Lesson 1: Uses and Features of Desktop Presentation Software

Learning Objectives

On completion of this lesson you will be able to:

outline the features associated with a desktop presentation computer application

understand the ethical issues associated with use of desktop presentation software for a presentation

outline the steps to produce a presentation

What is Presentation Software? Imagine the following scenarios:

You want to convince your sports club to start a new tournament.

You have been asked to show the managing directors of a company how you intend to market a new product.

You have been asked to give a talk discussing the pros and cons of eating a low-fat diet.

You have to report to shareholders on last year’s sales figures.

In each of these situations you have to get up in front of a group of people and present a few facts or ideas. You want to make a really good impression and inform or convince them about something. If you just stand up and talk for half an hour, some of the people will forget what you say, others may even fall asleep. The fact is, speeches and presentations can be boring. But they don’t have to be.

Using presentation software, you can create a good looking set of overhead transparencies to go with your talk. They would be colourful, creative, easy to read, thought provoking, and informative. They could include a mixture of text, pictures, photos, graphs, even music.

OHTs (overhead transparencies) can be created as a series of slides on the presentation software. You would print them out onto transparency film. As you talk you display the OHTs on the screen to emphasise what you want to say.

Presentation software can also generate notes for you to use while you are talking, and handouts to give to the audience. This would make it easier for them to follow your talk and more likely to pay attention.

Alternatively you could use a computer projector and display the slides directly onto the screen from the computer. You can animate the slides with special effects. For example, you could make all of the text slide onto the screen from the top of the slide or slowly appear on the screen line by line. This makes it a bit more interesting than an

OHT. You could even use sounds to add more effect for your presentation.

You would use the slides to highlight the main points you want to make. This sort of presentation adds visual impact to your presentation and keeps people interested in what you are saying.

By keeping to the main points, you reinforce what you are saying without distracting the audience with too much reading. If the audience is reading, they aren’t listening to you. Presentation software is meant to improve a presentation, not distract from the presentation.

What are the Features? The main feature of presentation software is the ability to create a series of slides. You can have as many slides as you like in a presentation, but they are all stored as one file. Other features include:

A variety of standard slide layouts. For example, the slide could have a text box for a heading, another text box for your bullet points, and a box for a picture or graph

Animating the way the text is displayed on the screen allows bits of text to appear at different times.

Set and change the order in which the slides are presented.

Set and change the timing in which the slides are presented. For example, you could make the slides change on the click of a mouse button or the spacebar, or you could get the next point to automatically appear after so many seconds.

Set and change background colour and style, font type, colour and size, numbered lists or bullets,

Creating speaker notes and/or audience handout notes based on the slides. Speaker notes remind the presenter of important information to cover on each slide; handouts allow the audience to follow along or have a written reference to take home

Preset designs that use specific backgrounds that are colourful and interesting, font size, type and colour. These designs are appealing and would take a long time for most people to create. They add the visual impact to help your presentation look professional.

Microsoft PowerPoint also includes wizards that automatically create a presentation for you based on a series of questions that you answer. It can even fill in some content for you for specific topics like making a sales presentation, planning a project, motivating a team, running a meeting, or posting a presentation to the web.

These features combine to make your presentation interesting, informative and memorable.

Presentations in your Life Think about presentations you have given in the past or are likely to give in the future. List examples of when it would be helpful to use presentation software to add value to your presentation. Consider examples from your work, study and/or personal life.

Outline Features Choose five features of presentation software and briefly describe them.

Ethical Issues Whenever you are working with information, especially about people and/or businesses, there are always ethical issues you must consider. Using computer technology adds more ethical considerations because of how easy it is to reproduce and share information using computers.

Copyright The main ethical issue relating to presentation software is copyright. Copyright is a way of protecting original works such as written, dramatic, musical or artistic material. It means that only the person who created the work “owns” it and has the right to use or sell it, or let other people use it.

This also makes it possible for the author to get paid for their work. For example, imagine what would happen if you produced a music CD and everyone copied it instead of buying it.

You wouldn’t get rewarded for your work. Protecting the author encourages them to keep creating material for everyone’s benefit.

Educational Copying Educational institutions like schools and universities are able to copy a small amount of a work, provided that the amount is fair. Fair means:

You can copy one chapter or up to 10% of a book, or one article from a magazine.

You can make multiple copies of up to 3% or 3 pages of a work (whichever is greater) as long as this does not mean 50% of the work. This means that no more than half of a poem or short story may be copied!

No copying is allowed from the same work within 14 days.

However, if a work deals with facts or information, such as the population of Auckland, the author only owns his or her presentation of the facts, not the facts themselves. As you can see, it gets complicated.

The main point is, when you are creating your presentation, bear in mind who owns the material you are presenting.

It is always important to acknowledge an author if you quote their work.

What about in Presentations When making a presentation you are not likely to copy whole pages of information. A presentation usually only mentions the main points. But you might do some of the following:

Use a photo, graphic or clip-art from someone’s web-page.

Quote someone who said something relevant to your presentation.

Use statistics that someone else has prepared or researched.

Quote a phrase from a book or article.

In most cases you can do each of these things without asking specific permission from the person who owns the work. The main thing is that you acknowledge the author or owner of the work. You can do this by putting a footnote at the bottom of your slide saying something like “Source © Simply Stereos 1998.” This lets everyone else know who the original source was.

The Copyright notice in nzoom’s web page permits you to use pages or articles for personal use as

long as you do not distribute it to the public.

Copyright

1. This website is protected by copyright. You may print out individual

articles or pages for your private use but no form of distribution or

making available to the public (whether in print or electronic form)

of any of this website's content is permitted.

2. Copyright in some of the content included in nzoom's website is

held by its suppliers. These include Television New Zealand Limited

and various worldwide contributors to its news services. The

weather information is protected by copyright owned by

Meteorological Service of New Zealand Limited (MetService). You

may download and print a single copy of a forecast for your

personal non-commercial use, but you may not otherwise copy,

modify, display, or distribute this forecast in any form without MetService's prior consent.

Privacy The Privacy Act states that information may only be used for the purpose it was obtained and that information should not be used without the permission of the person or people to whom it relates. This includes the use of photographs, personal information and general information such as addresses or telephone numbers.

If a presentation relates to research material, it is important that the subjects of the research are not identified, unless specific permission has been given in writing.

Fair Trading The Fair Trading Act mainly covers misleading statements made in advertisements. If your presentation advertises a product or service, this Act of Parliament could apply to you.

The Fair Trading Act prohibits people in trade from engaging in misleading or deceptive conduct and prohibits certain types of false or misleading representations about:

employment

goods or services, including false claims that goods or services are of a particular

o price, standard, quality, origin or history

o or that they have particular uses or benefits

o or that they have any particular endorsement or approval

So if you say your new product will cost $6.99 – that must be true. Likewise if you claim that the product is 100% wool, made in New Zealand, as worn by the All Blacks - all three of these statements must be true.

Integrity The information given in your presentation should be accurate. Where other peoples work is referenced, make sure it is used in the correct context and not twisted to suit your purpose. In the same way, any advertising should be honest, unambiguous and able to be substantiated.

Ethical Issues Outlined Briefly outline the issues related to ethical issues and making presentations for work, study or personal use.

Most People Hate Planning It’s true – most people don’t like to spend too much time planning. We like to turn on PowerPoint and start making the presentation. But experience shows that good planning results in excellent presentations.

There are six steps that typically take place when producing a presentation:

1. Research the topic

2. Determine the content

3. Design the appearance and special features

4. Create the presentation using a software application

5. Rehearse/practice the presentation

6. Deliver the presentation

Of these steps, giving the presentation itself is least time-consuming! Most of the work is done well before you start speaking to your audience.

Good planning makes it more likely that you will:

Think of the little things that make a big difference.

Present the right information.

Present it in the correct order.

Include information that you wouldn’t think of if in a hurry.

Pick up the little mistakes that you might otherwise miss.

Save a lot of stress.

Depending on the nature of the presentation, there could be a number of steps involved in researching, organising information, creating slides and delivering the presentation.

It is necessary to plan both the content and the appearance of every presentation. There is no point having really good content ruined by bad presentation. Likewise a pretty presentation will never make up for a lack of substance.

Whenever an MS PowerPoint presentation takes place, it is vital that the correct information is researched and presented.

For example, Michael Flintoff is the Director of Animated Films employed by Alpha Films Ltd.

As part of his company’s annual review to investors and media personnel, he is required to give a presentation on the year’s highlights and financial performance of the Animation Division of the company.

As part of the planning process, Michael knows he needs to talk to several of his Divisional Managers as well as source financial data and some good clips, etc – on the following page is his step-by-step plan.

The table below describes how Michael goes about producing his presentation.

Step 1 – Research the topic

Hold a meeting with Divisional Managers to organise interview times; Interview Producers of Animated Features, TV Cartoons, Animated Advertisements, and Manager of Special Effects.

Step 2 – Determine content

Review the notes from meetings; Read through the data provided by the managers; Decide what information is relevant for the audience; Decide what financial facts and figures to present

Step 3 – Design the appearance and special features

Sketch a template for the presentation slides, including the Alpha Films logo; Include some of the Animation Division’s latest graphics; Decide to keep text in large fonts as the presentation will be given a large audience who may have trouble reading the slides from a distance

Step 4 – Create the presentation

Actually create the slides in PowerPoint

Step 5 – Rehearse the presentation

Run through the presentation with his wife the night before; run through again the day of the presentation to make sure he remembers everything, the equipment is set up and working properly and he knows how to use it

Step 6 – Deliver the presentation

The moment has arrived… with all of the proper planning, the presentation goes smoothly

Now it’s your turn to plan a presentation Imagine you are to present the annual results of an advertising agency called Bogglesworth-Blampied Advertising Ltd. You are the Managing Director and you will be making a presentation to shareholders on highlights of the year, financial results, new developments and future direction. The presentation

needs to have not only a professional appearance but also show off the agency’s creative flair. You will need to speak to two Advertising Account Managers (James Ogilvy and Martha Mather). You will also need to speak to the Art Director, Film Production Manager and Technical Manager. In the space provided, complete the steps involved in creating the content of your presentation. Describe step-by-step how you would produce the presentation.

Step 1

Step 2

Step 3

Step 4

Step 5

Step 6

Lesson 2: Designing a Presentation

Learning Objectives

On completion of this lesson you will be able to:

design a presentation that identifies the topic, purpose and target audience of a presentation

design a presentation that uses effective communication

plan content consistent with the purpose and target audience

identify the equipment and software needed to create and deliver a presentation

Presentation Design

What’s it about and who’s it for? When you begin to plan your presentation, you should clearly identify the topic of the presentation, its purpose and the target audience so that the correct information can be gathered and delivered.

In the case of Michael Flintoff of Alpha Films Ltd, the topic is his annual review of the Animation Division. The purpose of the presentation is to…

1. Highlight the year’s achievements.

2. Point to the way ahead to attract investors to invest more.

3. Persuade media personnel to broadcast the good news.

4. …so more people will want to invest in this successful company.

The target audience is investors and media personnel.

In the spaces provided state what you think the topic, purpose and target audience will be for Bogglesworth-Blampied Advertising Ltd.

Topic

Purpose

Audience

Once the topic, purpose and audience have been clearly identified, it is usually straightforward to select content for the presentation. There are several ways to organise content, many of which you already use without even knowing it.

Logical ways to order content include:

Main points and sub-points – this is the typical approach used when writing an essay, giving a talk or explaining your reasons for doing something. The key points are clearly stated, with evidence or examples to support them.

Large to small – Start with the “big picture” and work through to the small details. This is a useful technique for technical presentations. Give an overview of a process, and then break it down to its smaller details.

Small to big – Sometimes the opposite approach is also useful for bringing together related information. For example, a presentation about the future of a company might begin by presenting the news from each department and then look at the future development for the company as a whole.

What will it look like? Planning appearance

Your design should show the layout of your slides. This is called a conceptual design. The conceptual design should give a clear indication of what the slides will look like in the final presentation. The conceptual design may be drawn by hand or you can use PowerPoint to help you try out different styles.

The key to professional looking presentations is consistency. At a quick glance, you should be able to tell that the slides in your presentation are related to each other because they use similar fonts, colours, backgrounds, transitions and other special features.

That doesn’t mean to say that your presentation has to be boring, or that you can’t have a couple of slides that are different for a specific purpose. However, if you use too many colours or an eclectic mix of fonts and backgrounds, the visual appearance of the presentation will draw the audience’s attention away from the substance of the presentation – the content.

The visual appearance of the presentation is meant to enhance the content, not detract from it. Always consider the purpose and target audience of your presentation when considering visual design. The appearance of a promotional presentation aimed at teenagers will be very different from a health & safety presentation aimed at professionals.

Some things to consider when designing the visual appearance of the whole presentation:

Back ground colour/graphics

Size of fonts

Colours of fonts

Type of fonts

Transitions between slides

You should also consider any audiovisual features that are specific to the content of individual slides. For example:

Charts

Photos or other graphics

Any videos or sounds used on the slide

The position of any action buttons

When you first draw your conceptual designs, it is good practise to try out a few different designs and then choose the design which best suits the purpose of the presentation and is most appropriate for the target audience.

If you are making the presentation for someone else, you would show these designs to that person and together you would choose the best solution. This is called stakeholder consultation – the person you are making the presentation for is a stakeholder because they will be affected by the presentation you make.

Other stakeholders would be the target audience. Often a new product is shown to a few people from the target audience who then discuss in a group what they like and dislike about the product. People from the target audience consulted in this way are called focus

groups.

Imagine that the principal of a local school asked you to make a presentation to show to the parents of pupils starting the following term.

Who is the main stakeholder?

Who would you invite to be in a focus group?

Who else would be stakeholders?

Effective Communication It is a requirement that your presentation communicates effectively. The information presented must be in the correct order. The presentation must be attractive, readable and appropriate for the target audience.

Attractive You must use colour in an appropriate way or your presentation will look a mess. Use the colour chart to help you.

Readability There are many factors which affect readability. These factors are about how easy it is to recognise the letters and words in your presentation and how easy it is to read.

Things that make text hard to read are:

Lettering too small. Text written in all capitals.

Black text on a dark background. Long sentences or phrases.

White text on a light background. Text on top of a graphic.

Inappropriate colour of text

(especially when on top of a graphic or a coloured background).

Presentation Order Your presentation should tell a story. Like a story, there should be a beginning, a middle and an end. Think of the slides as the chapters of a book – if the chapters are in the wrong order the story won’t make sense and the reader will lose interest. The same applies to your presentation.

Accuracy Your presentation must be accurate – as well as complying with the Privacy Act, Copyright Act and Fair Trading act the information in the presentation must be accurate. It must be correct in so much as:

Spelling

Grammar

Information being accurate i.e. figures, addresses & phone numbers, times & dates

Furthermore any pictures must be;

Sharp

Clear

Not pixellated (i.e. so you can see the individual dots in the bitmap)

Appropriateness for the target audience Remember that both the content and the appearance of the slide show will vary according to the target audience and the purpose of the presentation.

Factors Content Appearance

Age

Language ability

Setting/venue

Subject matter

Getting the Right Tools Part of business efficiency is having the right tools for the right job at the right time. It is necessary to have the appropriate software and hardware to create and then present your presentation.

Software to create the presentation Microsoft Office has been designed to provide a wide variety of applications. It seeks to provide any business environment, large or small, with the right mix of integrated software to achieve maximum efficiency for a variety of uses.

MS Word is primarily a text tool, used for creating letters, reports etc.

MS Excel is primarily a financial tool, used for creating spreadsheets and charts for sales forecasts, annual results, etc.

MS Access is primarily a database management tool used to organise and manipulate records about people or things.

MS Publisher is primarily a desk top publishing layout tool, used to produce brochures, flyers, newsletters etc.

MS PowerPoint is primarily a presentation tool, used to organise information in the form of slides to accompany a speech.

In order to justify the use of MS PowerPoint, it is necessary to make a statement to ensure it is the right tool for the right job. Cost may also be a factor in justifying the use of tools.

One of the great features of Microsoft Office, and the 2007 version in particular, is that you can use multiple applications to pull together your presentation. PowerPoint gives you an easy way to present and display information, but you may want to include charts, tables, reports or graphics you have created in other applications. Best of all, it is easy to do!

.

“MS PowerPoint” is the ideal piece of software because it has been specifically designed to present slides and speech notes. The slides can

be easily read by a large audience.

Hardware to create the presentation Microsoft PowerPoint is not the only tool required, because to create the presentation you will also need a PC or laptop with enough Hard Drive space (at least 1GB to install PowerPoint 2007), sufficient RAM (at least 256MB+) with a processor which works at a speed of at least 500 MHz.

To show the presentation to a room full of people, you will need a datashow projector or datashow attachment for an OHP. You will also need a screen on which to project your PowerPoint slides, and preferably a remote mouse.

Alternately, you could print your PowerPoint slides onto OHP transparencies or handouts. In either case, you will need a good quality printer.

Complete the statements below to justify the hardware tools selected for your presentation:

Naturally, it’s all very well to have the right tools, but they all need to be correctly assembled (configured) for the presentation to function successfully. It is important that software is correctly loaded on the correctly specified hardware. It’s also important the attachments such as the projector or OHP datashow are correctly connected.

Prior to the delivery of your presentation always check beforehand that the software, hardware, projector and screen are correctly placed and operational.

And don’t forget the projector and screen with remote mouse. We need these because

We need a PC with at least 256 MB RAM+, 1GB Hard Drive, and PowerPoint installed because

Software to create the presentation For the exercises in this guide, you will use Microsoft PowerPoint to create your presentation. You may choose to use the added features of other software applications to enhance your presentation. For example, you could include a chart created in a spreadsheet program, graphics from an image-processing application, a table from a database, or sound and video clips.

Slide Layout When you plan your presentation’s appearance it is important that you think about how you are going to create the appearance on the screen. You need to plan which tools you are going to use to create each part of the presentation.

Some of the most common tools will relate to the initial creation of the slides.

Use PowerPoint to explore some different slide layouts

1. Open a new blank presentation.

2. On the Home tab, click the Layout dropdown box from the Slides group.

3. Scroll up and down the Slide Layout window to view the different slide layouts.

4. To reset the layout to its default layout, click Reset.

5.

Insert a New Slide 6. On the Home tab, click the New Slide dropdown box from the Slides group.

7. Click on a layout for the new slide.

Themes, Colours Schemes and Backgrounds Professional looking slides have a consistent design between slides. All slides use a defined colour scheme and a set background, rather than a random choice of colours and themes. Colours for backgrounds and text should be complementary so that they add to the presentation rather than detract from it.

Are you thinking, “Hmmm… I’m not much of an artist! How do I pick suitable colours and background?” Do not despair – PowerPoint can do it for you! Even better, you simply have to move your mouse and the possibilities appear before your eyes!

1. Create two or three sample slides. Add some text so that you will be able to see colour and theme changes as you apply them.

2. Click the Design tab.

3. In the Themes group, hover your mouse over different themes (sample slides). PowerPoint will display a preview of your slides with different themes applied.

4. Click on a theme to apply it to your presentation.

5. To change the colours used in the theme, click on the Colours button in the Themes group.

6. Hover over different colour schemes. PowerPoint will display a preview of each colour scheme.

7. Click on a colour scheme to apply it to your presentation.

8. To change the fonts used in the theme, click on the Fonts button in the Themes group.

9. Hover over different font types. PowerPoint will display a preview of the font types.

10. Click on a font type to apply it to your presentation.

PowerPoint allows you to customise themes and save them for future use. You can also browse online for more themes if you would like a bigger selection.

Try it for Yourself: Conceptual Design Alpha Films Ltd

Going back to Michael Flintoff of Alpha Films Ltd. Using the conceptual design templates supplied below:

1. Sketch 3 different conceptual diagrams for the first slide.

2. Ask a classmate which one they think is best.

3. Using the advice of your classmate stakeholder complete a conceptual diagram for each different type of slide used in the slide show.

Tip: Take a look at the PowerPoint Home and Design tabs.

Slide Content for Alpha Films Ltd Example

The content of Michael Flintoff’s slides are as follows:

Note: This content will be used when creating the presentation in later exercises.

Slide 1: (Title Slide)

Alpha Films Ltd, Animated Films

Annual Review July 20XX-June 20XX

Slide 2 (Organisational Chart)

Departmental Organisation

Michael Flintoff (Director of Animated Films)

Buzz Lightspeed (Producer of Animated Features)

Fred Brimstone (Producer of TV Cartoons)

Elmer Fuddle (Producer of Animated Advertisements)

Charlie Dingle (Production Manager Special Effects)

Slide 3 (Media Clip/Bullets)

Highlights Animated Features

Most successful feature “The Return of Lew the Bogman”

Software to enable faster 3D animation

Emerging markets – Japan, Singapore

Two other features

Slide 4 (Media Clip/Bullets)

Highlights Animated TV Cartoons

Most successful Cartoon serial “Pokeyman”

Software to enable faster production

Growing demand for values based cartoons

Plans to extend TV Cartoon for another season

Slide 5 (Media Clip/Bullets)

Highlights Animated Advertisements

Most successful Advertisement “Zits and Bugs”

Move towards animation for sensitive issues

Advantages of animation

Slide 6 (Chart)

Net Earnings ($NZ) Animated Features by Distribution

NZ AUS USA UK

The Return of Lew the Bogman 300,000 500,000 1,250,000 2,000,000

Snowflake and the seven smurfs 220,000 300,000 700,000 900,000

Tommy Tattler 250,000 310,000 500,000 900,000

Slide 7 (Chart/Bullets)

Net Earnings ($NZ) Animated TV Cartoons by Distribution

NZ AUS USA UK

Pokeyman 300,000 310,000 700,000 980,000

Moonmonkeys 100,000 150,000 300,000

Bud & Poppy 250,000 310,000 500,000 920,000

Mitsy & Matches 150,000 170,000 300,000 500,000

“Pokeyman” most popular TV Cartoon

Moonmonkeys not purchased by UK

Growing demand for values-based Bud & Poppy

Slide 8 (Chart/Bullets)

Net Earnings ($NZ) Animated Advertisements by Client

Regional National Australia

Starrion Cars 70,000 120,000 140,000

Clearcell Laboratories 120,000 150,000 130,000

Mother Hubbard Cereals 120,000 120,000 200,000

Ministry of Health 300,000 500,000

Playland Toys 120,000 300,000 500,000

Most successful advertisement Starrion Cars (Bother! Campaign)

Clearcell Laboratories (Zit Cleanser Campaign)

Ministry of Health (STDs)

Slide 9 (Pie Chart)

Departmental Contribution of Net Earnings

Department Contribution

Animated Features 8,130,000

Animated TV Cartoons 5,940,000

Animated Advertisements 2,890,000

Slide 10 (2 Objects/Text)

New Developments

Advances in animation technology

Training programme

Merchandise

New Fun Park Theme

Slide 11 (Photo/Bullets)

New Appointment

Chas Disley – Director of Merchandising

Previously PR Consultant Disley Associates

17 years Merchandising background

Graduate of Auckland University

Slide 12 (Picture/Bullets)

Retirement of Barbera Hannah

First joined in 1961 as Mail Assistant

Became script writer 7 years later

Now leaves as Assistant Film Editor

Design Sketches and Notes:

Sketch

Try it for Yourself: Conceptual Design Bogglesworth-Blampied Advertising Ltd

Going back to Bogglesworth-Blampied Advertising Ltd. Use the conceptual design templates supplied.

1. From the information supplied below sketch 3 different conceptual diagrams for the first slide.

2. Ask a classmate which one they think is best.

3. Using the advice of your classmate stakeholder complete a conceptual diagram for each different type of slide used in the slide show.

Tip: Take a look at the PowerPoint Home and Design tabs.

Slide 1 (Title) Title Slide – Bogglesworth-Blampied Advertising Ltd Annual Results 1 July – 30 June 2000 Slide 2 (Title/Bullets) Overview of Presentation

Reorganisation of Company structure

Introduction of new Film Production Manager

Winner of advertising award for Elastic Fantastic Underwear

Revenues for major divisions

Increase in clients

Overall annual earnings

New developments

Balance sheet Slide 3 (Organisation Chart) Reorganisation of Company structure

Managing Director (your name)

Account Manager (Martha Mather), Account Manager (James Ogilvy)

Art Director (Stu Valdu), Film Production Manager (Sam Rollin), Technical Manager (Bob Bates)

Slide 4 (Clip/Bullets) Introduction of new Film Production Manager (Sam Rollin)

Background in Animation and special effects

Prior to this spent 12 years with Pas Excellence Films Ltd

Extensive research into all facets of film making

Recently involved as Production Manager on popular TV series “The Grommet” Slide 5 (Clip/Bullets) Winner of advertising award

Elastic Fantastic underwear

Other awards – Best serial advertisement campaign, Best Animated advertisement, Best infomercial

Slide 6 (Table)

Revenue for major divisions Division 1999 2000

Animated advertisements 809,000 812,000

Theatre advertising 1,200,000 1,500,000

TV advertising 3,300,000 3,500,000

Other 1,100,000 900,000

Slide 7 (Chart)

Revenue for major divisions As above Slide 8 (Chart)

Increase in clients Division 1999 2000

Animated advertisements 7 8

Theatre advertising 16 20

TV advertising 55 65

Other 20 21

Slide 9 (Pie Chart) Overall annual earnings (Refer slide 6 Year 2000 column)

Due to relatively stable marketplace

Growing company reputation

Market perception of added value due to advertising Slide 10 New Developments

New premises

New special effects studio

Thrust into film industry with two feature films planned for next six months

Slide 11 (Table) Balance Sheet 1999 2000 Assets Cash and Short-Term Investments 400,000 600,000 Accounts Receivable 700,000 680,000 Inventories 1,200,000 1,400,000 Other 2,200 3,200 Property, Plant & Equipment 1,320,000 1,700,000 Other Assets 6,500 10,000 Total Assets $3,628,700 $4,393,200 Liabilities Accounts payable 300,000 320,000 Accrued compensation 6,000 6,500 Income taxes payable 400,000 430,000 Total current liabilities $706,000 $756,500 Slide 12 (Pie Chart) Comparison of Total Assets v Total Liabilities As above - Base totals on Total Assets v Total Liabilities for 2000 Once you have completed your pencil drawn conceptual design layouts for each slide, sit back, scratch your head, and ask yourself, “Is this the best order in which to make the presentation most effective?” If not, this is the time to reshuffle the order of your slides.

Design Tips

PowerPoint is designed to be read by large audiences once slide images are projected onto a large screen. Try not to squeeze too much information onto one single slide. A suggestion is that you should aim to have no more than 8 lines – often less is better. If the audience is busy with lots of reading, they won’t be listening to you.

If you have too much information, consider either summarising more or adding an extra slide with an optional action button (more on these later).

Your slides must show consistency between slides. As a general rule they should have the same background and colours on each slide.

Do not use more than four colours on the slides.

This Unit Standard expects you to be able to create your own graphics. If possible avoid using clip art or at least use it sparingly.

As a general rule don’t use more than two fonts in your presentation. Use bold, italic, and size for variety instead.

Avoid overusing slide transition effects – it is not necessary to use every single one available. Lengthy or noisy transitions can help pick up attention if used sparingly; however, they are time-consuming and annoying if used continuously.

The Big Picture Often in the corporate world a presentation is only part of a total picture. In the case of Michael Flintoff, who is the divisional Director of Animated Films, he would be only one of a number of presenters. You will notice that the content of his slides relate specifically to animated films.

All financial information relates to animated films. The overall financial performance would be presented by the company accountant and the director of Dramatised Feature Films would make his own separate presentation.

If this were the case, Michael Flintoff would be acting as part of a team and would most certainly have a deadline date by which his presentation needed to be completed. Let’s imagine he has one week in which to prepare his presentation, amongst all the other daily tasks he needs to achieve.