Just the thought of having to give a presentation sends a chill down the spine of most people and, believe it or not, North Americans fear public speaking more than death itself (Urs Bender, 1997). If you have not yet given a presentation, you will no doubt have to do so sometime in the future, because it has become the norm for disseminating information to large audiences quickly and effectively. In this article I provide tips for creating multimedia presentations that incorporate the use of a presentation package (such as Microsoft® PowerPoint or Corel® Presentations) that will effectively work for you and not against you.

The most difficult part of a presentation is usually the first 30 to 60 seconds. During that time you must become comfortable in front of your audience. This period also happens to be the time when you make the most critical impression on your listeners. Therefore, you should place considerable emphasis on preparing your title slide.

A title slide should be clear and concise. The presentation title should be the focal point of the slide. If you have been introduced, your name does not need to appear on this slide, nor do you need to include the date and location of the presentation. This information is for your personal records.

The next slide should be a preview to the overall presentation. An outline slide provides a map for the audience of what you will do during the presentation. This is important if you wish your audience to recall your message (Arredondo, 1991). The last slide in the presentation should summarize your key points - another aid to recall.

Research demonstrates that visual images enhance learning (Arredondo, 1991; Manko, 1969; Pike, 1992). For example, if you recall a recently attended presentation it likely incorporated multimedia technology in the form of pictures and words. Words alone are only one-third as effective as a picture for transmitting a message; however, when words are coupled with a picture, they are six times more effective (Peoples, 1988). Try to avoid, or at least minimize, the number of slides that are strictly text. Presenters generally use text slides, not for audience assistance, but for their own guidance, relying on text slides as a crutch. Sometimes they are read directly to the audience. If you are well-prepared there is no need to read from your slides. A few key words should be all that are needed to trigger your memory.

Some specific guidelines for text slides are:

1. Use a sans serif font (e.g., Arial) and not a serif font (e.g., Times New Roman). In projected text, the serifs tend to bleed into each other.

2. The title font size should be 36 points, the rest of the text no smaller than 24 points.

3. Reduce paragraphs to sentences, then reduce sentences to phrases and eventually to key words - think billboard advertisements.

4. Use no more than 24 words per slide or 6 to 8 lines - more is too much information.

5. Never use all capital letters in titles or lines of text.

6. Space the lines to maximize use of the full slide.

7. Use a strong contrast between text and background - dark text on a light background, light text on a dark background.

8. Have a colleague review your slides for errors or omissions.

9. Avoid using pre-packaged presentation motifs; they are not original and generally are not the most attractive or effective way to present your material.

When complete, print out your slides full-size, place them on the floor and stand over them; if you cannot see the text clearly, the font size is too small.

Illustrations, figures and diagrams are an excellent way to help your audience understand complicated concepts or to reinforce your spoken words. Focus is the key with figures. Highlight relevant portions or bring in selected elements one at a time to keep your ideas clear. Figures should be large enough for everyone to see. If you import figures from another source, be sure they are of the highest quality. Poor quality images will only distort, not support, your message.

Avoid going wild with clipart images. It is tempting to insert clipart images into a presentation to keep the audience interested, but these images will also likely distract them from taking in your overall message. Use clipart images in moderation and only when they reinforce an idea.

Graphs offer another visual opportunity. Remember, your audience needs you to guide them during the presentation. You must explain what a graph depicts, including a description of the various scales. If you are creating your graph from a spreadsheet program, be sure to spruce up the default graph to clearly show what you want the viewers to understand. Some general guidelines for graphs are:

1. Use the sans serif font that matches the presentation font.

2. The text size should be no smaller than 24 points.

3. All tick marks on the axes should be logical and easily understood.

4. Pay attention to significant digits used for tick marks and use only those necessary - default graphs typically use too many significant digits leading to clutter and confusion.

5. Graphs should be uncluttered. If there are too many data series that cross in one graph, think about using two graphs instead.

6. Avoid using a complicated three-dimensional graph for something that can be described with a simple two-dimensional graph.

Pay attention to the colours you use in your presentation. Colours convey underlining meanings that can make or break your presentation. Some colours work together while others work against each other. Any colour wheel will show you what highlight colours compliment your main colour.

About 8 % of the population has a visual colour deficiency. These persons do not see colour the same way that a person without a colour deficiency does. The most common vision condition is red-green colour blindness. Those who suffer from this deficiency see shades of red and green as a brown colour, making it impossible to distinguish between the two. Therefore, the next time you put a graph in your presentation you should ensure that there is another way to distinguish between the red and green lines in a plot. One way to do this is with the use of textures and shapes in addition to hue. For example, one line could be dashed while the other remains solid. If you are curious about other colour blind conditions, there is a wealth of information on the internet. One exceptional site can be found at www.vischeck.com.

You may have access to a multimedia package that has the ability to incorporate text, cartoons, photographs, charts, tables, and movies all in one, but you must remember that the audience attends a presentation to see and hear you. You are your own best visual. The audience wishes to listen to a warm body that can communicate a message, not only through audio transmission, but also through body language, facial expressions, and vocal emotions. Do not let yourself get lost in the media show. Remember, technology is used to support your message; you are not there to support the technology!

Even though low tech tools for presentations are becoming scarce (Arredondo, 1991) they still have a place in the seminar theatre. As the presenter you must determine what is the best tool for bringing your message to your audience. If this is better done through low tech tools - chalkboard, overhead projector, flip chart - then they should be used. And be aware that every high tech presentation can go awry if the technology fails - so always have a plan B to fall back on.

References

Arredondo, L. (1991). How to present like a pro. Toronto: McGraw Hill.

Manko, H.H. (1969). Effective technical speeches and sessions. New York: McGraw-Hill.

McLuhan, M. (1967). The medium is the message. New York: Bantam.

Peoples, D.A. (1988). Presentations plus. New York: John Wiley and Sons.

Pike, R.W. (1992). Visual aids – how to keep participants’ attention. In R.M. Woelfle (Ed.), A new guide for better technical presentations. New York: Institute of Electrical and Electronics Engineers Press.

Urs Bender, P. (1997). Secrets of power presentations, focusing on effective, dynamic and impressive business presentations (8th edition). Toronto: The Achievement Group.

About the Author:

Matthew Alexander is a PhD. Candidate with the Groundwater Studies Group in the Department of Civil Engineering and a participant in the TLC’s Diploma in University Teaching Program.