communication

2. Designing and impressive multimedia presentation
A presentation by
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program M.com(1)

3. Designing and impressive multimedia
presentation
PowerPoint has become the most widely used
software program for business presentations. When
used properly PowerPoint can add a distinctive visual
impact to your presentations. However, overuse or
misuse it will cause your audience disengaged, bored
and even lost.

4. Applying the 3-×-3 Writing Process to
Creating a Visually Appealing PowerPoint
Presentation

5. When designing PowerPoint presentation, remember
that great looking slides never compensate for thin
content. Therefore, avoid the temptation to spend too
much time making your slides look good and not
enough time preparing your content. You can apply the
3 x 3 Writing Process to create a visually appealing
presentation

6. making the best content and design choices for your slides
depends greatly on your analysis of the presentation situation.
will your slides be used during a live presentation? will they be
part of a self-running presentation? will they be saved on a
server so that those with internet access can watch the
presentation at their convenience? will they be sent as a
PowerPoint show or a pdf document to a client instead of a hard-
copy report? are you converting PowerPoint slideshows for
viewing on video iPods or blackberry devices?
Analyzing the Situation

7. if you are e-mailing the presentation or posting it
online, the slides will typically feature more text
than if they were delivered orally. if, however, you
are creating slides for a live presentation, your
analysis will prompt you to choose powerful,
telling images over boring text-laden slides.

8. think about how you can design your
presentation to get the most positive response
from your audience. primary ideas are generally
best conveyed with bold colours, such as blue,
green, and purple. because the messages that
colours convey can vary from culture to
culture, colours must be chosen carefully.
Anticipating Your Audience

9. Just as you anticipate audience members' reactions to
colour, you can usually anticipate their reaction to special
effects. Using animation and sound effects—flying
objects, swirling text, clashing cymbals, and the like—
only because they are available is not a good idea. Special
effects distract your audience, drawing attention away
from your main points. You should add animation
features only if doing so helps convey your message or
adds interest to the content.

10. adapt the amount of text on your slide to how your
audience will use the slides. as a general guideline,
most graphic designers encourage the 6-×-6 rule:
“six bullets per screen, max; six words per bullet,
max.” for most purposes, strive to break free from
bulleted lists whenever possible and minimize the
use of text.
Adapting Text and Colour Selections

11. Adapt the colours based on where the presentation
will be given. Use light text on a dark background
for presentations in darkened rooms. Use dark text
on a light background for presentations in lighted
rooms. Dark on dark or light on light results in low
contrast, making the slides difficult to read.

12. when you prepare your slides, translate the major
headings in your presentation outline into titles for
slides. then build bullet points by using short
phrases. the slides you create to accompany your
spoken ideas can be organized with visual elements
that will help your audience understand and
remember what you want to communicate.
Organizing Your Slides

13. when you craft your template, be cautious about
selecting the slide templates that came with the
program. they have been seen by millions and
amount to what one expert has labeled “visual
clichés. "overused templates and even clip art that
ship with PowerPoint can weary viewers who have
seen them repeatedly in presentations. search
for PowerPoint template in Google to find new ones
instead of using a standard template,
Working with Templates

14. many users fall into the trap of excessive formatting
and programming when composing slideshow. to
avoid this trap, set a limit for how much time you
will spend making your slides visually appealing.
make sure to spend enough time on what you are
going to say and how you will say it.
Composing Your Slideshow

15. Remember that not every point or every thought
requires a visual. In fact, it's smart to switch off the
slides occasionally to direct the focus to yourself.
Darkening the screen while you discuss a point,
tell a story, give an example, or involve the
audience will add variety to your presentation.

16. Create a slide only if the slide accomplishes at
least one of the following purposes:
· Generates interest in what you are saying and helps the
audience follow your ideas
· Highlights points you want your audience to remember
· Introduces or reviews your key points
· Provides a transition from one major point to the next
· Illustrates and simplifies complex ideas

17. to keep your audiences interested and help them retain the
information you are presenting, try to avoid long, boring
bulleted lists in a presentation. you can alter layouts by
repositioning, resizing, or changing the fonts for the
placeholders in which your title, bulleted list, organization
chart, video clip, photograph, or other elements appear.
you may use stock photos that you can download from the
web for personal or school use without penalty or consider
taking your own pictures if you own a digital camera.
Designing for Optimal Effect

18. to keep your audiences interested and help them retain the
information you are presenting, try to avoid long, boring
bulleted lists in a presentation. you can alter layouts by
repositioning, resizing, or changing the fonts for the
placeholders in which your title, bulleted list, organization
chart, video clip, photograph, or other elements appear.
you may use stock photos that you can download from the
web for personal or school use without penalty or consider
taking your own pictures if you own a digital camera.
Revising, Proofreading, and Evaluating Your
Slideshow

19. This is the time when you will focus on making your
presentation as clear and concise as possible. If you are
listing items, be sure that all items use parallel
grammatical form. Use PowerPoint's Slide Sorter
View to rearrange, insert, and delete slides during the
revision process.
As you are revising, check carefully to find spelling,
grammar, punctuation, and other errors. Nothing is as
embarrassing as projecting errors on a huge screen in
front of an audience. Also check for consistency in how
you capitalize and punctuate points throughout the
presentation

20. many promising presentations have been sabotaged by
technology glitches or by the presenter's unfamiliarity
with the equipment. fabulous slides are of value only if
you can manage the technology expertly
Using PowerPoint Effectively With Your
Audience

21. confirm that the places you plan to stand are not in the line
of the projected image. audience members do not
appreciate having part of the slide displayed on your body.
make sure that all links to videos or the web are working
and that you know how to operate all features the first time
you try.
no matter how much time you put into preshow setup and
testing, you still have no guarantee that all will go
smoothly
Practicing and Preparing

22. therefore, you should always bring backups of
your presentation. overhead transparencies or
handouts of your presentation provide good
substitutes. transferring your presentation to a cd
or a usb flash drive that could run from any
available notebook might prove useful as well.

23. In addition to using technology to enhance and enrich
your message, here are additional tips for performing like
a professional and keeping the audience engaged.
· know your material. this will free you to look at your
audience and gaze at the screen, not your practice notes.
· maintain genuine eye contact to connect with individuals
in the room.
Keeping Your Audience Engaged

24. as you show new elements on a slide, allow the audience
time to absorb the information. then paraphrase and
elaborate on what the listeners have seen. do not insult
your audience's intelligence by reading verbatim from a
slide.
· leave the lights as bright as you can. make sure the
audience can see your face and eyes.
· use a radio remote control (not infrared) so you can
move freely rather than remain tethered to your computer.
radio remotes will allow you to be up to 15 metres away
from your laptop.
·

25. maintain a connection with the audience by using a laser
pointer to highlight slide items to discuss. be aware,
however, that a dancing laser point in a shaky hand may
make you appear nervous. steady your hand.
· Don't leave a slide on the screen when you have
finished discussing it. In Slide Show, View Show mode,
strike B on the keyboard to turn on or off the screen
image by blackening it. Pushing W will turn the screen
white.
·

26. Some presenters allow their PowerPoint slides to
“steal their thunder.” In developing a presentation,
don't expect your slides to carry the show.
Remember that slides should be used only to help
your audience understand the message and to add
interest. Your audience came to see and hear you.

27. we have now discussed many suggestions for making
effective power point presentations, but you may still be
wondering how to put it all together. here is a step-by-
step process for creating a powerful multimedia
presentation:
1. start with the text. the text is the foundation of your
presentation. express your ideas by using words that are
clear, concise, and understandable.
Eight Steps to Making a Powerful
Multimedia Presentation

28. 2. select background and fonts.
select a template that will provide consistent font styles,
font sizes, and a background for your slides. as a general
rule, use no more than two font styles in your
presentation. the point size should be between 24 and 36.
title fonts should be larger than the text font.
3. choose images that help communicate your
message.
images, such as clip art, photographs, and maps, should
complement the text. never use an image that is not
immediately relevant. bear in mind that some people
consider clip art amateurish, so photographs are usually
preferable. in addition, clip art is available to any user, so
it tends to become stale fast.

29. 4. Create graphics.
PowerPoint includes a variety of tools to help you simplify
complex information or transform a boring bulleted list into a
visually appealing graphic. You can use
PowerPoint's Illustrations tools in the Insert tab to create a
timeline or a flowchart.
The Smart Art graphic will help you create an organization
chart or a cycle, radial, pyramid, Venn, or target diagram. With
the Chart function, you can select from more than a dozen
chart types including line, pie, and bar charts. Remember that
graphics should be easy to understand without overloading
your audience with unnecessary details or too much text.

30. 5. Add special effects.
To keep your audience focused on what you are
discussing, use PowerPoint's Animations tab to control
when objects or text appear on the screen. Keep in mind
that the first thing your audience sees on every slide
should describe the slide's content. Choose them with
care so that the visual delivery of your presentation
doesn't distract from the content of your message.

31. 6. Create hyperlinks to approximate the Web-
browsing experience.
Make your presentation more interactive and intriguing
by connecting your PowerPoint presentation, via
hyperlinks, to other sources that provide content that
will enhance your presentation. You can hyperlink to (a)
other slides within the presentation or in other
PowerPoint files; (b) other programs that will open a
second window that displays items, such as
spreadsheets, documents, or videos; and (c) if you have
an Internet connection, Web sites.

32. 7. Engage your audience by asking for interaction.
When audience response and feedback are needed,
interactive tools are useful. To interact with your
audience, present polling questions. Audience
members submit their individual or team responses
by using handheld devices read by a PowerPoint add-
in program. The audience immediately sees a bar
chart that displays the response results.

33. 8. Move your presentation to the Internet.
You have a range of alternatives, from simple to
complex, for moving your multimedia presentation to
the Internet or your company's intranet. The simplest
option is posting your slides online for others to access.
Even if you are giving a face-to-face presentation,
attendees appreciate these electronic handouts because
they don't have to lug them home.