Communicating for Results 9e 13 Key Ideas Benefits of visual aids Selecting visual aids Designing visual aids Using PowerPoint Professional Visual Aids 1 Copyright Cengage © 2011

Consider this... The art of creating a PowerPoint brief frequently has become a substitute for real planning, thoughtful discussion, and cogent analysis. The art of creating a PowerPoint brief frequently has become a substitute for real planning, thoughtful discussion, and cogent analysis. Copyright Cengage © Wooldridge, Order a PowerPoint Stand-down, Oxford, 2004, p. 85

PowerPoint Poisoning?  Read or describe the case study  Answer the following questions:  How can PowerPoint presentations be improved without banning them?  What lessons can public speakers learn from this case study? PowerPoint Case Study 3Copyright Cengage © 2011

Benefits of visual aids  Improves listener memory  Speeds comprehension  Adds to speaker credibility Copyright Cengage © Percentage of Audience Recall

Types of Visual Aids  Audiovisual aids  Electronic and multimedia aids  Flip charts  Marker boards and chalkboards  Objects, models and handouts Copyright Cengage © 20115

Using audiovisual aids  Have them cued to right location  Omit sound on videotape—use own words  If sound necessary, check volume  Insert clips into your PPT folder  Limit clips to seconds 6Copyright Cengage © 2011

Using Electronic/Multimedia Aids  Simplify, simplify, simplify—6 second rule!  Use sounds sparingly, if at all  Give transition before clicking to next slide 7Copyright Cengage © 2011

Using Electronic/Multimedia Aids  Maintain eye contact & conversational style  Use light so you can be seen  Bring a backup 8Copyright Cengage © 2011

Using flipcharts and posters  Include one idea per page  Use water-based markers on flip charts or leave blank pages between  List all items, then discuss each in detail  When finished, cover or reverse to blank side Copyright Cengage © 20119

Using marker and chalk boards  Include one idea per page  Use water-based markers on flip charts or leave blank pages between  List all items, then discuss each in detail  When finished, cover or reverse to blank side Copyright Cengage ©

Using objects, models and handouts  Make large enough to be seen  Keep small enough to be easily displayed  Usually wait until end of speech to pass around or hand out copies Copyright Cengage ©

PowerPoint Mistakes Copyright Cengage © Reading off the slides (62%) 2. Text too small to read (47%) 3. Text color hard to read (43%) 4. Complete sentences (39%) 5. Too much motion (25%) 6. Charts too complex (22%) Cypert 2007, Paradi, 2005

Choose text or graphic visuals  Text visuals  Mainly for text or printed words  One or two pieces of clip art  Graphic Visuals  Organizational charts, diagrams, maps  Enough words to clarify visuals Copyright Cengage ©

Number of visuals to use Basic formula: Length of the Speech Copyright Cengage © = maximum number of visuals of visuals

Selecting a type size 15Copyright Cengage © 2011

Selecting aTypeface  San serif –great for titles & subtitles.  Serif –readable when small.  Typefaces project a tone or image. Official Times Roman Sophisticated Garamond Playful Poster Bodoni Trendy Bodoni Professional Arial Friendly Century Elegant Optima Urban Helvetica Modern Futura 16Copyright Cengage © 2011

Design Tips for Text Visuals  4 to 6 lines of text  40 characters wide  Phrases not sentences  Same space at the top and bottom of visuals 17Copyright Cengage © 2011

Design Tips for Text Visuals  Simple typeface  Use photos/clip art, larger type and color for emphasis  Upper/lowercase type 18Copyright Cengage © 2011

Avoid Using ALL CAPS Official Word recognition comes mainly from the upper half of the lowercase letters 19Copyright Cengage © 2011

Design Tips for Text Visuals YOU SHOULD USE ONLY FOUR TO SIX LINES OF TYPE PER VISUAL. BE SURE TO LIMIT EACH LINE TO NOT MORE THAN FORTY CHARACTERS. IT IS BEST TO USE PHRASES RATHER THAN SENTENCES. USING A SIMPLE TYPEFACE IS EASIER TO READ AND DOES NOT DETRACT FROM YOUR PRESENTATION. IF YOU ALLOW THE SAME AMOUNT OF SPACE AT THE TOP OF EACH VISUAL, YOU MAKE IT EASIER FOR YOUR LISTENERS TO FOLLOW YOU. YOU CAN EMPHASIZE YOUR MAIN POINTS WITH COLOR AND LARGE TYPE. IF YOU USE UPPER- AND LOWER CASE TYPE, IT IS EASIER TO READ (How many rule violations can you find?) 20Copyright Cengage © 2011

Types of graphic visuals  Organization charts  Flowcharts  Diagrams  Schematic drawings  Maps  Graphs Copyright Cengage © Cutaway Diagram

Design Tips for Graphic Visuals  Limit data to what is absolutely necessary  Keep background lines and data points to a minimum  Always use titles 22Copyright Cengage © 2011 Cutaway Diagram

Limit data and Minimal background lines 23Copyright Cengage © 2011

Design Tips for Graphic Visuals  Make bars wider than spaces between them  Always use headings  Group data when possible 24Copyright Cengage © 2011

This Energy Costs Energy costs $ 3.6 Million Profits Other Expenses $ 1.2 million Energy Costs Not This Energy costs $ 3.6 Million Profits Raw materials Consulting Advertising Debt interest Administrative Salaries Group Data When Possible 25Copyright Cengage © 2011

Make bars Wider than Spaces Between This Not This 26Copyright Cengage © 2011

General Design Principles  Contrast  Color, size, line thickness, shape and space the same  Contrast important to visual attraction  Contrast  Repeat visual elements of design through the piece  Helps develop organization and unity Copyright Cengage ©

How could design principles help this business card? (817) Used Cars Connor Blake 6195 Del Ln. Mansfield, Tx. General Design Principles 28Copyright Cengage © 2011

Redesigned business card General Design Principles Copyright Cengage © Connor Blake Used Cars 6195 Del Lane Mansfield, Texas (817)

MORTGAGE COMPANIES o INTEREST RATES o POINTS o ESCROW SHORTAGES AND OVERAGES o MORTGAGE INSURANCE o MORTGAGE BUY OUT Copyright Cengage © THINGS YOU SHOULD KNOW How would you improve this visual?

Mortgages What You Should Know... Escrow Shortages and Overages Mortgage Insurance Mortgage Buy Out Interest Rates Points FOR SALE Why is this visual better? 31Copyright Cengage © 2011

Benefits of Using Color  Color visuals are more persuasive  Color advertisements are more persuasive  Colors add spatial dimensions  Colors produce emotional response 32Copyright Cengage © 2011

Guidelines for Selecting Color  Use the same color scheme for all visuals in speech  Know the difference between hue and saturation  Hue – an actual color  Saturation – the amount of color for a selected hue  Use different hues for unrelated items 33Copyright Cengage © 2011

Guidelines for Selecting Color  Use single hue with different saturation for related items  Use fully saturated hues for graphs and charts  Use low saturated hues for backgrounds and texts  Contrast text and figures with background 34Copyright Cengage © 2011

Guidelines for Selecting Color  Avoid using colors that look the same at a distance  Limit the number of colors you use  Avoid using opposites on the color wheel next to each other Twelve-Hue Color Wheel 35Copyright Cengage © 2011

Communicating for Results 9e 13 Key Ideas Benefits of visual aids Selecting visual aids Designing visual aids Using PowerPoint Professional Visual Aids 36 Copyright Cengage © 2011