andi penner, ph.d. instructional designer san juan college school of energy andi penner, ph.d....

Andi Penner, Ph.D.Instructional Designer

San Juan College School of Energy

Andi Penner, Ph.D.Instructional Designer

San Juan College School of Energy

1September 20, 2008ASSE © 2008, A. Penner

Please introduce yourself briefly, using these four items as a guide:

1. Name2. Where you work, what you do3. What types of presentations are you likely

to give?4. What would you like to take away from

this session today?

September 20, 2008 2ASSE © 2008, A. Penner

My goal today is to inspire you to engage in effective communication practices, and equip you to do so on the job, especially when you are the presenter.

Avoid the aggravations of confusing, incomplete, incoherent, or incorrect communication efforts.


I am the equivalent of the safety officer, helping you to avoid hazards by equipping you with a different type of PPE: Good Communication!

Good communication creates: Clarity Confidence Cooperation Action


The presentation cycle:

1.Define your purpose and goals

2. Identify and analyze your audience

3.Create email and hard-copy announcements

4.Design and deliver an effective presentation

5.Assess your effectiveness


Presentations serve several general purposes.

Communicate important information Reach a large group at one time Reinforce the message Provide forum for discussion


7

Photo by R. K. Julian

September 20, 2008ASSE © 2008, A. Penner

Persuade Inform Instruct Evaluate

Convince Share Explain Analyze

Propose Report Demonstrate Critique

Argue Brief Teach Compare

Justify Notify


Be specific Be realistic

Complete this sentence:By the end of my presentation, my audience

will be able (and willing) to…..


Philip Kolin suggests 5 Key Questions:1.How much do they know about the topic?2.What unites them as a group?3.What is their interest level in the topic?4.What do you want them to do after hearing

your presentation?5.What questions are they likely to raise?

Kolin, P. C. (2009) Successful writing at work, concise 2nd edition. Boston: Houghton Mifflin.


Levels of technical expertise Primary, secondary, tertiary Personality factors Cultural considerations Pre-existing attitudes Environment: mandatory or voluntary? Needs


Email messages to◦ Individuals◦ Distribution Lists◦ Listservs

Memos-hard copy (paper) Fliers and posters Web page advertisements Public Service Announcements Press Releases


Source: Robin Williams, The Non-Designer’s Design Book

Four Basic Principles of Layout and Design

• Contrast

• Repetition

• Alignment

• Proximity

Based on the design elements, what is important on this business card? Like any other technical document, it should be usable and the purpose should be clear. Robin Williams suggests four principles for good layout and design:


Principle of Proximity


Williams says Proximity meansgrouping related elements together. Author John Lannon reminds us that design elements can show relationships.

While more can be done to improvethis card, just reorganizing it a little shows an important relationship between the business and the owner and groups the contact information.


Principle of Alignment


Williams says that aligning the edges of text and graphic elements creates a more unified look. Lannon suggests putting elements in grids to provide readers with a sense of structure and consistency.

Grouping and aligning design elements also provides white space in the document, making it less cluttered and more accessible to the reader’s eye.


Principles of Repetition and Contrast


Technical writers recommend repeating design elements for consistency. Notice how bolding the phone number below complements the bold element at the top of the card and contrasts with other elements.

The bold line across the top of the card helps draw the eye to the important information. A visual may also be appropriate.


Principle of Purpose

Source: John Lannon: Technical Communication

What is the purpose of a business card? Up to this point, we really don’t know what Reilly Pickett does, or why we should be interested in Toad Hall. Visuals are used for clarity. In this case, Pickett may be a rancher, or a rodeo stock contractor.

Notice how the visual draws the eye into the document. You will see the same technique in books, magazines, and newspapers. It works well in technical writing, too.



Problem?

Trapping white space by ignoring the principle of proximity.

White space can help reduce clutter and make your documents more user-friendly. However, in this case, the subheads are so far from the relevant text that the effect is confusing.

The document does have some good design elements. Notice the alignment strategies and the bold contrast between headings and text. But it can still be improved.


Robin Williams offers a simple fix:Put the subheads and appropriate text together to make your documents more accessible.



Problem?

The weak contrast elements can be strengthened to meet the reader’s need to access useful information. Note the weaknesses:

• The text and headings are the same font (Times New Roman with serifs).

• The resume has two different alignment elements (centered and left alignment and neither one is strong).

• Neither the headings or the text draw the eye to important information.


Simple Fix: Williams uses different fonts (for contrast), flush left justification (alignment) in two places (repetition), and uses bold lines to group related elements (proximity). Notice how the different chunks of information standout? White space works!


Clear & concise (edit)

Polite & professional (smile)

Accurate, with right amount of detail (refrain)

Message on one screen to avoid scrolling

Readable font, no more than 2 styles

Specific, informative subject line

Highlight with bold not ALL CAPS (e-shouting)

Anticipate and answer the 5Ws

Attach the promised attachment


Or, how to ACOST your audience without causing any harm:

Appearance (apply design principles) Content (enough information, not too much) Organization (introduction, body, conclusion) Style (clear, concise, pleasant) Timing (advanced notice; organizational

cycles)


On the next few slides, I’ll introduce you to the concept of editing for conciseness and clarity.

I use brackets around text [ahroeqy oaery

vqghfqiowp] to indicate “delete,” or at least “think about deleting”!

The goal is to say more with less.


Read these two sentences:

Computers are a great resource but can hinder people from developing good writing skills. What is meant by this is people write a paper on the computer and after it is written they consider the document to be complete when in fact it is far from complete.

(47 words)


Computers are a great resource but can hinder people from developing good writing skills [. What is meant by this is] people [write a paper on the computer and after it is written they] consider the document to be complete when [in fact] it is [far from complete].


Computers can hinder writers from developing good writing skills because the document appears to be complete when it is not.

(20 words)


Start with what readers know (the “given”) Introduce what readers don’t know (the

“new”) The new then becomes the given, and the

cycle continues, building the reader’s knowledge one piece of information at a time.

Given + New

Given + New Given + New


Every autumn across the Northern Hemisphere [given], diminishing daylight hours and falling temperatures induce trees to prepare for winter [given, or possibly new]. In these preparations [given], they shed billions of tons of leaves [given/new]. In certain regions…the shedding of leaves [given] is preceded by a spectacular color show.


Formerly green leaves turn to brilliant shades of yellow, orange, and red [new]. These color changes [given] are the result of transformations in leaf pigments[new]. The green pigment in leaves [given] is chlorophyll [new]. Chlorophyll [given] absorbs red and blue light from the sunlight that falls on leaves. [new]


Therefore, the light [given] reflected by the leaves is diminished in red and blue and appears green. [new] The molecules of chlorophyll [given] are large…[new] They [given] are not soluble in the aqueous solution that fills plant cells. [new] Instead, they [given] are attached to the membranes of disc-like structures, called chloroplasts, inside the cells.


Chloroplasts [given] are the site of photosynthesis, the process in which light energy is converted to chemical energy. [new] In chloroplasts, the light absorbed by chlorophyll [given] supplies the energy used by plants to transform carbon dioxide and water into oxygen and carbohydrates…. [new]

Source: http://scifun.chem.wisc.edu/chemweek/fallcolr/fallcolr.html


Large font to be read from a distance Eye catching Visually pleasing and attractive Anticipate and answer the 5 Ws Creative use of color and graphics Company logo Sturdy paper Attractive presentation

September 20, 2008ASSE © 2008, A. Penner 34

Review: Purpose Goals Audience Time Setting

Other?


Quick, easy, and inexpensive presentations

Variety of formats, special effects, and graphic options available

Near-universal availability

Tool for organizing and editing

Greater potential for keeping audience attention


Know how much time you have

Begin researching the topic early

Create an outline or storyboard first

Determine number of slides (for content: average one per minute, within reason)


Select appropriate template Manage multiple design options (KISS) Avoid “busy” and low-contrast

backgrounds Begin with an Introductory Slide (title,

your name and affiliation, date, and/or location of presentation)

Conclude with a Summary Slide (main points or credit acknowledgements)


Use specific, non-repeating slide titles

Insert slide # in the footer

Limit amount of information per slide

Keep slides clean and simple

Consider location and size of room, audience size, and audience proximity to screen

Minimize “bells and whistles”


Use key words to trigger content.

Use 6 words per line and 6 lines per slide.

AVOID USING ALL UPPER-CASE LETTERS.

Avoid fancy or complex fonts.

Use large font (appx. 40 point for titles; 28 point for text).

Check spelling and grammar; proofread.


Use graphics appropriately but sparingly

Make graphs, tables, or maps sufficiently large and simple enough to read from back of room

Credit all graphics obtained externally

Use photos to supplement, not replace text

Avoid using unnecessary videos and sound effects


Select appropriate scale and level of detail Provide title, legend, and distance scales www.mapquest.com/maps/map.adp?country=US&city=albuquerque&state


Read from back of room Minimize amount of detail in tables Select most appropriate type of graph (bar, line,

etc)http://www.communicateusingtechnology.com/articles/using_graphs_and_tables.htm


Select quality images from Web sites or use ClipArt Provide self-explanatory captions Give source credit (copyright laws)

Women in Today’s Workforce Source: MicroSoft ClipArt “women”


How to make a bad slide worse:

Mix many different text fonts and sizes on the same slide

Use fancy fonts and ALL upper case letters

Use distracting special effects

Pick low contrast fonts and backgrounds

Mix many different color schemes

Don’t brother to spel chek or poofread

Include lots of irrelevant or “cute” graphics:


Practice and time presentation. Use the “Rehearse Timings” button under

“Slide Show.” Obtain feedback from others, if possible. Rehearse in presentation room, if possible. Check light, sound, and visibility levels. Double-check computer and projector. Have a back-up plan. (Uh oh!)


Allow ample time per slide Don’t read text verbatim—paraphrase or

amplify Have pointer available to highlight points

and to locate key data or graphics Face audience, project your voice, speak

clearly Be aware of audience reactions and

feedback


Allow time for group discussion and Q & A

Be available for individual conversation and consultation

Provide additional handouts or other follow-up information

Distribute business cards

Administer assessment tool


Follow up with your audience to determine how effectively you communicated your message.

Immediate feedback, e.g. “1-minute” paperDelayed feedback via informal emailFormal surveyInvite continuing contact


Define your purpose and goals Identify and analyze your audience Create email and hard copy announcements Design an effective presentation

◦ Know your subject

◦ Familiarize self with presentation software or other materials

◦ Rehearse and practice

◦ Relax!

Assess its effectiveness by following up with the audience


On the card provided, please take a few minutes to write your anonymous response to the following questions:

1.What did you learn today that you can take with you to use tomorrow?

2.What comment would you like to make about the quality or usefulness of the presentation? and/or

3.What suggestions do you have for improving the presentation?

Please place your cards in the folder. Thank you.


“How to Make Attractive and Effective PowerPoint Presentations” http://us.deskdemon.com/pages/us/training/attractive-powerpoint-presentations

Kolin, Philip C. Successful Writing at Work, Concise 2nd edition. Boston: Houghton Mifflin, 2009.

Murray, Katherine. “10 Tips for Creating Effective Presentations in PowerPoint” http://www.microsoft.com/office/previous/xpmns.htm

Paradi, Dave. “Using Graphs and Tables on Presentation Slides” http://www.communicateusingtechnology.com/articles/usinggraphsandtables.htm

Thomas Saylor, “Creating Effective PowerPoint Presentations” http://people.csp.edu/saylor/effective_powerpoint.htm


andi penner, ph.d. instructional designer san juan college school of energy andi penner, ph.d....

Documents

good communication

robin williams

design elements

good layout

andi penner

pennerthe presentation

important informationreach

large group