How should you evaluate presentation layouts?
Evaluate a layout not only by how it looks, but also by whether it supports your main message and the flow of your content. First, identify the presentation’s purpose, its audience, and the idea you want to emphasize on each slide. Then consider whether the example’s headings, text, and visuals make that idea clear. The criteria below are not an official scoring system; they are a practical way to compare different options using the same questions.
Set your requirements before comparing
Note where the presentation will be shown, what information the audience needs to see, and any format requirements specified by the event or organization. Try sorting the information into three groups: what must be on the slide, what can be conveyed verbally, and what can be removed. This distinction may help you simplify the content rather than trying to solve information overload by adding more boxes.
Do not treat a presentation slide layout and an academic poster layout as directly interchangeable. Poster requirements, such as size and orientation, can affect the layout. Lone Star College’s poster guide recommends determining poster size and orientation according to the event requirements; check your own event’s requirements as well. When adapting a layout example from a poster guide for a slide, do not treat recommendations about the poster’s physical size as rules for slide dimensions.
Review examples using five criteria
Ask the same questions about each example. You can mark your notes “suitable,” “needs adjustment,” or “not suitable.” These are not official categories, but labels to help you decide between options.
- Message hierarchy: Does the heading explain the main idea? Is it clear at a glance which information stands out?
- Reading flow: Are the sections in a clear order? Do headings and numbers help the audience follow that order?
- Content density: Can you identify the slide’s main idea? Is unnecessary text or decoration distracting?
- Readability and accessibility: Can the text be read under the presentation conditions? Is there sufficient contrast between the text and background? Is information conveyed only through color?
- Purpose and consistency: Is similar information presented in a similar way? Does the layout serve the presentation’s purpose?
UCSB’s slide design guide recommends simple design, readable text, focusing on one concept per slide, high color contrast, and using animations sparingly. The guide recommends text of 24 points or larger, while UNCG’s accessible presentation guide discusses text of 18 points or larger for PowerPoint. These are recommendations from the respective guides; check readability separately in each presentation setting. UNCG’s guidance on built-in layouts, unique headings, alternative text for visuals, and reading order is specific to PowerPoint and Keynote; do not treat it as menu or feature instructions for another program.
Adapt your chosen layout to your content
Group examples by content type—for example, comparison, process, results, or a section transition. For each type, choose a layout that can clearly present your content; you do not have to keep exactly the same number of boxes and visuals as in the example. Try removing an element that serves no purpose, shortening the text if important information does not fit, or moving the topic to a separate slide.
Fill the layout with your actual text and review it again. Arrange headings and content in the order you want the audience to follow. If possible, check the slide in an environment similar to the one where it will be presented. If there is a specific requirement for the venue or software being used, verify it in the event’s or program’s current guidelines; if no requirement is specified, do not assume that a particular platform or equipment is mandatory.
A concrete example: a quarterly project status presentation
The scenario and numbers below are fictional and provided only as an example. Suppose you want your team to see completed work, a delay risk, and a decision that is needed. Compare three possible layouts:
- A: Three equal columns for completed work, risk, and next step. This presents information side by side; however, check whether the decision needed gets lost among the other information.
- B: A heading at the top that summarizes the outcome, “progress” and “risk” sections in the middle, and the requested next step at the bottom. This may be a suitable option if you want to make the decision information visible in this scenario.
- C: A large chart and small explanatory text. If the chart is not needed for this content, it may distract from the main message.
For this hypothetical purpose, you could choose B. The heading might be, for example, “Pilot project is progressing; approval delay could affect the next phase.” In one section, list completed work briefly; in the other, explain the risk and its possible effects. Specify the decision needed in the bottom area. The statement “9 of 12 tasks are complete” applies only to the fictional example. In a real presentation, verify the numbers and their sources. If you also need to show the timeline, see the article on presentation timeline examples.
Common problems and ways to address them
Filling every space in the example: The presence of a box does not mean you must add content. Remove unnecessary elements; if important information does not fit, consider shortening it or presenting it on a separate slide.
Using the same layout on every slide: Maintain consistency, but do not assume that different communication needs, such as comparison, process, and results, require the same layout. You can create visual cohesion with consistent heading and formatting choices.
Overlooking small text or weak contrast: Review the slide under the conditions in which it will be presented. If it is difficult to read, first try reducing unnecessary text, then reassess the text size and color contrast. Do not present the text size recommended by UCSB as an unchanging rule for every situation.
Not explaining a chart sufficiently: Check whether the title, axes, units, and groups being compared are clear to the audience. Do not present data with an unclear source as verified information.
Conveying meaning only through color: Also identify categories with text labels or explanatory headings. UCSB’s guide recommends high color contrast, while Lone Star College’s poster guide recommends not conveying meaning only through color. Treat the recommendation in the poster source as a principle to draw on when reviewing your design, not as a binding technical requirement for slides.
Final checklist and frequently asked questions
Before completing the presentation, review these items:
- Are the presentation’s purpose and target audience clear?
- Can you identify the main idea on each slide?
- Is the chosen layout appropriate for the content and presentation conditions?
- Are the headings, section order, and visuals clear?
- Is the text readable under the presentation conditions, and is there enough contrast between text and background?
- Have the data and visuals been checked, and are the necessary sources cited?
- Have you asked someone unfamiliar with the presentation for feedback on anything that is unclear? You can refer to the article on constructive feedback examples after a presentation when considering the feedback.
How many different layouts should I use in a presentation?
Rather than setting a fixed number, consider whether each layout serves a different communication need. Try to maintain consistency with shared heading and formatting choices instead of introducing unnecessary variety.
How can I check whether the example I chose works?
You can show one of your slides to someone unfamiliar with the presentation and ask how they understand its main message. If their response does not match your goal, review the heading, order, or emphasis. This feedback alone does not prove that the information is accurate or that the presentation is accessible; check sources, data, and accessibility features separately.
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