Chapter 11 Presentation Aids

· Describe four kinds of presentation aids

1. The speaker: useful if speech calls for an explanation of an action (sports, dance, etc.) 2. Assistant (from audience, e.g.) useful if a personal demonstration is good, but you want to be able to fully interact with your audience 3. Objects: useful for demonstrating an item you are talking about, should be appropriately sized 4. Visual Images: useful for saving time and improving clarity 5. Maps: provides information, useful when demonstrating location or geography 6. Photographs and Drawings: help provide an exact depiction, allows you to emphasize and de-emphasize certain details about your topic 7. Diagrams: drawing that details an object or action as well as arrangements and relations among its parts 8. Graphs: helpful when presenting a great deal of statistical evidence 9. Line Graphs: shows relationships between two elements 10. Bar Graphs: compares multiple statistics 11. Pie Charts: shows percentages 12. Lists, Tables, Text-Base Visuals (Flowchart): use lists to demonstrate takeaway points, compare pros and cons, demonstrate direction of information 13. Audio: can make abstract concepts easier to understand 14. Video: enhances audience understanding

· Know three reasons why speakers use presentation aids

1. They make the speech more interesting 2. They can simplify a complex topic 3. They can help your audience remember your speech

5 functions of presentation aids

1. assist w/ thinking 2. encourage retention 3. excite multiple senses 4. engage the body and create interest 5. simplify complexity

In the event of software or equipment failure, most of us will experience feelings of panic. One way to alleviate those feelings is by having a backup plan.

1. handouts 2. create alternative versions 3. create pdf version 4. describe slides

Timing.

Practicing with your aids before your speech will help you determine how much time you need to spend referencing them. Care should be taken to not spend too much time showing or playing your aids to your audience, but you also want to make sure your audience has time to engage with them as well. Observe the Goldilocks Rule: "not too hot and not too cold" translates to "not too fast and not too slow."

Watch Your Audience

avoid turning back to audience during speech -Avoid reading the content of an aid to the audience -common mistake of new speakers who use presentation software. -if you have prepared your aids clearly, you can trust your audience to comprehend their messages without your assistance. To ensure that you will focus on the audience and not your aids, practice using your aids before your speech. If a presentation aid is especially complex and you will need help referencing it, you can reproduce the content of what appears on the aid in your speaking notes. Finally, only use a particular aid when it is relevant to your discussion. When the aid is no longer helpful, remove it or hide it from view.

why do aids help audience

because they process and remember speeches engaging in multiple senses

When using presentation aids,

care should be taken that your aids do not outshine you or your message.

Bigger Is Better.

common mistake for public speakers is making visual aids small or playing audio too low. -its important to make sure audience can easily see what you are presenting -helpful to know beforehand what kind of space you will speak at -make sure the ppl in the back can see/hear -electronic/computer: test it out before speaking -simple and clear

common fonts

communicate a whimsical feeling (e.g., Comic Sans), while others come across as straightforward (e.g., Helvetica, Calibri, or Gill Sans). In general, observe three basic guidelines with fonts: (1) stick with a less playful, more straightforward font, which allows you to use your voice and gestures to communicate the tone and feeling that you want; (2) select a font that is more consistent with the tone and mood of your message; and (3) use only one font, or a limited number of fonts, to tie your aid together.

flowchart

detail a process

The goal of using any presentation aid is

help the audience understand and remember your message.

Organizational charts

show a hierarchical arrangement of people or groups of people.

if you believe aids are forms of evidence then aids should be used as what?

supplementary (secondary) to the primary of the speech as the claim bearer, meaning aids should be used and crafted to affirm, support, corroborate what you are saying.

the most important presentation aid

the speaker

live audience have what

unpredictable and laughter was inconsistent at a joke or gag and sometimes not at all

The Great PowerPoint Debate

-2003, Edward published a wry critique of powerpoint title the cognitive style of powerpoint. -he claims Microsoft slides software encourages speakers to distort data in order to fit into reformatted slide constraints -it promotes speakers to use bullet points, illusion of analytic rigor but allows speaker to skip explaining how the points of the list relate to another -arguing that powerpoint suggests a cognitive style, or way of thinking, that encourages the "foreshortening of evidence and thought, low spatial resolution, a deeply hierarchical single-path structure," the fragmentation of narrative into slides, and ultimately a "preoccupation with format" over content, reflecting an "attitude of commercialism that turns everything into a sales pitch. -argued that the misuse of PowerPoint slides during NASA briefings may have led to the Columbia disaster in 2003 -Slideware has also been criticized by some top U.S. military leaders, who believe it is overused in military briefings. Retired general Stanley A. McChrystal, the former leader of NATO forces in Afghanistan, once joked about a particularly complicated slide image showing the counterinsurgency strategy in that country: "When we understand that slide, we'll have won the war."13 Some commanders have taken to calling thirty-slide briefings "death by PowerPoint," referring to "serious concerns that the program stifles discussion, critical thinking, and thoughtful decision-making."14 Even so, engineer and consultant Jean-luc Doumont defends slide software as an effective presentation tool for most public speakers, especially when the purpose is to inform or persuade without the kind of detailed, technical data necessary for written reports. Communication scholar Dale Cyphert has also argued that, like it or not, the "fluent use of presentation software is now expected by audiences raised in a media era."

Use Blank Slides to Help You Pace.

-blank slide communicates to your audience that they should pay attention only to what you are saying. -Think about it this way: When you are watching a movie, what happens when there is suddenly no soundtrack music? Typically, it causes you to focus on the action on-screen more closely. You can use this technique to shift attention to the speech itself in a way that emphasizes an important point. If a slide is up before or too long after a speaker covers the material it was designed to address, the audience may get distracted. To avoid this, show a slide for only as long as it is relevant to the point you are making -remove irrelevant slides -If you are speaking about a topic that is supported with a slide, and then move to a topic for which you do not need a slide, simply advance to a blank slide.

Tips for Using Color.

-bold colors/ variety of color= exciting to eye and visually stimulating but also can be bad -fashionista would be quick to quip, some colors clash and are difficult to see when they appear together, such as the colors blue and green. -consider color vision deficiency as well (color blindness) -some projection systems are incapable of reproducing vivid colors at the extremes of the color spectrum; as the optics of projection systems naturally deteriorate, their ability to reproduce color also steadily declines. To be on the safe side, you may want to use the colors red and green sparingly, or avoid using them altogether.

why speakers choose to use presentation aids

-can help your audience think more clearly and assist them in grasping complex or abstract ideas -younger ppl tend to learn and comprehend better when when info is given through many kinds of audio/visual aids -visual or audio aids, audiences usually feel more engaged and tend to believe that they are getting more information. Because visual and auditory presentation aids are so common with public speakers today, most audiences have come to expect them. -brings efficiency and conclusion to speech

Clarity and Simplicity.

-communicate lots of info intellectual and emotional in character with voice and gestures -give more info then what's on the slides>>>>> overwhelms the audience and cause info overload -too much info. >>> distracting -remember the audience is receiving lots of into so aids should be limited to only large points so reinforce/illustrate -avoid clutter, and strive towards clarity and simplicity when creating aids

how to discern a few principles of preparation and presentation that are valid for most

-consider both prep and presentation

types of presentation aids

-props -pictures -data & statistical info -multimedia: sound & moving image

how to avoid aids becoming the central focus or overshadowing the speech?

-select the right kind of aids -make sure auditory and visual cues match the simplicity or complexity of speech's message

Be Ready for Equipment Failure

-sometimes things don't work -equipment failure: audience often impressed as much by how u handle failure as you handle success -being prepared for equipment failure can be seen as simply another opportunity to delight, inform, or persuade your audience "in the moment."

The Text.

-two basic kinds of text in slides: the title text, or heading, and the main text or content, often presented as bullet points. -Most slideware programs include a slide template that features both a title and content. -As with any visual aid, observe the general tips for using text and fonts when composing slides: make sure the text is large enough to read, and use fonts that are straightforward and that communicate the appropriate tone. -Choose a slide-show template that includes colors that are appropriate for your speaking situation and topic.

Keep Text Easy to Read.

-writing aids by hand make sure letters are printed, straight and large enough to be easily read to others who are far -hand letters on poster: use a ruler/straight edge -spell correctly as well -slides show: font easy to see

Moving images and sound are the most difficult types of objects to embed in a slide, and some software programs are more adept at handling them than others

Apple's Keynote program was designed specifically to handle multimedia objects such as video and sound, while competing software has been noted to crash or be uncooperative with their use. When using multimedia clips in your slide presentation, always practice ahead of time to make sure they work.

why is it difficult to specify guidelines that apply equally to each kind of aid

Because props, pictures, charts, graphs, and multimedia aids have unique characteristics

How are laugh tracks in sitcoms similar to presentation aids?

Both should be unobtrusive. Much like laugh tracks in sitcoms, presentation aids should work to enhance your speech without being obtrusive to the audience's experience of your speech.

Which is a consideration when embedding an image you found from the Internet into your presentation?

Do I have permission to use this? This is a consideration when deciding if you are able to use objects that belong to others, such as objects you may find on the Internet.

what to do if aid cannot be seen

First, don't panic. If you are already in the middle of a speech, there is simply nothing you can do — you have to go on with the show. Second, remember that the primary focal point of any speech is, in fact, you and the speech itself. All you need to do is quickly acknowledge the situation ("It appears that the display cannot handle some of the more vibrant colors of my slides") and then describe what the audience would see if the aid had appeared correctly. In other words, give the audience the visual information they need by translating it into quick verbal descriptions. Most audiences are sympathetic in these types of situations and will forgive the glitch.

Beware (of) the Handout!

Handouts are notorious for distracting audiences from what speakers have to say. If you distribute a handout at the beginning of your speech, you can be sure that at least some audience members will not be listening to you but will be reading what is in their hands. If you must distribute something for the audience to handle, such as a prop (e.g., a product or sample), a brochure, or an information sheet, it is usually a good idea to wait until the end of your speech to do so.

slide software can be used effectively. Our focus has been on basic skills, and having a familiarity with presentation software can serve you well in your future speaking endeavors.

In general, you can use contextual reasoning to determine whether or not slides are appropriate for your purpose and the audience's expectations. If you plan to use slides during your speech, consider the following tips.

Create a PDF Version:

Most computers have the ability to display a PDF (portable document format) file, which is an image-based document. PDF files can be displayed in most word processing programs, and PowerPoint and Keynote can also play PDF files as if they were slides. Having a PDF version of your presentation could save the day.

Data and statistical information

Research often depends on information that reflects size or magnitude (such as percentages), trends over time, organization and structure, or processes. -As thinkers, we often rely on tables, graphs, and charts to visually represent this type of information. -visual for numerical data is best when comparing and contracting different groups/classes of things -trying to communicate the "big picture" -it may also reduce complexity, providing a simplified visual -ex: tables (rows and columns), graphs= numbers, flowchart, pie chart, organizational chart most common

understanding a slide

The basic building blocks of a slideware program are the slides themselves, the text used in the slides, the objects used in the slides, and transitions — or how one slide "advances" to another slide. -he basic unit of any slide presentation is the slide itself — what will appear on the computer or projection screen. The general principle of layout of a slide is balance. Again, the Goldilocks Rule should guide you here: do not put too much information on a slide, but do not underutilize the slide either. You want the different elements of your slide to be "just right." A typical slide will feature the following: A "title," or a short phrase or bulleted list that describes the main idea or theme you are discussing An object (a photo, an illustration, a chart, or a graph) Text that elaborates your main points You should use color thoughtfully, keeping in mind that some computers and projection equipment cannot reproduce vivid colors (red or green).

· Recognize the functions of presentation aids

To encourage retention.

Tips for Presenting Your Aids

Watch Your Back. Watch Your Audience Timing. Beware (of) the Handout! -size, legibility of the text, and choice of color is only worthwhile if you also pay attention to how you present your aids. -ypes of aids available to you vary so widely, there are no universal rules for using aids; however, there are some elements of presentation that are common to most speakers.

Whether or not a prop is appropriate depends, of course, on contextual reasoning:

Who is the audience? Where will you be speaking? and What kind of object is appropriate? Perhaps the most crucial question to ask about using a prop is this: Will my audience be able to see it? -ex: speech about bike safety, maybe not a bike but a helmet -be sure to make sure everyone can see and hear

Create Alternative Versions:

You may discover that the presentation venue does not have the software you want to use. Many presentation software programs, such as PowerPoint and Keynote, allow you to "save as" or "export" your show in alternative formats. Create different versions of your slide program and have them available to use just in case.

how does aids bring efficiency and conclusion to speech

a complex process is more easily described with a visual illustration. Visual aids are especially helpful for presenting abstract information like statistics, which are harder for the mind to grasp without representation. ex: music = topic and avoid elaborate descriptions by playing a portion of the song

The Transition.

a number of different kinds of transitions that advance from one slide to the next. -the transitions available on one software program do not translate across programs — or even versions of that program. -a style that is self-contained and unplayable on other software programs. Special care should be taken to use only those transitions that are available to you in the software program that you will be using in your public speaking situation. If you will be able to use your own laptop or tablet to display your slide show, you can be reasonably sure that what you create at home will translate to your speaking setting.

Watch Your Back.

all presentation aids are designed to attract attention, even you, as the speaker, can find it tempting to look at the aids. The problem with focusing on your presentation aids is that it may appear to your audience that you are more interested in speaking to the aids than to the audience. To avoid this perception, practice using your presentation aids, making sure to look at them only briefly (just to check that the audience can see or hear them).

example of a good visual aid for speech about a car engine

an audience would find a diagram or model of a car engine more interesting and helpful than hearing you discuss the function of a piston in the abstract.

color vision deficiency

an inability to see certain colors or to distinguish particular colors, most frequently the colors red and green. -affect less than 10% of pop, brings to light another truth about use of color: the more color the more of a risk you'll be taking in terms of your audience's ability to actually see -

prop

any physical object that helps you illustrate a point in your speech. helps illustrate a main point in speech, a "thing" to show audience. -show and tell -contextualize speech

aids can be

anything from physical objects to posters to slide presentations.

presentations aids

designed to work similarly: to help enhance the experience of an audience during a speech in a manner that is not too conspicuous and does not detract from the speaker and his or her speech.

pie chart

display distributions or percentages as part of a circle.

beware of internet links in slide show

embarrassed by an embedded hyperlink or Internet address in a slide software program that just didn't work. -active Internet or Wi-Fi connection can get you into trouble, and sometimes connections can be broken. As a general rule, you can avoid embarrassment by making sure all your media objects are on your computer, hard drive, or flash drive with your presentation. If you want to use a video clip taken from the Internet, download the clip to your hard drive and embed it independently into your software presentation. Most software programs have directions for doing this in their help menu.

charts, passing objects, playing music, does what

engaging multiple senses is at work: the more modes of sensory engagement you stimulate, the better people will be able to engage, understand, and retain information.

successful use of presentation aids requires

practice before your speaking event and a backup plan in the event of equipment failure.

Tips for Preparing Your Presentation Aids most important guideline to observe when preparing a presentation aid is that the aid should assist you and not be the main focus of your speech. but it comes with exceptions

if introducing to a products such as new device it will be your main attraction and when speaking the aid might be a piece of art (painting) or part of a performance (puppet)

Multimedia: Sound and the moving image

increasing numbers of people have greater access to communication technologies, public speakers are more frequently turning to the use of audio and video clips to share information and embellish their ideas. -smartphone has the ability to record sound and video on a device that fits into pockets -common form of audio/video aids: digital: the use of sound and the moving image involves a screen/projector -powerpoint: Because using audio, video, and presentation software requires an attention to practical, technology-bound issues, we'll engage sound and the moving image in more detail in the section devoted to presentation software.

canned laughter on tv can also

is relatively unobtrusive, yet laughs can enhance what your watching

laughter does what for sitcoms

its the major component to one because it functions as a a presentation aid for audience on both sides of the screen (studio and home)

what's a good idea to know in advance when developing presentation aids

knowing what kind of space you will be speaking in and how large the audience will be (big rooms=big and loud aids) -design aids to corroborate and reinforce the speech as forms of evidence

Charles Douglass decided to fix the issues of live audience and did what "canned laughter"

made the "laff box" which looped recording of audience laughing which enhanced tv experience for the audience watching from at home

how is preparation and presenting the closely related

must know the interface of medium (poster, chalkboard, dry erase board, projection screen, digital display, handout) before you can determine how to prepare it, and what you prepare can determine how you present it

Speaking While Using Slides: Practice, Pacing, and Performance

one of the most challenging and rewarding skills of public speaking. Not only must you carefully compose your speech, but you have the added task of using slides at key points in your speech and timing how long to keep a slide on the screen. The best way to prepare is to practice delivering your speech while using your slide show.

how are we allowed to watch tv and type something

our minds have become accustomed to engaging w/ many types of media for info.

pictures

photos, illustrations (drawings, paintings, graphic arts), diagrams, and maps. -image to assist you during a speech if it helps to explain, depict, or otherwise clarify whatever it is you are trying to communicate to the audience. Using pictures in slide presentations is a common practice. As with using props, the key to using pictures is to make sure they are big enough for all audience members to see.

Which presentation aid would be most helpful when describing a complex process?

pictures, - you can use an image to assist you during a speech if it helps to explain, depict, or otherwise clarify whatever it is you are trying to communicate to the audience. Pictures can also include diagrams or illustrations, which would be most helpful when outlining the steps of a complex process.

Edward tuffe

pioneer of "information design" (or "analytical design") and professor emeritus of political and computer science at Yale University — has spent his career studying visual aids and their use. -may seem unusual to think about visual and audio aids — photographs, charts, sound clips, computer-assisted slides — as evidence, however, Tufte argues that anything that assists an audience in comprehension and understanding is a form of corroboration: -Evidence should not be differentiated by the mode of production," says Tufte. "Word, number, image — it is all evidence

Time Yourself While Using Your Slides.

practice mode that will display a timer -use the timer to figure out how long to display the slide and how long you will talk for -adjust visual cues in notes to match up with time you want to stay at each slide at -take many practice run-throughs to adjust the timing. The key to a good slide presentation is establishing the right rhythm.

presentation software

programs that allow speakers to present visuals. -most ubiquitous presentation programs in North America is powerpoint -now days 2021: apple keynote and prezi is often popular -many speakers use and enjoy slides, others deliberately avoid them because they believe they are overused — or even abused. -There is no consensus among those who study speaking, teaching, and learning about whether slides should or should not be used when speaking, and there are good arguments on both sides of the issue. What is relatively undisputed, however, is that slide software is an integral part of speaking culture in North America and that at some point in your life you will probably be asked to either give or watch a slide presentation.

he key to using audio and visual presentation aids is to

remember that they are used to support and assist you during your speech. In fact, the most important presentation aid is you!

handouts

requires references to important technical information, data on graphs and charts, and so on, you can distribute handouts of your slides. Most software programs have a feature that allows you to transform your slides into printable files, which you can have on hand if you need them.

what shouldn't aids do and what happens if this happens?

shouldn't overshadow the speech or become the central focus of the situation. you reversed the priorities of public speaking

what's the purpose of presentation aids

showing your audience objects, images, text, and graphs, as well as incorporating sounds or music, you are enhancing your speech. Aids make presentations lively and help encourage understanding

Closely related to the cognitive reason for using presentation aids is

the emotional one, Hearing and seeing visuals during a speech is more engaging and enjoyable

The Object.

typically any non-text element in your slide, most frequently a picture, chart, or graph. -easy to see and comprehend. -Care should be taken not to use objects that are copyrighted or that violate public use laws. Many images available to you on the Internet are actually the private property of the person who created them; when in doubt, e-mail the owner of the image and ask his or her permission.

Use Visual Cues in Your Speech Notes.

very tempting to look at your slides or perhaps even read the content of your speech from your slides during your speech. This is a no-no. -dont read slide to audience because it takes away from looking at audience=ignoring him -content on slides needs to be included in speaking notes = no temptation to look at slide -speaking from outline and note cards: put visual cues in notes indicating where to advance to next slide such as "or" -its okay to look at display to make sure your on the right slide - you are a swan, elegantly gliding on top of the water; meanwhile, in the speaking notes that only you can see, you can write out all your furious paddling moves.

Which is a consideration when deciding whether to use a picture as a presentation aid?

will the audience be able to see it??

Describe Your Slides:

you can simply describe the necessary content on the slides you would have used to your audience. Smile, and then say something like, "I would have shown you a slide featuring a diagram of the instrument I am proposing, but my computer isn't cooperating." Most audiences are forgiving of equipment failure.