Using Presentation Software

USING PRESENTATION

SOFTWARE

LEVEL 3 PROJECT

TABLE OF CONTENTS

2

Introduction

3

Your Assignment

4

Assess Your Skills

5

Competencies

5

Using Presentation Software

6

Write Your Speech

6

Plan Your Slides

8

Practice Using Presentation Software

9

Prepare the Venue

9

Present Your Speech

10

Review and Apply

11

Complete Your Assignment

12

Resources

TOASTMASTERS INTERNATIONAL

www.toastmasters.org

Toastmasters International, the Toastmasters International logo, and all other

Toastmasters International trademarks and copyrights are the sole property

of Toastmasters International and may be used only with permission.

Rev. 11/2016 Item 8319

When giving speeches or presentations, visuals can enhance the experience

for an audience. Presentation software is an outstanding tool for creating ﬂuid,

engaging visuals to use when you present.

In this project, you will identify topics that can beneﬁt from the use of

presentation software, understand best practices for designing engaging

and informative visuals, create clear, concise, and visually pleasing slides, and

demonstrate the ability to present using presentation software as a tool.

INTRODUCTION

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Purpose: The purpose of this project is to introduce or review basic presentation

software strategies for creating and using slides to support or enhance a speech.

Overview: Select a speech topic that lends well to a visual presentation using

technology. Use the content of this project and your own research to help

you develop your slides. Give a 5- to 7-minute speech using the slides you

developed. Your speech can be humorous, demonstrative, or informational,

and it may include stories or anecdotes.

YOUR ASSIGNMENT

For all

assignment

details and

requirements,

review the

Project Checklist

on page 12.

Throughout this project you will see icons in the margins next to the text.

These icons indicate additional resources available online.

Interactive Activity: Sign in to Base Camp to complete an

interactive activity.

Resource: Sign in to Base Camp to view this resource

online.

Video: Sign in to Base Camp to watch a video that supports

this project.

USING PRESENTATION SOFTWARE Page 3

ASSESS YOUR SKILLS

Pre-Project Statement Post-Project

5 4 3 2 1

I can identify topics that could beneﬁt from the use of

presentation software.

5 4 3 2 1

I understand best practices for designing engaging

and informative slides.

5 4 3 2 1

I can create clear, concise, and visually appealing slides.

5 4 3 2 1

I demonstrate the ability to present using presentation

software as a tool.

5 4 3 2 1

I recognize how this project applies to my life

outside of Toastmasters.

5 4 3 2 1

5

EXEMPLARY

3

ACCOMPLISHED

4

EXCEL

2

EMERGING

1

DEVELOPING

Evaluate your current skill level by rating each statement.

Select the appropriate number based on your skills today:

Page 4 USING PRESENTATION SOFTWARE

The following is a list of competencies that

you will learn and practice in this project.

■ Identify topics that could beneﬁt from the use of presentation software.

■ Recognize and describe best practices for designing engaging and informative

slides.

■ Create clear, concise, and visually pleasing slides.

■ Demonstrate the ability to present using presentation software as a tool.

COMPETENCIES

Many of us have seen a presentation in which the speaker masterfully used

presentation software. In such a presentation, the audience is fully engaged and

focused on the speaker. The visuals on the screen enhance every word she utters.

Some of us have also witnessed less eﬀective presentations dominated by too

much information or poorly chosen images that distract the audience from the

speaker’s messages.

WHY USE PRESENTATION SOFTWARE

The primary reason for using presentation software during a speech is to

increase engagement. Strong, well-designed visuals can improve your audience’s

response in a way words alone cannot. Powerful visuals reinforce key points and

presentation software is an excellent tool to organize your visuals.

WHEN TO USE PRESENTATION SOFTWARE

Two factors to consider when deciding to use presentation software are the size

of your audience and the venue.

If you are speaking to a large room ﬁlled with many people, presentation software

can help to engage audience members farther back in the room.

You may also consider presentation software when your topic beneﬁts from

reinforcement through visual support.

USING PRESENTATION SOFTWARE

USING PRESENTATION SOFTWARE Page 5

WRITE YOUR SPEECH

PLAN YOUR SLIDES

There are steps you can take to make sure any speech you give that uses

presentation software is a success.

Regardless of the topic, you need to write your speech before you create a visual

aid, including presentation slides. Begin by deﬁning your objective. A speech with

a clearly deﬁned objective can lend itself more readily to the use of slides. Your

objective can help you identify information to support your key points and give

you a good indication of where a slide is necessary or helpful. Main ideas, key

concepts, important names, data, and statistics are all examples of information

that could beneﬁt from the use of a slide.

The process of developing a speech using presentation software is similar to writing

any other type of Toastmasters speech. The primary diﬀerence is that as you write,

you can indicate where you would like to place a slide to support your content.

Once you know your topic, summarize and outline each section of your speech

and determine approximately how many slides you will need per section.

Whenever possible, organize your content so that related topics appear next to

one another on the slides. This way, your speech will be easier to follow.

As you work through this process, realize you may need to re-evaluate the order

of your speech based on the outline of your slides.

Choose a Template

When your outline is complete, it is time to create your slides. You can use a

pre-existing slide template available in most presentation software programs,

or you can create your own design. Search the program you are using for

templates that work well for your presentation.

Save Your Design

If you choose to create your own slides, consider saving the basic design as a

template to use for other projects.

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Consider Color Options

There are inﬁnite color options when you develop your slides. A good,

basic way to choose color is to use complementary colors when designing

background, font, and detail.

Use Complementary Colors

Complementary colors are colors that produce a strong contrast and

reinforce each other when placed next to or near each other. Example

pairings include:

■ Red and green

■ Violet and yellow

■ Blue and orange

Adhere to Brand Standards

When you create a presentation for an organization such as a nonproﬁt or

a company, you may be required to use brand colors in order to adhere to

brand standards. Brand standards are set by an organization as a part of their

visual identity.

Use a Color Wheel

Refer to a color wheel to see how diﬀerent colors relate to one another and to

get ideas for color usage. Be aware that too many colors can divert attention

away from your presentation. Limit your selections to a few colors to use

throughout the slides of your presentation.

Be Aware of Whitespace

White space, or neutral, open space, increases legibility and viewer

comprehension. Allow for white space in the layout of your slides. After you

have created each slide, make sure some areas are free of text or graphics.

Consider Your Font

Choose a font that is readable and large enough for audience members to

see clearly. Use the same font, titles, layout, and image style throughout your

presentation. One easy-to-read, basic font will keep the audience’s attention

on you and your words rather than forcing them to spend time deciphering

your slides. Using many diﬀerent fonts is likely to distract audience members’

attention from your content.

USING PRESENTATION SOFTWARE Page 7

Before your speech, practice using your chosen software and slides. As you

rehearse, remember that your slides are not the focus of your speech, but are

there to support or augment your presentation. Be sure you are able to give your

speech without relying upon the slides. Keep your eyes on the members of your

audience and away from the screen.

If you need to recite some information included on a slide in your presentation,

put the content on cards or in an outline to prevent yourself from reading from

the screen.

Use High-Quality Images

Ensure any photographs or graphics are visible and not over-enlarged or

pixilated. Choose colors and images that ﬁt your color scheme. Make sure

there are no watermarks on stock photos and be cautious of using

copyrighted images. If you use images that you did not personally create,

cite your sources.

Be Sure to Proofread

Take time to proofread your work. Double-check for spelling and other

grammatical errors in every line of text. Pay special attention to headlines,

where it is easy to overlook errors. If a friend or colleague is available, consider

asking her to review your slides for grammar, spelling, and punctuation.

PRACTICE USING PRESENTATION

SOFTWARE

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PREPARE THE VENUE

PRESENT YOUR SPEECH

On the day of your presentation, arrive at the venue early. The extra time will give

you the opportunity to ensure all necessary technology is working. This includes

screens, audio (if your presentation uses sound), and electrical outlets. Set up

the computer and go through your entire presentation, checking for glitches or

other issues.

Be prepared to address any problems that arise. Troubleshooting may be

necessary if you experience problems with hardware or software. Issues may

include broken hyperlinks or audio problems, among other things.

When you present your speech, keep your focus on the audience and engage

audience members in a way that keeps their primary focus on you, not the screen.

If necessary, gesture to the screen to reference points of interest.

If you skip past a slide or a visual does not load immediately, move forward in your

presentation. If the skipped information is vital to your main point, return to the

slide at the end or stop and review the content verbally.

When you are ﬁnished with the presentation, thank your audience. Be courteous

by leaving the room in the same condition you found it.

USING PRESENTATION SOFTWARE Page 9

REVIEW AND APPLY

Before you complete the assignment, take a moment to read through the

questions you see here. If you are not able to answer them comfortably, review

the project.

■ What is the best use of presentation software?

■ What is the value of leaving white or neutral space in your slides?

■ List some strategies for keeping your audience focused on your presentation

instead of your slides.

■ Why is it valuable to arrive at your presentation venue early?

Page 10 USING PRESENTATION SOFTWARE

COMPLETE YOUR ASSIGNMENT

Now that you have read through the project, plan and prepare your speech

or report.

Review: Return to page 3 to review your assignment.

Organize: Use the Project Checklist on page 12 to review the steps and add your

own. This will help you organize and prepare your assignment.

Schedule: Work with the vice president education to schedule your speech.

Prepare: Prepare for your evaluation. Review the evaluation resources on pages

14–16 and share all resources with your evaluator before your speech. You may

choose to share your evaluation resources online.

USING PRESENTATION SOFTWARE Page 11

Page 12 USING PRESENTATION SOFTWARE

PROJECT CHECKLIST

Using Presentation Software

Page 1 of 2

Schedule your speech with the vice president education.

______________________________________________________________________

Select a topic that lends itself well to the use of presentation software.

______________________________________________________________________

Write your speech.

______________________________________________________________________

Using presentation software, create a slideshow to enhance your speech.

______________________________________________________________________

Purpose: The purpose of this project is to introduce or review basic presentation software strategies for creating

and using slides to support or enhance a speech.

Overview: Select a speech topic that lends well to a visual presentation using technology. Use the content of

this project and your own research to help you develop your slides. Give a 5- to 7-minute speech using the slides

you developed. Your speech can be humorous, demonstrative, or informational, and it may include stories or

anecdotes.

This project includes:

■ Developing presentation slides

■ A 5- to 7-minute speech

Below are tasks you will need to complete for this project. Please remember, your project is unique to you. You may

alter the following list to incorporate any other tasks necessary for your project.

USING PRESENTATION SOFTWARE Page 13

Page 2 of 2

PROJECT CHECKLIST –

Using Presentation Software

other Toastmasters International trademarks and copyrights are the sole property of Toastmasters International and may be

used only with permission. Rev. 4/2016 Item 8319C

Rehearse your speech.

______________________________________________________________________

After you have completed all components of the assignment, including your speech, return to

page 4 to rate your skills in the post-project section.

______________________________________________________________________

Additional Notes

______________________________________________________________________

Page 14 USING PRESENTATION SOFTWARE

Page 1 of 3

EVALUATION FORM

Using Presentation Software

Speech Title

Evaluator

Member Name Date

Speech Length: 5 – 7 minutes

Purpose Statements

■

The purpose of this project is for the member to introduce or review basic presentation software strategies for

creating and using slides to support or enhance a speech.

■ The purpose of this speech is for the member to demonstrate his or her understanding of how to use

presentation software, including the creation of slides and incorporating the technology into a speech.

Notes for the Evaluator

During the completion of this project, the member reviewed or learned about presentation software and the most

effective methods for developing clear, comprehensive, and enhancing slides.

About this speech:

■ The member will deliver a well-organized speech on any topic. The topic should lend itself well to using

presentation software.

■ Watch for clear, legible, and effective slides that enhance the speech and the topic.

■ The speech may be humorous, informational, or any style of the member’s choosing.

■ The speech should not be a report on the content of the “Using Presentation Software” project.

General Comments

You excelled at:

You may want to work on:

To challenge yourself:

Page 2 of 3

EVALUATION FORM –

Using Presentation Software

For the evaluator: In addition to your verbal evaluation, please complete this form.

5

EXEMPLARY

4

EXCELS

3

ACCOMPLISHED

2

EMERGING

1

DEVELOPING

Clarity: Spoken language is clear and is easily understood

Comment:

5 4 3 2 1

Vocal Variety: Uses tone, speed, and volume as tools

Comment:

5 4 3 2 1

Eye Contact: Effectively uses eye contact to engage audience

Comment:

5 4 3 2 1

Gestures: Uses physical gestures effectively

Comment:

5 4 3 2 1

Audience Awareness: Demonstrates awareness of audience engagement

and needs

Comment:

5 4 3 2 1

Comfort Level: Appears comfortable with the audience

Comment:

5 4 3 2 1

Interest: Engages audience with interesting, well-constructed content

Comment:

5 4 3 2 1

Presentation Slide Design: Slides are engaging, easy to see, and/or readable

Comment:

5 4 3 2 1

Presentation Slide Effectiveness: Slides enhance member’s speech

Comment:

5 4 3 2 1

Topic: Topic lends itself well to using presentation software

Comment:

5 4 3 2 1

USING PRESENTATION SOFTWARE Page 15

Page 2 of 3

EVALUATION FORM –

Using Presentation Software

For the evaluator: In addition to your verbal evaluation, please complete this form.

5

EXEMPLARY

4

EXCELS

3

ACCOMPLISHED

2

EMERGING

1

DEVELOPING

Clarity: Spoken language is clear and is easily understood

Comment:

5 4 3 2 1

Vocal Variety: Uses tone, speed, and volume as tools

Comment:

5 4 3 2 1

Eye Contact: Effectively uses eye contact to engage audience

Comment:

5 4 3 2 1

Gestures: Uses physical gestures effectively

Comment:

5 4 3 2 1

Audience Awareness: Demonstrates awareness of audience engagement

and needs

Comment:

5 4 3 2 1

Comfort Level: Appears comfortable with the audience

Comment:

5 4 3 2 1

Interest: Engages audience with interesting, well-constructed content

Comment:

5 4 3 2 1

Presentation Slide Design: Slides are engaging, easy to see, and/or readable

Comment:

5 4 3 2 1

Presentation Slide Effectiveness: Slides enhance member’s speech

Comment:

5 4 3 2 1

Topic: Topic lends itself well to using presentation software

Comment:

5 4 3 2 1

Page 16 USING PRESENTATION SOFTWARE

Page 3 of 3

EVALUATION CRITERIA

Using Presentation Software

other Toastmasters International trademarks and copyrights are the sole property of Toastmasters International and may be

used only with permission. Rev. 4/2016 Item 8319E

This criteria lists the specific goals and expectations for the speech. Please review each level to help you complete

the evaluation.

Clarity

5 – Is an exemplary public speaker who is always

understood

4 – Excels at communicating using the spoken word

 – Spoken language is clear and is easily understood

2 – Spoken language is somewhat unclear or

challenging to understand

1 –

Spoken language is unclear or not easily understood

Vocal Variety

5 – Uses the tools of tone, speed, and volume

to perfection

4 – Excels at using tone, speed, and volume as tools

3 – Uses tone, speed, and volume as tools

2 – Use of tone, speed, and volume requires

further practice

1 – Ineffective use of tone, speed, and volume

Eye Contact

5 – Uses eye contact to convey emotion and

elicit response

4 – Uses eye contact to gauge audience reaction

and response

3 – Effectively uses eye contact to engage audience

2 – Eye contact with audience needs improvement

1 – Makes little or no eye contact with audience

Gestures

5 – Fully integrates physical gestures with content to

deliver an exemplary speech

4 – Uses physical gestures as a tool to enhance speech

3 – Uses physical gestures effectively

2 – Uses somewhat distracting or limited gestures

1 – Uses very distracting gestures or no gestures

Audience Awareness

5 – Engages audience completely and anticipates

audience needs

4 – Is fully aware of audience engagement/needs

and responds effectively

3 – Demonstrates awareness of audience

engagement and needs

2 – Audience engagement or awareness of audience

requires further practice

1 – Makes little or no attempt to engage audience or

meet audience needs

Comfort Level

5 –

Appears completely self-assured with the audience

4 – Appears fully at ease with the audience

3 – Appears comfortable with the audience

2 – Appears uncomfortable with the audience

1 – Appears highly uncomfortable with the audience

Interest

5 – Fully engages audience with exemplary, well-

constructed content

4 – Engages audience with highly compelling, well-

constructed content

3 – Engages audience with interesting, well-

constructed content

2 – Content is interesting but not well-constructed

or is well-constructed but not interesting

1 –

Content is neither interesting nor well-constructed

Presentation Slide Design

5 – Slide design is exemplary for readability and

visual appeal

4 – Slides are designed well for readability and visual

appeal

3 – Slides are engaging, easy to see, and/or readable

2 – Slide design needs improvement

1 –

Slides are poorly designed or difficult to see and read

Presentation Slide Effectiveness

5 – Slides enhance and elevate member’s speech

4 – Slides make a significant contribution to

member’s speech

3 – Slides enhance member’s speech

2 – Slides make only a small contribution to

member’s speech

1 – Slides do little or nothing to enhance member’s

speech

Topic

5 – Speech is an exemplary example of the use of

presentation software

4 – Topic selected is excellent for the use of

presentation software

3 –

Topic lends itself well to using presentation software

2 – Topic selection could be improved for more

effective use of presentation software

1 – Topic does not lend well to using presentation

software

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