APA Business Presentations PDF

APA Business Presentations BU 3073, Class 4 Agenda Organizing Presentations Design Format APA 2 ORGANIZING PRESENTATIONS Part 1: TEXTBOOK CHAPTER 5 THE ART OF PUBLIC SPEAKING In the classical tradition, the art of public speaking is called rhetoric; the circumstances in which you give your speech or...

APA Business Presentations BU 3073, Class 4 Agenda Organizing Presentations Design Format APA 2 ORGANIZING PRESENTATIONS Part 1: TEXTBOOK CHAPTER 5 THE ART OF PUBLIC SPEAKING In the classical tradition, the art of public speaking is called rhetoric; the circumstances in which you give your speech or presentation are the rhetorical situation. Just as a group makes a leader, an audience makes a speaker. By looking to your audience, you shift your attention from an internal focus (you) to an external (them/others) emphasis. Several of the first questions any audience member asks himself or herself are, “Why should I listen to you?” “What does what you are saying have to do with me?” and “How does this help me?” Generating interest in your speech is the first step as you guide perception through selection, organization, and interpretation. 4 THE RHETORICAL SITUATION 1 2 3 Context Your presentation is given in a space that has connection to the rest of the world. The space you’re presenting in, the time of day, and even the events going on in the world around you and your audience will affect the decisions you make in preparing for your presentation. Audience The receiver (i.e., listener or audience) is one of the basic components of communication. Your audience comes to you with expectations, prior knowledge, and experience. They have a wide range of characteristics like social class, gender, age, race and ethnicity, cultural background, and language that make them unique and diverse. What kind of audience will you be speaking to? What do you know about their expectations, prior knowledge or backgrounds, and how they plan to use your information? Purpose A presentation may be designed to inform, demonstrate, persuade, motivate, or even entertain. The purpose of your speech is central to its formation. You should be able to state your purpose in one sentence or less, much like an effective thesis statement in an essay. 6 COGNATE STRATEGIES PURPOSE AND CENTRAL IDEA STATEMENTS 1 Putting It Together Keeping these three inputs in mind, you can begin to write a specific purpose statement, which will be the foundation for everything you say in the speech and a guide for what you do not say. 2 Formulating a Central Idea Statement While you will not actually say your specific purpose statement during your speech, you will need to clearly state what your focus and main points are going to be. Chronological Pattern RESEARCH AND ORGANIZATIO NAL MODELS Spatial Pattern Topical Pattern/ Parts-of-the-Whole Pattern Refers to time order and is used to promote understanding of a process, or to promote action and instruction. Organizes information based on a place or space that the audience can imagine easily. Used most often in informational and persuasive presentations, dividing main points into categories or parts of the whole. Attention/Hook Statement An engaging or interesting statement that will cause your audience to sit up and take notice. OUTLINING YOUR PRESENTATION Introduction Setting out your general idea statement and giving the audience an idea of what to expect. Body This section contains your research, main points and other relevant information. It will follow your organizational pattern. USING EXAMPLES & SCENARIOS Example Scenario The main difference between examples and scenarios is that while both help “show” the audience what you mean, an example is the “thing” itself. Scenarios also tend to be longer and more nuanced, including more detail about the sequence or development of events. TRANSITIONS Internal summaries Internal previews Signposts A type of connective that A type of connective A type of connective emphasizes what is coming up next in the transition that emphasizes physical movement speech and what to expect through the speech with regard to the content. content and lets the audience know exactly transition that emphasizes what has come before and remind the audience of what has been covered. where they are. 13 DESIGN Part 2 HOW TO CREATE BETTER SLIDE DECKS Death by PowerPoint (DBP) is a phrase used so often these days it’s almost cliche. Before we continue, a question: What does DBP mean? Have you ever experienced it? Have you ever committed it? Because you want to avoid punishing your audience for no good reason, a basic understanding of design and layout fundamentals is useful. Start Here: Design Lessons from the Oscars Basic Design Principles: CRAP Exercises: Learning From Others Slide Design Challenges: Use this slide and this slide as models. Imitate them but create your own new slide. Psst. Want to See Some Bad Slides? 15 SLIDE DESIGN ADVICE 1. Start blank. Avoid slide templates, especially in PowerPoint, but do try out the “Design Ideas” sidebar that pops out when you paste in an image. 2. Use high quality images. Do not use images that are blurry, watermarked, or of otherwise poor quality. 1. Finding images: add “png” to your image search for better quality pictures 2. Choose images without backgrounds that don’t take up the entire slide. “png” images typically come without the background and have tell-tale checkered background in an image search. 3. Use the Creative Commons search engine to avoid stealing images. 3. Don’t fill your slide with writing. If you see sentences on a slide, you’ll naturally want to read them. If you want your audience to read something, give them a summary of your presentation afterwards. 16 SLIDE DESIGN ADVICE 4. Use CRAP design principles to organize information on slides. Contrast, Repetition, Alignment, and Proximity. 5. Apply the rule of thirds. Borrowed from photography, this is a most excellent and effective practice. Apply it to your slides. 6. One idea per slide. Avoid overloading a single slide with loads of information. Better slides mean better presentations. It takes time to develop your design skills, so turn off those templates, find some great images, use CRAP, and get started! 17 POWERPOINT LAYOUT Layout continuity from frame to frame conveys a sense of completeness Headings, subheadings, and logos should show up in the same spot on each frame Margins, fonts, font size, and colours should be consistent with graphics located in the same general position on each frame Lines, boxes, borders, and open space also should be consistent throughout FONTS Font Style Should be Readable – Recommended fonts: Arial, Tahoma, Veranda, Times New Roman Standardize the Font Throughout – This presentation is in Century Schoolbook. Do! FONT SIZE  The larger, the better. Remember, your slides must be readable, even at the back of the room. This is a good title size Verdana 40 point A good subtitle or bullet point size Content text should be no smaller than Verdana 32 Verdana 24 point point This font size is not recommended for content. Verdana 12 point. FONT SIZE Combining small font sizes with bold or italics is not recommended:  What does this say? Garamond Font, Italic, Bold 12pt. This point could be lost. Century Gothic Font, Bold, Italic, 14pt. Don’t! No one will be able to read this. Gill Sans Font, Condensed Bold, 12pt Small fonts are okay for a footer, such as: TIPS Presentation: 11/05/22 Amanda Paananen, MAIS FONTS Don’t Sacrifice Readability for Style DON’T SACRIFICE READABILITY FOR STYLE Don’t Sacrifice Readability for Style Don’t Sacrifice Readability for Style Don’t! CAPS & ITALICS DO NOT USE ALL CAPITAL LETTERS Makes text hard to read Conceals acronyms Denies their use for EMPHASIS Italics Used for “quotes” Used to highlight thoughts or ideas Used for book, journal, or magazine titles USE A TEMPLATE Use a set font and colour scheme. Different styles are disconcerting to the audience. You want the audience to focus on what you present, not the way you present. Use the Same Background on Each Slide Do!! use multiple backgrounds in your presentation  Don’t  Changing the style is distracting Don’t! COLOURS Reds and oranges are high-energy but can be difficult to stay focused on. Greens, blues, and browns are mellower, but not as attention grabbing. Reds and Greens can be difficult to see for those who are colour blind. AVOID THESE COMBINATIONS Examples: –Green on Blue –Dark Yellow on Green –Purple on Blue –Orange on Green –Red on Green Don’t! COLOURS White on dark background should not be used if audience is more than 20 ft away. This set of slides is a good example. You can read the slides up close. The further away you get, the harder it is to read. This is a good colour combination if viewed on a computer. A dark background on a computer screen reduces glare. COLOURS Large Hall Events –Avoid White Backgrounds –The white screen can be blinding in a dark room –Dark Slides with Light coloured Text Work Best Don’t! THE COLOUR WHEEL Colours separated by another colour are contrasting colours (complementary) Adjacent colours harmonize with one another (Green and Yellow) colours directly opposite one another are said to CLASH Clashing colours provide readability – Orange on Blue BACKGROUND COLOURS REMEMBER: READABILITY! READABILITY! READABILITY! This is a good mix of colours. Readable! This is a good mix of colours. Readable! This is a bad mix of colours. Low contrast. Unreadable! This is a bad mix of colours. Avoid bright colours on white. Unreadable! Graphs and Charts Make sure the audience can read them! GRAPHICS AND CHARTS Avoid using graphics that are difficult to read. In this example, the bright colours on a white background and the small font make the graph hard to read. It would be very difficult to see, especially in the back of a room. Don’t ! THIS GRAPH CONTAINS TOO MUCH INFORMATION IN AN UNREADABLE FORMAT. Don’t! GOOD GRAPH These are examples of good graphs, with nice line widths and good colours. Do! CHARTS AND GRAPHS 80 70 60 50 40 30 20 10 North America Europe 0 Austrailia Don’t M ode A Mode B Mode C CHARTS AND GRAPHS 80 70 60 50 40 30 Mode A Mode B Mode C 20 10 Europe North America Australia 0 Do! ILLUSTRATIONS Use only when needed, otherwise they become distracters instead of communicators They should relate to the message and help make a point Ask yourself if it makes the message clearer Simple diagrams are great communicators Do! LIMIT EACH SLIDE TO ONE IDEA Use Bullet Points to Cover Components of Each Idea BULLETS Keep each bullet to 1 line, 2 at the most Limit the number of bullets in a screen to 6, 4 if there is a large title, logo, picture, etc. – This is known as “cueing” – You want to “cue” the audience on what you’re going to say Cues are a a brief “preview” Gives the audience a “framework” to build upon BULLETS (con.) If you crowd too much text, the audience won’t read it Too much text looks busy and is hard to read Why read it, when you’re going to tell them what it says? Our reading speed does not match our listening speed; hence, they confuse instead of reinforce POINTS TO REMEMBER Limit Bullet Points To a few words Limit each slide to 1 idea Limit each bullet point to only a few words to avoid long sentences that go on and on! Limit animation – Too much animation can be distracting. Be consistent with animation and have all text and photos appear on the screen the same way each time. There are many animation modes to choose from, but it is best to use just one throughout. POINTS TO REMEMBER Keep bullet points brief Use the same background for each slide Use dark slides with light coloured text in large hall events Do! AVOID THE “ALL WORD” SLIDE Another thing to avoid is the use of a large block paragraph to introduce your information. Attendees do not like to have what is on the screen, read to them verbatim. So, please use short, bulleted statements and avoid typing out your whole presentation on to the slides. Also, it is difficult for some to listen and read a large amount of text at the same time. LIMIT ANIMATION! Use the same animation throughout the entire presentation Using more than one can be very distracting – The audience will only see the animation and not the message you’re trying to get across LIMIT ANIMATION! Use the same animation throughout the entire presentation Using more than one can be very distracting – The audience will only see the animation and not the message you’re trying to get across YOU Do not use the media to hide you The audience came to SEE you The media should ENHANCE the presentation, not BE the presentation If you’re only going to read from the slides, then just send them the slides! Remember, only you can prevent “Death by PowerPoint” APA FORMAT Part 3 FORMATTING A POWERPOINT IN APA STYLE APA style for PowerPoints is similar to APA style for essays with a few exceptions. This resource will address common questions regarding citations within slides, citations for photos, the title slide, and the reference slide. For a resource on APA writing basics please click HERE. 50 Title Slide This slide should contain the PowerPoint title, author(s), and university or organization name in a place that is easy to see. 51 APA PRESENTATION: MAIN POINTS Include the same information on your title slide that you would have on a title page. Include in-text citations for any quote, paraphrase, image, graph, table, data, audio or video file that you use within your presentation. Please note that photographs are considered figures in APA style. The last slide will be your References List. 52 TITLES ON CONTENT SLIDES The subsequent slides should have titles at the top of each of them. Formatting for these titles include the main words capitalized and spelled in full including “continued”. A continued slide is used when one topic has more than eight bullet points of information. The excess information can be continued on to another slide. 53 EXAMPLE: 54 CONTENT The content sections of your main slides should contain a blend of information and images. The information portions should not be too lengthy or fill up an entire slide. Make sure that the content makes sense, flows well, and is readable. As previously mentioned, each slide should contain no more than eight bullet points of information. 55 56 CITATIONS FOR CONTENT Similar to an APA style essay, citations are needed for direct quotations and paraphrasing. Citations are needed for pictures found on the Internet that are not clip art or stock photos. 57 CITATIONS FOR CONTENT Continued… 58 REFERENCE PAGE Formatting for a PowerPoint reference page is the same as the formatting for an APA formatted essay. If you need assistance with formatting a reference page in APA, please visit the Lewis OWL resource HERE and view the last page in the document. 59