Presentation Skills: Visual Aids ENC 3254 Speaking & Writing for Premed Students

Structure and Speech Visual Aids Delivery Archives, Cal-Tech This slide maps a discussion about style in scientific presentations. In this discussion, one’s style in a presentation consists of three perspective: the structure and speech of the presentation, the visual aids that one uses, and the delivery of the individual. Note that although the book breaks up the discussion into four perspective, it is more balanced to divide a presentation of the material as three perspectives, especially if you are dedicating only three or four lectures to the material. While the speech simply consists of the words that the speaker chooses, the structure includes not only the organization of the presentation, but also the depth, the emphasis, and the transitions between the major sections of the talk. The visual aids include presentation slides, handouts, demonstrations, and films. Finally, the delivery consists of the speaker’s voice, movements (including eye contact), and stage presence before the audience. (CSP, pages 8-11) Archives, Cal-Tech

Structure and Speech Visual Aids Delivery Archives, Cal-Tech This slide indicates a transition to the second topic to be discussed: visual aids. In a shorter presentation, I often delete this slide. One point worth noting is that in teaching this material, I try to give the students a model for presentation slides that they can use in their own presentations. That is why I am careful to map this presentation. Visual aids include presentation slides, handouts, demonstrations, and films. The slides in this section of the presentation focus on the design of the most common type: presentation slides. By presentation slides, I mean still images that the speaker gives to the audience. These images could arise from computer projections, overheads, 35 mm slides, or flip charts. While I discuss presentation slides in more detail on later slides, I usually discuss demonstrations, films, and handouts here. In this discussion, I mention general advantages and disadvantages of each category. I also caution students about common problems that can occur: films that have too much dead time (because of television, audiences these days are sophisticated); demonstrations that fail (Murphy’s Law); and handouts that distract (for instance, a single object passed around in a large auditorium). In using this presentation slide, consider discussing problems that you have witnessed with films, demonstrations, and handouts in scientific presentations. (CSP, Chapter 4) Archives, Cal-Tech

Why use Visual Aids? Clarity Interest & Retention Variety Delivery Skills Credibility

Audiences remember more when you use well-designed slides Hear See Hear and See An important issue about presentation slides is whether they should even be included in a presentation. In other words, when do the advantages of using presentation slides outweigh the disadvantages. The principal disadvantage of having slides is disruption. Whenever a speaker projects a slide, the audience’s attention turns away from the speaker and onto the screen. For that reason, in designing slides, the presenter has to consider whether that disruption is warranted and how to design the slides such that the disruption is minimized. This slide brings out the major advantage of using slides in a scientific presentation: namely, that the recall of the audience has the potential of going way up when the speaker uses effective slides. The key word here is “effective.” Many slides shown in scientific presentations are not effective. For instance, many slides contain too many words, far too many for the audience to read. Worse yet, many presenters place those words in all capital letters (almost nothing reduces the reading speed more than using all capital letters). Another problem is that many headlines of slides do not orient the audience. Yet another problem is that the bodies of many slides contain long lists (5, 6, or even 7 items). Slides having these problems can actually reduce the percentage of recall because the audience becomes sidetracked in the presentation by being puzzled over what is projected. For that reason, the design of slides is important. (CSP, Pages 113-115) 10 20 30 40 50 Recall (%)

Types of Visual Aids YOU Objects Flipcharts Handouts Marker/chalkboards Overhead Projectors Poster-boards Videos Computer-assisted presentations

Choose a format that is easily read Choose legible type Arial BOOK ANTIQUA Choose a helpful layout words words words

Color can distinguish a presentation Color is discussed on pages 122-125.

Color affects how fast the audience can read The color combination that is read most quickly is black on yellow.

Color combinations need to have contrast—the one does not. Color affects how fast the audience can read Color combinations need to have contrast—the one does not.

Color affects how fast the audience can read Combinations of red, green, and brown are difficult for many people to read.

Color affects the emotions of the audience Avoid having a hot color such as red or orange as your background color.

Using a sentence-headline design quickly orients your audience The sentence headline succinctly states the main assertion of the slide Body supports with words with images compressor combustor turbine Headline Body

Exclude details that the audience does not need or cannot remember Avoid filler information Roentgen discovered x-rays in 1895. He found that a cathode-ray tube produced fluorescence in a distant plati- num-barium-cyanide screen. Avoid long lists • Corrosion • Acid rain • Toxic materials • Pulsed combustion • Energetic materials • Pyrogenic materials • Smog Avoid complex images DEAR- ATOR HOT WELL RGF A B

Charts and Graphs

4 Important Design Concepts Make it Big Keep it Simple Make it Clear Be Consistent

Planning, Preparing, & Presenting with Visual Aids Do you really need it? Does it enhance the meaning or impact of your speech? Start with a rough draft. Be sure your visual aid is simple & big enough. Do not simply have an outline of what you will say. Consider photos, graphs, etc. vs Clipart Limit the # of slides (1/minute). Limit the animation!! PowerPoint can supplement, but can not BE the presentation! Prepare in advance and PRACTICE with your visuals!

Visual Aid Usage Guidelines Check out environment and equipment. Refer to it only when showing it and show it only when you refer to it. Use blank slides in your presentation. Remember the power of the “B” key. Do not read from the visual and do not talk to the visual! Point out specifics. Do not distribute handouts during speech. Rehearse with your visuals!

Structure and Speech Visual Aids Delivery Archives, Cal-Tech

Overview of Team Presentation Assignment 20 minutes (i.e. 4-5 mins/team member) 5 minutes for Q & A (audience will roleplay family practitioners who are your CME participants) Intro/Background Body of presentation is divided among the team Conclusion Use of CME quiz Use of CME handout CME audience response survey

Speaker Responsibilities Individual Speakers: Intro with preview Relate section to the audience Body with transitions between main points Conclusion Moderator: Introduction Team transitions Conclusion/Q&A Everyone must use Visual Aids

Acting like a Team Not just a series of presentations—links and references to one another should be apparent Agree on Q/A format and help one another out Agree on roles Plan out transitions Determine slide progression Speakers should focus on the audience Team should look at the person speaking Roadmap! Rehearse together & with visuals!

Q/A Develop list of possible questions and prepare answers Ask for questions--if none, be specific (Are there any questions about our suggestions?) Suggest questions (One of the most frequently asked…) Restate question Use wait time Be sure to thank the audience and sumup