When presenting to a large group in a large room, you should generally use the more sophisticated mechanical training aids. Last week, I discussed overhead projectors. Today, in the conclusion of this series, I will look at the pros and cons of using video-projected images and software, such as PowerPoint.

Advantages and Disadvantages of Video-Projected Presentations

Computer software, particularly PowerPoint™, facilitates the projection of graphics for large-scale viewing. This can enhance a presentation. But you need to know how to use it effectively. Otherwise, you might overdo it, cluttering your material with distracting frills and "eye candy."

Advantages

• Video projectors are versatile. They can be used with computers, video or CD-ROM players and even video cameras.
• Text and graphics look professional.
• Presentations can include full-color, motion, action and sound.
• Corrections can be made quickly and easily.
• Presentations can be set up so that an instructor is not needed.
• Presentations can be customized for different audiences.
• Systems are available for use in very large rooms or with multiple screens.

Disadvantages

• Video projectors and spare bulbs are expensive.
• A large screen is required.
• The quality of the projector determines the lighting in the room. (The higher the lumens of the lamp, the brighter the image, suitable for a fully lit room.)
• Special effects can be overused and distracting.
• Too much information on the screen may compromise learning and comprehension.
• Presenter may need to attend to provide explanations.
• Changes made during the presentation disrupt the flow and audience's attention.

How to Use Video Projection Correctly

There are three key attributes that make presentations using video projectors effective:

1. Slides that Are Readable

• Use dark letters on a plain or lightly colored background or light-colored letters on a dark background.
• Limit yourself to only one or two fonts. I suggest using a sans serif font, such as Arial. For variety, use bold and italics.
• Keep backgrounds consistent throughout the presentation.
• Use graphics relevant to your topic to emphasize your point. (Photographic slides can be used, but they require exceptional projection equipment or a fully darkened room.)
• Use bullet points, not full sentences.
• Follow the "6 x 6 rule," that is, no more than six lines per slide and no more than six words per line. Add extra slides for complex subjects.
• Rely on handouts to present really complex material and use the slides to highlight key points or as a reminder.

2. Judicious Use of Slide Handouts

• If you expect the audience to take notes, use three images per handout page; otherwise, use four.
• To enhance the readability of handouts, use a white background and black lettering. (Save your presentation with the word "handout" in the file name, then make the changes so you'll still have your presentation file in its original format.)
• If one slide from your presentation will give away an answer to a quiz question, replace it in the handout version with either a blank slide or one that asks for the answer.

3. Preparation and Anticipation of Glitches

• Before the presentation, set-up the screen and projector.
• Test all equipment.
• Go to all parts of the room and try to read the information on the screen. Is it large enough? Is there good contrast?
• Keep a spare lamp and know how to change it or have a back-up projector. Remember the lamp may be hot and you should not touch a quartz lamp with your bare fingers.
• Although unlikely, the cable between the computer and the video projector may fail. Know the symptoms (incorrect color, mono-color or no picture) and know where you can find spare equipment.
• If you need to darken the room, turn off the lights in the front of the room, but keep the lights on in the back. This will help keep everyone awake.
• Use a table large enough to hold the projector and the computer.
• Use a wireless mouse to change the slides so you can move around the room. If you must use a plug-in mouse, try to get one with a long wire.

Conclusion

When delivering a presentation with video projectors, don't be upstaged by the equipment. Develop your presentation several weeks in advance and practice it. Be familiar with the images and the order of the slides, but don't simply read the words on the screen (unless your audience can't see them). It's up to you to bring the information alive with details, stories and anecdotes. Most of all, while picking the appropriate visual aid is important, remember that no matter what training aid you use, it's the message, not the method, that determines the ultimate effectiveness of the presentation.

MEMBER FEEDBACK

Upside Down Overheads

Barry Weissman's article on use of overhead projectors was interesting and well written. While I rarely use overhead transparencies anymore, I think there was one critical tip that I did not see in the piece. The presenter needs to make sure that all of the overheads are oriented in the right direction. I have watched many presenters flip the sheets repeatedly to get them "right side up." This is incredibly distracting to the audience and somewhat unprofessional.

Bruce Heichelbech
Training Consultant - Energy Services
bruce.heichelbech@lgeenergy.com

TRAINING BLOOPERS

Butterfingers & Snickers

A number of years ago as a JHSC worker co-chair, I was co-presenting WHMIS training with the management co-chair. [Editor's Note: WHMIS is the Canadian equivalent to OSHA Hazard Communication in the US; JHSC is a Joint Health & Safety Committee.] This was my first time presenting to management and I wanted to make a good impression.

Since it was around Halloween, I brought in a bag of small chocolate bars. If someone gave a correct answer, I would toss them a chocolate bar. The first session went well and the chocolate bars were a hit.

The second session didn't go quite as well! A manager at the back of the room gave me the response I was looking for and I tossed the bar. As I (and the rest of the class) watched the trajectory of the bar, I realized that I hadn't put enough zip in my toss. Well, the bar made a nice arc and hit one of our most prim, proper, stiffest managers right in the forehead! She didn't make any effort to catch the bar or move her head, just sat there and let it hit her. Well, the room went silent waiting for a reaction until someone snorted in laughter, then the whole place erupted. Needless to say I didn't toss out chocolate bars after that!

Sheldon Higginson CRSP
SHEA Administrator
Boeing Canada Technology

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