Bài giảng Technical writing and presentation - Chương 4: Visual aids for presentation

Nhập môn CNTT&TT

2016

Contents

TRƯỜNG ĐẠI HỌC BÁCH KHOA HÀ NỘI

HANOI UNIVERSITY OF SCIENCE AND TECHNOLOGY

° Aims of visual aids

° Types of visual aids

Visual Aids for Presentation

Technical Writing and Presentation

° Tips for designing slides with visual aids

° Tips for using visual aids

SOICT - 2020

Technical Writing and Presentation

2

1

2

Why use visual aids in presentations?

° PEOPLE REMEMBER

° 10% of what they read

° 20% of what they hear

° 30% of what they see

° Makes presentation more interesting and lively

° Helps audience understand the presentation

° Helps speaker present information more

systematically

° Reinforce and add impact to information

° 70% of what they see & hear

Technical Writing and Presentation

3

Technical Writing and Presentation

4

3

4

1

Nhập môn CNTT&TT

2016

Why use visual aids in presentations?

Choice of visual aids depends on

° Illustrate a relationship between ideas

° Show information patterns or pictures

° Present figures, graphs or charts

° Summarize key points

° The resources at your disposal

° Cost

° Time available for preparation

° Size of group

° Your own and preferences of others

° The learning environment

° Help audience follow passages or quotations

Technical Writing and Presentation

5

Technical Writing and Presentation

6

5

6

Types of visual aids used in Presentation

Handouts

° Why use handouts?

° Handouts

° Audience can concentrate better (instead of writing)

° Provide more detailed information

° Summarizing or including the main points of a

° Posters

presentation (take away message)

° Useful if your presentation is highly technical or complex

° White/black boards

° Video clip

° When to provide handouts?

° Before or after presentation?

° PowerPoint Slides

° Flipcharts

° What to include in your handout?

° Expand on bullet points and graphics to allow a more

complete explanation. Just don't go overboard

° May include related information that further supports or

explains what is in your presentation

° Transparencies

Technical Writing and Presentation

7

Technical Writing and Presentation

8

7

8

2

Nhập môn CNTT&TT

2016

Posters

White/black boards

° Flexible and interactive

° Used at the precise

° Suits small group

moment to illustrate

point

° Writing clearly can be

slow

° Visible throughout

° Back to the audience

° Can’t store information

° Can scratch & squeal

° Need chalk & duster

° Easy to use & wipe

presentation

° Consider how it

should be displayed

° May need a pointer

9

10

White/black boards

Video clip

° Clean the board well before starting and

check the condition of marker

° Write large letters

° Stand to side as write

° Don’t face the board while talking to

° Can show clips of specific examples

discussed

° Add another dimension to presentation

° Possible technical problem

audience

° Divide the board into column and legibly

° Keep contents which you may want to refer

to again

11

12

3

Nhập môn CNTT&TT

2016

PowerPoint Slides

° Can look very professional

PowerPoint Slides

° Suits groups of various sizes

° Hard to keep audience attentive

° Technical problems

° Very good for building up slides, diagrams

° Introduce text a line at a time (wipe, dissolve)

° Easy to update old presentations

° Can use same slide many times

° Colour and multimedia

°

Lighting issues

° Check the computer system/equipment before loading

° Familiarize with the operation of the slides

° Transfer presentation to hard disk

° Be familiar with the operation of slide show

° Rehearse presentation

° Keep a printed copy of slides in case of computer

malfunction

13

14

One idea per slide

Diagrams

° What idea does this illustrate?

° Does it support my key message?

° Avoid using too much text

° Colour can be very useful for diagrams

° Use several diagrams for complex models

° Relevant parts only

° Build up diagrams

° Hi-light and masking

° Simple schematics tend to be most

effective

Nhập môn CNTT&TT

15

Nhập môn CNTT&TT

16

15

16

4

Nhập môn CNTT&TT

2016

Tables

Example: Diagram of User input and solution in a car parking

recommender system

° Usually have too much information

° Too many numbers

C_g,f

free-com

{y,n }

GSM-radio

{y, n}

biz-pack = y

C_b,g

biz-pack

{y, n}

YES

° Graph or a pictorial representation

y

sensor

{y, n}

C_b,r,s

n

° Equations – don’t include unless you

n

C_v,s,e

easy-parking

{y, n}

NO

intend to explain them

y

rec-pack

{y, n}

video

{y, n}

C_r,v

YES

° Inferential statistics – don’t include unless

YES

rec-pack = y

Configuration

(Part of CSP

solution)

directly relevant to your message

Customer

input

Functions

-

17 -

Nhập môn CNTT&TT

18

17

18

Explaining solutions (2)

Example in a Recommender System: Explaining solutions (1)

°

The typical approach used to answer a why-question is to compare the

presented case with the customer requirements and to highlight which

constraints are fulfilled and which are not (McSherry 2003b)

°

If a customer is interested in digital cameras with a price less than 150,

then p1 is recommended.

°

Example:

id

p1

p2

p3

p4

p5

p6

p7

p8

price

148

182

189

196

151

199

259

278

mpix Opt-zoom

LCD-size

2.5

movies sound

waterproof

id

p1

p2

p3

p4

p5

p6

p7

p8

price

148

mpix Opt-zoom

LCD-size

2.5

movies sound

waterproof

8.0

4x

5x

no

yes

no

8.0

4x

5x

no

yes

no

2.7

yes

no

182

2.7

yes

no

Why?

8.0

10x

12x

3x

2.5

no

189

8.0

10x

12x

3x

2.5

no

10.0

7.1

2.7

yes

no

196

151

199

259

278

10.0

7.1

2.7

yes

no

3.0

yes

3.0

yes

9.0

3x

3.0

no

9.0

3x

3.0

no

10.0

9.1

3x

3.0

no

10.0

9.1

3x

3.0

no

10x

3.0

yes

10x

3.0

yes

-

19 -

- 20 -

19

20

5

Nhập môn CNTT&TT

2016

Explaining solutions (3)

Explaining solutions (4)

°

The weights of the attributes can be incorporated into the answers

°

The requirements of a customer might be too specific

If the customer requires a price less than 160 and LCD size of more than

2.4 inches, where LCD size is weighted much more than price, then p5 is

recommended

Why-explanations provide information about the violated constraints

For example, if the customer requires a price less than 150 and a movie

function, then no product fulfills these requirements.

id

p1

p2

p3

p4

p5

p6

p7

p8

price

148

182

189

196

151

199

259

278

mpix

Opt-zoom LCD-size

movies sound

waterproof

id

p1

p2

p3

p4

p5

p6

p7

p8

price

148

182

189

196

151

199

259

278

mpix Opt-zoom

LCD-size

movies sound

waterproof

8.0

4x

5x

2.5

2.7

2.5

2.7

3.0

no

yes

no

8.0

4x

5x

2.5

no

yes

no

8.0

yes

no

2.7

yes

no

8.0

10x

12x

3x

no

8.0

10x

12x

3x

2.5

no

Most similar

products

10.0

7.1

yes

no

10.0

7.1

2.7

yes

no

yes

3.0

yes

9.0

3x

no

9.0

3x

3.0

no

10.0

9.1

3x

Why?

no

10.0

9.1

3x

3.0

no

10x

yes

10x

3.0

yes

-

21 -

- 22 -

21

22

Graphs

Example: Chart with Precision and Recall

°

E.g. typically when a recommender system is tuned to increase

precision, recall decreases as a result (or vice versa)

° Title, axis marks, legend, labels

° Pie charts – not unless data sum to 100%

° Three dimensional charts

° Good contrast

° Colour (5 max)

° Lines 4 times thicker than for printed work

° Error bars

° Simple schematic

-

24 -

23

24

6

Nhập môn CNTT&TT

2016

Tips for designing visual aids

° COLOUR

Tips for designing visual aids

- clear & appropriate

° STYLE - Select one style and use consistently

° TeXt STYLE AND SIZE - Choose carefully

- one color for main idea, two

complementary color for sub points.

- avoid red-green and pastels

° LAYOUT and SPACE

25

26

Tips for designing visual aids

Tips for using visual aids

° INTEGRATE visual aids

° AVOID GIMMICKS - Computer graphics

(background, patterns, clip art etc.) should

be used to enhance presentation.

° REHEARSE with your visual aids

° Maintain EYE CONTACT

° PROOFREAD

° PLAN AHEAD

° DO NOT READ from your visual aid

° STOP SPEAKING while audience read

27

28

7

Nhập môn CNTT&TT

2016

Tips for using visual aids

° DO NOT PASS OUT items while presenting

° REVEAL AIDS only when NEEDED

° USE THEM, don’t just display them!

° CHECK ROOM & EQUIPMENT in

advance

° CHECK visual is VISIBLE to audience

29

8

Bài giảng Technical writing and presentation - Chương 4: Visual aids for presentation - Vũ Văn Thiệu