Chapter Twelve

Chapter Twelve

Preparing and Using

Presentation Aids

Chapter Twelve

Table of ContentsUnderstanding the Role of Presentation

AidsTypes of Presentation AidsOptions for Displaying Presentation AidsPreparing Presentation AidsUsing Presentation Aids in Your SpeechPracticing with 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

By giving your listeners the impression that you approach the presentation professionally, it 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

The varieties of presentation media include chalkboards, flip charts, overhead projection, slides, and computer projection and display technology*

Displaying A Presentation Aid:

Chalkboards

Chalkboard A board on which to write with chalk or

another type of markerTry to reserve the chalkboard for

simple explanationsThe processes of writing or drawing

reduce contact between the presenter and the audience*


Flip Charts

Flip Chart A large pad of paper on which to draw

visual aidsFlip charts are inexpensive, however

they do require some artistic skill so that your images aren’t awkward or sloppy*


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*


Overhead Transparencies

Overhead Transparency An image on a transparent background

that can be viewed by transmitted lightTransparencies are relatively

inexpensive and simple to operate*


Computer Projection

LCD panel A 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

LCD projector A device with its own light source that

allows a speaker to project what is on a computer screen*


Computer Projection

Video projector A device

connected to a computer that displays large, sharp images through three lenses*

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

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

Plan on what to say during “dead time,” such as time spent walking over to an overhead*

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*

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Chapter Twelve