Chapter Twelve Preparing and Using Presentation Aids

Chapter Twelve Table of Contents zUnderstanding the Role of Presentation Aids zTypes of Presentation Aids zOptions for Displaying Presentation Aids zPreparing Presentation Aids zUsing Presentation Aids in Your Speech zPracticing with Presentation Aids*

Understanding the Role of Presentation Aids zPresentation Aids are audio or visual elements that help the audience see relationships between concepts and elements, remember material, and critically examine key ideas zPresentation Aids should be used to supplement rather than serve as your ideas*

Understanding the Role of Presentation Aids: Processing/Retaining Information zResearch findings indicate that we remember only 20% of what we hear, but over 50% of what we hear AND see*

Understanding the Role of Presentation Aids: Interest and Motivation zPresentation aids allow listeners to engage the right side of their brain, which handles visualization, music, and drawing*

Understanding the Role of Presentation Aids: Presentation Aids Save Time zPictures can vividly describe an object, scene, or event instantaneously zStatistical information can be communicated much more efficiently and effectively through graphs and charts than through verbal descriptions*

Understanding the Role of Presentation Aids: Presentation Aids Inform/Persuade zThe use of a presentation aid can help to make your point more clearly and effectively by depicting it in visual form zPictures, charts, graphs, videos, and so forth will help the audience gain increased understanding and awareness*

Understanding the Role of Presentation Aids: Reducing Speaker Anxiety zPresentation aids take the attention off the speaker zThe presentation aid can serve to spark the memory of the speaker (as a form of notes) zPresentation aids can help organize a speech for the audience and the speaker*

Understanding the Role of Presentation Aids: Creating A Professional Image zQuality visual aids give your presentation a professional feel zBy giving your listeners the impression that you approach the presentation professionally, it will motivate them to do the same*

Types of Presentation Aids zThe selection and use of particular types of presentation aids should be based on the speech content, the audience, and the occasion*

Types of Presentation Aids: Objects zObjects yLive or inanimate things that illustrate the actual subject of a speech or one of its main points*

Types of Presentation Aids: Models zModels yA three dimensional, scale- sized representation of an object*

Types of Presentation Aids: Pictures zPicture yA two-dimensional representation of persons, places, objects, or ideas zDiagram yA picture, or schematic drawing, that explains how something works, is constructed, or is operated*

Types of Presentation Aids: Pictures zMaps yA representation on a flat surface of a whole or part of an area zPoster yA large two-dimensional design incorporating words, shapes, and color, placed on an opaque backing*

Types of Presentation Aids: Graphs zGraph yA representation of numerical data in visual form zLine Graph yContains one factor, usually plotted on the horizontal axis, and units of measurement or values, plotted on the vertical axis zBar Graph yShows bars of varying lengths to compare quantities or magnitudes*

Types of Presentation Aids: Graphs zPie Graph yDepicts the division of a whole zPictogram yShows comparisons in picture form*

Types of Presentation Aids: Charts zChart yVisually organizes complex information into compact form zFlowchart yShows step-by-step progression through a procedure, relationship, or process*

Types of Presentation Aids: Charts zOrganizational Chart yIllustrates the organizational structure or chain of command in an organization zTable yA systematic grouping of data or numerical information in column form*

Types of Presentation Aids: Audio Aids zAudio Clip yA short recording of sounds, music, and/or speech*

Types of Presentation Aids: Video zVideo yVisual and audio medium that combines sight, sound, and movement to illustrate speech concepts*

Types of Presentation Aids: Multimedia zMultimedia yCombines several media (voice, video, text, and data) into a single production*

Types of Presentation Aids: Handouts zHandout yPage-sized items conveying information that is impractical to give in another manner or is kept by the listeners after the presentation*

Displaying A Presentation Aid zThe varieties of presentation media include chalkboards, flip charts, overhead projection, slides, and computer projection and display technology*

Displaying A Presentation Aid: Chalkboards zChalkboard yA board on which to write with chalk or another type of marker zTry to reserve the chalkboard for simple explanations zThe processes of writing or drawing reduce contact between the presenter and the audience*

Displaying A Presentation Aid: Flip Charts zFlip Chart yA large pad of paper on which to draw visual aids zFlip charts are inexpensive, however they do require some artistic skill so that your images aren’t awkward or sloppy*

Displaying A Presentation Aid: Slides zSlide yAn image reproduced on transparent film mounted in a frame and projected onto a screen or wall for viewing zSlides offer a clear vivid image, however since they must be shown in a darkened room, eye contact between the speaker and the audience may suffer*

Displaying A Presentation Aid: Overhead Transparencies zOverhead Transparency yAn image on a transparent background that can be viewed by transmitted light zTransparencies are relatively inexpensive and simple to operate*

Displaying A Presentation Aid: Computer Projection zLCD panel yA device connected to a computer and placed on top of an overhead projector that allows the speaker to project what is on the computer screen zLCD projector yA device with its own light source that allows a speaker to project what is on a computer screen*

Displaying A Presentation Aid: Computer Projection zVideo projector yA device connected to a computer that displays large, sharp images through three lenses*

Preparing Presentation Aids zThe first step in creating a presentation aid is to establish the need for one zOnce your speech is complete, carefully read through it to identify places where an aid would clarify your ideas*

Preparing Presentation Aids: Simplicity and Continuity zConcentrate on presenting one major idea per aid zFollow the same general page layout throughout, placing repeating elements such as titles in the same place and in the same typeface*

Preparing Presentation Aids: Color zColor helps the listener see comparisons, contrasts, and emphases yUse bold, bright colors to emphasize points yUse softer, lighter colors to de-emphasize less important areas of a presentation yKeep background colors constant yLimit the number of colors you use*

Preparing Presentation Aids: Integrating Text and Graphics zTypeface yA specific style of lettering zFonts yDifferent sizes of typefaces zText should be a minimum of 24 points zDon’t overuse boldface, italics, or underlining zUse concise words for titles

Preparing Presentation Aids: Proofreading for Errors zIt is essential to proofread presentation aids to correct errors or design flaws zCheck to see that you have designed your presentation aid effectively*

Using Presentation Aids zSelecting the appropriate kind of aid and properly preparing it are extremely important to its overall effectiveness zHow you integrate the aid into your speech is also extremely important*

Using Presentation Aids: Placement zPlacement involves making certain that the audience can see and hear your aids, and that you can access them easily without interrupting the flow of your speech*

Using Presentation Aids: Interpretation zAs you display the presentation aid, remember to interpret and explain it to the audience members zPoint-Pause-Present method (P-P-P) yA technique used by the speaker to help listeners focus their attention on the visual aid, and its relationship to the speech*

Using Presentation Aids: Timing and Sequence zDisplay your aid only when you are about to discuss it yOtherwise, the audience my become distracted if they see something they do not understand*

Practicing With The Presentation Aid zRun through the presentation as it will actually be performed, using the aids exactly as you will in the actual presentation zPlan on what to say during “dead time,” such as time spent walking over to an overhead*

Practicing With The Presentation Aid: Anticipate the Unexpected zHave a backup strategy in the event that equipment fails, or is suddenly unavailable*

Practicing With The Presentation Aid: Don’t Overdo It zAlways remember that a speech is foremost an activity in which the speaker communicates with words zUse aids in key places, and let verbal explanation be the mainstay of the presentation*