1 Chapter 12 Effective Use of Visual Aids AND PowerPoint Tutorial © 2008 McGraw-Hill Higher Education. All rights reserved.

2 How Visuals Help You Communicate Help Communicate organization  Map out 3 Main Points on a slide Illustrating the spoken word  Use real pictures to teach audience Simplifying the spoken word  Use diagrams and graphs Complementing the spoken message  Audience Learning Styles  Retention of Information

Visual Aid Effects on Audience 3

4 Select the Right Slide Content Diagrams and drawings  Example and simplify complex information Charts and graphs  Statistics become pictures pie charts line graphs bar charts organizational charts flow chart

5 Increase message quality = GRAPH SLIDE = Use “Blind” animation Are the Yankees Successful? John Bryson (2009) Baseball Statistics Journal

6 Organizational Chart Simplify the Idea Insert Exhibit 12.3

7 Flowchart Simplify the Process Elaboration Likelihood Model Speech and Speaker motivated and able not motivated or not able Audience Central = Peripheral = Route Resistant More resistant Results Fear appeals Source Credibility Facts and logic Facts and logic

Ways Visual Aids Enhance Communication Attract Audience Attention  Topic= “School Violence” Emphasize Key Points  Use of bullets, pictures, graphs Show Relationships of Facts  Transitions Animation Dim or hide after use Use the “B” key

Ways Visual Aid Enhance Communication (cont.) Simplify Statistics  Graphs Examples  Makes more specific  “Hurricane Size” Illustration  Difficult scenarios  “UCF Map of Computer Lab” (Next slide)

Visuals Enhance Message Illustrate Maps and Locations

BROWN = security, dedication YELLOW = cheerful, futuristic, hopeYELLOW = cheerful, futuristic, hope BLUE = calmness, order, trust, balance RED = intensity, passion, competitiveness PURPLE = mystical, spiritual, signals fantasy GREEN = openness, intelligence, discussions BLACK = financial gain, directness, strength Choice and Use of Slide Background Color

Characteristics of Effective Visual Aids “ KISS = Keep it short and simple”

Font Size = 10 ft. away or 24 points 6 words across - 6 lines down BOLD, italics, underline for emphasis only AVOID USING ALL CAPS Avoid using all caps Slide Design Rules

Slide Design Rules (cont.) Use a drop shadow for effect Use a drop shadow for effect Avoid ornate fonts and bullets Avoid ornate fonts and bullets Indent second line of bullet Use sans serif fonts = screen versus fonts w/o serifs = print Use real pictures and graphs Simple Animations Orphan, n. [Gr. Orphanos, later orphos ; L. orbus. Bereaved.] 1. In PowerPoint, when only the last word of a long bullet spills over to the next line. 2. It looks goofy and wastes space. 3. Fix it by editing the bullet to one line, or by carrying over at least two words.

Characteristic of Effective Visual Aids (cont.) Do Pictures Supports Message Tone? Are you laughing? Does visual support verbal message ? American Drug Abuse Association, 2003

Effective Use of PowerPoint  Wording clear and concise Paraphrase Numbers versus words –“1 out of 3” Diagrams  Not to replace speaker B or W keys  Check equipment!  Multiple versions USB,  Phobias (24.6%)  Equal for Men & Women  Depression (17.1%)  Higher in Women  Alcohol Dependence (13.8 %)  Higher in Men

Child Abuse Causes and Prevention Causes of Child Abuse –Unrealistic expectations of children –Lack of parenting skills –History of family abuse, stress and/or poverty Prevention –Educational programs to teach caregivers coping skills –Educating the public so that they are able report abuse early enough for intervention to take place New York Daily News What is incorrect ? Slide contrast, content, citation?

Use High Contrast Colors Dark text on a light field The Four D’s: Drop it Delay it Delegate it Do it The Four D’s: Drop it Delay it Delegate it Do it The Four D’s: Drop it Delay it Delegate it Do it The Four D’s: Drop it Delay it Delegate it Do it Light text on a dark field

Use High Contrast Colors Colors of similar color blend together The Four D’s: Drop it Delay it Delegate it Do it The Four D’s: Drop it Delay it Delegate it Do it The Four D’s: Drop it Delay it Delegate it Do it The Four D’s: Drop it Delay it Delegate it Do it

20 Common Slide Mistakes Visual aids overpower the speaker  Use the “B” key  Watch animation, sounds, content Too much information per visual  See slide design rules  This slide BREAKS the rules! Speaker reads the content on the slides Being unprepared for unexpected  Check room equipment prior to speech  Bring 2 forms of speech copy USB (last resort)

21 Remember, Effective PowerPoint’s… Keep it short and simple: “Kiss” rule  Paraphrase bullet points Be sure of your purpose:  Does the slide make your presentation better? Rehearse your presentation: 15 Times = A  Never use PowerPoint slides cold Have a backup:  Save to multiple devices, transparencies Remember the rules for design!

22 Some final observations: You control every aspect of a slide’s design  Use design rules Have a purpose for visual content  Facts, photos, arguments must support and enhance message You are the Speaker not the PPT  Use the “B” key when visual not needed Use the tutorial at

23 Use Microsoft PowerPoint To Enhance Your Speech Based on PowerPoint: The Rules of Design by William Earnest Copyright 2000 by McGraw-Hill Higher Education © 2008 McGraw-Hill Higher Education. All rights reserved.

24 Choose the right template. PowerPoint’s newest templates are colorful and theme-specific. Pick one that matches the mood you’re trying to convey. For example: 1 1 Blueprint This template would be appropriate for presentations concerning architecture, engineering, construction, planning, design, etc. © 2008 McGraw-Hill Higher Education. All rights reserved.

25 Choose the right template. 1 1 Gesture Japanese Waves Paper Nature These templates convey elegance, regardless of the subject. © 2008 McGraw-Hill Higher Education. All rights reserved.

26 Choose the right template. Very dark or very light fields with simple patterns are often good choices. 1 1 BrushstrokesBlends CapsulesArtsy including dark blues Factory © 2008 McGraw-Hill Higher Education. All rights reserved.

27 Use high-contrast colors. Dark text on a light field Light text on a dark field 2 2 The Introduction: Attention Interest Purpose Qualifications Forecast The Introduction: Attention Interest Purpose Qualifications Forecast The Introduction: Attention Interest Purpose Qualifications Forecast The Introduction: Attention Interest Purpose Qualifications Forecast © 2008 McGraw-Hill Higher Education. All rights reserved.

28 Use high-contrast colors. Colors of similar luminosity blend together and make reading difficult. 2 2 The Introduction: Attention Interest Purpose Qualifications Forecast The Introduction: Attention Interest Purpose Qualifications Forecast The Introduction: Attention Interest Purpose Qualifications Forecast The Introduction: Attention Interest Purpose Qualifications Forecast © 2008 McGraw-Hill Higher Education. All rights reserved.

29 Use sans serif fonts. 3 3 On screen, text with plain lines and clean edges is easier on the eye: Tahoma Arial On the printed page, traditional “serif” fonts are easier to read:  Times New Roman  Bookman © 2008 McGraw-Hill Higher Education. All rights reserved.

Be text-savvy. Key words, not sentences Minimum words, maximum size No “orphans” Capitalize correctly © 2008 McGraw-Hill Higher Education. All rights reserved.

31 Use keywords for bullets. Slides are visual note cards.  main ideas  not complete thoughts  full sentences only when quoting For every bullet try to eliminate:  articles (a, an, the)  pronouns that could be implied (you, we)  verbs that could be implied 4 4 a © 2008 McGraw-Hill Higher Education. All rights reserved.

a Methods of Audience Analysis Observation Inferences Questionnaires Interviews Audience gets the main idea You provide the details Audience gets the main idea You provide the details Use keywords for bullets. © 2008 McGraw-Hill Higher Education. All rights reserved.

b Minimum words, maximum size Try to keep titles 44 pts. or larger. Main bullets 32 pts. or greater © 2008 McGraw-Hill Higher Education. All rights reserved.

b Keep text to a minimum, 25 words or less per slide. PowerPoint is more visual than written. This is another advantage of using keywords Minimum words, maximum size © 2008 McGraw-Hill Higher Education. All rights reserved.

c No “orphans” Orphan, n. [Gr. Orphanos, later orphos ; L. orbus. Bereaved.] 1. In PowerPoint, when only the last word of a long bullet spills over to the next line. 2. It looks goofy and wastes space. 3. Fix it by editing the bullet to one line, or by carrying over at least two words. © 2008 McGraw-Hill Higher Education. All rights reserved.

c No “orphans” before © 2008 McGraw-Hill Higher Education. All rights reserved.

c No “orphans” after © 2008 McGraw-Hill Higher Education. All rights reserved.

38 Titles: capitalize the first letter, proper nouns, other words if desired Main bullets: capitalize the first letter of each line if desired, or if a proper noun 4 4 d Capitalize correctly. sub-bullets do not usually capitalize the first letter of the line, unless it’s a proper noun or similar reason for capitalizing © 2008 McGraw-Hill Higher Education. All rights reserved.

39 Use images wisely. 5 5 Declaration of Principles 1. Images should predominate over text. 2. Photos should predominate over clip-art. 3. If used, clip-art should be of graphic-artist quality and not look “computer-drawn.” © 2008 McGraw-Hill Higher Education. All rights reserved.

40 Use images wisely. A picture is worth a thousand words. Determine if slide needs an image … Not every slide needs text. 5 5 © 2008 McGraw-Hill Higher Education. All rights reserved.

41 Use images wisely. Size images properly:  don’t stretch them to the point of graininess  don’t shrink them to be too small to see 5 5 © 2008 McGraw-Hill Higher Education. All rights reserved.

42 Use images wisely. The “Clip-Art Hall of Shame”  Avoid amateur, cartoonish look.  Use photographs if available. 5 5 © 2008 McGraw-Hill Higher Education. All rights reserved.

43 These effects tend to be distracting and can also waste a lot of time Keep build effects low-key. Try to avoid “moving” or slow effects like: Opt instead for “in-place” effects like: 6 6 spiral spiral swivel crawl crawl wipe random bars blinds peek split stretch dissolve © 2008 McGraw-Hill Higher Education. All rights reserved.

44 Strive for visual balance. Avoid lopsidedness. Avoid dead space. Position items for legibility & clarity. 7 7 © 2008 McGraw-Hill Higher Education. All rights reserved.

45 Strive for visual balance. Avoid lopsidedness. Avoid dead space. Position items for legibility & clarity. 7 7 © 2008 McGraw-Hill Higher Education. All rights reserved.

46 Strive for visual balance Avoid lopsidedness. Avoid dead space. Position items for legibility and clarity. 7 7 © 2008 McGraw-Hill Higher Education. All rights reserved.

47 Strive for visual balance Avoid dead space Avoid lopsidedness Position items for legibility & clarity 7 7 © 2008 McGraw-Hill Higher Education. All rights reserved.