Presentation Purpose Understand business uses of presentation software and methods of distribution.

Presentation Purpose

Understand business uses of presentation software and methods of distribution.

What is presentation software?

Presentation software is a program used to create slide shows or multimedia presentations.

Multimedia means presenting data in more than one medium, such as combining text, graphics, animation, video and sound.

Slide 2

Characteristics of Appropriate Content

Educational • To train, present information, emphasize

key points, or explain procedures Persuasive• To advertize or provoke action

Narrative • To broadcast messages, tell a story, or

entertainSlide 3

Examples?

As a class, brainstorm other examples of when presentation

software is an appropriate method of information distribution and

communication

Slide 4

Content is trivial or without a clear purpose

Content loses its meaning when translated

Content should be preserved in its original form

CHARACTERISTICS OF INAPPROPRIATE CONTENT

Examples?

As a class, brainstorm other examples of when presentation

software is an inappropriate method of information distribution

and communication

Slide 6

Once the decision has been made to use presentation

software, the next step is to determine the best method of

delivery

Decisions

Decisions

Decisions

PROCEDURE FOR DEVELOPING A

MULTIMEDIA PRESENTATION

Apply procedures to develop multimedia presentations used in business.

PROCEDURE FOR DEVELOPING A MULTIMEDIA PRESENTATION

These first two steps were have been covered. They are a part of the procedure for creating a multimedia presentation and must be included, but will not be described again in detail in this presentation.

Step 1 – Determine the purpose of the presentation

Step 2 – Identify the target audience

STEP 3 - STORYBOARD THE CONTENT

A storyboard is a collection of frames on a piece of paper

Used to determine the number of slides needed

Used to organize the content of the presentation

STEP 4 – SELECT A DESIGN Appropriate for the purpose of the

presentation Templates may be used

For example, use a beach template if preparing a presentation to be delivered at a youth retreat at Atlantic Beach

STEP 5 – EDIT THE MASTER SLIDE Make any global changes to the

template in this step. Anything applied to the master slide will be applied to all slides in the presentation

Items to consider editing:Format the footerEdit background colorsEdit font sizes and stylesEdit bulletsAdd logos or graphics that will appear on

every slideAdjust line spacing

6.02 Apply procedures to develop multimedia presentations used in business. Slide 13

STEP 6 – ENTER THE CONTENT Rule of sevens

Appropriate language and grammar

Correct any spelling errors

STEP 7 – ADD AND FORMAT GRAPHICS, AUDIO, AND VIDEO (OPTIONAL)

GraphicsUsed to enhance, not distract

Place image close enough to the text it illustrates Don’t make image too big or too small

Consistent use of graphic types Don’t mix cartoons with photographic images

File size of image should not slow presentation Audio and Video

How will the file play?Will the file be embedded or linked?Determine the volume level

STEP 8 – ADD ANIMATIONS AND TRANSITIONS (OPTIONAL)

Animation adds visual interest and emphasizes key partsCan be applied manually and/or an

animation scheme can be used Transitions control the flow of

information

Slide 15

. Slide 16

STEP 9 – PRACTICE!

Practice the timing Practice speech patterns (tone, speed,

transition phrases)

STEP 10: REVISE AS NEEDED Repeat Steps 4-9 as needed to fine-tune

the presentation

Slide 17

TRANSITIONS Transitions determine how the

presentation will progress from one slide to the next.

Random transitions can be set globally to the entire presentation or individually.

The speed of the each transition should be consistent and enhance the message.

DETERMINE HOW THE VIDEO OR AUDIO WILL PLAY Looped (continuous play)

On mouse click

Automatically


LINKED A linked object means that the

container (presentation file) merely saves the actual filename, as opposed to the whole file.

If linked, make sure the presentation, including all supporting files are packaged before saving to another computer


EMBEDDED An embedded object is actually

stored in the container (presentation file) rather than pointing to a linked document or file somewhere else.


ANIMATION Make text and pictures fly in, bounce,

and zoom out using animation. Animate text by word, letter, or line and

add dimming and sound effects.

Use entrance and exit effects to fade pictures in and out with items in a bulleted list.

Use dimming to keep the reader focused on the content

Use emphasis to stress key points



ANIMATION SCHEMES A preset animation

scheme ties together several types of animation effects that complement each other.

A scheme is a polished sequence of effects that can be applied to several slides or the whole show.

Methods of Presentation Delivery and Distribution

When presenting a PowerPoint presentation, the Method of Delivery and Distribution are used separately or are used in combination—

depending upon the Message and the Target Audience.

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Six Methods of Presentation Delivery and Distribution

1. Group Delivery with Speaker

2. Group Delivery without Speaker

3. Continuous Loop

4. Rolling Script

5. Self-Serve

6. As a hard copy

Group Delivery with Speaker

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Group Delivery with Speaker is used as a supplement and complement to a speaker-delivered presentation.

1. Slides support information presented by the speaker.

2. Slides display graphics that enhance communication.

3. Slides present key points for added emphasis of content.

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4. The key word in this method is supplement! When delivered with an oral

presentation, the slide show content should not contain so much information that it can substitute for the speaker!

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Group Delivery WITHOUT Speaker

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1. Presentation is played one time to an audience.

2. Does not require explanation or interpretation by a speaker.

3. May be displayed to entertain an audience prior to a speech or event.

4. May be used to inform audience about procedures.

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GROUP DELIVERY WITHOUT SPEAKER

Continuous Loop

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Continuous Loop

1. Presentation is played repeatedly (on-loop) until manually stopped.

2. Presentation may or may not have a logical beginning and ending.

3. Often used in trade shows where people rotate through at different times throughout the day

4. May be used to broadcast general information, such as school announcements, schedule changes, or changes to room locations, etc. 33

Rolling Script

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Rolling Script

1. Presentation is played at moderate pace to allow for user participation.

2. Presentation is usually stand-alone content, such as a prop for posting the lyrics of a song at a concert or the lines of a poem.

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Self-Serve

1. May be delivered via a website, such as Microsoft training presentations that are user-selected and interactive.

2. Self-paced and often interactive3. May be accompanied by a

narration embedded within the presentation.

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As a Hard copy

A Hard Copy is used to complement presentations and enable retention of information.

A Hard Copy is used. . . . .1. To enable comprehension2. To assist the speaker

Example: Print out a copy of the PowerPoint slides and give to audience members to help them understand the presentation by reading along as it is presented via a screen.

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A Hard copy

1. To enable audience comprehension:

a) This method is especially effective when the content:1. is foreign (new) to the audience or

user2. has to be remembered3. is procedural (1, 2, 3, 4)4. or is presented to a large group

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A Hard copy

b) A handout with 3 slides per page allows room for users to record notes beside each slide.

c) The # of slides per sheet should vary according to the amount of text on each slide and the space needed for taking notes.

d) There’s little point in distributing handouts that are too small to read.

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A Hard copy

e) Handouts can be distributed in color, grayscale, or black and white.

If printing on a black and white printer, be sure to select black and white or grayscale format to ensure clear prints.

f) Include a footer. The footer should be formatted on all

handouts that are to be distributed.

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A Hard copy2. To assist the speaker:

a. A Notes Page contains one slide per page

and any notes that accompany the slide. b. An Outline View presents the

information in compact form without graphics. c. The Speaker has the notes or outline in

front of her/him while the presentation is

displayed in the background. 41

Presentation Purpose Understand business uses of presentation software and methods of distribution.

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