1. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 Chapter 10 – Slide 1 Visuals and Presentations

2. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 2 Select visuals appropriate for the communication situation. Design meaningful and ethical visuals for written reports and spoken presentations. Use the CBO approach to prepare effective spoken presentations. Learning Objectives

3. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 3 Section 1 : VISUALS A visual is a “picture” approach to convey information. Effective visuals have these characteristics: Simplify and reinforce concepts Attract attention Emphasize important points Summarize discussion

4. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 4 Popular Presentation Aids Overhead transparencies Computer-generated slides

5. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 5 Basic Design Principles for Transparencies and Computer-Generated Slides Show simple, topic-related content. Ensure adequate margins. Group similar items; maintain consistent format. Provide logical visual flow.

6. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 6 Design Guidelines for Overhead Transparencies Limit each transparency to one topic using keywords and phrases. Use both upper- and lowercase letters. Chose a plain font style and readable font size. Prepare all transparencies in either landscape or portrait orientation.

7. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 7 Design Elements for Computer-Generated Slides Keep content short and to the point. Achieve best readability with “nontext” space and font style and size. Enhance slide by adding limited special effects.  Features that further purpose of message  Subtle techniques used cautiously

8. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 8 Design Elements for Computer-Generated Slides (continued) Choose appropriate colors.  Five or fewer colors  Same color for similar elements  Contrasting colors for letters and background  Reds and greens not good for projection

9. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 9 Tables and Graphs (Charts) Tables and graphs are appropriate for written and spoken reports. Tables represent detailed information. Graphs (charts) show comparisons or trends.

10. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 10 Tables Tables are an easy-to-read format for detailed or tedious information: Use clear, concise titles and column heads. Use understandable units; specify the unit. Round off numbers when possible. Maintain adequate white space.

11. AGE TOTAL MALE FEMALE Total589,838264,365325,473 Under 187,8433,0114,832 18-24373,885173,207200,678 25-34108,62251,22157.401 35-4970,01125,14844,863 50-6413,0484,2268,822 65 & Above2,6891,1341,555 Unknown13,7406,4187,322 TOTAL ENROLLMENT BY AGE AND GENDER Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 11 Example of a Table

12. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 12 Bar Graphs Bar graphs compare one item to another, show changes over time, and show correlation among items. Begin each axis at zero; label each axis. Arrange bars in chronological order. Use same width for all bars; place bars close together.

13. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 13 Bar Graphs (continued) Confirm space between bars is smaller than width of bars. Distinguish bars by color, shading, or pattern. Use a legend to identify bars.

14. Example of a Bar Chart Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 14 3 rd Quarter Beverage Sales -- 2003

15. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 15 Line Graphs Line graphs compare two or more sets of figures, although a line graph can consist of only one line. Divide the horizontal axis into equal units in a logical order from left to right. Divide the vertical axis into equal units from the least at the bottom to the most at the top.

16. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 16 Line Graphs (continued) Label the horizontal axis and the vertical axis. When numbers are used, start each axis at zero. Use no more than three lines on one graph. Avoid placing numbers along the lines.

17. Example of a Line Graph Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 17

18. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 18 Pie Graphs Pie graphs divide a 360º circle into “slices” or segments comparing the size of the parts to the whole. Start at the 12 o’clock position with either the largest percentage or the percentage you want to emphasize. Divide the pie into six or fewer segments.

19. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 19 Pie Graphs (continued) Provide a different color or pattern for each segment. Label each segment horizontally. For emphasis, explode a part.

20. Example of a Pie Graph Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 20 31% 4% 17% 20% 28%

21. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 21 Flowcharts Flowcharts link boxes or other shapes to illustrate the steps in a process from beginning to end. Use a specific shape to represent a particular action. Keep the chart as simple as possible with adequate white space.

22. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 22 Flowcharts (continued) Label each step. Connect the items in the flowchart according to the sequence in which the steps occur—usually left to right or top to bottom.

23. Example of a Flowchart Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 23 Request Submitted Request Reviewed Request Appropriate Request Denied Request Granted NO YES

24. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 24 Visuals for an International Audience Apply standard formatting guidelines. Research the culture of your audience. Use simple words and graphics. Choose colors carefully.

25. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 25 Visuals for an International Audience (continued) Represent humans as abstract figures. Do not use religious symbols or graphics. Provide a legend that explains any symbols you use. Confirm appropriateness if visuals with an intended audience member.

26. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 26 Section 2 : SPOKEN PRESENTATIONS Spoken presentations, speeches, follow the CBO approach, apply the appropriate message strategy, and incorporate the six Cs of effective messages.

27. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 27 Three Parts of a Spoken Presentation The introduction prepares the audience to listen. The text or body provides the details. The closing brings the message to an end.

28. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 28 The Introduction The introduction attracts attention, relates content to audience needs, and establishes your credibility. Draw the audience into your presentation with the opening. Begin with an anecdote, humorous story, startling statement, meaningful quotation, or rhetorical question.

29. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 29 The Text The text presents the details and is typically the longest part of a presentation. Prepare the text for a listening audience.  Restrict text coverage to five or fewer main points.  Limit presentation to fewer than 25 minutes. Sequence text information to best reflect content, such as by time, by logic, or so on.

30. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 30 The Closing The closing is a position of emphasis, and people remember best what they hear (and see) first and last. Alert the audience of the close. Reinforce purpose of message.  Summarize main points.  Ask for audience action.  Conclude with brief anecdote or inspiring story.

31. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 31 Delivery Methods of Spoken Presentations Impromptu delivery is spontaneous. Extemporaneous delivery sounds spontaneous but is practiced. Textual delivery involves reading verbatim from text. Memorized delivery is word-for-word recitation without notes. Combined deliver uses a combination of methods.

32. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 32 Two Stages of a Positive Listening Experience Prior to the presentation  Prepare for the delivery (practice; anticipate audience reaction).  Consider the physical environment (confirm room and equipment).

33. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 10 – Slide 33 Two Stages of a Positive Listening Experience (continued) During the presentation  Take a deep breath.  Make yourself comfortable.  Greet the audience.