module 4 reports visual aids
DESCRIPTION
Communication skills: writtenTRANSCRIPT
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Creating Effective Visual Aids
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Visual Aids Should…
Outline, explain, support main points
Serve audience’s needs, not speaker’s
Be simple and clear Supplement and support…
NOT DOMINATE!... the presentation
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Be Visible
Use Sans Serif fonts (fonts without feet) e.g. Arial, Tahoma, Trebuchet, Verdana, etc.
Titles should be 32-44 pt. font size, BOLD Text should be as large as possible
First level 24-32 pt font size Second level 20-28 pt font size Etc.
Use color wisely Contrasting colors
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Red/Blue Conflict
Red letters on blue backgroundcreates “flicker effect”
Blue letters on red backgroundjust as bad
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Low Contrast
White on yellow Yellow on white
Black on blue Blue on black
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Avoid These Combinations Examples:
Green on BlueDark Yellow on Green
Purple on BlueOrange on GreenRed on Green Don’t !
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Colors
White on dark background should not be used if audience is more than 20 ft away.This set of slides is a good example.You can read the slides up close.The further away you get, the harder it is
to read.This is a good color combination if viewed
on a computer.A dark background on a computer screen
reduces glare.
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ColorssLarge Hall Events
Avoid White BackgroundsThe white screen can be blinding in a dark room
Dark Slides with Light Colored Text Work Best
Don’t !
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The Color Wheel• Colors separated by
another color are contrasting colors (complementary)
• Adjacent colors harmonize with one another (Green and Yellow)
• Colors directly opposite one another are said to CLASH
• Clashing colors provide readability – Orange on Blue
Do !
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Colour - Good
Use a colour of font that contrasts sharply with the background Ex: blue font on white background
Use colour to reinforce the logic of your structure Ex: light blue title and dark blue text
Use colour to emphasize a point But only use this occasionally
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Colour - Bad
Using a font colour that does not contrast with the background colour is hard to read
Using colour for decoration is distracting and annoying.
Using a different colour for each point is unnecessary Using a different colour for secondary points is also
unnecessary Trying to be creative can also be bad
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This is a good mix of colors. Readable!
Background ColorsRemember: Readability! Readability! Readability!
This is a bad mix of colors. Low contrast.Unreadable!
This is a good mix of colors. Readable!
This is a bad mix of colors. Avoid brightcolors on white.Unreadable!
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Background - Good
Use backgrounds such as this one that are attractive but simple
Use backgrounds which are light
Use the same background consistently throughout your presentation
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Background – Bad
Avoid backgrounds that are distracting or difficult to read from
Always be consistent with the background that you use
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Graphs and ChartsMake sure the audience
can read them!
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Avoid using graphics that are difficult to read. In this example, the bright colors on a white background and the small font make the graph hard to read. It would be very difficult to see, especially in the back of a room.
8
Don’t !
Graphics and Charts
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This graph contains too much information in an unreadable format.
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Don’t !
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These are examples ofgood graphs, with niceline widths and goodcolors.
Good Graph
Do !
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Charts and Graphs
0
10
20
30
40
50
60
70
80
North America Europe Austrailia
Mode AMode BMode C
Don’t
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Charts and Graphs
01020304050607080
NorthAmerica
Europe Australia
Mode A
Mode B
Mode C
Do !
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This is a good, readable table. Tables, especially large ones, should be placed on a separate slide.
4/19 Fri 109 NICMOS restarted, Ne-loop control continues
4/22 Mon 112 Change to mounting cup control
4/23 Tue 134 Return to Ne control, Filter wheel test begins
4/24 Wed 155 Increase control temperature to allow for +2 K variations
4/25 Thur 165 Begin darks every 3rd orbit
4/26 Fri 174 DQE test visit 1; Control temp +0.5 K
Do !
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Graphs - Good
Use graphs rather than just charts and words Data in graphs is easier to comprehend & retain than
is raw data Trends are easier to visualize in graph form
Always title your graphs
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Graphs - Bad
January February March AprilBlue Balls 20.4 27.4 90 20.4Red Balls 30.6 38.6 34.6 31.6
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Graphs - Good
Items Sold in First Quarter of 2002
0102030405060708090
100
January February March April
Blue BallsRed Balls
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Graphs - Bad
20.4
27.4
90
20.4
30.6
38.634.6
31.6
0
10
20
30
40
50
60
70
80
90
100
January February March April
Blue Balls
Red Balls
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Graphs - Bad
Minor gridlines are unnecessary Font is too small Colours are illogical Title is missing Shading is distracting
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• Upper left• Upper right• Lower left• Lower right
Eye Movement
The “Z” Rule
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Illustrations
Use only when needed, otherwise they become distracters instead of communicators
They should relate to the message and help make a point
Ask yourself if it makes the message clearer
Simple diagrams are great communicators
Do !
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Don’t !
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Preparation - Slides Use Images & Graphics
Relevant images communicate, and maintain interest
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Displaying Visuals: Tips
Select visuals purposefully What visuals illustrate a point? Make
a claim? Help to prove an argument? Design easy-to-read visuals
Are the visuals easy to read by all members of your audience?
Draw attention to aspects of visuals How will you draw attention to certain features of the visual?
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Displaying Visuals
Insert needed visuals Use color Resize appropriately Draw attention
That was purelygratuitous!
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Choose Color Carefully
Similar intensities draw attention but makedetails hard to see.
Strong, clean contrastdraws attention, makesdetails easy to see
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Simplify and Draw Attention
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Animating: Tips
Custom animation allows you to animate text, visuals, or line work
Custom animation should be used purposefully (and sparingly!) Animating should help audience
comprehend your message Don’t animate solely for aesthetic
purposes
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Limit Each Slide to One Idea
• Use Bullet Points to Cover Components of Each Idea
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Bullets
Keep each bullet to 1 line, 2 at the most Limit the number of bullets in a screen
to 6, 4 if there is a large title, logo, picture, etc. This is known as “cueing” You want to “cue” the audience on what you’re going to say
Cues are a a brief “preview” Gives the audience a “framework” to build upon
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Bullets (con.)
If you crowd too much text, the audience won’t read it Too much text looks busy and is hard to read Why read it, when you’re going to tell them
what it says? Our reading speed does not match our listening
speed; hence, they confuse instead of reinforce
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Points to Remember
Limit each slide to 1 idea Limit each bullet point to only a few words to
avoid long sentences that go on and on! Limit animation – Too much animation can be
distracting. Be consistent with animation and have all text and photos appear on the screen the same way each time. There are many animation modes to choose from, but it is best to use just one throughout.
Do not do this!Limit Bullet Points
To a few words
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Points to Remember
Keep bullet points briefUse the same background for
each slideUse dark slides with light
colored text in large hall events
Do !
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Avoid the “All Word” Slide
Another thing to avoid is the use of a large block paragraph to introduce your information. Attendees do not like to have what is on the screen, read to them verbatim. So, please use short, bulleted statements and avoid typing out your whole presentation on to the slides. Also, it is difficult for some to listen and read a large amount of text at the same time.
Don’t
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Limit Animation
Use the same animation throughout the entire presentation Using more than one can be very distracting
The audience will only see the animation and not the message you’re trying to get across
!
Bam!Don’t
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Limit Animation
Use the same animation throughout the entire presentation Using more than one can be very distracting
The audience will only see the animation and not the message you’re trying to get across
!
Do !
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YOU
Do not use the media to hide you The audience came to SEE you The media should ENHANCE the
presentation, not BE the presentation If you’re only going to read from the slides,
then just send them the slides! Remember, only you can prevent “Death by PowerPoint”