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TRAINER’S NOTES

21X20 PowerPoint Stage 2 PW Institut Pendidikan Guru Kampus Dato’ Razali Ismail

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Contents

Author ............................................................................................................................................... 4

Instructions for the Workshop Trainer: Read This First.......................................................... 5

Prepare ......................................................................................................................................... 5

Note for the Trainer ....................................................................................................................... 5

Page Numbers ............................................................................................................................... 5

Materials Required ........................................................................................................................ 6

21 X 20 PowerPoint Stage 2 Workshop Outline and Timing ............................................................ 8

Phase 1 Introduction (1 hour) ................................................................................................... 8

Phase 2 Snipping and Clipping (2 hours) .................................................................................. 9

Phase 3 Sequencing (1 hour) ................................................................................................. 10

Phase 4 21X20 PowerPoint Construction (6 hours) .................................................................. 11

Phase 5 Presentation (1 hour per 5 presentations) ................................................................. 12

Phase 1 Introduction (1 hour) ....................................................................................................... 13

Background: Observed Need ....................................................................................................... 13

The Problem ................................................................................................................................ 14

Aims of this 21X20 PowerPoint Series .......................................................................................... 15

21X20 PowerPoint: One Solution ................................................................................................. 17

Specific Rules of Presentations for This Workshop ........................................................................... 21

Limitations of 21X20 PowerPoint ..................................................................................................... 23

Topic ............................................................................................................................................... 24

Phase 2 Snipping and Clipping (2 hours) ........................................................................................ 27

Getting Started in PowerPoint ..................................................................................................... 28

Inserting a New Slide ................................................................................................................... 30

Taking a Clipping.......................................................................................................................... 31

a) Using MS Office Snipping Tool.............................................................................................. 31

Inserting Shapes .......................................................................................................................... 34


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Formatting the Shape .................................................................................................................. 35

.................................................................................................................................................... 36

b) Using MS Office Snipping Tool ............................................................................................. 37

Edit Snips and Shapes with Drawing Tools & Picture Tools ........................................................... 40

Editing: Group and Crop........................................................................................................... 41

Group ...................................................................................................................................... 42

Crop ........................................................................................................................................ 44

Phase 3: Sequencing (1 hour) .......................................................................................................... 46

Phase 4: 21X20 PowerPoint Construction (6 hours) ......................................................................... 51

Example 21X20 PowerPoint Script ............................................................................................... 52

Phase 5: Presentation (1 hour per 5 Participants) ............................................................................ 60

21X20 PowerPoint Stage 3 ............................................................................................................... 61

21X20 PowerPoint Stage 2 Feedback ............................................................................................... 62


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Author

Peter Wickham is a Brighton Education LS English Language Training Fellow at Institut Pendidikan

Kampus Dato’ Razali Ismail in Kuala Terengganu, Malaysia, under a Ministry of Education project

running from January 2011 to September 2013. He holds BEd (Edith Cowan University, Australia),

MEd (TESOL)(distinction) from University of Wollongong, Australia 2010, Cert IV TESOL, Australia,

and is an Australian registered teacher. He taught primary aged students in Australia for 20 years. He

taught ESL to adults for 7 years in China, Turkey, UK, Saudi Arabia and Australia from 2004 to 2010

and coordinated a Preparation Year course at Dar Al Uloom University in Saudi Arabia. He was a field

linguist in the Torres Strait from 1981 to 1989.

Contact at [email protected] or [email protected]

Download from http://communicative.weebly.com

mailto:[email protected]

mailto:[email protected]

http://communicative.weebly.com/


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Instructions for the Workshop Trainer: Read This First

Prepare

Your first task as presenter is to read these notes thoroughly, and become completely familiar with

the technical processes involved in Phase 1: Snipping and Clipping. You will be required to

demonstrate this ability in the course of the workshop and to advise participants when they have

difficulty in Phase 3: 21X20 PowerPoint Construction. This will take some time, so prepare yourself

well ahead of the first day of the workshop. Prepare a 21X20 PowerPoint for yourself so that you

have experience to relate to participants.

You will need to make sure that the venue is resourced with all of the materials listed below under

“Materials Required”.

Note for the Trainer

These Trainer Notes are identical to Participants’ Notes except for the notes for the Trainer’s eyes

only which are added here as Note for the Trainer. Whenever you see this heading there

will be special directions for you, the Trainer. Participants do not have this information in their

booklet.

Page Numbers

Please note that due to added material in the Trainer’s Notes, page numbers will vary slightly with

page numbers in the Participants’ Notes. Pages will, however, follow the same sequence.

There are points in the Participants’ Notes marked “Activity”. In your Trainer’s Notes these

Activities will display answers in bold.

These are the points at which you must set a task for the participants in order that they better

assimilate the teaching point being covered. Set the task, then circulate among participants to help

or guide as necessary as questions are asked about procedure or about processes. Stick to the

timeframe given for each activity. Draw the activity to a close at the end of the time, and move onto

the next section. Refer to the Participants’ Notes by page number and encourage participants to

read along and add notes as appropriate.

Conduct Phase 5 “Presentation” with an eye on the time and on the rules of 21X20 PowerPoint.


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It is your responsibility to ensure that the following resources are available. If someone else has

taken on the task of providing resources, check with them well beforehand that this has been

organized. This workshop can succeed only if participants attend with a functional computer.

Materials Required

Each participant needs a computer loaded with a recent version of Windows (Office 2007 or

preferably Office 2010 or later) that includes PowerPoint and the Snipping Tool.

The venue needs to supply a desk and chair for each participant that has ready access to a

power supply with sufficient power leads and power points for every computer. It must be

presumed that every participant will need access to an electrical power point at some time

during this workshop. Power leads and adapters must be in place within reach of the seating

arrangement.

One LCD projector and screen is needed per workshop. The room must be capable of

blocking out external light.

A microphone and speakers for large groups (30 or more, depending on acoustics of the

venue).


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Copy the PowerPoint slideshow from the workshop CD onto the computer you use to

present the workshop, and have the file opened before you begin introducing the workshop.

Each Participant needs one printed copy of Participants’ Notes.

The Trainer needs to ensure that the 3 short videos on Pecha Kucha from the workshop

open and play on the computer being used to present the workshop.

Photocopy the Feedback form from the end of these Trainer’s Notes. Each Participant will

receive one copy to be filled out and left with you at the end of Presentations.

Photocopy the Participant name and Topic form from page 26 so that you can record these

details before Participants begin construction of their 21X20 PowerPoint Stage 2 projects.


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21 X 20 PowerPoint Stage 2 Workshop Outline and Timing

21X20 PowerPoint Stage 2 is designed to follow 21X20 PowerPoint Stage 1; it is presumed that

participants in this workshop have completed Stage 1 and achieved its objectives before attempting

Stage 2.

This workshop with 20 participants is set to take a total of 14 hours.

Phase 1 Introduction (1 hour)

Lead participants through a series of Activities 1-5 (see marked in that font in the

Participants’ Notes numbered 1-5) designed to bring them to better understanding of the problem,

the solution attempted here, and to decide on their choice of topic.


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Phase 2 Snipping and Clipping (2 hours)

Demonstrate on your computer (projected onto the screen for all participants to see) the steps

shown below and in the Participants’ notes in Phase 2.

Be prepared to answer questions as they arise. For this you will need to be well prepared by

attempting the exercises yourself well before the workshop commences.

Participants receive instruction on how to:

1. use MS One Note Screen Clipping and MS Office Snipping Tool

2. edit Snips with the Drawing Tools

3. edit the appearance of a Snip

4. save and name Snips for easy retrieval and use

5. Insert a Snip into a PowerPoint slide

6. Insert shapes onto a slide to illustrate the focus of a Snip

Timing: This is scheduled to take 2 hours including participant practice time.


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Phase 3 Sequencing (1 hour)

Participants will then receive instruction and practice sequencing segments of a chain of events in

logical order. They will also decide on between 1 and 5 words to represent the action. These will be

the Key Words to represent the event.

Timing: This is scheduled to take 1 hour including discussion of correct sequencing order and the

fact that some events can be placed in different sequences according to their function.

If this workshop needs be split into two separate stages, or is lacking sufficient time available to

complete in one event, then this would be a logical place to break the workshop in two. The

following 6 hours of preparation could be partly achieved as a home assignment, with a short time

of revision and finishing off the preparation.


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Phase 4 21X20 PowerPoint Construction (6 hours)

Each participant will then use the Snipping Tool to create a PowerPoint report of using any feature of

MS Office. Each slide is a Snip with arrows, circles or drawings to highlight the focus of the slide.

A script is then added to each slide, timed to last exactly 20 seconds.

After 4 hours, a formal phase of 30 minutes is presented demonstrating how to extract the script in

Word from a PowerPoint file.

Timing: Phase 3 is scheduled to take 6 hours. This is a reasonable time required to decide on their

topic, create a 21X20 PowerPoint, add script, and then practise the presentation until it can be done

without a written script.


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Phase 5 Presentation (1 hour per 5 presentations)

Each participant will present their PowerPoint in the 21 slides for 20 seconds 21X20 PowerPoint

style, explaining the process as they display their slide show which runs automatically at 20 seconds

per slide.

Timing: Phase 4 is scheduled to take 4 hours for 20 presentations including closing ceremony.

Total 14 hours

This workshop requires a time allowance of 10 hours for the preparatory phases 1 to 3 plus another

hour for every 5 participants.

A workshop with 10 participants should be scheduled for 12 hours.

A workshop with 30 participants should be scheduled for 16 hours.

Keep presenters coming and going speedily to the microphone by announcing the next speaker and

the following speaker immediately at the end of each presentation.


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Phase 1 Introduction (1 hour)


Begin the PowerPoint slide-show supplied from the workshop CD. Ask if anyone else has observed students presenting boring PowerPoint shows without understanding the subject matter (as below). Allow a few minutes of discussion on the problem.

Background: Observed Need

IPG lecturers often employ a communicative approach to their students’ learning; their students

research their curriculum topic using lecture notes, required reading material, and private research,

then report their findings back to their whole class in a PowerPoint presentation.

Lecturers and Fellows have noticed that trainee teachers often prepare a PowerPoint presentation

by cutting and pasting words from Internet pages onto slides, and then read these notes to the

audience as they present to a class of other IPG students. This practice is the easiest method for

these students, since it:

requires no in-depth reading of the lesson material

is more likely to be accurate, since it is the direct work of a published author

often contains graphics that come with the text, adding variety and detailed analysis of the

topic

can be read directly from the computer screen or the projection screen, and therefore

remaining unchallenging for the oratory proficiency of the presenter


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The Problem

Unfortunately, this list of attributes for the “cut-and-paste then read” method of presenting leaves

much to be desired by way of training our trainee teachers in the art of presenting in such a way that

those watching and listening will retain memory of the lesson:

A presenter just reading words from a screen is singularly boring, and simply duplicates

notes and other written material that could be just as easily read by each student in their

own time.

Presenters can (and do) read in monotone voices that reflect the fact that they are just

reading rather than communicating.

Presentations can go on for a long time as page after page of writing is read orally.

Observers are disengaged from the lesson through their own inactivity.

Presenters who employ this method usually at least partially turn their backs on the

audience, excluding eye contact and body language that can convey extra meaning and keep

the audience listening.

Presenters gain little experience in oracy through this experience. This time of presentation

can be much more valuable than just a recitation of fact. It can also be vital experience in

oratory skills so necessary in the profession of teaching.

This problem and the undesirable results shown here at IPGKDRI are by no means unique to this

institution. The same situation has been observed by the Fellows in many institutions in many

countries. Students are taking the simplest and quickest route to achieving their objective of

producing their assignments that require an oral report. The problem exists in the setting of the

assignment, and the absence in curricula of instruction on preparation for public speaking.

PowerPoint is a powerful tool for visual and audial conveyance of information but has not generally

been introduced into educational systems with any kind of planned or systematic approach.


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This series of workshops addresses the problem of PowerPoint slide-shows that:

1. Fail to require the presenter to fully understand the topic, learn facts, and draw personal

conclusions

2. Fail to engage the audience

3. Fail to present slides that isolate a concept

4. Fail to string together facts and concepts in a logical sequence

5. Fail to present conclusions in a clear statement

6. Fail to work to a time frame

These negative traits have been observed in reporting sessions among trainee teachers in Malaysia,

for whom this series of workshops is presented. The rambling, dissociative nature of many

professional presentations is well documented in dissertations on 21X20 PowerPoint.


Note that the Aims below are for the whole series of 21X20 PowerPoint. Aims for this Stage 2 appear on page 19.

Aims of this 21X20 PowerPoint Series

The aims of this series are therefore the positive counterparts of these problems; that presenters

will:

1. Be required to fully understand the topic, learn facts, and draw personal conclusions

2. Engage the audience

3. Present slides that isolate a concept

4. String together facts and concepts in a logical sequence

5. Present conclusions in a clear concise statement

6. Work to a time frame


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ACTIVITY 1: Understanding the Problem

(15 minutes)


Read aloud all of the instructions 1-4 below before participants begin working on instruction 1). Allow 10 minutes for part 1) before calling for partner work in 2) and 3).

1) Spend a few minutes reading the previous pages about current problems that

exist with students who give PowerPoint presentations. Make notes here:

2) Now without look back at previous pages, explain to a partner what the problem

is.(5 minutes)

3) Now have a different partner explain to you what the problem is.(5 minutes)

4) Do you agree that this problem is one that needs attention? Why? Why not? Be

prepared to express your thoughts to the workshop forum.(10 minutes)


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21X20 PowerPoint: One Solution


Have the explanation on this page read aloud before showing the three videos from the workshop CD. Have the 3 videos cued up and paused before you begin.

21 X 20 PowerPoint borrows from the style of presentation called Pecha Kucha.

Pecha Kucha (pronounced either “peKAku’cha “ or “ PEcha KUcha” originates in Japan. As explained

on the website http://www.pecha-kucha.org/what

Pecha Kucha Night was devised in Tokyo in February 2003 as an event for

young designers to meet, network, and show their work in public.

It has turned into a massive celebration, with events happening in hundreds of

cities around the world, inspiring creatives worldwide. Drawing its name from

the Japanese term for the sound of conversation ("chit chat"), it rests on a

presentation format that is based on a simple idea: 20 images x 20 seconds.

It's a format that makes presentations concise, and keeps things moving at a

rapid pace.

The format set for this Stage 2 workshop is the standard 21X20, 20 seconds per slide as per 21X20

PowerPoint Stage 1.

http://www.pecha-kucha.org/what


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ACTIVITY 2: Watch and learn about Pecha Kucha

(30 minutes)


Begin the first video now, and then show the other two immediately after. They will take around 20 minutes in total to show. Allow 10 minutes of whole-cohort discussion for 10 minutes based on questions below.

Watch 3 short videos on Pecha Kucha. Take notes here. Discuss afterwards.

What does Pecha Kucha aim to achieve?

Do you think it does achieve these things?

What are its strengths?

What are its weaknesses?


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Aims of 21X20 PowerPoint Stage 2

PKS2 is the second in the series after PKS1. 21X20 PowerPoint 3 rounds off the series with a full-

blown presentation utilizing all of the learning that has taken place in all three workshops.

PKS2 forces presenters to work to a strict time frame or 20 seconds per slide. The topic of “My ICT

Explained” is set as a simple task that hardly requires any research, or difficulty in remembering

facts. This allows presenters to concentrate on working to a 21 slide x 20 seconds format. The NO

MORE THAN 6 WORDS rule focuses the participant’s attention on the non-print content of the

presentation and its impact on the audience.

PKS2 builds on this format of presentation with a more advanced topic which requires some intake

of knowledge, some synthesis of that knowledge in the participant’s mind to link with their own

prior knowledge of the topic, the formation of an opinion, and the presentation of that opinion in an

engaging format which facilitates learning and retention by the audience. This workshop draws into

sharp focus the importance of fusing together the audience with the central message of the

presentation in a logical, sequenced progression.

PKS2 is themed around ICT and its uses in producing teaching aids. The use of taking screen shots

then and snips, naming, editing, storing and retrieving them and inserting then into an Office

application such as PowerPoint or Word are skills that are learned in the process.

The specific aims of PKS2 are that the participant learns how to:

1. take Screen Shots and Snips

2. edit these snips

3. store these snips with a useful name and in a location from which the snip is readily

retrievable

4. create a PowerPoint slideshow in the 21X20 PowerPoint style that illustrates how to take,

edit and insert snips into a PowerPoint slideshow.

5. Present their 20x20 PowerPoint slideshow to the audience of participants without a visible

script


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ACTIVITY 3: Aims of 21X20 PowerPoint stage 2 Workshop

(10 minutes)

The workshop 21X20 PowerPoint Stage 1 led you through the steps of how to prepare a

PowerPoint presentation, and gave you the confidence to prepare a structured talk.

How is 21X20 PowerPoint Stage 2 different from Stage 1? List the specific learning points here:


Answers as per the notes above:

1. take Screen Shots and Snips

2. edit these snips

3. store these snips with a useful name and in a location from which the snip is readily retrievable

4. create a PowerPoint slideshow in the 20x20 21X20 PowerPoint style that illustrates how to take, edit and insert snips into a PowerPoint slideshow.

5. (Present their 20x20 PowerPoint slideshow to the audience of participants without a visible script) = same as Stage 1


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Specific Rules of Presentations for This Workshop

1. Each presentation consists of exactly 21 slides, automatically timed at 20 seconds per slide =

420 seconds of presentation. The number of seconds’ duration of any Transition is deducted

from the 20 seconds of each slide, so that there is exactly 20 seconds between slides. The

title slide alone will display words. The title slide will display the presentation title, the

names of the presenters, and the date of presentation. Presenters may choose to talk or not

to talk during these 20 seconds.

2. NO MORE THAN 6 WORDS CAN APPEAR ON SLIDES WITH THE EXCEPTION OF THE TITLE

SLIDE.

3. NO NOTES, PALM CARDS OR ANY OTHER NOTES TO BE VISIBLE TO PRESENTERS.

4. NO SOUND RECORDINGS TO BE PLAYED.

5. Presenters speak on the subtopic of the slide for exactly 20 seconds.

6. Presenters must have their talk ready by the advertised beginning of presentations.

7. Presenters will be advised one presentation in advance that they are next.


Answers appear in bold in the quiz below.


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ACTIVITY 4: Rules of presentation

(5 minutes)

Answer the following questions as quickly and accurately as you can:

1. In this workshop, how many words are you allowed to insert on each slide?

20 21 4 6 420 42

------------------------------------------------------------

2. How many seconds will there be between the beginning on one slide and the beginning of the

next?

2 10 as long as it takes 20 23 including the transition 23

---------------------------------------------------------

3. How many seconds will your entire slide show last?

20 200 400 as long as it takes 420 240

----------------------------------------------------------

4. What kind of written notes are allowed during the presentation?

only 6 words in total only those on the projector screen

only 6 on paper for each slide

only those on the computer screen none as many as you want

----------------------------------------------------------

5. When must you play a sound recording during your slide show in this workshop?

never all the way through only on the first slide only as a background

----------------------------------------------------------

6. What are you to talk about during each slide?

anything at all anything on the general topic nothing what is on the slide


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Limitations of 21X20 PowerPoint

It should be noted that 21 X 20 PowerPoint is not the absolute and final solution to the problems

presented above. It is one step in the right direction that should draw attention back to the message

and away from plagiarized text, and away from a written presentation read verbatim.

There is little prospect of all future presentations taking on the format of 21 X 20 PowerPoint, since

some words on the screen are useful for the audience in a more formal setting. This exercise is

designed to attenuate the problem of presentations being read from the screen with little presenter

understanding of the topic.


Draw attention to the limitations of 21X20 PowerPoint. Ask for discussion but limit it to 5 minutes.


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Ask Participants to think about the most advanced thing that they know how to do in ICT. Instruct them to make a list, being as specific as possible as per the examples given. Emphasise that it should be something that they already know, and have used successfully several times.

Ask for a volunteer to read aloud the passage below.

Topic

The topic for this workshop is “My ICT Explained”.

The format for this is that each participant prepares a 21X20 PowerPoint as an explanation for their

chosen ICT application. This application can be any of the Microsoft Office Suite - Word, PowerPoint,

Excel, OneNote, Access, Outlook, or Publisher - or any other application that can be used

educationally. The participant is free to choose whichever application, and which aspect of that

application, in which they are the most proficient. A participant could therefore, for example, choose

to present on “How to Insert a Formula in Excel” or “Modifying Styles in Word” or “Editing a

Picture in Picture Manager” or “Referencing in Word” or “Using Word Art” or Choosing a

Background in PowerPoint”.

Choose a topic that is familiar to you, and that you have used multiple times in the past. Try to

choose a topic that will be different from everyone else’s.

To maximize interest in presentations, it is recommended that participants register with the Trainer

their choice of topic before beginning their preparation, with only one participant presenting on any

one topic.


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Activity 5: Choosing your Topic

(10 minutes)

Report your chosen topic to your Trainer before the end of this phase. You may need to consult with

your Trainer if you are undecided. Your choice will be recorded so that nobody else can choose or

present on exactly the same topic.

Write your topic here exactly as you wish it to appear on your title slide.

Think carefully about exactly what you are going to demonstrate to this workshop later on, and be as

precise as possible. This step determines what you will be working on for one complete day. Choose

something about which you already know a lot.

My topic for 21X20 PowerPoint Stage 2 workshop title is:

-------------------------------------------------------------------------------------------------------------------------------------

(Now tell the workshop Trainer and check that nobody else has already chosen this topic)

If you have some spare time at this point, try helping other participants with suggestions of a topic.


Collect names and topics on the table shown on the next page. Help those in doubt to choose wisely.


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21X20 PowerPoint Stage 2 Workshop

Participant Name Presentation ICT Topic


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Phase 2 Snipping and Clipping (2 hours)

Participants receive instruction on how to:

7. use MS One Note Screen Clipping and MS Office Snipping Tool

8. edit Snips with the Drawing Tools

9. edit the appearance of a Snip

10. save and name Snips for easy retrieval and use

11. Insert a Snip into a PowerPoint slide

12. Insert shapes onto a slide to illustrate the focus of a Snip

Timing: This is scheduled to take 2 hours including participant practice time.


Be aware that there probably a great variation in the ICT skills of Participants in this workshop. Take the position of teaching to the lowest proficiency represented, allowing the more advanced participants to go ahead with their project.


At this point, minimize the PowerPoint slideshow that comes on the workshop CD.

Open a new PowerPoint as per the first instruction on the next page, and then follow the instructions for the rest of Phase 2. Participants have the printed instructions and diagrams in their Participants’ Notes. They will refer to these as well as following your verbal and visual instruction

through Phase 2.


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Activity 6: Practising Clipping, Snipping and Inserting Shapes

(2 hours)

Start up your computer and then follow these steps along with your Trainer who will show you on

the projector screen what to do.

Getting Started in PowerPoint

Start up a PowerPoint by clicking Right Mouse button – New – PowerPoint.

Make sure that you create this file in a logical location in your computer so that you can find

it easily in the future.


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Name the file with your name and date and any other relevant information that will help you

identify it at a later date.


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Inserting a New Slide

Select a blank page. Now you are ready to insert your first captured screen clipping.


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Taking a Clipping

a) Using MS Office Snipping Tool

Go to your selected MS Office application (Word, PowerPoint, Excel, One Note etc) and begin the

process you are about to explain during your 21X20 PowerPoint presentation. When you have

reached a significant point that requires an explanation, press (Windows button + s button)

together. Your screen will turn milky. Do not panic, this is normal. Draw a rectangle around the

desired feature on the screen with the left mouse button and then release it when complete.

On the pop-up dialogue box, click “Copy to clipboard”.

Go back to your PowerPoint file. With your cursor on the slide, click the right-hand mouse button

and choose Paste.


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Your screen clipping is now pasted into your PowerPoint file. In this example a MS Excel spreadsheet

has been chosen to snip and paste in.


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Inserting Shapes

Now you are ready to insert shapes onto your clipping to point to the relevant feature(s).

On your PowerPoint file, go to the Insert Ribbon and click on Shapes. Select a Shape to highlight the

relevant feature.

Draw the shape with your cursor to the size you need.


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Formatting the Shape

Format your shape for colour, line thickness and fill by clicking the right-hand mouse button on the

shape and following the prompts.

Choose “No Fill” to make a shape outline without fill so that words or objects can be seen behind it.


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Under “Line Colour” choose the best contrasting colour from the colour pane.

Under “Line Style” choose the best line thickness that suits your slide.


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b) Using MS Office Snipping Tool

Click on All Programs on your computer desktop.

Go to Accessories and then right-hand mouse button click on Snipping Tool and select “Pin to

Taskbar”.


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Your Snipping Tool now appears permanently on your Taskbar, along with any other programs that

have been pinned there.

The Snipping Tool works much the same as the One Note clipping tool. At any point when you have

something on your screen that you want to capture as a JPEG picture, click on Snipping Tool on your

Taskbar. The screen will turn milky as before. You draw a rectangle around your object as before. A

different dialogue box will appear:


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You have a variety of options of pen/highlighter/eraser and line colour. You can then draw on the

object with your cursor. When you have finished, click on “save as”, choose the destination and file

name of your new Snip.

To insert this Snip, go to Insert/ Picture and select this Snip.

You are now equipped to insert Clippings and Snips into a PowerPoint or Word file, and insert

explanatory shapes onto these pictures to illustrate their point in a 21X20 PowerPoint speech.

The next phase will be to learn how to edit snips within PowerPoint.


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Edit Snips and Shapes with Drawing Tools & Picture Tools

Snips and Clippings are inserted in the form of a JPEG picture. As such, they can be edited in the

same way as any picture inserted into PowerPoint or Word.

To access Format tools in PowerPoint, click on any picture on a PowerPoint slide. The Picture Tools /

Format button will appear on the top ribbon.


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Clicking on this button opens the Drawing Tools / Picture Tools ribbon:

Editing: Group and Crop

Options available for editing both Pictures and Objects (such as Shapes) are many. In this module we

are looking at just two that are especially useful for inserted pictures and shapes:

1. Group

2. Crop


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Group

When a shape is inserted over a picture it can be dragged into place with the cursor. However, once

in place, it should be lock into place by “Grouping” these objects together. After they are grouped

they will move together when dragged around the slide. They will also stay together when cut or

copied.

To begin the Grouping process, first hold down the Shift key while clicking on each object (Pictures

and Shapes) to be grouped.

The above clipping shows that both the picture and the shape have been selected, as indicated by

the grab handles becoming visible.


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Click on either of Drawing Tools or Picture Tools tabs as shown to bring the group button into view.

Click on Group. Your objects are now grouped and will act as one object when moved or copied or

cut.

Alternatively, after linking your objects to be grouped, right-hand mouse click and choose Group in

the drop-down menu:


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Crop

Clicking on any Picture brings up the Picture Tools ribbon. On that ribbon there is a Crop button.

Clicking on the Crop button enters Crop mode, where crop handles appear around the picture:

Click and hold any grab handle and drag it inwards to crop the picture. Any number of grab handles

can be used to crop the picture before you are finished cropping.


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Click on Crop on the ribbon to complete the cropping process.


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Phase 3: Sequencing (1 hour)

An essential component of planning and executing a public presentation is that of SEQUENCING –

the placing of events and processes in a logical order that lead the listener to a better understanding

of the concept being taught and learned.

Activity 7: Sequencing directions to catch a fish

(15 minutes)

Re-order these directions so that they are in a logical order. Discuss your decisions.

1. Cut up the bait.

2. Ask advice from a fisherman to find out what bait to use.

3. Cast your line into the water.

4. Buy some bait.

5. Wait for a fish to bite the bait.

6. Work out when you are free to go fishing.

7. Pull the line in.

8. Clean the fish.

9. Buy some fishing gear.

10. Find out how to get to the best fishing places.

11. Put some bait on the hook.

12. Ask advice from a fisherman to find out what sort of fish are best to catch.

13. Wash your fishing gear in fresh water.

14. Be careful not to fall into the water.

15. Ask advice from a fisherman to find out where the best places to fish are.

16. Give up and buy some nice fish from the market.

17. Take the fish off the hook.

18. Ask advice from a fisherman to find out which fishing gear you should use.

19. Find out what local fishing laws say.

20. Find someone to take you fishing.


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Activity 7

(10 minutes)


Instruct Participants to re-sequence these 20 statements in chronological order.

Participants should sequence them so that they look like this:

1. Ask advice from a fisherman to find out what sort of fish are best to catch.

2. Ask advice from a fisherman to find out where the best places to fish are.

3. Ask advice from a fisherman to find out what bait to use.

4. Ask advice from a fisherman to find out which fishing gear you should use.

5. Buy some bait.

6. Buy some fishing gear.

7. Find out how to get to the best fishing places.

8. Work out when you are free to go fishing.

9. Find out what local fishing laws say.

10. Find someone to take you fishing.

11. Cut up the bait.

12. Put some bait on the hook.

13. Cast your line into the water.

14. Wait for a fish to bite the bait.

15. Pull the line in.

16. Take the fish off the hook.

17. Clean the fish.

18. Wash your fishing gear in fresh water.

19. Be careful not to fall into the water.

20. Give up and buy some nice fish from the market.


Variation is good. Engage participants in discussions about how and why different people

sequenced in different ways. Emphasise that in some cases, sequencing is obvious, but often

there are choices to be made that have equal merit.


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Activity 8: Writing 20 logical steps

(30 minutes)

Take 15 minutes to write 20 logical steps in an explanation of “How to Get to Another City” in such a

way that anyone who has never done that would be able to achieve this task.

Think about things such as preparation, arrangements, communication, warnings, payment, things

to take, asking advice, time management, risk management, and coordinating modes of transport.

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

15.

16.

17.

18.

19.

20.


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There are no correct or incorrect answers here. You are looking for logic and reasoning by the participant with regard to their listing of points. They DO NOT have to be in chronological order, but they do have to have a logical reason for their placement.

During the shared group activity below, circulate among the groups during discussion. If a group is inactive, try asking for reasons for their placement of points.

Share your list from the previous page with your group of 4-5

participants, and listen to theirs.

Comment on their choices. Look for unnecessary repetitions, missing

instructions, unexplained terms, incomplete directions and out-of-

sequence steps. Take note of comments from others in your group,

examining your own list in the light of your discussion.

Re-sequence and/or change steps according to your new examination of

your efforts.

Note that we do not always have all of our ideas in strictly logical order,

and that we often need to re-sequence our thoughts when presenting

them to others to make learning easier.

Briefly share new insights with the whole workshop group when the

Trainer gives you opportunity.


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Activity 9: Grouping categories of thoughts

(15 minutes)

Go through your 20 points from Activity 8 and group them according to categories. Write the name

of each category at the top of the page. Write the correct name next to each of your 20 points.

For example:

Preparation 1. Get a map

Preparation 2. Fill the petrol tank

Time management 3. Leave in good time to arrive on time

………..

Risk management 6. Do not speed

Risk management 7. Stay awake

…………

Now re-write your list on the next page in your new categories of thought. They may be now in a

different order.

Share with your group how this grouping of points may have changed to way that you would present

your points to others in a presentation.


Again, circulate around the group during this segment and prompt with questions as necessary.


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Phase 4: 21X20 PowerPoint Construction (6 hours)

Activity 10


At this point, present the example 21X20 PowerPoint Stage 2 supplied on the workshop CD. The script appears below. Read the script at a measured rate as the slideshow automatically changes slides every 20 seconds. Explain that this is an example of what such a presentation should look like.


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Example 21X20 PowerPoint Script


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This time is set aside purely for you to work on your 21X20 PowerPoint.

It is recommended that you begin with the program of your choice (the one you chose earlier as part

of your topic). Open it and go to the feature that you chose to highlight in your presentation.

Each time you reach a critical point of the process, pause to take a screen clipping, then paste that

clipping onto a PowerPoint slide. You may choose to Insert shapes at this point, or later.

You are limited to 1 title slide and 20 other slides. Decide which 20 points you want to talk about to

go on the 20 slides.

When you have all 21 slides ready, type your script into the bottom section of the slide as you did in

21X20 PowerPoint Stage 1.

Practice saying your script until you can speak to each slide for exactly 20 seconds.

The Trainer is available to help you through this process during this time.


Ideally, participants will stay in the same room and work on their project. This encourages sharing and learning from each other.

This is not time for an extended break.

Encourage those who appear to have finished early to circulate and offer help for those who are struggling to achieve their aims. Check that these participants have not only completed their 21X20 PowerPoint slides, but have inserted Notes, and can recite these notes while looking only at the slides, and that each entry of Notes lasts exactly 20 seconds.


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Phase 5: Presentation (1 hour per 5 Participants)

When you are notified that your turn is next, have your computer turned on, and your 21X20

PowerPoint slideshow activated so that you can begin as soon as you have connected your computer

to the projector.

Once the slide show has begun you must continue speaking all the way to the end of your 420

seconds. Speak to the sub-topic of each slide for exactly 20 seconds.

When you follow all of the steps and processes in this workshop you will be able to present a really

professional, well thought- out and well laid-out talk.

Your audience will love it because it is quick, to-the-point and lively.


Emphasise that there is no “Time Out” during a 21X20 PowerPoint; the slides will advance automatically every 20 seconds, and the computer is not to be touched or looked at until the end of the 420 seconds.


Encourage brief POSITIVE feedback between speakers. There will be a ~3 minute gap between speakers as the next speaker comes to the microphone and sets up their computer with the projector.


Encourage normal excellent practices of public speaking that involve voice projection, body language, eye contact and positioning in relation to the screen and the audience. These are not aims of this workshop, but it should be pointed out that they are still necessary for an effective presentation.


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Alert Participants to the existence of 21X20 PowerPoint Stage 3.

21X20 PowerPoint Stage 3

Continue the fun and learning at the next exciting workshop:

– 21X20 PowerPoint Stage 3 –

Improve your research skills

Practice laying out your research findings in logical sequence and

groupings

Use graphic design to lend weight to your teaching points

Present your research in the 21X20 format

Learn advanced PowerPoint features to capture attention


Use the feedback form on the next page to gather participants’ thoughts on benefits of this workshop.


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21X20 PowerPoint Stage 2 Feedback

Name:

Email:

Telephone:

Institute/School:

Date:

Concerning this 21X20 PowerPoint Workshop: Describe the main skill that you learnt.

What did you enjoy most?

Would you recommend this workshop to others?

What else would you like to learn about PowerPoint or public speaking?

Other comments.

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