Transcript Good News and Neutral News Messages

Effective
Communication
for Colleges
9th Edition
Brantley & Miller
CHAPTER 10
Visuals,
Presentations,
and Instructions
© 2002 SOUTH-WESTERN EDUCATIONAL PUBLISHING
Learning Objectives
Chapter 10
Slide
2
Use the CBO approach to create
meaningful and ethical visuals.
Use the CBO approach to prepare
effective presentations.
Use the CBO approach to develop
clear, complete instructions.
Effective Communication for Colleges, 9th ed. by Brantley and Miller
Visuals
Chapter 10
Slide
3
A visual is a “picture” approach used
to convey information.
Visuals are used to:
 Simplify and reinforce concepts.
 Attract attention.
 Summarize narrative.
 Emphasize important points.
Effective Communication for Colleges, 9th ed. by Brantley and Miller
Guidelines for
Preparing Tables
Chapter 10
Slide
4
Use titles that appropriately reflect the content
of the table and each of the columns.
Use understandable units.
Use the same unit to express all items in a
column.
Round off numbers when possible.
Leave plenty of white space.
Effective Communication for Colleges, 9th ed. by Brantley and Miller
Example of a Table
Chapter 10
Slide
5
Table 1. Hampton County Malls
Name of
Mall
Approximate
Size (sq ft)
Number
of Stores
Parking
Spaces
Beech Center
1,349,000
180
7,118
Park Hills Mall
592,000
90
3,346
1,346,000
134
7,053
964,000
95
4,350
Towne Place
Village Square
Effective Communication for Colleges, 9th ed. by Brantley and Miller
Guidelines for
Preparing Bar Charts
Chapter 10
Slide
6
Label the horizontal axis and vertical axis.
Arrange bars in logical or chronological order.
Place bars close enough to allow comparisons.
Make all bars the same width, and space them
evenly.
Distinguish bars by color, shading, or pattern.
Use a legend.
Effective Communication for Colleges, 9th ed. by Brantley and Miller
Example of a
Multiple Bar Chart
Chapter 10
Slide
7
DVD Player Sales 2001
100
80
60
40
Campus
Downtown
Mall
20
0
1st Qtr
2nd Qtr
3rd Qtr
4th Qtr
Effective Communication for Colleges, 9th ed. by Brantley and Miller
Example of a
Stacked Bar Chart
Chapter 10
Slide
8
DVD Player Sales 2001
200
150
100
Mall
Downtown
Campus
50
0
1st Qtr
2nd Qtr
3rd Qtr
4th Qtr
Effective Communication for Colleges, 9th ed. by Brantley and Miller
Guidelines for
Preparing Line
Charts
Chapter 10
Slide
9
 Label the horizontal axis and vertical axis.
 Use the horizontal axis to designate time
or quantity measurements. Use the vertical
axis to designate amounts.
 Use no more than three lines on one
graph.

Avoid placing numbers along the lines.
Effective Communication for Colleges, 9th ed. by Brantley and Miller
Chapter 10
Slide
10
Example of a Line Chart
Average Time per Call
January through July 2002
180
Seconds
150
120
90
Goal
Actual
60
30
0
JAN
FEB
MAR
APR
MAY
JUN
Effective Communication for Colleges, 9th ed. by Brantley and Miller
JUL
Guidelines for
Preparing Pie Charts
Chapter 10
Slide
11
 Make the chart a perfect circle.
 For a percentage chart, segments must
total 100 percent.
 Start at the 12 o’clock position with either
the largest percentage or the percentage
you want to emphasize.
Continued on next slide.
Effective Communication for Colleges, 9th ed. by Brantley and Miller
Continued
Guidelines for
Preparing Pie Charts
Chapter 10
Slide
12
 Provide a different color or pattern for
each segment.
 For emphasis, “explode” a part.
 Avoid showing more than eight parts.
 Label each segment, and indicate its
value.
Effective Communication for Colleges, 9th ed. by Brantley and Miller
Example of a Pie Chart
Senior Web Specialist
Typical Work Week
10%
20%
Chapter 10
Slide
13
40%
Web-Site Design
Webmaster Services
Consulting
30%
Administrative Duties
Effective Communication for Colleges, 9th ed. by Brantley and Miller
Guidelines for
Preparing Flow Charts
Chapter 10
Slide
14
 Use certain shapes and colors to represent
different types of activities.
 Keep the chart as simple as possible.
 Put a label inside or very near each shape.
 Begin steps at top and move to bottom, or begin
at left and move right.
 Use arrows to show the direction of movement.
Effective Communication for Colleges, 9th ed. by Brantley and Miller
Chapter 10
Slide
15
Example of a Flowchart
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Effective Communication for Colleges, 9th ed. by Brantley and Miller
Visuals for an
International Audience
Chapter 10
Slide
16
Learn about the culture.
Use simple wording and graphics.
Consider color carefully.
Represent humans as abstracts.
Do not use religious symbols.
Confirm appropriateness with a
representative from the intended audience.
Effective Communication for Colleges, 9th ed. by Brantley and Miller
Chapter 10
Slide
17
Plan a Presentation
Using the CBO Approach
Identify the objective.
Visualize the audience.
Gather supporting information.
Organize the information.
Effective Communication for Colleges, 9th ed. by Brantley and Miller
Compose a Presentation
Using the CBO Approach
Choose words.
Construct sentences.
Assemble paragraphs.
Choose paragraph locations.
Effective Communication for Colleges, 9th ed. by Brantley and Miller
Chapter 10
Slide
18
Text
Organize content by:
Time (chronological).
Main points.
Priority.
Problem/cause/solution.
Effective Communication for Colleges, 9th ed. by Brantley and Miller
Chapter 10
Slide
19
Introduction
Consider opening with:
An anecdote.
Humor.
A startling statistic.
An expert citation.
A question.
Effective Communication for Colleges, 9th ed. by Brantley and Miller
Chapter 10
Slide
20
Terminal Section
Chapter 10
Slide
21
Close by:
Emphasizing what you want the audience
to remember.
Choose an appropriate ending technique:
 A summary of your main points
 Specifics related to the action you want the
audience to take
 An anecdote that reinforces a main point
Effective Communication for Colleges, 9th ed. by Brantley and Miller
Delivery Methods
Impromptu delivery
Extemporaneous delivery
Textual delivery
Memorized delivery
Combined delivery
Effective Communication for Colleges, 9th ed. by Brantley and Miller
Chapter 10
Slide
22
Popular
Presentation Aids
Overhead transparencies
Computer-generated slides
Effective Communication for Colleges, 9th ed. by Brantley and Miller
Chapter 10
Slide
23
Tips for Preparing Effective
Transparencies and Slides
Chapter 10
Slide
24
Suggestions for Content
Put only key phrases on each slide or
transparency.
Limit each slide or transparency to
one topic.
Effective Communication for Colleges, 9th ed. by Brantley and Miller
Tips for Preparing Effective
Transparencies and Slides
Chapter 10
Slide
25
Suggestions for Headings and Text
Use upper- and lowercase letters.
Use appropriate point sizes.
Use no more than three styles of type
in a presentation.
Effective Communication for Colleges, 9th ed. by Brantley and Miller
Tips for Preparing Effective
Transparencies and Slides
Suggestions for Design
 Arrange information horizontally.
 Allow a half-inch margin around the
image or text.
 Use four or fewer colors per visual.
 Use consistent color in all visuals.
Effective Communication for Colleges, 9th ed. by Brantley and Miller
Chapter 10
Slide
26
Prior to the Presentation
Chapter 10
Slide
27
Address listener needs.
Practice the delivery.
Evaluate the physical environment.
Effective Communication for Colleges, 9th ed. by Brantley and Miller
Chapter 10
Slide
28
During the Presentation
Vary your rate, pitch, and volume.
Pronounce words clearly and correctly.
Involve the audience.
Focus on the audience.
Look for verbal and nonverbal clues.
Move away from the podium.
Dress professionally, and practice good
grooming.
Effective Communication for Colleges, 9th ed. by Brantley and Miller
Instructions
Chapter 10
Slide
29
Instructions tell, and often show, how
to accomplish a task.
Instructions can be written or spoken.
Instructions are prepared in order to
save time and money, ensure safety,
or increase productivity.
Effective Communication for Colleges, 9th ed. by Brantley and Miller
Format for Instructions
Introduction
List of supplies
Instructional steps
Effective Communication for Colleges, 9th ed. by Brantley and Miller
Chapter 10
Slide
30
Suggestions for
Writing Instructions
Chapter 10
Slide
31
Know the topic.
Use short, imperative sentences and action
verbs.
Present exact measurements, distances,
and times.
Present instructional steps in a list or
paragraph format.
Continued on next slide.
Effective Communication for Colleges, 9th ed. by Brantley and Miller
Continued
Suggestions for
Writing Instructions
Chapter 10
Slide
32
Organize and label each step. Use
numbers, bullets, or other identifying
marks.
Number only the actions.
Use substeps if needed.
Group short, closely related activities in
one step.
Continued on next slide.
Effective Communication for Colleges, 9th ed. by Brantley and Miller
Continued
Suggestions for
Writing Instructions
Chapter 10
Slide
33
Include cautions and warnings.
Use headings in long instructions.
Use visuals if appropriate.
Tell readers where to find additional tips.
Effective Communication for Colleges, 9th ed. by Brantley and Miller