INFORMATION FROM CLASS LECTURE ABOUT

Tables & Charts that Support Oral Presentations

In General:

Point 1.      

Visual Aids (tables, charts, objects, images, pictures, posters, whiteboard, flip chart paper, etc.) support your oral presentation of information – they do not substitute for you.

                   Note:  This principle will help you to keep your visuals, especially

                             Power point slides, professional by keeping them simple, directly

                             to the point, and brief (electronic note cards).

                             Remember the advice from the author of our course textbook.

Point 2. Although there are many types of visual aids available to you, the most

                   popular these days is the Power point slide. 

                   Other types of equipment, such as the traditional OHP, slide projection machine, transparencies, prepared posters,

                   or whiteboard with markers are only sometimes used, and when they are they usually only support the Power point.

Basics About Power point charts:

Basic Point A:      All charts must have a title at the top (in most languages of the world).

                   The title can be ALL CAPS or Caps and Small Letters; Bold or not; Colors or not.

                   The font size (for the types of meeting rooms that you will be presenting in when         

                   you enter the World of Work) is between 24 points to 40 points FOR THE TITLE of the Power point slide.

                   Simple fonts such as Tahoma, Arial, & Times are recommended,

                   because they are easy to read. 

                   Remember that Step number 2 of the 5Ps is important to determine if the font size is appropriate.

Basic Point B.       Text for the BODY of the Power point slide is best if between 18 points

            to 24 points (but make sure that your title is larger than 24 points, if

                   the BODY text is 24 points.  Why?  The title should be larger, which

                   is normal, makes the audience more comfortable, and maintains your

                   credibility with the audience about your mastery of the information.

Also, avoid using ALL CAPS FOR THE TEXT OF THE BODY.  Why?

                   It is the same reason as for e-mail.  All CAPS has the meaning of

                   Shouting!!!  Also, CAPS in text will not allow you to highlight

                   something important with caps (just like in this paragraph).

Basic Point C.       Keep slides simple, but complete and effective.

                   Do not overuse fancy movements (transitions, text movements, sounds) without a clear plan, strategy & reason.

                   Making a total fly into the slide, as the answer to a Table about profits, for example is EFFECTIVE.

                   Text flying here and there, colors changing and pictures bouncing

                   left and right for no good reason except to be tricky or fancy is NOT EFFECTIVE.

Some Specifics:

Point 1. Word Chart.  This is a visual that most of us use in power point.  Words should be minimal, however.  Only key words, or phrases

                   to support what you are saying.  Use highlighting (bullets, numbering, centering, for example).  NO LONG sentences and paragraphs. 

Point 2.      Table.  This is a visual that has columns and rows.  It usually provides

                   the presenter with a way to show figures and their total to an audience.

Point 3.        Line Chart.  This visual allows the presenter to show totals over a time period or a span of time such as weeks, months, or years. 

It is not usually recommended for showing a Comparison, especially when there are several intersecting points. 

                   However, if the calculations end up NOT having several intersection points, then the Line Chart can be used for comparison.

Point 5.        Bar Chart.  This visual allows the presenter to show totals over a time

                   period or a span of time such as weeks, months, or years.

                   It is recommended for Comparisons.

                   The bars can be shown vertically or horizontally depending on the

                   amount of bars in 1 slide and depending on your decision to use

                   “labels” of numbers or words to describe the bars themselves.

                   Also, a presenter can use “pictographs” instead of normal bars, when

                   the pictograph (barrels of oil, cars, people, etc.) is appropriate and will

                   make the message of his visual more effective.   See page 333 in textbook, , Figure 9.8.

Point 6.        Pie Chart.  This visual allows the presenter to show percentages from

            100.  It is a powerful visual that can be shown in many ways in

                   the Power point program.

                   It cannot do the job of the Bar Chart, because the Pie Chart is

                   limited to only one numerical subject at a time.  If you wish to                          

                   make comparisons using the Pie Chart, then 2 will be needed.

Conclusion: 

            Remember that slides are used to support you – not substitute for you.

                   Know your purpose for each one, make them all clear and easy for the

                   audience to understand, and practice using the slides so you will be the most effective you can.