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PARTICIPANT NOTES

21X20 PowerPoint Stage 2 PW Institut Pendidikan Guru Kampus Dato’ Razali Ismail

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Contents

Author ............................................................................................................................................... 3

Phase 1 Introduction ( hour) ........................................................................................................... 4

Background: Observed Need ......................................................................................................... 4

The Problem .................................................................................................................................. 5

Aims of this 21X20 PowerPoint Series ............................................................................................ 7

21X20 PowerPoint: One Solution ................................................................................................... 9

Specific Rules of Presentations for This Workshop ........................................................................... 13

Limitations of 21X20 PowerPoint ............................................................................................. 15

Topic ............................................................................................................................................... 16

Phase 2 Snipping and Clipping (2 hours) ........................................................................................ 18

Getting Started in PowerPoint ..................................................................................................... 19

Inserting a New Slide ................................................................................................................... 21

Taking a Clipping.......................................................................................................................... 22

a) Using MS Office Snipping Tool.............................................................................................. 22

Inserting Shapes .......................................................................................................................... 25

Formatting the Shape .................................................................................................................. 26

.................................................................................................................................................... 27

b) Using MS Office Snipping Tool ............................................................................................. 28

Edit Snips and Shapes with Drawing Tools & Picture Tools ........................................................... 31

Editing: Group and Crop........................................................................................................... 32

Group ...................................................................................................................................... 33

Crop ........................................................................................................................................ 35

Phase 3: Sequencing (1 hour) .......................................................................................................... 37

Phase 4: 21X20 PowerPoint Construction (6 hours) ......................................................................... 41

Phase 5: Presentation (1 hour per 5 Participants) ............................................................................ 42


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Author

Peter Wickham is a Brighton Education LS English Language Training Fellow at Institut Pendidikan

Kampus Dato’ Razali Ismail in Kuala Terengganu, Malaysia, under a Ministry of Education project

running from January 2011 to September 2013. He holds BEd (Edith Cowan University, Australia),

MEd (TESOL)(distinction) from University of Wollongong, Australia 2010, Cert IV TESOL, Australia,

and is an Australian registered teacher. He taught primary aged students in Australia for 20 years. He

taught ESL to adults for 7 years in China, Turkey, UK, Saudi Arabia and Australia from 2004 to 2010

and coordinated a Preparation Year course at Dar Al Uloom University in Saudi Arabia. He was a field

linguist in the Torres Strait from 1981 to 1989.

Contact at [email protected] or [email protected]

Download from http://communicative.weebly.com

mailto:[email protected]

mailto:[email protected]

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Phase 1 Introduction ( hour)

Background: Observed Need

IPG lecturers often employ a communicative approach to their students’ learning; their students

research their curriculum topic using lecture notes, required reading material, and private research,

then report their findings back to their whole class in a PowerPoint presentation.

Lecturers and Fellows have noticed that trainee teachers often prepare a PowerPoint presentation

by cutting and pasting words from Internet pages onto slides, and then read these notes to the

audience as they present to a class of other IPG students. This practice is the easiest method for

these students, since it:

requires no in-depth reading of the lesson material

is more likely to be accurate, since it is the direct work of a published author

often contains graphics that come with the text, adding variety and detailed analysis of the

topic

can be read directly from the computer screen or the projection screen, and therefore

remaining unchallenging for the oratory proficiency of the presenter


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The Problem

Unfortunately, this list of attributes for the “cut-and-paste then read” method of presenting leaves

much to be desired by way of training our trainee teachers in the art of presenting in such a way that

those watching and listening will retain memory of the lesson:

A presenter just reading words from a screen is singularly boring, and simply duplicates

notes and other written material that could be just as easily read by each student in their

own time.

Presenters can (and do) read in monotone voices that reflect the fact that they are just

reading rather than communicating.

Presentations can go on for a long time as page after page of writing is read orally.

Observers are disengaged from the lesson through their own inactivity.

Presenters who employ this method usually at least partially turn their backs on the

audience, excluding eye contact and body language that can convey extra meaning and keep

the audience listening.

Presenters gain little experience in oracy through this experience. This time of presentation

can be much more valuable than just a recitation of fact. It can also be vital experience in

oratory skills so necessary in the profession of teaching.

This problem and the undesirable results shown here at IPGKDRI are by no means unique to this

institution. The same situation has been observed by the Fellows in many institutions in many

countries. Students are taking the simplest and quickest route to achieving their objective of

producing their assignments that require an oral report. The problem exists in the setting of the

assignment, and the absence in curricula of instruction on preparation for public speaking.

PowerPoint is a powerful tool for visual and audial conveyance of information but has not generally

been introduced into educational systems with any kind of planned or systematic approach.


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This series of workshops addresses the problem of PowerPoint slide-shows that:

1. Fail to require the presenter to fully understand the topic, learn facts, and draw personal

conclusions

2. Fail to engage the audience

3. Fail to present slides that isolate a concept

4. Fail to string together facts and concepts in a logical sequence

5. Fail to present conclusions in a clear statement

6. Fail to work to a time frame

These negative traits have been observed in reporting sessions among trainee teachers in Malaysia,

for whom this series of workshops is presented. The rambling, dissociative nature of many

professional presentations is well documented in dissertations on 21X20 PowerPoint.


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Aims of this 21X20 PowerPoint Series

The aims of this series are therefore the positive counterparts of these problems; that presenters

will:

1. Be required to fully understand the topic, learn facts, and draw personal conclusions

2. Engage the audience

3. Present slides that isolate a concept

4. String together facts and concepts in a logical sequence

5. Present conclusions in a clear concise statement

6. Work to a time frame


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ACTIVITY 1: Understanding the Problem

(15 minutes)

1) Spend a few minutes reading the previous pages about current problems that

exist with students who give PowerPoint presentations. Make notes here:

2) Now without look back at previous pages, explain to a partner what the problem

is.(5 minutes)

3) Now have a different partner explain to you what the problem is.(5 minutes)

4) Do you agree that this problem is one that needs attention? Why? Why not? Be

prepared to express your thoughts to the workshop forum.(10 minutes)


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21X20 PowerPoint: One Solution

21 X 20 PowerPoint borrows from the style of presentation called Pecha Kucha.

Pecha Kucha (pronounced either “peKAku’cha “ or “ PEcha KUcha” originates in Japan. As explained

on the website http://www.pecha-kucha.org/what

Pecha Kucha Night was devised in Tokyo in February 2003 as an event for

young designers to meet, network, and show their work in public.

It has turned into a massive celebration, with events happening in hundreds of

cities around the world, inspiring creatives worldwide. Drawing its name from

the Japanese term for the sound of conversation ("chit chat"), it rests on a

presentation format that is based on a simple idea: 20 images x 20 seconds.

It's a format that makes presentations concise, and keeps things moving at a

rapid pace.

The format set for this Stage 2 workshop is the standard 21X20, 20 seconds per slide as per 21X20

PowerPoint Stage 1.

http://www.pecha-kucha.org/what


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ACTIVITY 2: Watch and learn about Pecha Kucha

(30 minutes)

Watch 3 short videos on Pecha Kucha. Take notes here. Discuss afterwards.

What does Pecha Kucha aim to achieve?

Do you think it does achieve these things?

What are its strengths?

What are its weaknesses?


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Aims of 21X20 PowerPoint Stage 2

PKS2 is the second in the series after PKS1. 21X20 PowerPoint 3 rounds off the series with a full-

blown presentation utilizing all of the learning that has taken place in all three workshops.

PKS2 forces presenters to work to a strict time frame or 20 seconds per slide. The topic of “My ICT

Explained” is set as a simple task that hardly requires any research, or difficulty in remembering

facts. This allows presenters to concentrate on working to a 21 slide x 20 seconds format. The NO

MORE THAN 6 WORDS rule focuses the participant’s attention on the non-print content of the

presentation and its impact on the audience.

PKS2 builds on this format of presentation with a more advanced topic which requires some intake

of knowledge, some synthesis of that knowledge in the participant’s mind to link with their own

prior knowledge of the topic, the formation of an opinion, and the presentation of that opinion in an

engaging format which facilitates learning and retention by the audience. This workshop draws into

sharp focus the importance of fusing together the audience with the central message of the

presentation in a logical, sequenced progression.

PKS2 is themed around ICT and its uses in producing teaching aids. The use of taking screen shots

then and snips, naming, editing, storing and retrieving them and inserting then into an Office

application such as PowerPoint or Word are skills that are learned in the process.

The specific aims of PKS2 are that the participant learns how to:

1. take Screen Shots and Snips

2. edit these snips

3. store these snips with a useful name and in a location from which the snip is readily

retrievable

4. create a PowerPoint slideshow in the 20x20 21X20 PowerPoint style that illustrates how to

take, edit and insert snips into a PowerPoint slideshow.

5. Present their 20x20 PowerPoint slideshow to the audience of participants without a visible

script


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ACTIVITY 3: Aims of 21X20 PowerPoint stage 2 Workshop

(10 minutes)

The workshop 21X20 PowerPoint Stage 1 led you through the steps of how to prepare a

PowerPoint presentation, and gave you the confidence to prepare a structured talk.

How is 21X20 PowerPoint Stage 2 different from Stage 1? List the specific learning points here:


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Specific Rules of Presentations for This Workshop

1. Each presentation consists of exactly 21 slides, automatically timed at 20 seconds per slide =

420 seconds of presentation. The number of seconds’ duration of any Transition is deducted

from the 20 seconds of each slide, so that there is exactly 20 seconds between slides. The

title slide alone will display words. The title slide will display the presentation title, the

names of the presenters, and the date of presentation. Presenters may choose to talk or not

to talk during these 20 seconds.

2. NO MORE THAN 6 WORDS CAN APPEAR ON SLIDES WITH THE EXCEPTION OF THE TITLE

SLIDE.

3. NO NOTES, PALM CARDS OR ANY OTHER NOTES TO BE VISIBLE TO PRESENTERS.

4. NO SOUND RECORDINGS TO BE PLAYED.

5. Presenters speak on the subtopic of the slide for exactly 20 seconds.

6. Presenters must have their talk ready by the advertised beginning of presentations.

7. Presenters will be advised one presentation in advance that they are next.


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ACTIVITY 4: Rules of presentation

(5 minutes)

Answer the following questions as quickly and accurately as you can:

1. In this workshop, how many words are you allowed to insert on each slide?

20 21 4 6 420 42

------------------------------------------------------------

2. How many seconds will there be between the beginning on one slide and the beginning of the

next?

2 10 as long as it takes 20 23 including the transition 23

---------------------------------------------------------

3. How many seconds will your entire slide show last?

20 200 400 as long as it takes 420 240

----------------------------------------------------------

4. What kind of written notes are allowed during the presentation?

only 6 words in total only those on the projector screen

only 6 on paper for each slide

only those on the computer screen none as many as you want

----------------------------------------------------------

5. When must you play a sound recording during your slide show in this workshop?

never all the way through only on the first slide only as a background

----------------------------------------------------------

6. What are you to talk about during each slide?

anything at all anything on the general topic nothing what is on the slide


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Limitations of 21X20 PowerPoint

It should be noted that 21 X 20 PowerPoint is not the absolute and final solution to the problems

presented above. It is one step in the right direction that should draw attention back to the message

and away from plagiarized text, and away from a written presentation read verbatim.

There is little prospect of all future presentations taking on the format of 21 X 20 PowerPoint, since

some words on the screen are useful for the audience in a more formal setting. This exercise is

designed to attenuate the problem of presentations being read from the screen with little presenter

understanding of the topic.


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Topic

The topic for this workshop is “My ICT Explained”.

The format for this is that each participant prepares a 21X20 PowerPoint as an explanation for their

chosen ICT application. This application can be any of the Microsoft Office Suite - Word, PowerPoint,

Excel, OneNote, Access, Outlook, or Publisher - or any other application that can be used

educationally. The participant is free to choose whichever application, and which aspect of that

application, in which they are the most proficient. A participant could therefore, for example, choose

to present on “How to Insert a Formula in Excel” or “Modifying Styles in Word” or “Editing a

Picture in Picture Manager” or “Referencing in Word” or “Using Word Art” or Choosing a

Background in PowerPoint”.

Choose a topic that is familiar to you, and that you have used multiple times in the past. Try to

choose a topic that will be different from everyone else’s.

To maximize interest in presentations, it is recommended that participants register with the Trainer

their choice of topic before beginning their preparation, with only one participant presenting on any

one topic.


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Activity 5: Choosing your Topic

(10 minutes)

Report your chosen topic to your Trainer before the end of this phase. You may need to consult with

your Trainer if you are undecided. Your choice will be recorded so that nobody else can choose or

present on exactly the same topic.

Write your topic here exactly as you wish it to appear on your title slide.

Think carefully about exactly what you are going to demonstrate to this workshop later on, and be as

precise as possible. This step determines what you will be working on for one complete day. Choose

something about which you already know a lot.

My topic for 21X20 PowerPoint Stage 2 workshop title is:

-------------------------------------------------------------------------------------------------------------------------------------

(Now tell the workshop Trainer and check that nobody else has already chosen this topic)

If you have some spare time at this point, try helping other participants with suggestions of a topic.


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Phase 2 Snipping and Clipping (2 hours)

Participants receive instruction on how to:

1. use MS One Note Screen Clipping and MS Office Snipping Tool

2. edit Snips with the Drawing Tools

3. edit the appearance of a Snip

4. save and name Snips for easy retrieval and use

5. Insert a Snip into a PowerPoint slide

6. Insert shapes onto a slide to illustrate the focus of a Snip

Timing: This is scheduled to take 2 hours including participant practice time.


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Activity 6: Practising Clipping, Snipping and Inserting Shapes

(2 hours)

Start up your computer and then follow these steps along with your Trainer who will show you on

the projector screen what to do.

Getting Started in PowerPoint

Start up a PowerPoint by clicking Right Mouse button – New – PowerPoint.

Make sure that you create this file in a logical location in your computer so that you can find

it easily in the future.


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Name the file with your name and date and any other relevant information that will help you

identify it at a later date.


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Inserting a New Slide

Select a blank page. Now you are ready to insert your first captured screen clipping.


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Taking a Clipping

a) Using MS Office Snipping Tool

Go to your selected MS Office application (Word, PowerPoint, Excel, One Note etc) and begin the

process you are about to explain during your 21X20 PowerPoint presentation. When you have

reached a significant point that requires an explanation, press (Windows button + s button)

together. Your screen will turn milky. Do not panic, this is normal. Draw a rectangle around the

desired feature on the screen with the left mouse button and then release it when complete.

On the pop-up dialogue box, click “Copy to clipboard”.

Go back to your PowerPoint file. With your cursor on the slide, click the right-hand mouse button

and choose Paste.


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Your screen clipping is now pasted into your PowerPoint file. In this example a MS Excel spreadsheet

has been chosen to snip and paste in.


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Inserting Shapes

Now you are ready to insert shapes onto your clipping to point to the relevant feature(s).

On your PowerPoint file, go to the Insert Ribbon and click on Shapes. Select a Shape to highlight the

relevant feature.

Draw the shape with your cursor to the size you need.


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Formatting the Shape

Format your shape for colour, line thickness and fill by clicking the right-hand mouse button on the

shape and following the prompts.

Choose “No Fill” to make a shape outline without fill so that words or objects can be seen behind it.


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Under “Line Colour” choose the best contrasting colour from the colour pane.

Under “Line Style” choose the best line thickness that suits your slide.


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b) Using MS Office Snipping Tool

Click on All Programs on your computer desktop.

Go to Accessories and then right-hand mouse button click on Snipping Tool and select “Pin to

Taskbar”.


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Your Snipping Tool now appears permanently on your Taskbar, along with any other programs that

have been pinned there.

The Snipping Tool works much the same as the One Note clipping tool. At any point when you have

something on your screen that you want to capture as a JPEG picture, click on Snipping Tool on your

Taskbar. The screen will turn milky as before. You draw a rectangle around your object as before. A

different dialogue box will appear:


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You have a variety of options of pen/highlighter/eraser and line colour. You can then draw on the

object with your cursor. When you have finished, click on “save as”, choose the destination and file

name of your new Snip.

To insert this Snip, go to Insert/ Picture and select this Snip.

You are now equipped to insert Clippings and Snips into a PowerPoint or Word file, and insert

explanatory shapes onto these pictures to illustrate their point in a 21X20 PowerPoint speech.

The next phase will be to learn how to edit snips within PowerPoint.


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Edit Snips and Shapes with Drawing Tools & Picture Tools

Snips and Clippings are inserted in the form of a JPEG picture. As such, they can be edited in the

same way as any picture inserted into PowerPoint or Word.

To access Format tools in PowerPoint, click on any picture on a PowerPoint slide. The Picture Tools /

Format button will appear on the top ribbon.


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Clicking on this button opens the Drawing Tools / Picture Tools ribbon:

Editing: Group and Crop

Options available for editing both Pictures and Objects (such as Shapes) are many. In this module we

are looking at just two that are especially useful for inserted pictures and shapes:

1. Group

2. Crop


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Group

When a shape is inserted over a picture it can be dragged into place with the cursor. However, once

in place, it should be lock into place by “Grouping” these objects together. After they are grouped

they will move together when dragged around the slide. They will also stay together when cut or

copied.

To begin the Grouping process, first hold down the Shift key while clicking on each object (Pictures

and Shapes) to be grouped.

The above clipping shows that both the picture and the shape have been selected, as indicated by

the grab handles becoming visible.


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Click on either of Drawing Tools or Picture Tools tabs as shown to bring the group button into view.

Click on Group. Your objects are now grouped and will act as one object when moved or copied or

cut.

Alternatively, after linking your objects to be grouped, right-hand mouse click and choose Group in

the drop-down menu:


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Crop

Clicking on any Picture brings up the Picture Tools ribbon. On that ribbon there is a Crop button.

Clicking on the Crop button enters Crop mode, where crop handles appear around the picture:

Click and hold any grab handle and drag it inwards to crop the picture. Any number of grab handles

can be used to crop the picture before you are finished cropping.


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Click on Crop on the ribbon to complete the cropping process.


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Phase 3: Sequencing (1 hour)

An essential component of planning and executing a public presentation is that of SEQUENCING –

the placing of events and processes in a logical order that lead the listener to a better understanding

of the concept being taught and learned.

Activity 7: Sequencing directions to catch a fish

(15 minutes)

Re-order these directions so that they are in a logical order. Discuss your decisions.

1. Cut up the bait.

2. Ask advice from a fisherman to find out what bait to use.

3. Cast your line into the water.

4. Buy some bait.

5. Wait for a fish to bite the bait.

6. Work out when you are free to go fishing.

7. Pull the line in.

8. Clean the fish.

9. Buy some fishing gear.

10. Find out how to get to the best fishing places.

11. Put some bait on the hook.

12. Ask advice from a fisherman to find out what sort of fish are best to catch.

13. Wash your fishing gear in fresh water.

14. Be careful not to fall into the water.

15. Ask advice from a fisherman to find out where the best places to fish are.

16. Give up and buy some nice fish from the market.

17. Take the fish off the hook.

18. Ask advice from a fisherman to find out which fishing gear you should use.

19. Find out what local fishing laws say.

20. Find someone to take you fishing.


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Activity 8: Writing 20 logical steps

(30 minutes)

Take 15 minutes to write 20 logical steps in an explanation of “How to Get to Another City” in such a

way that anyone who has never done that would be able to achieve this task.

Think about things such as preparation, arrangements, communication, warnings, payment, things

to take, asking advice, time management, risk management, and coordinating modes of transport.

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

15.

16.

17.

18.

19.

20.


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Share your list from the previous page with your group of 4-5

participants, and listen to theirs.

Comment on their choices. Look for unnecessary repetitions, missing

instructions, unexplained terms, incomplete directions and out-of-

sequence steps. Take note of comments from others in your group,

examining your own list in the light of your discussion.

Re-sequence and/or change steps according to your new examination of

your efforts.

Note that we do not always have all of our ideas in strictly logical order,

and that we often need to re-sequence our thoughts when presenting

them to others to make learning easier.

Briefly share new insights with the whole workshop group when the

Trainer gives you opportunity.


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Activity 9: Grouping categories of thoughts

(15 minutes)

Go through your 20 points from Activity 8 and group them according to categories. Write the name

of each category at the top of the page. Write the correct name next to each of your 20 points.

For example:

Preparation 1. Get a map

Preparation 2. Fill the petrol tank

Time management 3. Leave in good time to arrive on time

………..

Risk management 6. Do not speed

Risk management 7. Stay awake

…………

Now re-write your list on the next page in your new categories of thought. They may be now in a

different order.

Share with your group how this grouping of points may have changed to way that you would present

your points to others in a presentation.


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Phase 4: 21X20 PowerPoint Construction (6 hours)

Activity 10

This time is set aside purely for you to work on your 21X20 PowerPoint.

It is recommended that you begin with the program of your choice (the one you chose earlier as part

of your topic). Open it and go to the feature that you chose to highlight in your presentation.

Each time you reach a critical point of the process, pause to take a screen clipping, then paste that

clipping onto a PowerPoint slide. You may choose to Insert shapes at this point, or later.

You are limited to 1 title slide and 20 other slides. Decide which 20 points you want to talk about to

go on the 20 slides.

When you have all 21 slides ready, type your script into the bottom section of the slide as you did in

21X20 PowerPoint Stage 1.

Practice saying your script until you can speak to each slide for exactly 20 seconds.

The Trainer is available to help you through this process during this time.


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Phase 5: Presentation (1 hour per 5 Participants)

Activity 11

When you are notified that your turn is next, have your computer turned on, and your 21X20

PowerPoint slideshow activated so that you can begin as soon as you have connected your computer

to the projector.

Once the slide show has begun you must continue speaking all the way to the end of your 420

seconds. Speak to the sub-topic of each slide for exactly 20 seconds.

When you follow all of the steps and processes in this workshop you will be able to present a really

professional, well thought- out and well laid-out talk.

Your audience will love it because it is quick, to-the-point and lively.

Have more fun at the next exciting workshop – 21X20

PowerPoint Stage 3.

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