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Student Affairs Daniel Salter - Penn State University Editor Stuart Brown - StudentAffairs.com Dana Christman - New Mexico State University Summer 2002 • Vol. 3, No. 2 |
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Assistant Professor Counseling & Student Affairs Program 316 Tillman Hall Clemson University Clemson, SC 29634 |
Professor Technology and Human Resource Development Program Clemson University |
What is your worst fear? Many people would respond with the answer, "public speaking". To emphasize this point, a quote by Roscoe Drummond comes to mind, "The mind is a wonderful thing. It starts working the minute you're born and never stops until you get up to speak in public."
Today, presentation development and delivery skills are more important than ever before. Numerous surveys have cited that presentation skills are a key factor in hiring and promotion decisions. As student affairs professionals, you are required to create and deliver presentations to a variety of groups including classes; colleagues; campus boards; committees; community constituencies; and professional organizations. Furthermore, you are often seen as a role model to the students you serve, thus student affairs professionals must continue to update and fine-tune their presentation development and delivery skills.
With the recent advances in presentation computer technology hardware and software is an expectation of more dynamic and spectacular electronic presentations from professional people. Unfortunately, many of these people have not had the crucial training needed to learn how to develop and deliver dynamic electronic presentations. So, here are some tips you can use in creating electronic presentations and therefore, hopefully, reducing the anxiety often associated with public speaking while using the computer. Use these tips the next time you need to develop and deliver a polished and powerful presentation.
First and foremost, know your audience. When planning your presentation you must keep in mind the purpose of your presentation as well as the make-up of the audience. Some questions to consider:What does the audience want to know?What sort of knowledge about my topic will the audience bring with them?
What things have and have not worked with similar audiences in the past? Need to customize the presentation to meet the needs of the audience.
Choose or create a template, including a set of colors and font style, and use that format throughout the presentation. If you use a lot of different styles, colors, fonts, etc. in your presentation the audience will focus more on the way you present than on what you present. Be sure to provide a headline for each slide when choosing or preparing your template. This technique helps your audience to follow your topic areas throughout the presentation. Keep the template simple. Utilize this template to organize the material.
Choose background colors that are appealing and keep your audience focused. Use strong and attractive colors that have adequate contrast. Realize that colors such as red and orange are high-energy, power colors that can be used effectively in small doses to send important or urgent messages. Greens, blues, and browns are more mellow, calming colors but may not grab attention as easily. A good suggestion is to use a lighter version of your chosen color in the background with dark or black lettering. Note: Light or white lettering against a dark background can be difficult to read from a distance. However, if you must use light lettering, try putting a black or gray shadow behind your text.
Use complimentary colors - colors that are opposite each other on the color wheel. Choosing color combinations based on naturally opposite colors will appeal to the eye. Blue and yellow tend to be the most commonly used complimentary color scheme. Remember to keep colors strong and attractive with distinct separation between color tones. Be creative, but be careful not to overwhelm the eye with too many bright colors.
Use a simple, plain font such as Arial or Times Roman and stay with it. Once a font type is selected, stay with it. Often people are tempted to use many different fonts, but this will make your slides difficult to read and will look disorganized. When you design your presentation pick one font (never more than two) and stay with it. The same rule applies to the effects you choose for slide transitions and bullets. Note: If you want to emphasize something, change the color or layout for a single slide. Sticking with the same format will make your presentation more powerful!
Make font sizes no smaller than 22 points and no larger than 36 points. If you use a font smaller than 22 points for bulleted items your audience will not be able to read the slide. For titles and headlines use font sizes 44 points and larger.
Keep bullet points to one line - two at the most. Just use key or essential words to express your point - no need for full sentences. Do not use more than one-third of the screen for text. If your text is greater than this, consider breaking your point into two or more slides. Note: The Six/Six Rule - no more than: six words per line; six lines per slide = thirty-six words per slide. Keep bullet points simple.
Limit the number of bullets on a slide to six - four if you have large titles, logos, or graphics. If the slide is too crowded the audience will not read any of it. Again, if you have more material, break the content into two or more slides. This way each point gets greater attention. Remember the Six/Six Rule mentioned above!
Keep the message center stage, not the technology. Use clip art, animation, video and audio only if it serves a purpose. Ask yourself, does including graphics make this presentation clearer, more interesting, or more entertaining? If not do not include. Note: The KISS rule - "keep it simple, silly"! More is not often better, so keep your slides simple, organized and logical.
Always proof your slides. Run spell-check and have another person review for typos. Remember to omit any nonessential words and/or unnecessary capital letters.
Become familiar with the tools (technology) and the software. Whenever possible, deliver your presentation using the same computer you created it on and the projection equipment with which you are familiar. Being familiar with all of the equipment usually makes problem solving easier and helps to insure a more "powerful" presentation.
Face your audience - do not talk to your slides. Use your slides to compliment and emphasize what you have to say. Avoid reading directly from the slides. YOU are the presentation not your slides! Most presentation software programs have a lecture-note function that allows you to write personal notes under the slide graphic. You also have the option of making copies of your lecture notes and/or slides to give as handouts to the audience.
Rehearse! Rehearse! Rehearse! Prepare and mentally walkthrough the presentation. Try rehearsing the presentation in front of a video camera, a mirror or other people. Use 3x5 cards as cue cards if necessary.
Be prepared! Always pack an extension cord, a power strip, and back-up audiovisuals (e.g., overhead transparencies) in case of equipment failure. Before the presentation, locate and check out the following: electrical outlets; lighting controls; volume controls for room; sound; and window-blind cords to name a few items.
Following these tips will assist you in designing and presenting polished and powerful presentations. Furthermore, your polished presentations can help you enhance your professional image!
Resources
Havice, B.L. (1997, Fall). Twelve tips to power presentations. Teacher Education Journal of South Carolina, 27-28.
Kushner, Malcolm (1996) Successful presentations for dummies. Foster City, CA: IDG Books Worldwide, Inc.
Peoples, D.A. (1992). Presentations Plus. New York, NY: John Wiley & Sons.
Raines, Claire (1989). Visual aids in business. Los Altos, CA: Crisp Publications, Inc.
Wilder, C. & Fine, D. (1996). Point, click & wow!! A quick guide to brilliant laptop presentations. San Diego, CA: Pfeiffer & Company.
