• Chapter 21 Presentation Production

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Lessons

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• Lesson 21.1 Communicating the Presentation’s Message

• Lesson 21.2 Presentation Delivery• Lesson 21.3 Presentation Setup and

Packaging

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Learning Outcomes

• 21.1 Differentiate between different presentation types

• 21.2 Recognize presentation delivery options

and concerns• 21.3 Identify presentation setup and

packaging options

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Presentation Types

• Slide presentations fall into two categories:– Synchronous communication is when two people

are speaking to one another, either in person or through the use of media such as a phone, computer, or other electronic device

– Asynchronous communication occurs when information is not given and received at the same time

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Presentation Types(continued)

• Synchronous Presentations– A presentation that is delivered live, allowing you

an opportunity to interact with your audience– Not necessarily delivered in person– Can usually• Observe your audience’s reaction• Answer questions as they are asked• Receive immediate feedback about the information you

are providing

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Presentation Types(continued)

• Asynchronous Presentations– Must convey all of your

outline points for you– Occurs when a visitor to

your Web site reads about your latest product, or during a kiosk display of a PowerPoint presentation

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Kiosk Presentations

• A kiosk is a freestanding computer display that is one of two types: passive or interactive

• With a passive kiosk display, the presentation is designed to run continuously, without user intervention– Each slide is timed to move at a pre-selected pace– Used in such places as museums and stores– Must anticipate:

• How fast your audience will read the material• How much material they are willing to read• How long you can hold their attention

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Kiosk Presentations(continued)

• Interactive kiosks are considered robotic in nature, as they not only communicate information to viewers, but they also interact with them– Allows user to make selections– Audience can look up information and

print it out– Used in places like libraries, gift

registries, information booths, and ATMs

– Process must be easy to use and intuitiveDigital Media, 3e

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Presentation Challenges

• Challenge is to determine how best to convey your message• A good presenter must discover what each person’s

individual needs are• Rehearsing your presentation in front of a live yet friendly

audience is useful• Using Jargon in a Presentation

– Good rule to avoid the use of jargon (specialized words used within a particular industry, often incorporating acronyms as shortcuts) when interacting with audience members

– Be aware of the audience’s level of familiarity with the topic of the presentation

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Presentation Challenges(continued)

• Global Considerations– You must consider the diverse needs of a global

audience– Language and cultural barriers have to be taken

into consideration– When preparing a presentation, ask yourself:

• Which images clarify?• Which colors promote the desired response (and will

they work in all cultures)?• What typestyle and size make it easiest for the audience

to understand the message?Digital Media, 3e

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Timing

• Timing can be as simple as when a presentation starts and stops• Timing may encompass details, such as planned pauses to ask

and answer questions, or the rate at which bullet points and other elements are brought on to individual screens

• If the entire presentation will run without input or prompts from a presenter, the timing of a slide show may be preset

• A voice-over to go with the presentation allows you to:– Hold the audience’s interest,– Make sure your message is conveyed– Gives you a set amount of time to go by when determining exactly

how long each of your slides will stay on the screen and how long the entire slide show will last

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Movement

• Presenter must consider and plan movement throughout the delivery of a presentation– Areas within the room which will be used to deliver the

presentation– Movement to and from each area– Movement around the room if handing out materials

• More than half of your impact as a speaker depends upon your body language– Body language includes gesture, stance, and facial

expression– Effective body language supports your message

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Movement(continued)

• Gesture– Avoid using your hands to gesture when giving a presentation– Your hands should be used as a tool to help emphasize a point

or to engage your audience• Stance

– A balanced stance with a slight forward lean says that the speaker is engaged with the audience

– A slumped stance says the speaker isn’t very interested in the presentation he or she is giving

– A good presentation stance might be standing with your feet, spread almost shoulder-width apart, pointing straight ahead

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Movement(continued)

• Facial Expression– The most important part of your face that an audience will

focus on is your eyes– Your eye focus communicates sincerity and credibility– Effective presenters connect with one audience member

at a time• Total Movement Package– Need to be bigger, more expressive, and more powerful

than you would be in a normal conversation– Giving a presentation takes extra effort and energy; it also

takes skill and practiceDigital Media, 3e

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Lightning

• Think about which aspects of your presentation may be affected by lighting

• Are there windows that do not have blinds that can be closed?– Then you will need to make sure that your presentation colors

are dark enough– Have enough contrast to be seen in a well-lighted room

• Will you need the lights turned down low because your presentation contains a light color scheme?– Check to make sure that the lights can be dimmed or turned off– Consider if the audience will be able to take notes or follow

along with hand outsDigital Media, 3e

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Physical Presentation Concerns

• Consider the following presentation delivery points:– If you are using a projector, make sure you know how to set it up– Locate the power outlets in the room; you may need extension cords

to reach them– Check to see that the resolution of your projector matches your

expectations– If you are using a laptop, you may have to toggle between the laptop

screen and the projection screen in order to see both displays– Check that your presentation can be seen from all points in the room– If you are using sound, make sure it is loud enough– Make sure all the files needed in your presentation are on your laptop

or CD

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The Ethics of Political Correctness

• Political correctness includes use of non–gender-specific terms, appropriate ethnic designations, and non-demeaning age designations

• Other areas to be aware of include religious affiliations, political alliances, and socioeconomic levels

• Laughter is an essential component of all presentations, but avoid laugher at the cost of ridiculing any single group of people

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Final Setup

• You must take into account the means of delivery you plan to use for your presentation

• Show Options– Decide the type of show,

options for delivery, which slides to include, and how the show will advance

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Final Setup(continued)

• Resolution Options• Selecting the slide show resolution requires you to know what

projector you will be using– Some projectors have a low resolution and the images projected will

not be as vivid as your computer monitor– Others will have a higher resolution, but there may be issues with the

speed at which your slide show moves

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Final Setup(continued)

• Custom Shows– With custom shows, you can give separate presentations to

different groups in your organization using one presentation– For example, if your presentation contains a total of five

slides, you can:• Create a custom show named Management that only includes

certain slides• Create another custom show named Employees that includes

different slides

– Even if you have created a custom show within your presentation, you can still choose to run the entire presentation in order

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Package for CD

• Package Presentation for CD is a feature of Microsoft PowerPoint that packages a presentation for ease of transfer to another computer; it may also include a reader so that viewers without PowerPoint can still view the presentation

• Package the presentation for transfer to media such as a CD, a hard drive, or a USB device such as a flash drive

• All essential files such as type, sound, and graphics are included; in addition, a player is included

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Create a Video

• Several third-party software programs that can be used to convert a presentation to a video format

• Viewers can watch your video file with or without PowerPoint installed on their computer

• Most quality video-conversion software must be purchased, and can be costly

• The capability to create a video from a presentation is a built-in feature of PowerPoint 2010– You can control the quality of the video files you create and the

size of each file– Remember that voice narration, laser movements, animation, and

transitions are likely to increase the file size of a videoDigital Media, 3e

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Key Concepts

• Communication can be synchronous or asynchronous• Delivery options—such as timing, movement, and

lighting—should be taken into consideration when preparing a presentation

• The medium from which your audience will access and view your presentation will dictate how you set it up and package it

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