© Prentice Hall, 2005 Business Communication Today 8e Chapter 16 - 1

Enhancing Enhancing PresentationsPresentations

with Slides and with Slides and Transparencies Transparencies

© Prentice Hall, 2005 Business Communication Today 8e Chapter 16 - 2

The Three-Step ProcessThe Three-Step Process

• Planning

• Writing

• Completing

© Prentice Hall, 2005 Business Communication Today 8e Chapter 16 - 3

Advantages of Visual Advantages of Visual AidsAids

• Clarify main points

• Create interest

• Add variety

• Improve learning

© Prentice Hall, 2005 Business Communication Today 8e Chapter 16 - 4

Selecting Visual AidsSelecting Visual Aids

• Overhead transparencies

• Electronic presentations

• Chalkboards and whiteboards

• Flip charts or flip books

• Other visual combinations

© Prentice Hall, 2005 Business Communication Today 8e Chapter 16 - 5

Enhancing PresentationsEnhancing Presentations

• Plan the presentation

• Analyze the audience

• Make design choices

• Use your time wisely

© Prentice Hall, 2005 Business Communication Today 8e Chapter 16 - 6

Creating Effective SlidesCreating Effective Slides

• Writing content

• Modifying graphics

• Selecting design

• Being consistent

• Adding animation

© Prentice Hall, 2005 Business Communication Today 8e Chapter 16 - 7

Writing Readable Writing Readable ContentContent

• Select a central idea

• Limit the content

• Write short phrases

• Use parallel grammar

• Prefer the active voice

• Use short informative titles

© Prentice Hall, 2005 Business Communication Today 8e Chapter 16 - 8

Modifying Graphics for Modifying Graphics for SlidesSlides

• Reduce details

• Avoid repetition

• Shorten numbers

• Limit data

• Highlight key points

• Adjust size and design

© Prentice Hall, 2005 Business Communication Today 8e Chapter 16 - 9

Selecting Design Selecting Design ElementsElements

• Color schemes

• Background design

• Fonts and type styles

• Clip art images

© Prentice Hall, 2005 Business Communication Today 8e Chapter 16 - 10

Achieving ConsistencyAchieving Consistency

• Slide master feature

– Color choices

– Font styles

– Design elements

• Layout templates

– Bulleted lists

– Charts

– Graphics

© Prentice Hall, 2005 Business Communication Today 8e Chapter 16 - 11

Animation Animation and Special Effectsand Special Effects

• Functional animation

• Transitions and builds

• Hypertext and links

• Multimedia elements

© Prentice Hall, 2005 Business Communication Today 8e Chapter 16 - 12

Effective SlidesEffective Slides

• Readable

• Simple and consistent

• Audience centered

• Clear and focused

• Concise and correct

• Fully operational

© Prentice Hall, 2005 Business Communication Today 8e Chapter 16 - 13

Developing Developing a Clear Structurea Clear Structure

• Cover slides

• Introduction slides

• Blueprint slides

© Prentice Hall, 2005 Business Communication Today 8e Chapter 16 - 14

Creating Effective Creating Effective HandoutsHandouts

• Complex charts or diagrams

• Technical papers

• Magazine articles

• Case studies

• Lists of Websites

• Copies of slides

© Prentice Hall, 2005 Business Communication Today 8e Chapter 16 - 15

Practicing Your DeliveryPracticing Your Delivery

• Presenting naturally

• Check equipment

• Track your time

• Speak clearly

• Introduce slides

• Anticipate questions

© Prentice Hall, 2005 Business Communication Today 8e Chapter 16 - 16

Online PresentationsOnline Presentations

• Advantages– Global reach– Cost savings– Convenience

• Disadvantages– Limited feedback– Technology issues– Training issues

© Prentice Hall, 2005 Business Communication Today 8e Chapter 16 - 17

Online Presentation TipsOnline Presentation Tips

• Send preview materials

• Keep content simple

• Get frequent feedback

• Consider the audience

© Prentice Hall, 2005 Business Communication Today 8e Chapter 16 - 18

Online Presentation TipsOnline Presentation Tips

• Fine-tune the presentation

• Ensure compatibility

• Schedule connectivity

• Control the technology