Using Visual Aids Effectively - PowerPoint PPT Presentation

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Using Visual Aids Effectively

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They save time and add interest. They improve listener understanding ... The VA should never become the REASON for the speech ... Use Clip Art to Keep Interest ... – PowerPoint PPT presentation

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Title: Using Visual Aids Effectively


1
Using Visual Aids Effectively
  • Wheres the darn flipchart in this room?

2
Why Use Visual Aids?
  • They save time and add interest
  • They improve listener understanding
  • They improve listener retention
  • They allow for different learning styles

3
Verbal and Visual Recall
4
Types of Visual AidsAdvantages and Disadvantages
  • Overhead Transparencies
  • Slides
  • Flip Charts and Posters
  • Objects and Models
  • Handouts
  • Whiteboards and Chalkboards
  • Computer Assisted Audiovisuals

5
Guidelines for VAs
  • The VA should never become the REASON for the
    speech
  • The VA should be appropriate for the length and
    format of the speech
  • Know what technology will be available to you
  • The higher the tech, the more you need redundancy
    and backup--Burnetts rule of VA

6
Size Matters
  • This is a 20 point font
  • This is a 32 point font
  • This is a 48 point font
  • This is a 60 point font
  • This is a 72 point f

7
Type Fonts
  • Serif fonts versus Sans Serif fonts
  • This is a sans serif font--This is Arial
  • This is a font with serifs--This is Times New
    Roman

8
More On Fonts
  • Please see the overhead projector for more on
    fonts

9
Additional Guidelines for Text
  • Use only 4-6 lines of text per VA
  • Use phrases, not full sentences
  • Use Upper Case and Lower Case for ease of reading
  • Leave the same space at the top of a VA
  • Limit lines to no more than 40 characters

10
Use Clip Art to Keep Interest
  • The text can be placed here on the left, and the
    picture on the right

11
How Not to Use PowerPoint
  • In most situations, PowerPoint should NOT be used
    as a running outline as we do here!
  • Use PowerPoint to generate illustrations of
    particular data points or pieces of support
  • Slides are easily printed to overheads using
    specialized inkjet and laser jet overheads (print
    on the rough side!)
  • Kinkos (and others) can do the job!

12
Technology and Its Impact on Communication in
Organizations
  • Ill have my fax call your fax with my email
    address.

13
Some Trends Regarding Technology
  • Organizational decentralization, both
    geographically and managerially
  • Increases productivity, decreases in employees
  • Dramatic increases in information sharing
  • Dramatic decreases in middle level management
  • Increased use of contract workers

14
Theoretical Approaches to Technology
  • Neil Postman--Amusing Ourselves to Death
  • Thesis--The dominant technology of the age has a
    profound effect on what passes for truth in a
    culture
  • Applied to business--increasing information
    technology will color our judgments about the
    credibility of information produced by other means

15
Some Email Statistics
  • 1991--8 million had email access
  • 1997--67 million have access
  • 1999--108 million have access
  • Office workers exchange 25.2 BILLION message
    DAILY
  • 20 of US businesses randomly check employee email

16
Some Email Litigation Nightmares
  • Yes, I know we shipped 100 barrels of deleted,
    but on our end, steps have been taken to ensure
    that no record exists. Therefore, it doesnt
    exist. If you know what I mean. Remember, you
    owe me a golf game next time Im in town.

17
Litigation Nightmares, cont.
  • Did you see what Dr. deleted did today? If
    that patient survives it will be a miracle
  • Hi David, please destroy the evidence on the
    litigation you and I talked about today, Thx,
    Laura. Hi Laura. Ack yr. msg. and taken care
    of. Aloha, David

18
Email Overview
  • Remember, email belongs to the company
    Electronic Communications Privacy Act, 1986
  • It is retrievable even after deletion
  • Monitoring by the company is legal, that is, you
    have no expectation of privacy
  • If you have a private email address that also
    gets used for business, expect no privacy here
    either

19
Email in Practice
  • Dont write anything you wouldnt want to see on
    the front of the New York Times
  • Dont ever respond in anger
  • DONT USE ALL CAPS, IT LOOKS LIKE YOU ARE
    SHOUTING!!!
  • Understand your companys email policy

20
Steinfield Email Study, 1990 (Xerox)
  • Do the business advantages of email outweigh the
    social costs?
  • Yes People learned more rapidly, social
    contacts valuable, increased quality of work
    life, increased creativity
  • No responses often seem overly critical or
    blunt, no tempering context

21
Teleconferencing--Pros and Cons
  • Advantages shorter meetings, more task
    oriented, more organized, more equal
    participation regardless of status, more open
    exchange of ideas, less likely to be swayed by
    group norms, less threatening
  • Disadvantages fewer nonverbal cues to aid
    interpretation, tech uncertainty

22
Videoconferencing
  • Advantages almost all of teleconferencing plus
    better chance of getting nonverbals
  • Disadvantages startup costs (20-25,000), tech
    uncertainty2

23
Intranets and Organizational Communication
  • Defined--any LAN or WAN capable of supporting
    internet applications
  • Whats on one?--Policy manuals, benefits info,
    price lists, product catalog, marketing
    literature, newsletters and announcements, online
    help, reports, customer data
  • Why do it--access for employees staff,
    transparency, efficiency
  • Caveats--security, disclosure?
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