Communicating for Results 9e 13 Key Ideas Benefits of visual aids Selecting visual aids Designing visual aids Using PowerPoint Professional Visual Aids

Communicating for Results

9e

13Key Ideas

•Benefits of visual aids•Selecting visual aids•Designing visual aids•Using PowerPoint

Professional Visual Aids

1Copyright Cengage © 2011

Consider this . . .Consider this . . .

The art of creating a The art of creating a PowerPoint brief frequently PowerPoint brief frequently has become a substitute for has become a substitute for real planning, thoughtful real planning, thoughtful discussion, and cogent discussion, and cogent analysis.analysis.

Copyright Cengage © 2011 2

Wooldridge, Order a PowerPoint Stand-down, Oxford, 2004 , p. 85

PowerPoint Poisoning?

Read or describe the case study Answer the following questions:

How can PowerPoint presentations be improved without banning them?

What lessons can public speakers learn from this case study?

PowerPoint Case StudyPowerPoint Case Study


Benefits of visual aidsBenefits of visual aids Improves listener memory Speeds comprehension Adds to speaker credibility


Percentage of Percentage of Audience RecallAudience Recall

Types of Visual AidsTypes of Visual Aids

Audiovisual aidsElectronic and multimedia aidsFlip chartsMarker boards and chalkboardsObjects, models and handouts


Using audiovisual aidsUsing audiovisual aids

Have them cued to right location Omit sound on videotape—use own

words If sound necessary, check volume Insert clips into your PPT folder Limit clips to 15-30 seconds


Using Electronic/Multimedia Aids Using Electronic/Multimedia Aids

Simplify, simplify, simplify—6 second rule!

Use sounds sparingly, if at all Give transition before clicking to next

slide


Using Electronic/Multimedia Aids Using Electronic/Multimedia Aids Maintain eye contact & conversational

style Use light so you can be seen Bring a backup


Using flipcharts and postersUsing flipcharts and posters

Include one idea per page Use water-based markers on flip

charts or leave blank pages between List all items, then discuss each in

detail When finished, cover or reverse to

blank side


Using marker and chalk boardsUsing marker and chalk boards

Include one idea per page Use water-based markers on flip

charts or leave blank pages between

List all items, then discuss each in

detail When finished, cover or

reverse to blank sideCopyright Cengage © 2011 10

Using objects, models and handoutsUsing objects, models and handouts

Make large enough to be seen

Keep small enough to be easily

displayed Usually wait until end of speech to

pass around or hand out copies


PowerPoint MistakesPowerPoint Mistakes


1. Reading off the slides

(62%)

2. Text too small to read

(47%)

3. Text color hard to read

(43%)

4. Complete sentences

(39%)

5. Too much motion (25%)

6. Charts too complex (22%)

Cypert 2007, Paradi, 2005

Choose text or graphic visualsChoose text or graphic visuals

Text visualsMainly for text or printed wordsOne or two pieces of clip art

Graphic VisualsOrganizational charts, diagrams, mapsEnough words to clarify visuals


Number of visuals to useNumber of visuals to use

Basic formula:

Length of the SpeechLength of the Speech


22+1 = maximum number +1 = maximum number of visualsof visuals

Selecting a type sizeSelecting a type size


Selecting aTypefaceSelecting aTypeface

San serif–great for titles & subtitles.

Serif–readable when small.

Typefaces project a tone or image.

OfficialTimes Roman

Sophisticated

Garamond

Playful

Poster Bodoni

Trendy

Bodoni

Professional

Arial

Friendly

Century

Elegant

Optima

Urban

Helvetica

Modern

Futura


Design Tips for Text VisualsDesign Tips for Text Visuals

4 to 6 lines of text40 characters widePhrases not sentencesSame space at the top and bottom of

visuals


Design Tips for Text VisualsDesign Tips for Text Visuals

Simple typefaceUse photos/clip art, larger type and

color for emphasisUpper/lowercase type


Avoid Using ALL CAPSAvoid Using ALL CAPS

OfficialWord recognition comes mainlyfrom the upper half of the lowercase letters


Design Tips for Text VisualsDesign Tips for Text Visuals YOU SHOULD USE ONLY FOUR TO SIX LINES OF TYPE PER VISUAL.

BE SURE TO LIMIT EACH LINE TO NOT MORE THAN FORTY CHARACTERS.

IT IS BEST TO USE PHRASES RATHER THAN SENTENCES.

USING A SIMPLE TYPEFACE IS EASIER TO READ AND DOES NOT DETRACT FROM YOUR PRESENTATION.

IF YOU ALLOW THE SAME AMOUNT OF SPACE AT THE TOP OF EACH VISUAL, YOU MAKE IT EASIER FOR YOUR LISTENERS TO FOLLOW YOU.

YOU CAN EMPHASIZE YOUR MAIN POINTS WITH COLOR AND LARGE TYPE. • IF YOU USE UPPER- AND LOWER CASE TYPE, IT IS EASIER TO READ

(How many rule violations can you find?)20Copyright Cengage © 2011

Types of graphic visualsTypes of graphic visuals

Organization chartsFlowchartsDiagramsSchematic drawingsMapsGraphs


Cutaway DiagramCutaway Diagram

Design Tips for Graphic VisualsDesign Tips for Graphic Visuals

Limit data to what is absolutely necessary

Keep background lines and data points to a minimum

Always use titles


Cutaway DiagramCutaway Diagram

Not Not ThisThis

ThisThisSales plummeted in 2005

0

20

40

60

80

100

2003 2004 2005 2006 2007

Sales

Earnings

Dividends

(In th

ousa

nds)

(In th

ousa

nds)

Sales plummeted in 2005

60

80

100

0

20

40

‘04‘03 ‘05 ‘06 ‘07

Sales

‘08 2008

Limit data and Minimal background linesLimit data and Minimal background lines


Design Tips for Graphic VisualsDesign Tips for Graphic Visuals

Make bars wider than spaces between them

Always use headingsGroup data when possible


ThisThis

Energy Costs

Energy costs

$ 3.6 Million

Profits

Other Expenses$ 1.2 million

Energy Costs

Not Not ThisThis

Energy costs

$ 3.6 Million

ProfitsRaw materialsConsultingAdvertising

Debt interestAdministrativeSalaries

Group Data When PossibleGroup Data When Possible


Make bars Wider than Spaces BetweenMake bars Wider than Spaces Between

ThisThis Not ThisNot This


General Design PrinciplesGeneral Design Principles

ContrastColor, size, line thickness, shape and

space the sameContrast important to visual attraction

ContrastRepeat visual elements of design

through the pieceHelps develop organization and unity


How could design principles How could design principles help this business card?help this business card?

(817)555-1212Used Cars

Connor Blake

6195 Del Ln. Mansfield, Tx.



Redesigned business Redesigned business cardcard



Connor BlakeUsed CarsUsed Cars

6195 Del LaneMansfield, Texas(817) 555-1212

MORTGAGE COMPANIESMORTGAGE COMPANIES

o INTEREST RATESo POINTSo ESCROW SHORTAGES AND OVERAGESo MORTGAGE INSURANCEo MORTGAGE BUY OUT


THINGS YOU SHOULD KNOWTHINGS YOU SHOULD KNOW

How would you improve this visual?How would you improve this visual?

MortgagesMortgagesWhat You Should Know . . What You Should Know . . ..

Escrow Shortages and Overages

Mortgage Insurance

Mortgage Buy Out

Interest Rates

Points FORSALE

Why is this visual better?Why is this visual better?


Benefits of Using ColorBenefits of Using Color

Color visuals are more persuasiveColor advertisements are more

persuasiveColors add spatial dimensionsColors produce emotional response


Guidelines for Selecting ColorGuidelines for Selecting Color

Use the same color scheme for all visuals in speech

Know the difference between hue and saturationHue – an actual colorSaturation – the amount of color for a

selected hueUse different hues for unrelated items



Use single hue with different saturation for related items

Use fully saturated hues for graphs and charts

Use low saturated hues for backgrounds and texts

Contrast text and figures with background



Avoid using colors that look the same at a distance

Limit the number of colors you use

Avoid using opposites on the color wheel next to each other

Twelve-Hue Color Wheel35Copyright Cengage © 2011

Communicating for Results

9e

13Key Ideas

•Benefits of visual aids•Selecting visual aids•Designing visual aids•Using PowerPoint

Professional Visual Aids


Documents

Communicating for Results 9e 13 Key Ideas Benefits of visual aids Selecting visual aids Designing visual aids Using PowerPoint Professional Visual Aids