Week 6 Visual support - continued

“ Word Bank” Hesitation Complex Transition Spontaneous Cryptic

Hesitation

Complex

Transition

Spontaneous

Cryptic

Step 3 – Supporting your message Delivery Practice Design Support Structure Planning Step 1 Step 2 Step 3 Step 4 Step 5 Step 6

Visual support Step 1 - Planning Step 2 - Structure 1. Structural support 2. Visual support

People generally remember…

Tools

Tools

What TOOLS give visual support… Chalk and dry-erase boards Flip charts and poster board Handouts Presentation Software Microsoft PowerPoint Apple Keynote Presenters body language

Chalk and dry-erase boards

Flip charts and poster board

Handouts

Presentation Software

Microsoft PowerPoint

Apple Keynote

Presenters body language

Chalk & White-erase board Advantages Easy to use Conveys spontaneity Disadvantages Bad for large groups Cannot be prepared in advance

Advantages

Easy to use

Conveys spontaneity

Disadvantages

Bad for large groups

Cannot be prepared in advance

Flip chart & poster board Advantages Reliable (no electronics) Easy to use Unique, today (not PPT) Disadvantages NOT good for large audiences Back to audience

Advantages

Reliable (no electronics)

Easy to use

Unique, today (not PPT)

Disadvantages

NOT good for large audiences

Back to audience

Flip Chart Tips Prepare in advance Title (topic) on first page Leave blank space for audience comments Pre-draw diagrams in light pencil Use big letters (not CAPS) 6. Black or blue text 7. Bright colors for charts/diagrams 8. Stand off to the side 9. Add conclusion page 10. Create feedback notes based on audience comments

Prepare in advance

Title (topic) on first page

Leave blank space for audience comments

Pre-draw diagrams in light pencil

Use big letters (not CAPS)

6. Black or blue text

7. Bright colors for charts/diagrams

8. Stand off to the side

9. Add conclusion page

10. Create feedback notes based on audience comments

Handouts Advantages Provides detail to audience Easy to make in PPT Disadvantages Can distract from presentation Only pass out handouts at the end

Advantages

Provides detail to audience

Easy to make in PPT

Disadvantages

Can distract from presentation

Only pass out handouts at the end

Presentation Software - PPT Advantages Large display Prepared in advance Video & Audio capable Disadvantages Technical difficulty

Advantages

Large display

Prepared in advance

Video & Audio capable

Disadvantages

Technical difficulty

Body Language Advantages Natural Emotional Disadvantage Distracting if inappropriate

Advantages

Natural

Emotional

Disadvantage

Distracting if inappropriate

Abc 123

Abc 123

Supporting Words & Numbers Example Story Quotes 4. Numerical data 5. Comparisons 6. Metaphor

Example

Story

Quotes

4. Numerical data

5. Comparisons

6. Metaphor

‘SHARP’ening your presentation S = S tories H = H umor A = A nalogies R = R eferences P = P ictures/Visuals www.deckercommunications.com

S = S tories

H = H umor

A = A nalogies

R = R eferences

P = P ictures/Visuals

1. Examples A single illustration of information used to represent a larger group Al Gore’s: “An Inconvenient Truth” Patagonia Mt. Kilimanjaro Hurricane Katrina

A single illustration of information used to represent a larger group

Al Gore’s: “An Inconvenient Truth”

Patagonia

Mt. Kilimanjaro

Hurricane Katrina

2. Storytelling Create images, emotions and understand Oral – telling a tale Visual – movie or graph Textual –novel Digital - PPT

Create images, emotions and understand

Oral – telling a tale

Visual – movie or graph

Textual –novel

Digital - PPT

Top 10 reasons to tell a story 10. Real 9. Short 8. Interesting 7. Human 6. Give credibility ‘ third-party’ view 5. Easy to tell 4. Easier to remember 3. Emotionally connecting 2. Move people 1. We’ve been hearing stories since childhood

10. Real

9. Short

8. Interesting

7. Human

6. Give credibility

‘ third-party’ view

5. Easy to tell

4. Easier to remember

3. Emotionally connecting

2. Move people

1. We’ve been hearing stories since childhood

Quote “ The best way to see something is with your ears” ©Roger von Oech

“ The best way to see something is with your ears”

3. Quote Using the exact words of a reputable source to: Introduce your main issue Support your argument/conclusion Tip Strengthen the quote with a picture of the source

Using the exact words of a reputable source to:

Introduce your main issue

Support your argument/conclusion

Tip

Strengthen the quote with a picture of the source

Where to get quotes? Sources www.wikiquote.org www.brainyquote.com www.famous-quotations.com

Sources

www.wikiquote.org

www.brainyquote.com

www.famous-quotations.com

“ I say that my conclusions are much more credible when I back them up with great sources”

“ I say that my conclusions are much more credible when I back them up with great sources”

4. Numbers Numerical data that resulted from collection and interpretation. Example Revenue growth Profitability # of people involved

Numerical data that resulted from collection and interpretation.

Example

Revenue growth

Profitability

# of people involved

Ask yourself, Can this point be QUANTIFIED?

Ask yourself,

Can this point be QUANTIFIED?

To describe Movement say … ABC… Stable, level, consistent, constant, stay the same No change Fluctuate, move, peak, flatten out Change Decrease, fall, decline, worsen, go down Downward Increase, climb, rise, improve, go up Upward

5. Comparison Showing a relationship between things that are changing Good vs. bad Old vs. new Before vs. after Higher vs. lower

Showing a relationship between things that are changing

Good vs. bad

Old vs. new

Before vs. after

Higher vs. lower

Comparing facts say … This compares x with y… Let’s compare the … Here you see a comparison between… ABC…

This compares x with y…

Let’s compare the …

Here you see a comparison between…

6. Metaphor vs. Simile Metaphor ( A ) is ( B ). ( A ) substitutes for ( B ). Example You are my sunshine . That salesman is a snake . Simile ( A ) is like ( B ). Example Your smile is bright like the sun . He is sly like a snake .

Metaphor

( A ) is ( B ).

( A ) substitutes for ( B ).

Example

You are my sunshine .

That salesman is a snake .

Simile

( A ) is like ( B ).

Example

Your smile is bright like the sun .

He is sly like a snake .

Candy for our eyes

Candy for our eyes

Add visual support with Images … Audience will "get it" quickly and clearly Three tips Make them LARGE Less words is more Clearly label items

Audience will "get it" quickly and clearly

Three tips

Make them LARGE

Less words is more

Clearly label items

Types of Supporting Images Objects and models Photographs Lists and tables 4. Charts and graphs 5. Videos

Objects and models

Photographs

Lists and tables

4. Charts and graphs

5. Videos

Tips on DELIVERING visuals Display visuals only when discussing them Remove a visual after discussing it Make sure visuals will work in the meeting Practice using your visual

Display visuals only when discussing them

Remove a visual after discussing it

Make sure visuals will work in the meeting

Practice using your visual

To introduce a Visual say … I’d like to show you… This (graph) shows/ represents… Take a look at this… Here we can see… Let’s look at this… ABC…

I’d like to show you…

This (graph) shows/ represents…

Take a look at this…

Here we can see…

Let’s look at this…

1. Objects and models Shows the audience the real thing Can see, feel and/or hold Tip Don’t pass it around, When you’re talking!

Shows the audience the real thing

Can see, feel and/or hold

Tip

Don’t pass it around,

When you’re talking!

Steve Job’s – iPhone Introduction Historical moments Use of pics Demo Large visual demo Conclusion Signals  Restates  Quotes  Pic

Introduction

Historical moments

Use of pics

Demo

Large visual demo

Conclusion

Signals  Restates  Quotes  Pic

2. Photographs Real, emotional example Personalize by showing people Wake up the audience Why tell it, when you can show it

Real, emotional example

Personalize by showing people

Wake up the audience

Why tell it, when you can show it

“ Things should be made as simple as possible, but not simpler” - Albert Einstein

“ Things should be made as simple as possible, but not simpler”

- Albert Einstein

Where to find Pictures… www.Morguefile.com www.sxc.hu www.Fotogenika.net www.imageafter.com Use your own photos!!!

www.Morguefile.com

www.sxc.hu

www.Fotogenika.net

www.imageafter.com

Use your own photos!!!

3. Lists & Tables Numerical evidence organized in Rows & Columns to supports your message Keep it: Meaningful Unambiguous Efficient

Numerical evidence organized in Rows & Columns to supports your message

Keep it:

Meaningful

Unambiguous

Efficient

Steve Few on Quantitative display “In our excitement to produce what we could only make before with great effort, many of us have lost sight of the real purpose of quantitative displays … … to provide the reader with important, meaningful, and useful insight.”

“In our excitement to produce what we could only make before with great effort, many of us have lost sight of the real purpose of quantitative displays …

i. Meaningful Reports something important Data presented supports your conclusion

Reports something important

Data presented supports your conclusion

ii. Clear – clearly labels Title clearly displayed Terms defined (e.g. GDP) Measurement defined Size (hundreds/thousands/millions) Dollars (US$, NT$) Percentage

Title clearly displayed

Terms defined (e.g. GDP)

Measurement defined

Size (hundreds/thousands/millions)

Dollars (US$, NT$)

Percentage

iii. Efficiency Audience can quickly and easily see your point Sorting Formatting Rounding & Decimal places

Audience can quickly and easily see your point

Sorting

Formatting

Rounding & Decimal places

a) Sorting Data Descending order of Importance most important first Time Tables (months/years) Columns – sort left to right (past to present) Rows – sort top to bottom (past to present)

Descending order of Importance

most important first

Time Tables (months/years)

Columns – sort left to right (past to present)

Rows – sort top to bottom (past to present)

Sorting Order Alphabetical Meaningfulness In which 3 countries do children watch the most TV?

Alphabetical

Meaningfulness

Which ordering of the years makes it easier? Calculate % change from year to year.

b) Formatting Alignment Text – left aligned Numbers – right aligned Borders Underline Columns headers

Alignment

Text – left aligned

Numbers – right aligned

Borders

Underline Columns headers

c) Rounding & Decimal places Limit to the least you need to prove your point 2-3 significant digits Example 1,051.345 1,050.125 1,050.130

Limit to the least you need to prove your point

2-3 significant digits

Example

1,051.345

1,050.125

1,050.130

4. Charts & Graphs Visual data that shows change between 2+ items i. Significant – choosing the right chart ii. Clear - labels iii. Efficient “ Can this information be displayed just as well in text or in a table ?”

Visual data that shows change between 2+ items

i. Significant – choosing the right chart

ii. Clear - labels

iii. Efficient

“ Can this information be displayed just as well in text or in a table ?”

ii. Clear chart components Labels Defining data Scales Defining range X and Y axis Graphical elements Represents data

Labels

Defining data

Scales

Defining range X and Y axis

Graphical elements

Represents data

Labels

Scales

Graphical Elements

i. Choosing the right chart a) Pie chart b) Bar chart c) Time series (line chart)

a) Pie chart

b) Bar chart

c) Time series (line chart)

a) Pie chart Shows % of the whole Whole must = 100% Tips: Avoid using pie charts Don’t use 3D pie charts Don’t compare multiple pie chart

Shows % of the whole

Whole must = 100%

Tips:

Avoid using pie charts

Don’t use 3D pie charts

Don’t compare multiple pie chart

Pie charts - Formatting Tips Sort most important segment at 12 o’clock Largest to smallest clockwise Label on each segment (vs. legend) Label % value for each

Tips

Sort most important segment at 12 o’clock

Largest to smallest clockwise

Label on each segment (vs. legend)

Label % value for each

Steve Job’s - Breaking the Rules Data Distortion – 3D area perceived as larger

Redesign

b) Bar Charts Tips: Do not use 3-D effects Sort by most significant variable Place legends inside or below the plot area Keep gridlines faint

Tips:

Do not use 3-D effects

Sort by most significant variable

Place legends inside or below the plot area

Keep gridlines faint

Which group is this chart highlighting? Elderly Children

Which group is this chart highlighting?

Elderly

Children

Steve Job’s - Breaking the Rules Data Distortion – 3D area perceived as larger

Redesign

What value does the Y axis scale begin? Steve distorting labels to misrepresent visually

Redesign – visually more realistic Eliminate 3D distortion Reset baseline to 0

c) Time series Tips: Time displayed on the X-axis (left to right) Make sure different data lines are distinct Beware of scaling effects

Tips:

Time displayed on the X-axis (left to right)

Make sure different data lines are distinct

Beware of scaling effects

Scaling Effect When two variables, with a large difference in size, are graphed on the same chart. Larger scale appear greater change Smaller scale variable appear “flat” Tip Add a second scale on the right side (Y axis)

When two variables, with a large difference in size, are graphed on the same chart.

Larger scale appear greater change

Smaller scale variable appear “flat”

Tip

Add a second scale on the right side (Y axis)

Same rate of change but Scaling Effect visually different

Add a Second Scale

Describing numbers say … ABC… 3.246 1 of 4 3.25 24+26=30 75% 3.25 Roughly, almost, about, approximately … Approximation One of every four… Rate Three and a quarter Fraction The total is… The comes to… Total/Sum Seventy-five percent Percentage Three point two five Decimal

Degree of change say… Slight Gradual Moderate Steady Significant Dramatic Rapid ABC…

Slight

Gradual

iii. Make all visuals Efficient Audience quickly and easily knows the point

Audience quickly and easily knows the point

Adding in Noise Presenter Introduction Body Conclusion Message Visual Aids Body Language Audience

Signal-to-Noise Ratio Signal –your message & support info Noise – unrelated information Goal 100% signal-to-noise ratio

Signal –your message & support info

Noise – unrelated information

Goal

100% signal-to-noise ratio

“Chartjunk” is… … a graphic that; “ generates a lot of ink that does not tell the viewer anything new.” Edward Tufte, Yale University

… a graphic that;

“ generates a lot of ink that does not tell the viewer anything new.”

Edward Tufte,

Yale University

Noise or “Chartjunk” Data Ambiguity Failure to explain what the data represents Data Distortion Misrepresentation of an area, shape, size’ - 3D charts Data Distraction Drawing attention away from the main point

Data Ambiguity

Failure to explain what the data represents

Data Distortion

Misrepresentation of an area, shape, size’

- 3D charts

Data Distraction

Drawing attention away from the main point

What is the “chartjunk”?

My list of chart-junk Map of the world 3-D charts displayed at two different angles Country names repeated three times Countries are sorted in no apparent order (not even alphabetically) Use of the letter " I " to separate the countries

Map of the world

3-D charts displayed at two different angles

Country names repeated three times

Countries are sorted in no apparent order (not even alphabetically)

Use of the letter " I " to separate the countries

Making better visuals Choose the best fitting visual Emphasize key information Highlighting (font size, color, bold, circle) Redundant coding Minimize “noise”

Choose the best fitting visual

Emphasize key information

Highlighting (font size, color, bold, circle)

Redundant coding

Minimize “noise”

“ Every word (data item, graphic, line or symbol) that is unnecessary only pours over the side of a brimming mind.” - Cicero

Review Steps 1, 2 & 3

Presentation Checklist List of steps for a presentation Check off completed steps: Introduction Body Transitions Conclusion

List of steps for a presentation

Check off completed steps:

Introduction

Body

Transitions

Conclusion

Sneak Peak Step 4

PowerPoint Design Presenting your message visually Problems with PowerPoint Human processing Reducing visual overload Emotional presentation

Presenting your message visually

Problems with PowerPoint

Human processing

Reducing visual overload

Emotional presentation