CCNC: Introduction to Presentations

Commonwealth Computer Navigator’s Certificate : 

Commonwealth Computer Navigator’s Certificate Module 1: Section 1 Introduction to Presentations

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What is a good presentation? Design Principles Typographical considerations Colour considerations Graphics and illustrations Design process Delivering your presentation Apply design principles to presentations and slides Follow the design process to present a good presentation Consider features that make a good presentation Section Overview   In this section you will be introduced to what presentations are and you will be able to apply design principles in developing your presentation. By the end of this section you will be able to: Module 1 Section 1 Introduction to presentations 1 3 4 5 6 7 2 1 2 3 4 5 6 7 Summary and additional resources 8 Self evaluation and activities 9 8 9

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What is a presentation? If you have access to a computer and a linked data projector or screen, you will be able to create visual slides that can be used to assist you and your audience during your presentation What is the purpose of creating a presentation? So that you do not have to use notes? So that your audience can just read what you want to say? To bore them to death with information, more info, info….. To inspire them with focussed objects and text? To provide evidence of your speech? To create a learning object? Main purpose…. Show a message in key points Enhance the message with multimedia, i.e. text, graphics, animations and sound Module 1 Section 1 Introduction to presentations 1 3 4 5 6 7 2 8 9

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Increasing the understanding of a message and reducing confusion Increasing audience involvement Drawing the audience attention to key points Making a presentation more interesting Guiding the presenter through a presentation, assist him/her to keep to the time allocated for a presentation and giving him/her a feeling of confidence and control Too many or using the wrong animations Sound, colour and graphics create confusion and pull the attention away from the main message Multimedia entertains without enhancing the message The presenter focuses on the screen, reads long parts from the screen and loses contact with the audience It gives too much information Module 1 Section 1 Introduction to presentations 1 3 4 5 6 7 2 8 9

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Common Mistakes Illegible content Poor organisation Information overload on a slide Typographical and spelling errors Irrelevant colour, sounds, graphics and animation  PLAY VIDEO What should you try to avoid? Illegible content Slides that contain information that is not easily readable force the audience to try and guess what is written. Audiences tend to lose interest in the presentation if they cannot see what is being presented. Slides that are poorly organised make it difficult for your audience to understand the message of your presentation. Information that is poorly ordered is disruptive for the presenter and intimidating for the audience. Information overload Too many details on a slide is intimidating and detracts from comprehension and retention of the information in the slide. Typographical and spelling errors “Typos” and spelling errors undermine your audience’s confidence in you and detract from the message of your presentation. Irrelevant colour, sounds, graphics and animation. Avoid what is called “bells and whistles”. If it distract, rather than illuminate, focus and engage your audience, do not include it! Module 1 Section 1 Introduction to presentations 1 3 4 5 6 7 2 8 9

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Design principles   Depending on the purpose and audience of the presentation, there are a few considerations in the design of presentations:   Graphical images explain more than words alone; use them when you can All slides should be well designed to fit the specific purpose and audience Using excessive animations is distracting; unless it fits the purpose avoid them Do not use sounds in the transition of slides, unless you want to create a specific effect. Avoid sound effects in formal presentations. Where there are generally accepted abbreviations and acronyms use them to minimise text usage Ensure that your choices of colours are legible from a distance. Light fonts on dark backgrounds are good for textual material, but scientific graphs often work better on a light background. (Examples) Information and communication technologies ICT Module 1 Section 1 Introduction to presentations 1 3 4 5 6 7 2 8 9

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Can you read this fine? I have a headache- Click here to go back!!

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More Design principles Keep the background colour simple. Use the right type-faces and fonts, emphasising with bold-face or different colours. It is advisable though to keep the colours on your screen to a maximum of four. Use descriptive headings. Don’t let your audience guess or experience difficulties in deciphering the meaning or purpose of a slide. Use of descriptive headings not only assists the reader with the slide, but also leads to fewer slides. Use short, concise phrases Make use of bullet points and numbered lists. Golden rule is no more than five bullets per slide, then it becomes too much. Do not use more than five numbers per slide. Ariel Calibri Times New Roman Tahoma Suitable fonts: Ariel Calibri Times New Roman Tahoma Ariel Calibri Times New Roman Tahoma Ariel Calibri Times New Roman Tahoma Module 1 Section 1 Introduction to presentations 1 3 4 5 6 7 2 8 9

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Typographical considerations The typographical issues that you should consider are:   Type style (font) Type size Upper or lower case Formatting types (Bold, Italics, Underline) Type Style (font)  There are significant differences in the choice of typefaces between printed information and a presentation. While a serif typeface like Garamond might look presentable on paper, on a presentation it can be difficult to read. Sans serif fonts generally look better on computer displays and presentations than serif fonts (serifs are the little hooks on the ends of letters). Also depending on the audience and the purpose of the presentation, some fonts might be more suitable than others. For example, for formal or official presentations, Arial would be suitable while Comic Sans might be suitable for a very informal presentation. Serif (Garamond 54 point) Sans Serif (Verdana 54 point) Arial (Formal) Comic Sans (Informal) Type size Depending on the audience and the presentation room, some font sizes might be more legible than others. It is always important to consider the room where the presentation will take place when choosing the size. In large rooms, with the audience seated a distance from the projection screen, large font sizes will be better than small ones. Arial Small Large Upper or Lower Case   Although upper case letters might be good to emphasise a point, their use should be sparing or avoided. Upper case letters occupy more space on the slide and are slow to read. For some audiences, the use of all upper case characters might be perceived as “SCREAMING”. Arial lower case UPPER CASE Arial Bold Formatting Types (bold, italics, underline) Italics Underline Bold face makes letters more readable and appears clearer when projected on a screen.   Italics are slow to read especially from a distance and should be avoided or used sparingly.   Underlining is not very effective in a presentation and must be avoided. Use other means such as size, colour, bold to emphasise your main points. Module 1 Section 1 Introduction to presentations 1 3 4 5 6 7 2 8 9

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Colour Considerations  Colour can have a great impact on the effectiveness of a presentation, and so colour choice deserves some thought. Improper use of colour can affect readability, recognition, retention and communication. Some colours are perceived to have meanings in different cultures and therefore their use should be in accordance to those cultures. Colour has also been used to evoke moods or states of mind. Some people also believe that colour enhances their learning.   While it is important to choose a colour theme that is line with your organisation’s colours, it is important to consider these other issues:   Colour blind people Colour contrast Background colours and effects Colour Contrast   Highly contrasting colours improve the readability of the slides. Care, however, should be taken not to use very sharp colours as they are tiring to the eyes. Consideration for Colour Blind People If part of your audience consists of colour blind people (estimated as 0.5% of women and 8% of men), consider that most of them have difficulty with red, green and brown. Avoid using these colours together in a presentation. Background colours and effectsBright backgrounds can also be tiring to the eyes when a presentation is displayed using an overhead projector, since the bright light used by these projectors is reflected back to the audience. Module 1 Section 1 Introduction to presentations 1 3 4 5 6 7 2 8 9

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Arial Background colours and effects Yellow on a black background This is arguably the easiest colour combination to read and that’s why it is widely used for caution signs. However, because the contrast is so stark, it does not look appealing on a presentation screen. Arial Red on a black background This colour combination is almost illegible. Although the contrast is there, the mix of the colours is not right and It would be difficult to read Arial Yellow /white on a blue background A blue background is a popular choice for presentations. White or yellow text contrasts well and makes it easy and soothing to read while making the presentation look professional. Which of these colour combinations appeal to you? Colour considerationsYellow on a black background Colour considerationsRed on a black background Colour considerationsYellow /white on a blue background Module 1 Section 1 Introduction to presentations 1 3 4 5 6 7 2 8 9

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Arial Yellow on a white background This colour combination doesn’t have enough contrast. It is very difficult to read, and also monotonous. Arial Black/blue on a white background This combination is widely used, especially for formal presentations. These combinations looks good on a computer screen but the background may be too bright for a projector. Arial Dark Blue on a pastel background Using a light pastel background with dark text provides a good contrast of colours that’s easier on the eyes than a white background. Which of these colour combinations appeal to you? Colour considerationsYellow on a white background Colour considerationsBlack/blue on a white background Colour considerationsDark blue on a pastel background Background colours and effects:Lighter backgrounds Module 1 Section 1 Introduction to presentations 1 3 4 5 6 7 2 8 9

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Graphics and illustrations It is important to include visual elements to break the monotony and to illustrate important points. Graphics and illustrations are visual representations of the discussion and can greatly improve understanding and retention. Charts and graphs can help illustrate technical data or trends, and can be easily incorporated into your presentations. Some tips:   Choose images that help support the content rather than just decorate the page Use text to augment the graphic, not dominate it Graphics should be easily viewable and not too complex. For complex illustrations, show the illustration in its entirety, then zoom in to see the key features, or simplify the graphic by cutting out nonessential elements Charts and graphs are excellent ways to display numerical information or trend data (for example, changes over time) Limit graphics to one or two per page Try to avoid using too much movement in transition of graphs and charts. When using photos or drawings, animation might be effective Avoid using sound effects unless it is effective and needed. Module 1 Section 1 Introduction to presentations 1 3 4 5 6 7 2 8 9

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Design Process To create and convey a successful presentation you need to plan:   Establish the purpose and goals Know your audience Do your research Select your content Structure your presentation Practice and timing Purpose? Presentations are an effective way to communicate or sell an idea to a large crowd of people at the same time. However, it is not just about communicating information or selling ideas. Ask yourself some Guiding questions Audience Presentations are an effective way to communicate or sell an idea to a large crowd of people at the same time. However, it is not just about communicating information or selling ideas. How to analyse your audience Research Make sure that you have all the relevant, up to date data, multimedia, graphics, statistics, facts and knowledge ready. Summarise all information and don’t forget to keep track of all citations Guiding questions Content Your content should be focussed towards illuminating your topic in a clear, interesting and engaging way. Your choice of graphics and multimedia should seamlessly integrate with your content. Some Guidelines Purpose? Goals? Content Structure Audience? Research Practice and timing Structure A hierarchical structure organises information from more-general to more specific dimensions, so that information at the top of the hierarchy is more general than information at the bottom. More information Practice and timing When rehearsing your presentation, you need to have a clear understanding of the message you want to bring across to your audience and what you want their reaction to be. Prepare well in advance, and avoid rehearsing directly before your presentation. Proofread your presentation, or have it proofread by someone else. Module 1 Section 1 Introduction to presentations 1 3 4 5 6 7 2 8 9

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Why do I want to make a presentation? What do I want to communicate? What do I aim to achieve with the communication? Do I really need to use a presentation to achieve this? Purpose and goals What other questions can I ask to establish my purpose and goal? Click to Go Back

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Analyse the Audience   The most important step in designing an effective presentation is to focus on what your audience needs to know, not what you know. You now need to analyse your audience so that you can tailor your presentation to suit your specific audience’s needs and characteristics. To have advanced presentation skills you should be able to not only instill a trust between you and your audience, but also create an interest and excitement in your audience for what you are presenting. How to analyse your audience:   Determine your audience’s level of experience or knowledge regarding your topic Determine the general education level and age of your audience Determine the audience’s attitude toward the presentation topic, and based on that attitude, determine any concerns, fears, or objections your audience might have regarding the topic Determine whether there are subgroups in the audience that might have difference concerns or needs Formulate questions that you could ask your audience regarding the topic Check the cultural, social and political background of your audience Determine the audience’s motivation to attend your presentation Click to Go Back

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What relevant up to date information is available? What information would be most interesting to my audience? Are there any statistical data and charts available to support my topic? What graphics and multimedia can provide interesting background? Research Have I covered all the latest trends and perspectives? Click to Go Back

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Keep in mind you should give the audience only the facts necessary to accomplish your goals: Too much information will overwhelm the audience Too little information will leave the audience either with a sketchy understanding of your topic or with the feeling that you have not provided enough information to support the course of action you wish the audience to take. Click to Go Back Some content Guidelines

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A hierarchical structure is used to:   Comprehend information – the more marked the hierarchical structure, the easier it is for us to understand Commit information to memory and later retrieve it Decide about the importance of information – we assume information at the top of the hierarchy is more important than lower information, so we pay more attention to it and learn it better Structural considerations Remember to add an introduction and conclusion to your presentation. The introduction is key to an effective presentation.   The introduction should have the following components:  Background and motivation Objective (of the briefing or the research in general) An overview or outline of the rest of the briefing   The conclusion at the end will give An overview of findings Recommendations and implications. A way forward. The conclusion can be more than one slide. Click to Go Back

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The Big Day On the Day of Presentation  Make sure you are fully prepared. Gather all the relevant information to enable you to answer all the questions that might arise from your presentation. Make sure that the technology you are going to use is in working order and all connecting cables, remotes, spare batteries for the remote etc. are available in the venue. When using visual aids, use them effectively. Avoid too much concentration on the visual aids, focus on your audience. Present confidently Know the occasion and dress appropriately. The way you dress can distract the audience from the presentation. Always maintain eye contact with the audience. Make sure you are audible, and clear. Maintain an appropriate tone and pace. Ensure that there is a smooth transition from point to point during your presentation. Module 1 Section 1 Introduction to presentations 1 3 4 5 6 7 2 8 9

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In summary…. In this section you have been introduced to presentations and good design principles in developing your presentation. You have to remember these principles throughout this module and whenever you are developing slides to present.   You can now confidently:  Apply design principles to presentations and slides Follow the design process to present a good presentation Consider features that make a good presentation Deliver a presentation that makes an impact. Additional resources and reading The following online reading resources could assist you to get different insights on how to create the ultimate presentation as well as provide additional tips and tools to create your master piece   Presentation additional online reading list CCNC Module 1 section 1(PDF version for printing) Module 1 Section 1 Introduction to presentations 1 3 4 5 6 7 2 8 9

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Module 1 Section 1 Introduction to presentations 1 3 4 5 6 7 2 8 Activity: Open the following presentations and critique it according to the criteria as discussed in this learning object Are design principles and a design process followed? Are typographical and colour considerations taken into account? Is the goal and purpose clear? Is multimedia used effectively? What would you have done or changed to make each presentation more engaging? Activities and self evaluation 9 Click to open

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Module 1 Section 1 Introduction to presentations 1 3 4 5 6 7 2 8 9 Assess your level of skill 1 Still need lots more practice; 2 Getting there! 3 Can do it- No problems! 1 2 3 4 5 6 7