Chapter 6 - Developing and Using Presentation Media

Chapter 6:
Developing & Using
Presentation Media
LTEC 4121
Technical Presentation Skills

LTEC 4121/ATTD 5121: Developing Effective
Presentation Skills; Chapter 6: Developing and
Using Presentation Media
Chapter Objectives
Recognize the benefits of using presentation media
Select from different types of presentation media
Evaluate advantages/limitations of presentation media
Apply guidelines for developing presentation media
Apply guidelines for using presentation media

Benefits of
Presentation Media
• Organizing Your Information
• Capture and focus audience
• Reinforce key points of the
topic
• Stimulate audience interest
• Increase participant retention

Murphy’s Presentation Law #7
“The one time you don’t check the
projector is the one time you will be
unable to get the computer image on the
screen.”

Selecting Presentation Media
Is media appropriate for audience size?
Which parts of the presentation will the media support?
How much time will I need to develop the media?
Can I do it myself, or will I need help?

Selecting Presentation Media
Is the media compatible with the media
equipment?
If commercial, is the media free of bias?
Is the sophistication level of the media
appropriate for your audience?

Computer Presentations
Use computer presentations when:
• To transfer computerized information
into presentation visuals
• Content is knowledge-based
• To show change through the use of
simulation
• Network your presentation with other
systems

Advantages:
• High quality
• Low cost
• Can be used with any sized audience
• Presentation can face audience
• Information released in stages
• Prepared in advance
• Equipment is easy to operate
• Can use with any presentation strategy
• Can use animation, graphs, sound & simulation

Limitations:
• Need presentation software
• Tendency to crowd too much information
• Need basic computer skills
• Hardware / software problems may occur
• Displays time-consuming to develop
• Audience may be distracted by technology

Guidelines for development:
• Use common presentation
software
• Similar format for each slide
• Keep slide images simple
• No more than 36 words per
screen
• No more than 5-6 lines of
information
• One idea per screen

• USE CAPITAL LETTERS SPARINGLY
• Use symbols (#), bullets (*), arrow (=>), etc.
• Use figures, graphs, and tables
• Use color
• Develop a TITLE for each slide

Guidelines for using:
• Place the screen at a 40 degree angle
• Make sure screen is large enough
• Make sure screen is high enough
• Run extension cords along wall

• Check for keystone images
• Use a pointer
• Use a remote
• Know how to operate equipment
• Make sure equipment does not block view

Flip Charts
Use when:
• Further clarification of topic
is necessary
• When you want to display
key words, points, etc.
• A whiteboard is not
available
• You want to provide
directions

Flip Charts
Use when:
• When working with small groups
• To brainstorm ideas
• To record discussion points
• For a written summary of main points

Flip Charts
Advantages:
• Effective for small-to-medium audiences
• Can be used in place a whiteboard
• Inexpensive
• Readily available
• Easily transported
• Requires no special equipment for preparation
• Can be prepared in advance
• Easy
• Self-adhesive pads are available

Flip Charts
Limitations:
• Not effective with large audiences
• Many meeting rooms have wall surfaces to
which they can’t be attached
• If the wrong markers are used, ink will bleed
through
• User must have good printing & spelling skills

Flip Charts
• Use every other page
• Use headings and borders
• Use color
• Use figures and symbols
• Keep 1st page blank
• Leave “white space”
• Don’t forget:
• markers, tape or push pins

Flip Charts
• Do not talk to the flip chart
• Do not block the participant’s view
• Position flip chart to the left or right of center
Use color
• Print large enough
• Use figures, bullets or arrows for key points
• Use headings and borders
• Do not crowd page with information

Flip Charts
• Use markers that don’t
bleed through
• Turn to a blank page when
not ready to display
• Have eye contact with
your audience before
speaking

Printed Materials
Use printed presentation
media when:
• Content is primarily
knowledge (information)
based
• Participants need further
information about topic
• You want participants to
have a reference copy

Printed Materials
Advantages:
• Use with any size audience
• Easily produced
• No special equipment is needed

Printed Materials
Limitations:
• Copyright restrictions
• Many times materials are not actually used as
part of presentation
• Can lead to information overload
• Tendency to read materials to participants

Printed Materials
• Highlight important terms
• Secure copyright permission
• Number pages
• Staple or clip packet together
• Hole punch copies for a
notebook or binder
• Duplicate sufficient number of
copies
• Use different color paper to
designate sections

Printed Materials
• Avoid passing the pages
around during presentation
• Reference page numbers
• Do not read lengthy
passages
• Reference highlighted
sections
• Cite sources

Whiteboards (or
Smartboards)
Use whiteboards when:
• You want to brainstorm
topics
• Other forms of media are not
available
• You suddenly need to
illustrate a point
• You need to clarify a point

Whiteboards (or Smartboards)
Advantages:
• Effective for small-to-medium audiences
• Can be used in place of flip charts
• Inexpensive
• Readily available
• Requires no special equipment for preparation
• Can be prepared in advance
• Easy to use
• Copies from electronic whiteboards can be
printed for handouts

Whiteboards (or Smartboards)
Limitations:
• Not effective with large audiences
• Can be time consuming
• Must have good printing and spelling skills
• Must turn back to audience when writing
• Not permanent
• Must use special markers and cleaners

Whiteboards &
Smartboards
Guidelines for
development:
• Prepare complex
drawings or sketches in
advance
• Use color
• Use figures or symbols
• Organize information
before writing

Whiteboards & Smartboards
• Be careful not to talk to the board
• Do not speak without eye contact
• Do not block audience’s view
• Print large enough
• Use figures, bullets, or arrows
• Allow sufficient time for people to copy
• Do not crowd information
• Use markers that are erasable
• Erase any unwanted information when finished
• Put detailed or complex information on board before
presentation

Videos, DVDs and CD-ROMs
Use when:
• To show action / motion
• To speed up or slow down actual or real time
• To stop action or motion
• To show processes
• Off-site safety is an issue

Use when:
• You want to emphasize skill mastery through
repetition
• You want to show historical events
• You want to affect the attitudes and feelings of
participants
• You want to share different cultures and
practices

Advantages:
• Effective for all audience sizes
• Many commercial videos are available
• Can be used for individual study or review
• Excellent quality

Videos, DVDs
and CD-ROMs
Limitations:
• May be more entertaining
than learning oriented
• May require a darkened
room to view
• Local production is costly
• Commercial production is
expensive

• Position monitor at a pleasing angle
• Make sure monitor is large enough
• May need more than one monitor
• Make sure monitor is high enough
• Preview before using
• Darken the room if needed
• Run extension cords along walls and tape
• Check sound level before using
• Make sure picture is focused
• Make sure view is not blocked

• List main points to be covered
• Review vocabulary, etc.
• Use a pointer to call attention to key points
• Know how to operate the equipment
• Stop the video to discuss key points

Models and Real Objects
Special notes:
• Can be larger, smaller or the same size as the
object they represent
• Real objects are…REAL objects

Use models and real objects when:
• You want participants to become familiar with
the real thing
• You want to show objects that in real life are
too small
• You want to sharpen the awareness (size,
shape, color) of the real object
• You want your audience to experience real life
processes without risk

Advantages:
• Can show objects that are life-size
• Can show objects that are smaller
or larger than real
• Can show sections or parts

Limitations:
• Good samples may be difficult to secure
• Storage can be a problem

• Secure good and poor representative samples
for comparison
• Label parts when necessary
• Color code sections when necessary
• Cut away sections (internal parts, components,
or operations)

• Become familiar with objects / models
• To relate the size of the model to the real object
• Avoid passing items around the audience
• Walk into the audience showing the object to
everyone
• Encourage participants to handle or touch real
objects after your presentation

Chapter Review
• Determine which parts of your presentation
topic you wish to supplement with media
• Determine the development time needed
• Self-development or will outside expertise be
needed

Chapter Review
Presentation media is used to:
 support your message
 engage the audience
 organize your presentation
Identify the type of media:
 varies by audience (size and type)
 determine if presentation media is compatible
with media equipment available
 who will operate the equipment
 is the media current and free of bias
 does the media meet the needs of the
audience

Chapter 6: The End
To Complete for Module 6:
• Assignment #12
• Assignment #13
• Assignment #14
• BONUS: Elevator Pitch Video
Presentation (Hint: Great practice for your
final video assignments!)

Chapter 6 - Developing and Using Presentation Media

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Chapter 6 - Developing and Using Presentation Media