Using Presentation Aids

Team 10:

Aurea Belva Trixie – 2501999841

Dea Regitta Kaneishia – 2502003831

Muhammad Raihan - 2440107001

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Preliminary

Presentation aids can fulfill several functions: they can serve to improve your audience's
understanding of the information you are conveying, enhance audience memory and retention
of the message, add variety and interest to your speech, and enhance your credibility as a
speaker.

Contents

The first question many students ask when they learn they are required to use presentation
aids is, “What type of presentation aid should I use?” There are six types of presentation aids:
images, text, video, audio, objects, and people.

-Images:

To illustration your message, most likely you will incorporate these images into PowerPoint
or another type of presentation software.

-Drawings:

To illustrate the functions of the human brain, for example, one student traced an outline of
the brain and added labels to indicate the location of specific brain functions.

-Photographs:

Photographs can be used to show objects or places that cannot be illustrated with drawings or
that an audience cannot view directly. 

-Maps:

Maps are extremely useful if the information is clear and limited. There are all kinds of maps,
including population, weather, ocean current, political, and economic maps, but you should
be able to find the right kind for the purpose of your speech. 

-Graphs:

Most listeners find that graphs help make statistical data more concrete and easier to

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understand.

-Charts:

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 on one chart.

-Text:

The essential rule to using text as a presentation aid is to not overdo it. You want your
listeners focused on you rather than reading lengthy bullet points. What listeners see should
also be what you talk about

-Video:

Make a video to support and customize your speech.

-Audio:

Audio can be used to complement visual displays. As with video, you can either create your
own audio content or use prerecorded sources. You also have a number of options for storage
and playback. 

-Objects and Models:

Objects are real, and audiences like the real thing. Using an object or, if the object is too big
or illegal to bring to your speech, using a model, can enhance audience interest.

-People:

We can often use ourselves or other people to adequately demonstrate an idea during our
speeches.

Using Computer-Generated Presntattion Aids:

- Basic Principles of Using Computer-Generated Presentation Aids:

 The most popular presentation software, PowerPoint, helps you create and present images,
photos, words, charts, and graphs. PowerPoint can also incorporate video and sound.

Tips For Using Computer-Generated Presentation Aids:

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- Research supports our now-familiar admonition that the audience should be foremost in
your mind as you develop visual images to support your verbal message.

-Plan your visual message:

Use your speech outline to help you plan where to use visual images in your talk. Print a hard
copy of your outline and then use sticky notes or draw small sketches to indicate where a
visual could be used to support an idea.

-Keep sights and sounds simple:

Simple is better. Most presentation software lets you add sound effects to highlight your
message. We suggest that you be the soundtrack, not your computer.

- Emphasize Images Rather Than Text:

Support your ideas visually with images on computer-generated slides rather than
summarizing your speech using numerous and lengthy bullet points.

- Selectively Use No Image:

There may be times when you want to speak to your audience and not refer to any slide or
image. 

- Present Information in Briefer Chunks:

It’s best to reveal information line by line as you talk rather than presenting a large block of
information all at once.

- Repeat Visual Elements to Unify Your Presentation:

Use a common visual element, such as a bullet or other symbol, at the beginning of each
word or phrase on a list.  Also avoid mixing different fonts.

- Make Informed Decisions about Using Color:

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 To unify your presentation, use the same background color on all visuals and no more than
two colors for words. A light background with darker-colored words can have a pleasing
effect and is easy to see.

Guidelines for Developing Presentation Aids:

-Make them easy to see:

If the only principle you carry away from this chapter is to make your presentation aid large
enough to be seen by everyone in your audience, you will have gained more skill than a
majority of speakers who use presentation aids in speeches.

- Keep Them Simple:

Text should be limited to key words or phrases. If you have a lot of information to present, it
is better to use two or three simple charts or slides than to attempt to cram everything onto
one.

- Select the Right Presentation Aid:

Consider your audience-> The age, interests, and attitudes of your audience also affect your
selection of audiovisual support.

Think of your speech objective->  Don’t select a presentation aid until you have decided on
the purpose of your speech.

Take into account your own skills and experience->  Use only equipment with which you
are comfortable or have had practical experience.

Know the room in which you will speak-> If the room has large windows with no shades and
no way to dim the lights, do not consider using visuals that require a darkened or
semidarkened room.

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-Do Not Use Dangerous or Illegal Presentation Aids:

Dangerous or illegal presentation aids may either shock your audience or physically endanger
them.

-Allow Plenty of Time to Prepare Your Presentation Aids:

Prepare your presentation aids well in advance of your speaking date so that you can make
them as attractive and polished-looking as possible. Avoid late-night, last-minute
constructions.

Guidelines for Using Presentation Aids:

- Rehearse with Your Presentation Aids:

Practice with your presentation aids until you feel at ease with them. If you plan to use
technology, make sure you practice using the same technology in the same room where you
will be presenting your speech.

- Make Eye Contact with Your Audience, Not with Your Presentation Aids:

 You will need to glance at your visual to make sure that it isn’t upside down and that it is the
proper one. But do not face it while giving your talk. Keep looking your audience in the eye.

- Explain Your Presentation Aids:

Make sure that your audience knows what that idea is. Don’t just unceremoniously announce.

- Do Not Pass Objects among Members of Your Audience:

 People will be more interested in seeing and touching the marbles than in hearing you talk
about them.  You can take photos of the object, embed the photos in presentation software,
and project the images at a size a large audience can see.

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- Use Animals with Caution:

The risk of having an animal detract from your speech may be too great to make planning a
speech around one worthwhile.

- Use Handouts Effectively:

 Handing out papers in the middle of your presentation will only distract your audience. If
you do find it necessary to share written material with your audience to reinforce your
presentation, keep the following suggestions in mind:

 Don’t distribute your handout during the presentation unless your listeners need

to refer to the material while you’re talking about it.
 Control listeners’ attention by telling them where in the handout you want them
to focus.

 Clearly number the pages on your handout material to make it easy for you to
direct audience members to specific pages.

 If your listeners do not need the information during your presentation, tell them
at the beginning of your talk that you will distribute a summary of the key ideas
at the end of your speech.

- Time the Use of Visuals to Control Your Audience’s Attention:

It’s not wise to begin your speech with all your charts, graphs, and slides in full view unless
you are going to refer to them in your opening remarks. 

Here are a few more suggestions for timing your presentation aids:

 If possible, use a remote control to advance computer-generated slides so you do

not have to stay anchored to your computer.

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  When you are making a point or telling a story not related to any of your
presentation aids, make sure you mute, use a blank page, or otherwise remove
any images or objects from the audience’s view.

 Consider asking someone to help you hold your presentation aid or turn the
pages of your flip chart. Make sure you rehearse with your assistant beforehand
so that all goes smoothly during your presentation.

- Use Technology Effectively:

Be sure to ask what kinds of technology exist. Even if you have asked and you are
appropriately prepared based on the information provided, have a backup plan.

- Remember Murphy’s Law:

You should have backup supplies and an alternative plan in case your original plans go
awry.Double-check of your equipment, backup images, and extra supplies such as extension
cords and masking tape can help repeal Murphy’s Law.

Conclusion

To finish this chapter, we will recap a few key pieces of information. Whether your
aid is a slide show, object, or dry erase board, these standards are essential:
Presentation aids must be easily experienced by your audience.
Presentation aids must be portable, easily handled, and efficient. They should
disappear when not in use.
Presentation aids should be aesthetically pleasing, which includes in good taste.
This chapter has covered a wide range of information about all kinds of audio and
visual aids, but audiences today expect and appreciate professionally designed and
handled presentation aids. The stakes are higher now, but the tools are many.

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 References

Association for Psychological Science. (2011, May 28). Miracle fruit and flavor: An
experiment performed at APS 2010 [Video file]. Retrieved from
http://www.psychologicalscience.org/index.php/publications/observer/obsonline/miracle-
fruit-and-flavor-an-experiment-performed-at-aps-2010.html

Lockard, J., & Sidowski, J. R. (1961). Learning in fourth and sixth graders as a function of
sensory mode of stimulus presentation and overt or covert practice. Journal of Educational
Psychology, 52(5), 262–265. doi: 10.1037/h0043483

Stoner, M. (2007). Uncovering the powers within PowerPoint. Communication Currents,

2(4). Retrieved from http://www.natcom.org/CommCurrentsArticle.aspx?id=819

United States Department of Labor. (1996). Presenting effective presentations with visual
aids. Retrieved from http://www.osha.gov

Text-book public speaking

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