Create electronic presentations

Preparing to create a presentation

Preparing to create a presentation involves:– understanding ergonomics

– determining the purpose, audience and method of presentation

– identifying the presentation requirements

– using conservation techniques.

Ergonomics is about creating comfortable and safe working conditions. The aim of ergonomics is to reduce the risk of injury by applying safe work practices.

Ergonomics includes:– workstation design– equipment and posture– environmental factors.

Setting up your workstation carefully can have an impact on your health and wellbeing. You should consider:– desktop layout

– monitor and chair adjustment

– office tools which can improve your posture.

Monitor environmental factors, including:– light– noise– air.

Before preparing to produce a presentation determine:– the purpose of the presentation– the audience– the method of presentation– use of templates.

Identify materials and equipment to use for your presentation, which may include:– a data show or slide projector– a digital pointer or annotation pen– sound equipment and visual monitors– network/Internet access– a microphone/lapel microphone– speaker notes and handouts.

Vary activities, take rest periods and exercise breaks

Conserve resources and reduce waste at work by minimising:– paper wastage– energy use.

Creating presentations

Creating presentations involves:

– understanding organisational style requirements

– using software functions

– balancing presentation features

– using advanced software features

– working to a time line

Be aware of your organisation’s preferred style. There may be style requirements you have to follow to reflect the company’s image and values, which may include: – using a company logo on a particular part of the

slide– using a company’s corporate colours– incorporating specific music or an organisational

video clip– using a specific design layout.

Avoid using too many distractions when creating your presentation. Distractions may include:– heavy colour, busy or dominant backgrounds or

insufficient colour contrast of text against the background

– irrelevant animation of words or illustrations– overuse of transitions– overuse of sound– too many words or pictures per slide– too many small or varied fonts.

Use the following features to add visual impact and emphasis to the content of your presentation:– Apply transitions– Add sound to slide transitions– Incorporate SmartArt graphics– Animation timing and pace– Add music, sound or video

Advanced software features include basic and hyperlinked custom shows.

Time lines may be imposed by the organisation you work for or by its internal or external clients. Make sure you:– clarify and plan the task– use a checklist– find out when a draft is required– rehearse the presentation.

Finalising presentations

Finalising presentations involves:­ overcoming problems

­ proofreading your presentation

­ printing presentation materials

­ storing your presentation.

Access help via:– the help facility in presentation software – tool buttons which display a help bubble

providing information about the button– software manuals– help and support websites.

Check presentations to ensure they meet style and layout specifications and to ensure they are accurate: ­ Check spelling and grammar

­ Edit and proofread

­ Check content and formatting

­ Print preview

Hard copies of presentation materials are useful to refer to while the presentation is running; these may include:– audience handouts– speaker notes– outlines of the session– overhead transparency photocopies – additional information, such as printouts from

websites.

Methods of storing your presentation depend on the requirements of your organisation and who needs to have access to the presentation.

You may need to convert your presentation to HTML format (as a web page) to place it on the Internet.

Information is a valuable asset to any organisation. Follow the procedures for:– naming documents

– how documents are stored, including folder structure

– document properties

– back up

– security measures used to protect documents.