Luke E. Reese -- www.msu.edu/~reesel

Utilizing Technology to Effectively Communicate with a Variety of Audiences Luke Reese, Associate Professor Biosystems and Agricultural Engineering www.msu.edu/~reesel reesel@msu.edu 517-353-3258 Welcome to this class and let’s have a bit of fun along the way developing your Presentation Skills – Design Principles, Show Starter, Example Slides, Delivery, Powerpoint, Practice. The major pitfall of most presentation preparation is the lack of a focus or an objective before starting. My objective for developing this presentation is to teach you four fundamental Powerpoint principles in the one hour we have together. We will be using this presentation to help develop your Powerpoint skills. Welcome to this class and let’s have a bit of fun along the way. Luke E. Reese -- www.msu.edu/~reesel

Context - Presentation

What makes a good and a bad presentation? Group Exercise (envelopes) Welcome to this class and let’s have a bit of fun along the way developing your Presentation Skills – Design Principles, Show Starter, Example Slides, Delivery, Powerpoint, Practice. The major pitfall of most presentation preparation is the lack of a focus or an objective before starting. My objective for developing this presentation is to teach you four fundamental Powerpoint principles in the one hour we have together. We will be using this presentation to help develop your Powerpoint skills. Welcome to this class and let’s have a bit of fun along the way. Luke E. Reese -- www.msu.edu/~reesel

Questions to ask - Yourself How long is your presentation? Which media type will you be using? What is the room configuration? When do you need the visuals completed? When did you plan to get started?

Questions to ask - Audience What is the average age of the audience? What is the male/female ratio of the audience? What is the level of expertise of the audience? What is the audience size?

Questions to ask - Objective What is the objective of the presentation? What feeling or emotion do you want the audience to have?

Presentation Objective To sell, promote or endorse To persuade, convince or influence To motivate, excite or entertain To discuss, participate or share To teach, inform or enlighten To analyze, review or account

Audience Emotion Confident Positive Decisive Enthusiastic Eager Primed Excited Thrilled Ecstatic Overwhelmed

Audience Demographics Group Exercise Welcome to this class and let’s have a bit of fun along the way developing your Presentation Skills – Design Principles, Show Starter, Example Slides, Delivery, Powerpoint, Practice. The major pitfall of most presentation preparation is the lack of a focus or an objective before starting. My objective for developing this presentation is to teach you four fundamental Powerpoint principles in the one hour we have together. We will be using this presentation to help develop your Powerpoint skills. Welcome to this class and let’s have a bit of fun along the way. Luke E. Reese -- www.msu.edu/~reesel

Scripting Do your conclusion first Establishes a target Write the storyline before visuals

Scripting Common Mistakes No script Script is tooooooooo long Script is written to be read rather than heard Visuals lack a balance of words and graphics Script drifts from original objective Target audience is missed or ignored

Visuals

Color Affects Mood Interest Motivation Comprehension

Five Uses of Color Emphasize Differentiate Define the order of items Group objects or concepts Trigger emotions and associations

Color Psychology Black - Profit, Gain (in business) Green - Go, Ready, Growth, Money Red - Fear, Danger, Stop, Error Blue - Cool, Calm, Serene, Trusting

Blue Background Conservatism Relaxation Security Loyalty Fulfillment

Red Background Desire Passion Power Competition Persuasion

Black Background Direct Stubborn Extinct Forceful Final

Green Background Intelligence Suggestion Development Hopefulness Expansiveness

Purple Background Enchantment Immaturity Insecurity Fantasy Unimportant

Gray Background Neutrality Reservation Concealment Avoidance Non-commitment

CAPS MORE THAN SEVEN CONSECUTIVE UPPPER CASE WORDS WILL FORCE THE AUDIENCE TO READ AGAIN.

CAPS More than seven consecutive uppper case words will force the audience to read again. Note: Did you notice the misspelling in that last slide?

Initial Caps Use for Title Charts Use for Short Key Phrases Be Aware of which Words are Chosen to Capitalize Pronouns, Adjectives and Long Verbs are Problems

First Caps Follows the natural pattern of a sentence Easier to maintain a consistent look Easier for the audience to read Pronouns, adjectives, etc. are not problems

Lettering Style Tips Limit the number of typefaces and fonts Use no more than two typefaces on a single chart Switch fonts before switching typefaces Use italics and bold sparingly AVOID ALL UPPER CASE Use First Caps instead of Initial Caps Limit center justification

Text Charts Checklist Present one concept per chart Keep sentences short and concise Use parallel structure Observe these maximum limits Seven lines per chart Seven words per line

Contrast Repetition Alignment Proximity Design Principles Think you will remember these design principles? Contrast – purpose is to create an interest on the page – if a page is interesting to look at, it is more likely to be read. The other is to aid in the organization of the information. - Don’t be a wimp. (e.g., color, font size 24 vs 12, bullets, graphics) Repetition – purpose is to unify and add visual interest (e.g. page number location, headers and footers, font sizes, font) Critical in multi-page documents and sometimes called consistency. Alignment – purpose is to unify and organize the page. Every element should have some visual connection with another element on the page. Be aware of where you place elements. Often a strong alignment (combined, of course, with the appropriate typeface) that creates a sophisticated look, or a formal look, a fun look, or a serious look. (e.g. bullets, indents, left, right, headers, columns, object edges) ***Minimize center and full Proximity – purpose is to organize and put like information together (e.g., closer proximity of header to body text versus equal spacing, address information) Luke E. Reese -- www.msu.edu/~reesel

The good, the bad and the ugly Slide Examples The good, the bad and the ugly

Examples

Peer Critique

Delivery – Infocus World Time permitting…. Our audience is not global in nature. When selecting a theme and colors – remember AUDIENCE. Who is your audience and what is your intended message/objective? Practice makes perfect. Whatever you add to your slides (e.g., text, color, graphics, transitions, sounds, etc.), they must fit the objective of your presentation and theme you selected to match your audience. An unrelated sound or graphics distracts from your message and communication is lost!!!!! Good luck with Powerpoint!!!!! 20 minute presentation Luke E. Reese -- www.msu.edu/~reesel

Luke E. Reese -- www.msu.edu/~reesel

PowerPoint Bonus Tips Time permitting or when you get home. Luke E. Reese -- www.msu.edu/~reesel

Bonus Tips PowerPoint Paste Special (Unformatted Text) Slide Master Ruler and guidelines (on) Paste Special (Unformatted Text) Print Screen Key Luke E. Reese -- www.msu.edu/~reesel

Print Scrn / Print Screen Press Print Scrn or Print Screen key Screen to Clipboard Paste Picture Toolbar Crop Remember our Basics 101 lesson on using Cut, Copy and Paste. You can Copy what your screen looks like at any point in time to the Window’s clipboard by pressing the <Print Screen> key. For example, have you ever wanted to have an image of a web page in your presentation? Locate the <Print Screen> key on your keyboard and press it. Next add a new slide to your slide set and use Paste to have an image of the screen inserted into your presentation as a picture. You can use the Picture toolbar crop tool to crop the picture if needed. Note: I used this trick to capture all the screen images contained in this slide set. Luke E. Reese -- www.msu.edu/~reesel

WWW images Web browser Powerpoint Cursor over image Right mouse click Save Image As… (Netscape) Save Picture As… (Internet Explorer) Format .jpg (photo) .gif (line art) Powerpoint Insert Menu Picture From File You can take any picture off the web by right clicking on the image and saving the image to your computer. Then you can insert that image into your slide set by going to the Insert Menu, select Picture and From File. You do have to remember where you saved the file in order to select it. See the instructions on this slide. CAUTION: Copyright laws apply to images on the web – yes you can get any image but…. please be certain about the image usage rights prior to using any image from the web! Luke E. Reese -- www.msu.edu/~reesel

Selection (Windows) Series Random Select first or last (left mouse button) Move cursor to opposite end Hold “Shift Key” Select last or first (left mouse button) Random Select first item (left mouse button) Hold “Ctrl Key” Continue to select (left mouse button) Remember when we talked about multiple selections in Slide # 19. Well, here’s the answer. And this is a Window’s function, so the use of the mouse while the <Shift> or <Ctrl> key is held can be used in multiple applications and Windows Explorer. Luke E. Reese -- www.msu.edu/~reesel

Black Slide – Projector Off Normal / Slide view Black background Omit background objects Apply Slide Sorter view Duplicate Move to end Slide Show “b” key Ok, so you need to take a break in your presentation, or you have a group activity planned, or you want a blank screen when you start and finish. Easy add a black slide or slides using the steps on this slide in the different views. Oops, you forgot to add that black slide – just press the <B> key for a blank screen. Luke E. Reese -- www.msu.edu/~reesel

Self-play Slide Show Rehearse Timings Record Narration Good for practice Save for auto-play Record Narration .wav file per slide Timings are recorded Good for kiosk Must use audio editing software or re-record entire set for errors From the slide sorter view, select Rehearse Timings and go through your slides as you practice your delivery. When finished and asked to save the timings please say yes. In the slide sorter view, you should see a time in seconds added to each slide. Go to the Slide Show menu and select Set Up Show… Set the show for a Kiosk and Use Timing and then play the show. If you want to get really fancy, use “Record Narration” assuming you have a microphone for your computer and not only will the timing be added but also the narration. Ok, so who needs the presenter now? Both of these techniques are great for practicing that perfect presentation. Luke E. Reese -- www.msu.edu/~reesel

Luke E. Reese -- www.msu.edu/~reesel