1. Speech Fundamentals: Visual Aids & Team Presentation
ENC 3254
Speaking & Writing for Engineers

2. Presentations can be viewed from three stylistic perspectives
Structure and
Speech
Visual Aids
Delivery
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)
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3. 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)
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4. Why use Visual Aids? Clarity Interest & Retention Variety
Delivery Skills
Credibility

6. 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 ) 10 20 30 40 50 60
Recall (%)

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

8. Choose a format that is easily read
Choose legible type
Arial
BOOK ANTIQUA
This slide depicts a few format decisions that engineers and scientists should consider when designing presentation slides. First, the speaker should choose a typeface that can be quickly read. Because sans serif typefaces are readily accepted by audiences for presentation slides and because sans serif typefaces are quickly read, they are a logical choice. Many artists advocate that the typeface be bold so that it stands out. Moreover, artists avoid all capital letters on presentation slides--almost no typographical choice slows the reading more than choosing all capital letters.
In addition to typeface choice, the speaker should be careful about having too much information on a presentation slide. Too many words or too many images will intimidate the audience--many will not even try to understand the slide. (CSP, )
Choose a helpful layout
words
words
words

9. Color can distinguish a presentation
Color is discussed on pages

10. Color affects how fast the audience can read
Interestingly, the color combination that is read most quickly is not black on white, but black on yellow. Color is discussed on pages
The color combination that is read most quickly is black on yellow.

11. Color combinations need to have contrast—the one does not.
Color affects how fast
the audience can read
The color combination should have a strong contrast—the example on this slide does not. Color is discussed on pages
Color combinations need to have contrast—the one does not.

12. Color affects how fast the audience can read
Avoid combinations involving reds, greens, and browns. Many people cannot distinguish those colors. Color is discussed on pages
Combinations of red, green, and brown are difficult for many people to read.

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

14. 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
This slide discusses the layout of a presentation slide. When a speaker projects a presentation slide, the audience turns its attention from the speaker and to the presentation slide. The audience tries to gather quickly the purpose of this projected slide so that it can focus attention back on the speaker. For that reason, most artists recommend a headline/body layout for presentation slides. The headline orients the audience to the purpose of the slide. The body supports the headline with words and images.
What is difficult for students and many academics to accept about the way I’ve presented this arrangement is the use of a short sentence rather than a phrase for the headline. The reason that I use a short sentence for all slides, except for the title slide, is that I am designing slides that not only serve the presentation while the speaker is on stage, but also serve the presentation afterwards (when the audience looks back at the slides to remember what occurred) and serve the next speaker who might use these slides (when the original speaker is not available to make the presentation). This design of having a sentence headline is advocated at both Lawrence Livermore National Laboratory and Sandia National Laboratories.
The next slide discusses the value of a sentence as opposed to a phrase headline.
Finally, notice that the headline begins in the upper left corner, which is the first place that most audiences look for information (a centered headline, particularly when the headline goes to two lines, is read more slowly). (CSP, pages )

15. Exclude details that the audience does not need or cannot remember
Avoid filler information
Roentgen discovered x-rays
in 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
While the previous slides have discussed what information include, this slide discusses which information to exclude. Here, I cover up the different categories and ask the students what information should speakers not place on the slides. The students usually come up with most of these categories. On the first one, I usually retell the story given in the text about the manager making the presentation to the Secretary of Energy. (CSP, pages )
Avoid complex images
DEAR-
ATOR
HOT
WELL
RGF A B

16. Charts and Graphs

17. Visual Aid Usage Guidelines
Do you really need it?
Check out environment and equipment.
Refer to it only when showing it and show it only when you refer to it (use blank slides).
Do not read from the visual & do not talk to the visual!
Make sure that your visual is big enough.
Point out specifics.
Do not distribute handouts during speech.
Prepare in advance and PRACTICE!

18. Planning & Preparing Visual Aids
Enhance the meaning or impact of your speech.
Limit the # of slides (1/minute).
Start with a rough draft.
Be sure your aid is simple.
Limit the animation!!
Do not simply have an outline of what you will say
PowerPoint may supplement your demonstration, but may not BE the demonstration

19. 4 Important Design Concepts
Make it Big
Keep it Simple
Make it Clear
Be Consistent

20. Structure and Visual Aids Speech 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

21. Overview of Team Presentation Assignment
20-30 minutes (i.e. 4-6 mins/team member)
10 minutes for Q & A (audience will roleplay committees)
Intro/Background
Laboratory
Technology/Equip.
Learning/Ofifice
Technology
LEED
General Conclusion

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

23. Acting like a Team Not just a series of presentations
Agree on Q/A format
Agree on who is responsible for what
Plan out transitions
Timer
Slide progression
Speaker should focus on the audience
Team should look at the person speaking
Roadmap!
Rehearse together & with visuals!

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

25. “The ability to communicate is everything.”
--Lee Iacocca
Former CEO, Chrysler Corporation