presentation tips preparing and using presentation aids

Presentation Tips

Preparing and Using

Presentation Aids

Understanding the Role of Presentation Aids

Presentation Aids are audio or visual elements that help the audience see relationships between concepts and elements, remember material, and critically examine key ideas

Presentation Aids should be used to supplement rather than serve as your ideas

Understanding the Role of Presentation Aids:

Processing/Retaining Information

Research findings indicate that we remember only 20% of what we hear, but over 50% of what we hear AND see


Interest and Motivation

Presentation aids allow listeners to engage the right side of their brain, which handles visualization, music, and drawing


Presentation Aids Save Time

Pictures can vividly describe an object, scene, or event instantaneously

Statistical information can be communicated much more efficiently and effectively through graphs and charts than through verbal descriptions


Presentation Aids Inform/Persuade

The use of a presentation aid can help to make your point more clearly and effectively by depicting it in visual form

Pictures, charts, graphs, videos, and so forth will help the audience gain increased understanding and awareness


Reducing Speaker Anxiety

Presentation aids take the attention off the speaker

The presentation aid can serve to spark the memory of the speaker (as a form of notes)

Presentation aids can help organize a speech for the audience and the speaker


Creating A Professional Image

Quality visual aids give your presentation a professional feel

Giving your listeners the impression that you approached the presentation professionally will motivate them to do the same

Types of Presentation Aids

The 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

Objects Live or

inanimate things that illustrate the actual subject of a speech or one of its main points


Models

Models A three

dimensional, scale-sized representation of an object


Pictures

Picture A two-dimensional representation of

persons, places, objects, or ideasDiagram

A picture, or schematic drawing, that explains how something works, is constructed, or is operated


Pictures

Maps A representation on a flat surface of a

whole or part of an areaPoster

A large two-dimensional design incorporating words, shapes, and color, placed on an opaque backing


GraphsGraph

A representation of numerical data in visual form

Line Graph Contains one factor, usually plotted on the

horizontal axis, and units of measurement or values, plotted on the vertical axis

Bar Graph Shows bars of varying lengths to compare

quantities or magnitudes


Graphs

Pie Graph Depicts the

division of a whole

Pictogram Shows

comparisons in picture form


Charts

Chart Visually organizes complex information

into compact formFlowchart

Shows step-by-step progression through a procedure, relationship, or process


Charts

Organizational Chart Illustrates the organizational structure

or chain of command in an organizationTable

A systematic grouping of data or numerical information in column form


Audio Aids

Audio Clip A short recording

of sounds, music, and/or speech


Video

Video Visual and audio

medium that combines sight, sound, and movement to illustrate speech concepts


Multimedia

Multimedia Combines several media (voice, video,

text, and data) into a single production


Handouts

Handout Page-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:

Chalkboards

Chalkboard Try to reserve the chalkboard for

simple explanationsThe processes of writing or drawing

reduce contact between the presenter and the audience


Slides

Slide An image reproduced on transparent film

mounted in a frame and projected onto a screen or wall for viewing

Slides 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


Computer Projection

Whiteboard A device connected to a computer that

allows the speaker to project what is on the computer screen

Preparing Presentation Aids

The first step in creating a presentation aid is to establish the need for one

Once your speech is complete, carefully read through it to identify places where an aid would clarify your ideas

Preparing Presentation Aids:

Simplicity and Continuity

Concentrate on presenting one major idea per aid

Follow the same general page layout throughout, placing repeating elements such as titles in the same place and in the same typeface


Color

Color helps the listener see comparisons, contrasts, and emphases Use bold, bright colors to emphasize points Use softer, lighter colors to de-emphasize

less important areas of a presentation Keep background colors constant Limit the number of colors you use


Integrating Text and Graphics

Typeface A specific style of lettering

Fonts Different sizes of typefaces

Text should be a minimum of 24 pointsDon’t overuse boldface, italics, or

underliningUse concise words for titles


Proofreading for Errors

It is essential to proofread presentation aids to correct errors or design flaws

Run spellcheck Check to see that you have

designed your presentation aid effectively

Using Presentation Aids

Selecting the appropriate kind of aid and properly preparing it are extremely important to its overall effectiveness

How you integrate the aid into your speech is also extremely important

Using Presentation Aids:

Placement

Placement 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


Interpretation

As you display the presentation aid, remember to interpret and explain it to the audience members

Point-Pause-Present method (P-P-P) A technique used by the speaker to help

listeners focus their attention on the visual aid, and its relationship to the speech


Timing and Sequence

Display your aid only when you are about to discuss it Otherwise, the audience my become

distracted if they see something they do not understand

Practicing With The Presentation Aid

Run through the presentation as it will actually be performed, using the aids exactly as you will in the actual presentation

You may come in during clinic to see how your PowerPoint will look on the Whiteboard

Practicing With The Presentation Aid:

Anticipate the Unexpected

Have a backup strategy in the event that equipment fails, or is suddenly unavailable

Practicing With The Presentation Aid:

Don’t Overdo It

Always remember that a speech is foremost an activity in which the speaker communicates with words

Use aids in key places, and let verbal explanation be the mainstay of the presentation

Presentation Tips

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