, certificates), career paths, and professional development opportunities.

Marketing often highlights the availability of scholarships, grants, or financial aid to attract students who need assistance to enroll.

How to get marketing ideas from other sectors

If you are in the educational arena, how could you learn from the personal training field? Maybe you promote one course for a low price and then convince them to continue to get a degree. Or you could promote an upsell for a course that offers more personalized attention at a higher price, perhaps with a Teaching Assistant. You could collect testimonials from previous students talking about their experience with the content and/or the professor.

If you’re in corporate training, maybe you could use testimonials from previous learners to attract employees to a course.

If you’re in marketplace training, maybe you could provide a certificate to attract buyers.

Maybe you’re doing some of this. I’d love to hear what you think about these ideas and what other ideas you have.

2. Structure

The three areas also use a variety of structures for their courses.

Educational institutions structure their courses around a set curriculum and adhere to a fixed timeline, such as a semester or academic year. They include regular lessons, assignments, and exams. (In some cases, they might be required to do this, not only because of tradition but because of accreditation requirements.) Courses are usually synchronous and they use LMS (Learning Management Systems) platforms to host content, facilitate student discussions, and handle tests/course homework.

By contrast, corporate courses are more likely to be short. The content is broken into small, easy-to-consume segments, enabling employees to fit learning around their work schedule. These courses are often self-paced as well. The content is meant to be applicable immediately to a student’s job. Gamification is a common trend.

Marketplace courses use a variety of structures. Some are asynchronous and self-paced. Others are synchronous, using a “cohort” model. Some are short, others are longer, with corresponding price differences. Courses are more likely to be video-based, or maybe live and recorded (so students can attend live or watch the recording).

How to get structure ideas from other sectors

Here are some ideas for cross-pollination, so to speak…

  • Educational institutions could offer a wider variety of course structures, such as short, practical courses. They could offer self-study courses, as well. Some are doing this as part of Adult Education or Certification programs.
  • Marketplace courses could make more use of LMS platforms, including student discussion and gamification. Both are rare in marketplace courses.
  • Corporate courses could offer longer, more comprehensive programs that lead students to promotional opportunities.

Are you using some of these ideas? Do these ideas spark some possibilities in your field?

3. Assessment

Similarly, the 3 sectors take different approaches to assessment…

Educational institutions have a formal grading system involving tests, written assignments, and projects. Acceptable grades are necessary to get credit for a course and to get a diploma.

Corporate courses rarely grade learners but often track progress, especially when the course is required for the job. Companies may use a pass/fail system. There may be simulations or role-play exercises to prove competency. Requirements will be stricter when the course fulfills regulatory or legal requirements.

Marketplace courses don’t usually have formal assessments. Quizzes, exercises, homework, or projects might be offered, but they are often optional and designed for self-assessment rather than grading. However, certificates of completion may be offered.

How to get assessment ideas from other sectors

One idea would be for marketplace courses to test students and give a discount for further training based on the grade. They could also offer certifications more often.

Educational institutions do have non-graded courses in their Adult/Continuing Education programs and these could be used more often to get students into regular programs.

Corporate courses could add grades and give a bonus or even a raise based on those grades.

What other ideas do you have?

What’s next?

Think about the obstacles you face in your arena. How could you use techniques from the other arenas to solve your problems with marketing, structure, and assessment? How could you improve learner satisfaction?

Please leave a comment!

Engage your audience with triggers

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You can create interactive presentations either to engage a live audience as you present or to let people interact with slides on their own.

You can use triggers to create quizzes and games, or just create a more engaging way of interacting with your audience. Once you learn this technique, you’ll find many ways to use it.

Let’s say you’ve covered a topic and you want your trainees to talk more about it. You could create a slide that looks like this:

But you have a secret up your sleeve! When your first trainee explains the first topic, you click that “Define expectations” rounded rectangle (it can be any shape you want) and your version of the explanation appears. You can then compare the trainee’s answer with yours. Now, the slide looks like this…

You can continue by clicking each topic until the slide looks like this

Important: You can click the boxes in any order and the correct explanation will pop up.

So, how do you accomplish that magic? With triggers!

Here are the steps:

1. Create the slide with all of the objects on it.

2. Animate the objects that you want to appear when you click. I used a Fade Entrance animation but it could be anything. You can select all of them and animate them at one time. The order doesn’t make a difference. To do that, click the Animations tab, then Add Animation in the Advanced Animation group, and choose one of the Entrance animations from the gallery that drops down. You can go to the bottom and click More Entrance Effects, if you want. You can set the timing and options as you wish.

3. Open the Selection pane. On the Home tab, you go to the Editing group, Select, Selection Pane. If you have a shape selected, you can click the Shape Format tab, and click Selection Pane. You do this because you need to rename the objects so you can tell which is which.

4. Select the first object you want to click. In my case that was the rounded rectangle that says “Define expectations.” In the Selection pane, all of the objects now look something like this, which isn’t very helpful.

5. You can use the Selection pane to rename your objects. This is very valuable for animation. Click the first object on the slide to select it and you’ll see it selected in the Selection pane. Click in the object’s name, delete the current text, and type in a new name. I just called it “Define expectations.”

6. Repeat that with the other objects you want to click. The Selection pane now looks like this>>> You can see that the 3 shapes that I want to click are now named according to the text they contain. (You don’t need to name the animated objects, although you can.)

7. Now, click the object you want to appear when you click the first shape, in this case, it’s the text that says, “Ensure everyone understands their roles, responsibilities, and the goals they need to achieve.”

8. With that shape selected, click the Animations tab and then click Trigger in the Advanced Animations group. (Trigger won’t be active unless you have already animated that object.) When you do that, a drop-down appears that says, “On Click of” and you see another drop-down with a list of your objects.

9. Because you’ve named them, you can choose the desired object easily. In this case, I chose “Define expectations.” This means that when I click the “Define expectations” shape, the shape that says, “Ensure everyone understands their roles, responsibilities, and the goals they need to achieve” will Fade in.

10. Continue to set the triggers for the other animated objects.

Note: You can only see the effect in Slide Show view or Reading view.

Here are some other posts that cover triggers:

Add pop-up text to explain a slide

Use triggers to create interactive presentations

What’s next?

Try different animations and as many variations as you can think of.

How do you think you’ll use this? Leave a comment or ask a question below!