22
Using Presentation Software
<A> OBJECTIVES
To remember that you’re
giving a speech, not a slide show.
To follow a plan to avoid technical problems.
To find media for presentations.
To avoid copyright infringement.
<A> CHAPTER CONTENT OUTLINE
I.
Using presentation software
A. Powerful software programs offer public speakers potent tools for creating
and
displaying professionally polished visual aids.
B. Microsoft PowerPoint is probably the best known, although there are other
options such as Apple’s Keynote or
Web-based presentation development tools.
II.
Giving a speech, not a slide show
A.
A speaker’s primary mission is to communicate through the spoken word and
through his/her physical presence.
B. Presentation aids and software tools can only help if they truly
engage
the
audience
and help you achieve
your speech goal.
C.
The best place to find your speaking points and plan your slides is in your
speaking
outline.
1.
Decide what the content of your slides should be, how many
you will
need, and how they should be arranged.
2. Review and edit
your slides as necessary using Slide Sorter view
(PowerPoint), Light Table or Outline view (Keynote), or Path tool (Prezi).
Also determine the best platform for displaying
your slides.
D. Technical errors are always a hazard with presentation software and any hardware
required to run it. Here
are some tips to help avoid problems.
1.
Verify that you’ve saved the presentation files to a reliable source that will
be accessible or recognizable by the presentation computer.
2.
Save all presentation files into the same folder in the source location.
3.
Familiarize
yourself with the presentation computer before
you give the
speech to facilitate smooth operation.
4.
Check that the operating
system on the speech computer is compatible
with the audio and visual aids.
5.
Confirm that the version of the presentation software used for creation of
the aids corresponds to the speech computer, to prevent potential playback
distortion.
6.
Prepare
a digital backup and a set of printed handouts of your visual aids
in case of technical
challenges.
E. Photos, illustrations, clip art, video, and sound can be directly imported into your
computer from your own files or from a
wide variety of Internet sources.
III.
Avoiding copyright infringement
To assure
as error-free a
presentation as possible, practice delivering
your speech
with your visual aids and ensure compatibility
with the venue’s equipment.
A. Always be certain to abide by
copyright restrictions when using visual and audio
materials from the
Internet, or any other source.
B.
Cite the source of your material, even if fair-use provisions apply.
1.
Cite the source of all copyrighted material in your presentation.
2.
Be wary of sites offering
“royalty free”
media objects, as other costs may
apply.
3.
As allowed, create and use
your own pictures, video, or audio for your
presentation slides.
IV.
Getting ready to deliver a presentation using software tools
A.
B.
Take stock of the equipment and room layout before
your speech.
1.
Locate power sources. Ensure that cords can reach the presentation
equipment, can consider taping them to the floor to keep them out of the
way.
2.
Computer needs and compatibility. Make sure that all files load
successfully onto the presentation computer and can be seen and heard in
the room. Practice
your speech at least once on this computer if
possible.
3.
Internet access. Have
wireless log-in information available and/or a cable
that reaches an Ethernet jack.
4. Back-up plan. Create a
contingency plan in case of computer or projector
failure, such as printing
copies of
your slides that can be handed out or
being prepared to write information on a whiteboard.
5. Audio. Determine how you will broadcast any
audio aids and check
speaker volume.
C. Choose a place to stand and give your speech that gives the
audience a clear view
of you and your slide show. Stand
so that you can face the audience even when
changing slides. Plan to use a pointer or mouse to indicate slide details.
CHAPTER STUDY
GUIDE
I. SUMMARY QUESTIONS
What are the benefits of presentation software?
Presentation software programs offer public speakers powerful tools for creating and displaying
What are some
of the most commonly used presentation software programs?
Microsoft PowerPoint, Apple’s Keynote, and the Web-based program Prezi are all capable of
What are potential disadvantages of presentation software?
One potential disadvantage of electronic presentations is the temptation to focus on the aids
II. DISCUSSION QUESTIONS
Do you prefer speeches that utilize presentation software? Why or why not?
Most students will report preferring the use of presentation software, especially when listening to
Have you ever been at a presentation where the presenter used presentation software
inappropriately? Describe what you most disliked about the presentation.
This is a good discussion to have prior to presenting the chapter material in order to initiate
What fears, if any, do you have about using presentation software?
Students are likely to feel anxious about using presentation software, especially if they
are
III. ADDITIONAL QUESTIONS
AND ACTIVITIES
QUESTIONS
The following questions may help you illustrate important points in the chapter and facilitate
students’ learning of this material. These questions can be used as:
homework questions
quizzes
in-class work (individually or in groups)
topics to generate discussion
question-and-answer sessions between instructor and students
How can a speaker avoid hiding behind an electronic presentation?
A speaker’s primary mission is not to communicate through a showy multimedia program. The
How can speakers avoid embarrassing mistakes when
using presentation software?
Speakers should familiarize themselves with the layout and functioning of the presentation
ACTIVITIES
Creating a Three-Slide Presentation
Purpose: To give students a chance to practice the presentation aid guidelines they
have learned
in Chapters 20–22 by
creating a three-slide presentation on a fictitious topic.
Instructions:
Choose a fictitious presentation topic, and create a three-slide presentation.
Either present the slides to the class, or turn them in on a flash-drive or handout to be graded.
It would be especially helpful to assign this activity
prior to presentations involving the
use of presentation aids. It gives the instructor a chance to evaluate students’ abilities to create
slides in advance. Students who have trouble
with this assignment might be paired with more
experienced slide creators to learn basic skills.
Critiquing a Professor’s Slides
Purpose: To challenge students to apply the guidelines learned in Chapters 20-22 to a
professor’s slides.
Instructions:
Ask a professor from another class permission to view an old slide show used in
class. Give a brief report about the presentation based on what you have learned in this chapter.
Make sure that students understand the importance of remaining respectful and
appropriate when critiquing these slides. It might be a
good idea
for students to keep the
professor’s name out of the presentation to the class.
IV. GROUP
ACTIVITIES
(Not a)
PowerPoint Masterpiece
Purpose: To help students gain experience in creating presentation software slides.
Instructions: Have students form groups of four or more. Ask each group to create a crazy slide
show that ignores all the guidelines discussed in Chapters 21–22 of the text. For example, use too
many transitions, too many fonts
and colors, inappropriate sound, and so on.
Each group of students should present its slide show for the class, noting all the mistakes
and violated guidelines included. Discuss how each inappropriate use of PowerPoint, Keynote,
or Prezi can be improved to help the audience receive the message of the presentation more
easily.