Presentaciones Efectivas

Module 1 Introduction to effective presentations

Topic 5 Audiovisual Tools
Introduction
We are now in the final stage of this first module. Topic number 5 will cover a more
practical way to use your tools, specifically audiovisual ones, created with software and
presented using specific hardware. Then, we will talk about specific ways to use design
elements to provide the best composition for your content.
Lets quickly review each step in the preparation of your presentation, and then move on.
The steps you should be following at this point are:

Planning your content.

Understand the type of audience you will be speaking to.

Select the right presentation for your speaking engagement.

The best methods for communicating with your audience.

Your main objective(s).

Once you have established the above elements, it is time to effectively design your
presentation, choose the appropriate supporting media. You want to be sure to take into
consideration an adequate font and the right images, graphs, figures and tables to
illustrate your ideas. It is recommended to check out some examples of presentations that
have proven success in the past. Not to imitate, but to improve what you already have.
Do not forget, however, that the best audiovisual tool will always be you!
Explanation:
5.1 Using Audiovisual Tools
There is a well-known aphorism that says: A picture is worth a thousand words. With all
the technological advances we have witnessed in multimedia over the past two decades,
we can be assured that todays presentation is much more than pictures. A visual
presentation is an essential part of your speech, enhancing your objective and, when used
well, can help you create the energy and impact weve been discussing so far. If you are
trying to explain something or even persuade someone, accompanying your words with
images and sounds makes a huge difference.
Audiovisual tools can be as simple or as complex as the presenter needs. They have to
appeal to the imagination of your audience. There are two reasons for using audiovisuals
in a presentation:

Your image or video can help you save words

The impact will be greater than if you used just words.

You have a truly wide range of choices to integrate into your presentation such as
photographs, illustrations, drawings, tables, diagrams, charts, key words in large sizes or
video and audio sequences. The sky is the limit. Take caution, though, not to overuse
these elements, as they need to flow naturally and not draw attention away from the
content, or even from you!
A. When to use visual aids
There are no strict rules about when to use multimedia, or even how much is enough or
too much. From your introduction to your conclusion, you can have them on display. But,
as we stated previously, limit them to key moments, avoiding making your presentation
difficult to follow. Lets see how. The University of Leicester (2013) suggests we divide our
speech and the corresponding aids that can help us.
Introduction:

Display the title of your presentation

Define particular technical terms or units

Indicate a structure to your presentation by listing your main points

Show an image which encapsulates your theme(s)

Highlight a question you intend answering during the course of your presentation

Main points:

Highlight new points with an appropriate image or phrase

Support technical information with clearly displayed data

Indicate sequence by linking points together

Offer evidence from your research to support your argument

Conclusion:

Summarize your main points on a slide;

Present your conclusion in a succinct phrase or image

Display your key references to allow your audience to read more on your topic.

B. Different types of visual aids

PowerPoint / Keynote (or equivalent)

Microsoft PowerPoint is probably now the most commonly used form of visual aid. Used
well, it can really help you in your presentation; used badly, however, it can have the
opposite effect. According to Leicester University (2013) the general guidelines are:

Webcam or live video presenter

This new technology helps you by showing on the display what you are doing live. It is
useful for practical demonstrations that require a physical approach. A live presentation
typically involves a demonstration that you manipulate with your hands and/or the
materials you are working with.
Video
Video gives you a chance to show stimulating visual information. Use video to bring
movement, pictures and sound into your presentation. Always make sure that the clip is
directly relevant to your content. Tell your audience what to look for. Avoid showing any
more film than you need. Keep in mind that the quality of the video can affect the overall
perception of your presentation.
Sound/Audio
It can annoy the audience to have silly or grating sounds as slideshow transitions. It can
be distracting to have a different type of sound for each slide transition. Keeping the sound
for transitions to a minimum keeps the audience focused on the points being made in the
speech.
Audio clips should be kept short, utilizing the part that drives the message home. During
audio clips, members of the audience may stop paying attention or engage in sidebar

conversations. Keeping clips short and interspersing them throughout the presentation
gives them more impact.
Paper Handouts
We may believe that in our electronic times printed media is out of order, even
environmentally unfriendly. However, its still a valid form of communication when printed
and distributed by ecological or recycled means. Some presenters like to share their ideas
in this way. Be careful with the timing. If delivered too early, it could be a distraction, or
too late and prove useless. So, calculate the best timing and hand out your papers in
stages, when they are relevant.
Other artifacts/props
Sometimes it can be very useful to use artifacts or props when making a presentation. If
you bring something with you, make sure that the object can be seen and be prepared to
pass it around a small group or move to different areas of a large room to help your
audience view it in detail. Remember that this will take time and that when an audience is
immersed in looking at an object, they will find it hard to listen to your talk. A good
recommendation is to project the object using a live so that everyone can see it, but only
when you want them to.
D. Designing visual aids
There are many different rules for designing visual aids, some of which will apply directly to
different kinds of equipment. In general, sticking to the following guidelines will produce
high quality visual images

Use one simple idea for each visual

Make the text and diagrams clear and readable

Avoid cluttering the image

Keep your images consistent (use the same font, titles, layout etc. for each image)

Make sure your images are of a high quality (check for spelling and other errors).

Always remember that an audience should be able to understand a visual image in a

matter of seconds.
E. Room layout
Remember that your audience needs to be able to see you as well as your visual aids. Try
to involve every member of your audience by arranging the right layout of your room.
Below are some suggested layouts to help maximize contact between you, your audience
and your visual aids.

Try these arrangements in different settings. Use them to create different atmospheres; for
example, an intimate setting might suggest an informal tone, whereas placing yourself at a
distance might suggest a more formal relationship.
5.2 Fonts
When designing a presentation, an aspect usually missed is the choice of a good font. For
example, take a look at famous logos. Each one was specifically designed with a font to fit
the brand. That being said, font can change the entire look and feel of a presentation. This
is why we present 5 important reasons for its importance and, of course, some guidelines
in using them appropriately (Big Fish Presentations, 2013).

A. It attracts and holds the audiences attention.

Used correctly, font can convey a certain mood or feeling. The audience needs to
understand what message you are trying to send and be interested in it. Having the
appropriate font can set the tone for your presentation before you even begin.
B. It is reader friendly.
Using fonts that are clean and easy to read are key to any presentation. If fonts are too
small or cramped together, your presentation will be immediately ignored. It is fun to have
a cool and complex project, but the audience should be able to easily comprehend what
your presentation is saying.
C. It establishes an information hierarchy.
By using different font sizes and types of font, the audience can determine the most
important points of your presentation just by looking at it. This makes it easier for your
audience to follow along and pay more attention to your presentation.
D. It helps to create harmony.

Font used throughout a presentation unifies it. Repetition of the same font in your
presentation creates continuity and simplicity. Keeping your fonts aligned and in proportion
synchronizes your presentation and keeps it uncluttered.
E. It creates and builds recognition.
The fonts you use in your presentation are the visuals that your audience will remember
most. You want your audience to be able to recognize your companys brand at any place
or time. Font marks you as a professional or your company and is the one thing the viewer
will identify with time and time again.
5.3 Properly Using the Different Types of Graphics, Figures and Tables
When you are making a presentation, a good speech or are engaged in non-verbal
communication, specific goals and audiovisual tools are most of the elements you will want
to consider. When youre talking about quantities and numbers, they can appear really
boring no matter which font you use. That is why we recommend the use of graphs that
serve as a dynamic representation of qualities, numbers and much more. Lets review 4
important rules for using them in your presentations (Kosslyn, 2007).
A. Use a graphic when illustrating relative amounts.
Graphs are particularly good at communicating that one thing is larger than another. If you
attempt to express this with words and numbers, you're forcing your audience to do mental
mathematics. Why not make it easy for them?
B. Use graphics to simplify rather than more complex.
If your data contains multiple elements (like sales over time), a graph is the best way to
communicate. However, don't crowd the slide with data lest it become a puzzle-solving
exercise. Keep it simple.
C. Break complicated concepts into multiple graphics.
It's very difficult for an audience to absorb complicated graphs. Rather than present it as a
massive wall of visual data, break the graph into chunks and show how each chunk relates
to the previous chunk.
D. Don't use corny clip art.
The term is not precisely scientific, but the word describes it perfectly. For some academic
matters it can be good, as it is illustrative. In a presentation, however, its not advised to
use clip art.
About visuals
When preparing a visual presentation, ensure the screen will be large enough for the room
or auditorium in which the speech will be delivered. Zooming in and enlarging photos and
clip art to full-screen size can create a big impact. It is also a way to focus on a particular
feature the speaker wants to emphasize such as a facial expression or a sales figure.
Sentences should be written as bullet points in large type:

Bullet points are easy to read.

Bullet points target the key ideas.

Bullet points are easier for the audience to remember.

Timing for visuals

PowerPoint, Keynote and other digital presentation media allow the speaker to bring out
key visuals exactly at the time they are needed. Showing visuals too early is distracting to
the audience.
Psychological Impact of Color in Presentations
Light backgrounds with dark colors have the most impact, and give better visual acuity.
This is especially important when making a presentation in a large auditorium. Black, blue,
red, and green are the most visually appealing colors. They also have a psychological
impact on the viewer (Pitner, 2009).

Black implies that the presenter is serious, knowledgeable, and professional. It is a

no-frills choice for simple presentations.

Blue gives the impression of trustworthiness and being accessible. When trust is
important, blue is the best choice.

Red is a power color. It infers the presenter is in charge and it can also be used as
a motivational tool to spur listeners and viewers to action.

Green is the color of choice when dealing with earth-friendly topics. It is also the
color of comfort, life, and money. Presentations about increasing sales often include
shades of green.

Other colors should be used merely as accents and accessories to liven up the
presentation.
Conclusion:
We have reached the end of our first module with this topic. As you saw, each step adds
something to the previous one, helping you understand the right order in building a truly
effective presentation. It takes time and as we have previously said, it is also a matter of
practice, of listening to feedback, taking the best from other presenters and, above all,
being disciplined.
Whenever you are given the chance to deliver a presentation, try to make the best of it and
give it your all. There is no such thing as a small audience and each opportunity can help
you improve your presentation skills. If you are seriously considering public speaking as a
career, invest some money in quality equipment, from software to hardware. If you can get
the help of an expert to supervise your work, your presentation will definitely make an
impact.