dos&donts in technical writing

7/23/2019 dos&donts in technical writing

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DOs and Don'ts

in creating your

Power Point Slides


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Efective PowerPointpresentations

ExcitedBy

Animations, sound

and

Clip art

In PowerPoint?

You

Are

??


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Highlight ey points or rein!orce what the!acilitator is saying

"hould #e short and to the point, include onlyey words and phases !or visual,rein!orcement

$n order !or your presentation to %t on mostscreens, text and images should #e placedwithin &'( o! the PowerPoint slide) *his+action sa!e area is seen in the next slide)

PowerPoint SlidePowerPoint Slide


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PowerPoint Presentation SkillsTips for Eective Presenting1. Do you really need to use PowerPoint

$! its not a#solutely necessary to use PowerPoint in your presentation then -STOP !S"#$ "T%

&. Stop using PowerPoint as your propt%(. )ut*lessly reduce t*e nu+er ofPowerPoint slides

,. !se iages in t*e PowerPoint slidesw*enever possi+le-. !se *eadline suaries only for tet slidesin PowerPoint

/. Don't 0ust use PowerPoint slides as your*andouts. !se *idden PowerPoint slides for t*e 234session
http://www.presentation-skills.biz/presentation-delivery/powerpoint-presentation-skills-tips-for-effective-presenting.htmhttp://www.presentation-skills.biz/presentation-delivery/powerpoint-presentation-skills-tips-for-effective-presenting.htmhttp://www.presentation-skills.biz/presentation-delivery/powerpoint-presentation-skills-tips-for-effective-presenting.htmhttp://www.presentation-skills.biz/presentation-delivery/powerpoint-presentation-skills-tips-for-effective-presenting.htm


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.ayout continuity !rom !rame to !rameconveys a sense o! completeness

Headings, su#headings, and logos shouldshow up in the same spot on each !rame

/argins, !onts, !ont si0e, and colors should #econsistent with graphics located in the same

general position on each !rame .ines, #oxes, #orders, and open space also

should #e consistent throughout

PowerPoint 5ayoutPowerPoint 5ayout


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!sing PowerPointDo:1.Chec that you have #ooed all the e1uipment

you need well #e!ore your tal)&.Plan what you want the audience to see and don2tcrowd the screen)(.3se an appropriate !ont)

,.3se a good colour contrast !or #acground andimage, and pro4ect it to chec)-.5ive handouts with details, which wouldn2t #eclear on the screen)/.6ehearse with all your visual material and the

e1uipment you will #e using).Always have #acup in case o! disaster)


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Don't:1."how paragraphs or long sentences on thescreen)&.3se !ussy and distracting #acgrounds)(.7verdo punctuation8 very little is needed ina visual aid)

,.3se over9complicated diagrams, which theaudience won2t #e a#le to see clearly)-.3se unnecessary and distractingmovement on the screen)

/.:atch the computer screen instead o! theaudience).Assume that you can use the e1uipmentwithout trying it out)


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:hat we;ll cover today


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*he outline

>stor ndslide should

have an outline

=ollow outline !or your

presentation

Place main points on

outline slide


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"lide layout

3se point !orm, not completesentences

/aximum o! six points per slide

Avoid wordiness8 ey words only


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"lide layout

*his page contains too many words !or apresentation slide) $t is not written in point!orm, maing it di@cult #oth !or your

audience to read and !or you to presenteach point) Although there are exactly thesame num#er o! points on this slide as theprevious slide, it loos much more

complicated) $n short, your audience willspend too much time trying to read thisparagraph instead o! listening to you)


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"lide layout

"howing one point at a time will8

!ocus attention on one point

prevent reading ahead

help eep your presentation !ocused


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"lide layout


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"lide layout

"lide transitions should not #e distracting

Be consistent with transitions never

6andom

:orst efects

Checer#oard or Com#;


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=onts good

3se diferent si0e to show hierarchy

the title !ont is D9point

the main point !ont is 9point

this !ont is F9point

3se a standard !ont lie Arial !se at least an 167point font and 8old


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=onts 9 #ad

$! you use a small !ont, your audience won;t #e a#le to read what you have written

CAP$*A.$"E 7G. :HEG GECE""A6) $* $"


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"pacing 9 #ad

$! you have a set o! points space them out on the slide rather than in one corner


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"pacing 9 good

$! you have a set o! points

space them out on the slide

rather than in one corner


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Colour 9 good

3se a !ont colour that contrastssharply with the #acground

3se colour to rein!orce the logic o!

your structure

3se colour to emphasise a point

But only use this occasionally


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Colour 9 #ad


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Bacground 9 good

3se a simple #acground

3se #acgrounds that contrast withtextJimagery

3se the same #acground consistentlythroughout your presentation


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Bacground #ad

Avoid #acgrounds that are

distracting or di@cult to read !rom Always #e consistent with the

#acground that you use


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5raphs

3se graphs rather than 4ust charts andwords


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5raphs

January February March April

Blue Balls 20.4 27.4 90 20.4

Red Balls 30. 3!. 34. 3".


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5raphs

Items Sold in irst uarter of "##"

0

"0

20

30

40

#0

0

70

!090

"00


Blue Balls

Red Balls


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5raphs

20.4

27.4

90

20.4

30.

3!.

34.3".

0

"0

20

30

40

#0

0

70

!0

90

"00


Blue Balls

Red Balls


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7ther !eatures 9 avoid

Avoid sound efects in

PowerPoint

Em#edded programs

and action #uttons !or

advanced users

6e!rain !rom trite clip

art


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7ther !eatures

choose pictures

that highlight your

point

use a screen

capture i!

appropriate


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"pelling and 5rammar

Proo! your slides !or8

speling mistaes

the use o! o! repeated words

grammatical errors you might have mae

Have someone chec your

presentation


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7n the day

5et there early

Handouts


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Conclusion slide

3se an efective and strong closing

3se a conclusion slide


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Conclusion

"tructure your presentation

Ieep it simple K#acground, !ont, colourL

/inimal content on slides 9 DJD

Avoid pointless animations

7nly use pictures i! they assist Ensure accuracy with content ande1uipment


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Muestions?

End your presentation with a simple

1uestion slide to8

$nvite your audience to as 1uestions

Provide a visual aid during 1uestion

period Avoid ending a presentation a#ruptly


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/ae $t Big


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This is a good title size

Verdana 40 point A good subtitle or bullet point size

Verdana 32 point

Content text should be no smaller thanVerdana 24 point

This font size is not recommended for content. Verdana 2 point.

9ont Si:e9ont Si:e

T*e larger; t*e +etter. )ee+er; your slidesust +e reada+le; even at t*e +ack of t*eroo.


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Dont %

9ont Si:e9ont Si:e

What does this say? Garamond Font, Italic, Bold 12pt.

T*is is very diFpt)

Go one will #e a#le to read this) 5ill "ans =ont, Condensed Bold, >pt

Com#ining small !ont si0es with #old oritalics is not recommended8

"mall !onts are oay !or a !ooter, such as8


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/ae it Big K*extL

*his is Arial >

*his is Arial >

*his is Arial F

*his is Arial

*his is Arial D

*his is Arial FF


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/ae it Big K*extL

*his is Arial >

*his is Arial >

*his is Arial F

*his is Arial

*his is Arial D

*his is Arial FF

Too Sall

/ $ Bi KH


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/ae $t Big KHow toEstimateL

.oo at it !rom N !eet away

$ ft


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9onts9onts

=ont "tyle "hould #e 6eada#le

6ecommended !onts8Arial, *ahoma,

Veranda"tandardi0e the =ont *hroughout

*his presentation is in Ta*oaTa*oa

Do %


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9onts9onts

Dont Sacri=ce )eada+ility forStyle

Dont Sacri=ce )eada+ility forStyle

Dont Sacri=ce )eada+ility

for Style Dont Sacri=ce )eada+ility for

Style

Dont %


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>eep "t Siple

9O#TS9O#TS


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>eep "t Siple ?Tet@

*oo manycolors

*oo*ooMany=ontsand Styles

*he D x N ruleGo more than D lines per slide

Go more than N words per line

Whil h d k d d id i l


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While hard work and good ideas are essential to success, your

ability to express those ideas and get others to join you is just

as important. Much of this verbal expression will be one on

one or in small groups, but periodically you will be involvedin more formal and public speaking in front of larger numbers.

If this thought makes you nervous, you are not alone. Many

speakers lack the skills and confidence to make effetcive

presentations. We have all been victims of speakers who put

us to sleep. Despite knowing how ineffective many speakers

are, many of us have found that, despite the best intentions,

we havent fared much better. We knew the topic and the

ideaswere written down, but the presentation still didnt go

well. Was it the way you delivered the presentation! Was itbecause the audience didnt seem interested!


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$ha% &as &r'n(&i%h %ha%)


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Ieep $t "imple K*extL

$nstructional *echnology8A complex integrated processinvolving people, procedures, ideas,

devices, and organi0ation, !oranaly0ing pro#lems and devising,implementing, evaluating, andmanaging solutions to those pro#lems

in situations in which learning ispurposive and controlledKH/6" 'th ed)L

%oo detailed !


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Ieep $t "imple K*extL

A process

involving people, procedures O tools

!or solutions

to pro#lems in learningKH/6" 'th ed)L

*ns%ruc%i'nal +echn'l'(y,

&uch Sim'ler


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Aaps and "talicsAaps and "talics

DO #OT !SE 455 A4P"T45 5ETTE)S /aes text hard to read

Conceals acronyms


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Use a TemplateUse a Template

3se a set !ont and colorscheme)

Diferentstylesaredisconcertingto theaudience.

!ou "ant the audience to focuson "hat #ou present$ not the"a# #ou present.


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Ieep $t "imple KPictureL

Art wor may distract your audience

Ar%is%ry d'es n'% subs%i%u%e -'r c'n%en%


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Ieep $t "imple K"oundL

"ound efects may distract too

se s'und 'nly &hen necessary


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Ieep $t "imple K*ransitionL

*his transition is annoying, notenhancing

/Appear/ and /isappear/ are be%%er


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5iit 4niation5iit 4niation

3se the same animationthroughout the entire presentation

3sing more than one can #e verydistracting

*he audience will only see the

animation and not the messageyou;re trying to get across

%%

8a%Dont

i i i i5i it 4 i ti%


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5iit 4niation5iit 4niation

3se the same animationthroughout the entire presentation

3sing more than one can #e verydistracting

*he audience will only see the

animation and not the messageyou;re trying to get across

%%

Do

%


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Ieep $t "imple KAnimationL

$ ft

%oo distracting !


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Ieep $t "imple KAnimationL

$ ft

Sim'le ( to the 'oint


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/ae $t Clear

/ae $t Clear


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/ae $t ClearKCapitalisationL

A.. CAP$*A. .E**E6" A6E


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/ae $t Clear K=ontsL

"anseri! B"eri! Z

)usyclear


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3se the "ame 8ackground8ackgroundon Each "lide

Do %%


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Dont%


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CCoolloorrss

6edsand orangesare high9energy #ut can #e di@cult tostay !ocused on)

5reens,#lues,and #rownsaremellower, #ut not as attentiongra##ing)

6edsand5reenscan #e di@cultto see !or those who are color#lind)


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4void T*ese Ao+inations

Examples85reen on Blue


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CCoolloorrss

:hite on dar #acground should not#e used i! audience is more than !taway)

*his set o! slides is a good example)ou can read the slides up close)

*he !urther away you get, the harder itis to read)

*his is a good color com#ination i!viewed on a computer)

A dar #acground on a computer

screen reduces glare)

CCoolloorrss


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CCoolloorrss

.arge Hall Events

Avoid C*iteC*iteBacgrounds

*he white screen can #e+linding in a dar room

Dark SlidesDark Slideswith 5ig*t5ig*tAolored TetAolored Tet:or Best

Dont


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TheThe CCoolloorrWheelWheel

Colors separated #yanother color arecontrasting colorsKcomplementaryL

Ad4acent colors harmoni0ewith one another K5reenand ellowL

Colors directly opposite oneanother are said to C.A"H

Clashing colors providereada+ility

OrangeOrangeon8lue8lueDo %


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/ae $t Clear KComplementL

3se contrasting colors

1i(h% 'n dar s dar 'n li(h%

se c'pleen%ary c'l'rs

+hese c'l'urs c'pleen%


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/ae $t Clear KComplementL


1i(h% 'n dar s dar 'n li(h%

se c'pleen%ary c'l'rs

+hese c'l'urs d' n'% c'pleen%

BackgroundBackgroundAAoolloorrss


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*his is a good mix o!colors) 6eada#leQ

gg%emember& %eadabilit#' %eadabilit#' %eadabilit#'

*his is a #ad mix o!colors) .ow contrast)3nreada#leQ

*his is a good mix o!

colors) 6eada#leQ

*his is a #ad mix o!colors) 4void +rig*t

colors on w*ite.3nreada#leQ


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/ae $t Clear KColorsL


.ight on dar vs dar on light

3se complementary colors


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/ae $t Clear KContrastL




l'& c'n%ras%

hi(h c'n%ras%


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+his is li(h% 'n dar


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3se contrasting colors .ight on dar vs dar on light


+his is dar 'n li(h%


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/ae $t Clear K"i0eL

"i0e implies importance

l K i L


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/ae $t Clear K"i0eL

"i0e impliesimportance

Cl K l i L


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/ae $t Clear K=ocal PointsL

=ocal points direct attention

/ $ Cl K= l P i L


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/ae $t Clear K=ocal PointsL

=ocal points direct attention


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/ae sure the audiencecan read themQ

$rap*s and A*arts$rap*s and A*arts

$rap*ics and A*arts$rap*ics and A*arts


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Avoid using graphics that are di@cult to read) $n this example, the#right colors on a white #acground and the small !ont mae the graphhard to read) $t would #e very di@cult to see, especially in the #ac o!a room)

(

Dont %

*his graph contains too much in!ormation in an


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*his graph contains too much in!ormation in anunreada#le !ormat)

0

Dont %

*his is a good, reada#le ta#le) *a#les, especially large


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g p y gones, should #e placed on a separate slide)

*+- ri #- I/&0S restarted, e1loo' controlcontinues

*+"" &on " /hange to mounting cu' control

*+"2 %ue 2* 3eturn to e control, ilter wheel test)egins

*+"* 4ed 55 Increase control tem'erature to allowfor 6" 7 8ariations

*+"5 %hur 95 Begin dar:s e8ery 2rdor)it

*+"9 ri $* ;< test 8isit = /ontrol tem' 6#.5 7

Do %

= lli . 7# d


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=alling .eaves 7#served

/hristchurch ;unedin 4ellingtonJanuary ,52","2* *,"2,95* 2,#2*,59*

e)ruary ,#$>,*59 ",2*5,59$ 9,">,"2*

&arch $,"2*,$$> 9,59$,"2 9,#2*,$>9

?'ril 9,#->,>-$ #,>$#,-5* $,-*#,#-9

&ay >,#29,>-$ #,2*5,2-* *,>59,*59

June 9,>*,2*5 9$>,#-5 *,"2,959

July >,>-#,2*5 5,2*$,-2* >,>>5,$>9

?ugust >,9$*,"2* >,#$,# $,"2#,#-5

Se'tem)er *,#2",#*5 >,-"2,"2- -,-5#,*->

0cto)er ",9#>,#-9 -,-*5,>-# 5,5-9,#-9

o8em)er 5,>9*,#2* *$>,#"2 9,9$>,"5

;ecem)er ","2*,"2 -,52", 2,#*5,95*

%oo detailed !

= lli . i /illi


86/121

=alling .eaves in /illions

In #9

/hristchurch ;unedin 4ellingtonJanuary * 2

e)ruary " 9

&arch $ 9 9

?'ril 9 # $

&ay > # *

June 9 # *

July > 5 >

?ugust > > $

Se'tem)er * > -

0cto)er " - 5

o8em)er 5 # 9

;ecem)er " - 2

&uch Sim'ler

= lli .


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=alling .eaves

%oo detailed !

= lli .


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=alling .eaves

&uch Sim'ler


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*hese are exampleso!

good graphs, withniceline widths and goodcolors)

Good GraphGood Graph

Do %

A*arts and $rap*sA*arts and $rap*s


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Dont



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1&

(

,

-

/

6

#ort*#ort*

4erica4erica

Europe 4ustralia

Mode A

ode 8

ode A

Do %

IllustrationsIllustrations


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IllustrationsIllustrations

3se only when needed, otherwise they#ecome distracters instead o!communicators

*hey should relate to the message andhelp mae a point

As yoursel! i! it maes the message

clearer "imple diagrams are great communicators

Do %


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Dont %


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Be Progressive

*ypes o! $nstructional *ools


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/om'le@ity of Interactions

&odeo

f

Instru

ction

Indi8idual Pair Arou'

;irectInstruction

AuidedInuiry

;isco8eryCearning

"ndividual"nstructive

Tools

"ndividualAonstructive

Tools

SocialAonstructive

Tools

SocialAounicative

Tools

"nforational Tools


%oo many in one go!



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/om'le@ity of Interactions

&odeo

f

Instru

ction

Indi8idual Pair Arou'

;irectInstruction

AuidedInuiry

;isco8eryCearning

"ndividual"nstructive

Tools

"ndividualAonstructive

Tools

SocialAonstructive

Tools

SocialAounicative

Tools

"nforational Tools


Progressi8e (

thus focused

3nderstanding *echnology


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=loppy dis

3ser inter!ace

CP3

$J7 Error

Bacup syste

"o!tware

/ouse


98/121


=loppy dis

3ser inter!ace

CP3

$J7 Error

Bacup syste

"o!tware

/ouse


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3se Bullet Points to Cover3se Bullet Points to CoverComponents o! Each $deaComponents o! Each $dea

5iit Eac* Slide to One5iit Eac* Slide to One

"dea"dea



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Serif fonts are difficult to read on screen "anseri! !onts are clearer

Italics are difficult to read on screen

Gormal or +old!onts are clearer

3nderlines may signi!y hyperlins

$nstead, use colorsto emphasise

/ae $t Clear KGum#ersL


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3se num#ers !or lists withse1uence=or example8

How to put an elephant into a !ridge?

>) 7pen the door o! the !ridge

) Put the elephant in) Close the door



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How to put a girafe into a !ridge?

>) 7pen the door o! the !ridge

) *ae out the elephant

) Put the girafe in

F) Close the door

BulletsBullets


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BulletsBullets

Ieep each #ullet to > line, at the most

.imit the num#er o! #ullets in a screen to D,F i! there is a large title, logo, picture, etc)

*his is nown as +cueing

ou want to +cue the audience on whatyou;re going to say

Cues are a a #rie! +preview 5ives the audience a +fraework to #uild upon

BulletsBullets (con )(con )


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BulletsBullets (con.)(con.)

$! you crowd too much text, theaudience won;t read it

*oo much text loos #usy and is hard toread

:hy read it, when you;re going to tell themwhat it says?

7ur reading speed does not match ourlistening speedR hence, they confuseinstead o! reinforce

/ae $t Clear KBulletsL


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/ae $t Clear KBulletsL

3se #ullets to show a list without Priority

"e1uence

Hierarchy, -))

Points to )ee+erPoints to )ee+er


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.imit each slide to > idea

.imit each #ullet point to only a !ew words

to avoid long sentences that go on and onQ .imit animation *oo much animation can

#e distracting) Be consistent with animationand have all text and photos appear on the

screen the same way each time) *here aremany animation modes to choose !rom, #utit is #est to use 4ust one throughout)

Do not do t*is%5iit 8ullet Points

To a few words



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Ieep #ullet points #rie!

3se the same #acground !oreach slide

3se dar slides with light

colored text in large halleventsDo %

Avoid the +All :ord "lideAvoid the +All :ord "lide

Dont


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Avoid the All :ord "lideAvoid the All :ord "lide

Another thing to avoid is the use o! alarge #loc paragraph to introduceyour in!ormation) Attendees do notliketo have what is on the screen,read to t*ever#atim) "o, pleaseuse short, #ulleted statements and

avoid typing out your wholepresentation on to the slides) Also, itis di@cult !or some to listen and read

a large amount o! text at the same


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*o mae a slide stand out,*o mae a slide stand out,

change the !ont, #acground,change the !ont, #acground,

or add animation)or add animation)

YOUYOU


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YOUYOU


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Be Consistent

Be Consistent


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Be Consistent


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Be Consistent


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Be Consistent


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Be Consistent


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Be Consistent


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Be Consistent


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Be Consistent


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$n "ummary

Big "imple

Clear

Progressive

Consistent

*ips !or Presenting


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*ips !or Presenting

.imit the num#er o! slides

slides per minute is the maximum

Practice moving #etween slides) Be prepared !or technical

di@culties

Avoid the use o! Sashy transitions)*his is *77 SashyQ

"ome =inal :ords


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"ome =inal :ords

Communication is the ey *ext to support the communication

Pictures to simpli!y complex concepts

Animations !or complex relationships

Tisuals to support, not to distract

"ounds only when a#solutelynecessary

dos&donts in technical writing

Documents