Ch. 12: Using Presentation Aids, Basic Public Speaking

Drawings

Popular and often used because they are easy and inexpensive to make, and can be tailored to your specific needs. As a rule, large and simple drawings are more effective than detailed images.

Types of Presentation Aids

1. Images 2. Text 3. Video 4. Audio 5. Objects and models 6. People

Tips for Using Computer-Generated Presentation Aids

1. Keep sights and sounds simple. Remember:visual aids are there to support your message, not to BE your message. 2. Control computer images: Insert blank slides for segments of your speech in which you want to speak to the audience without visual aids. 3. Repeat visual elements to unify your presentation: use bullet points, common color schemes, and spacing to create coherence in your visual aids. Avoid mixing fonts. When using clip art, try to avoid using images which your audience may have seen before. 4. Make informed decisions about use of color. Color communicates. Warm colors such as red and orange can evoke feelings of excitement and interest. Cool colors such as blue and green have a more calming effect on viewers. Consider using warm colors for positive messages, and cool colors for negative messages. Some color combinations should be avoided, such as red and green which may cause problems for people who are color blind. Don't get carried away with using too much color. To unify your presentation, use the same background color on all visuals and no more than two colors for words. Light backgrounds with dark words are pleasing and easy to see.

Guidelines for Developing Presentation Aids

1. Make them easy to see. 2. Keep them simple. 3. Select the right presentation aid. 4. Do not use dangerous or illegal presentation aids. 5. Allow plenty of time to prepare your presentation aids.

Guidelines for Using Presentation Aids

1. Rehearse with your presentation aids- Prepare carefully and practice with aids. Standing in front of your audience should not be your first time handling your object or turning on your video monitor. 2. Make eye-contact with your audience, not with your presentation aids- Look at your visual aid only to make sure it is the correct one and properly oriented. 3. Explain your presentation aids- tell your audience what point you are trying to make with your aids. 4. Do not pass objects among members of your audience- Passing objects among the audience distracts them from your message. Instead, enlarge photos of the object so the audience can see them, walk closer to the audience while holding and talking about the object, or invite audience members to observe the item(s) after your speech if there is time. 5. Use animals with caution- At best, animals will steal the show. Animals are unpredictable, and may not behave well in an unfamiliar situation. 6. Use handouts and technology effectively- Don't distribute your handout during the presentation unless your listeners need to refer to the material while you are talking about it. Control listeners attention by directing them to the section of the handout you wish for them to focus on. Clearly number the pages to make it easy for your audience to find specific pages. Distribute handouts after your presentation if they are not needed during. 7. Time the use of visuals to control your audience's attention- Use a remote or ask a friend to advance slides so you can move freely instead of being tied to a computer, use blank slides or otherwise remove images from audience view when you need them to focus on you. 8. Remember: If something can go wrong, it will. When you use aids, you increase the risk of things going wrong. Have backups and alternative plans regarding your presentation aids.

Charts

A chart summarizes and presents a great deal of information in a small amount of space. Charts must be simple and easy to read. do not try to put too much information into one chart.

Pie Graph

A circular graph divided into wedges that show each part's percentage of the whole.

Chart

A display that summarizes information by using words, numbers, or images.

Bar Graph

A graph in which bars of various lengths represent information.

Picture Graph

A graph that uses images or pictures to symbolize data.

Line Graph

A graph that uses lines or curves to show relationships between two or more variables.

Graph

A pictorial representation of statistical data.

Presentation Aid

Any image, object, or sound that reinforces your point visually or aurally so that your audience can better understand it.

Audio

Audio can be used to compliment visual displays. You can either use your own audio content or use prerecorded sources. Used sparingly, sound can effectively establish a mood or support your points. Be sure to rehearse with and master any technology involved with audio aids, and don't let your soundtrack overwhelm or distract from your own words.

Video

Before you decide to use a video, think about whether it will enhance your speech. Short, well-selected clips are most likely to be effective. Longer videos can exceed your listeners attention spans and may detract from your live and in-person presentation. If you decide to use a video, practice using it and make sure all of the equipment you need is available.

Using Computer-Generated Presentation Aids

Computer generated images can add professional polish to your presentation.

Do Not Use Dangerous or Illegal Presentation Aids

Dangerous or illegal aids are never worth the risk of a ruined speech or injured audience member. If your speech seems to call for a dangerous or illegal object or substance, use a picture, chart, or other representational aid.

Graphs

Graphs are pictorial representations of statistical data in an easy to understand format. Seeing relationships among numbers is better than just hearing statistics. Most listeners find that graphs help make statistic data more concrete and easier to understand.

Text

In addition to images, many speakers use text, which could be just a word or two, or a brief outline of the key point. You want your listeners to focus on you rather than reading extensive text, so limit text to seven lines or less on any single visual.Use brief bullet points to designate individual items or thoughts. Use parallel structure in bulleted lists. Use the heading of each slide to summarize the essential point of the visual so listeners can follow the key points you are making.

Objects and Models

Listeners like looking at real, tangible items. They can be touched, smelled, heard, and even tasted, as well as seen. When you use an object to illustrate an idea, be sure you can handle it with ease. If you cannot bring the object itself, you can use a model of the object. Make sure that any model you use is large enough to be seen by all members of the audience.

Make Them Easy to See

Make it BIG! Make your visual aids big enough to be seen from the back row. This is the most often violated principal of using presentation aids.

Maps

Maps are made to be viewed up-close, so detail won't be visible to your audience unless you enlarge them.

Fonts

Particular styles of typeface.

Photographs

Photographs can be used to show objects or places that cannot be illustrated with drawings or that an audience cannot view directly. Enlarge your photographs, or scan and display them digitally, as passing photos to the audience distracts them from your message.

Allow Plenty of Time to Prepare Your Presentation Aids

Prepare your presentation aids well in advance of your speaking date so you can make them as attractive and polished as possible. A sloppy, amateurish presentation aid will convey the impression that you are not a credible speaker, even if you have spent many hours preparing the speech itself.

Keep Them Simple

Simple presentation aids usually communicate best.Text should be limited to key words or phrases. Simple images are better than overly detailed graphics. Don't include more information than can be easily read.

Images

The most common presentation aids, used to illustrate your message. Most likely used in Powerpoint or another type of presentation software, but can also be used in hard copy, such as a poster. Types of images used can include: Drawings Photographs Maps Graphs Charts Text Video Audio Objects and Models People

Visual Rhetoric

The use of images as an integrated element in the total communication effort a speaker makes to achieve the speaking goal.

People

Using people to illustrate your message can be tricky. It is usually unwise to ask for spur-of-the-moment help from volunteers, instead choose a trusted friend or colleague before your presentation so that you can fully inform them about what needs to be done. Wait and introduce the person to the audience when they are needed, as having them stand near you during your speech can be distracting. Do not allow your assistants to steal the show. Your assistants are subordinate to you during your presentation. You can also serve as your own presentation aid. If you are giving a presentation about your job , for example, you may wear your uniform during your presentation.

Select the Right Presentation Aid

When deciding which aids to use consider the following: Your audience- Audience size, age , interests, and attitudes will affect your choice of audiovisual aids. Your speech objectives- Don't select a presentation aid until you have decided on the purpose of your speech. Take into account your skills and experience- Use only equipment with which you are familiar or have practical experience. Know the room in which you will speak- If the room has large windows and no way to dim the lights, do not consider using visuals that require a darkened or semi-darkened room.