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PowerPoint & Other Presentation Software
Computers can be used to incorporate various types of media into a single presentation for classroom use. Software programs can blend text, diagrams, animation, and recordings of audio and video to enhance classroom lectures and initiate discussion. Presentation software programs, especially PowerPoint, have been gaining in popularity among college instructors. If a presentation contains several photographs and/or video sequences, a high capacity thumb drive may be necessary or the presentation can be emailed for later retrieval from a computer with internet access. Using a computer and an LCD panel in presentations has much in common with using slides and transparencies. The LCD may be placed on an overhead projector and displayed on a large screen. The major disadvantage is that most systems require that the room lights be darkened when presentations are projected. Another disadvantage is that the creation of multimedia presentations can be quite time-consuming.
Consideration should be given to choosing the most appropriate media for the content to be taught. Special effects, such as animation and word fade, should be used for emphasis to enhance a lecture, not as gimmicks. It also should be noted that repetitive animations can be particularly distracting to individuals with certain learning disabilities.
According to Lee and Patterson (1997), some most commonly used and appreciated PowerPoint features include:
- pre-made graphic and slide templates
- color capacities
- built-in horizontal slide format for use in classroom presentation or distance learning
- simple word-processing tools
- graphic and high-quality clip art
- drawing tools
- on-screen, computer-generated slideshow capacities, complete with animated text, screen-to-screen transitions, and the progressive-disclosure feature
- easy transfer of computer-generated slides to 35mm color slides or transparencies
- cut-and-paste capacity from other Microsoft applications
- capacities for importing ASCII texts, sounds, digital video, and digitized images
PowerPoint can be used to prepare and present professional-looking presentations, lecture notes, and student handouts simultaneously. It is easy to create, store, update, edit, combine, and cut and paste PowerPoint files. Technical layout is simple but information rich, with multiple colors. PowerPoint can integrate image, text, sound, and motion all in one single delivery system. As a user-friendly presentation mechanism, it helps eliminate the need to juggle different pieces of equipment, such as the blackboard, overhead projectors, slide projectors, and VCR. In general, it can help the instructor be better organized.
One attraction of PowerPoint is that, if used appropriately, it can serve the needs of students cognitively and pedagogically. By using PowerPoint, the instructor can emphasize major concepts and reinforce them through special layout (e.g., hierarchical structure, different font sizes, color coding, progressive disclosure, and highlighting the currently discussed issue and dimming the previously discussed ones). With these special features, it can also help maintain students’ interest and attention.
However, the experiences of instructors and students in PowerPoint-facilitated classes have found that, if not used appropriately, PowerPoint can backfire and have a negative impact on learning. One typical example is that instructors tend to pace faster in PowerPoint presentations and tend to pack in too much information. It is not unusual for an instructor to use more than 30 slides in a one-hour class. As a result, students become overwhelmed and frustrated, and develop negative feelings towards PowerPoint presentation. By the same token, in classes using PowerPoint, students also have a tendency to become passive listeners instead of active participants.
To avoid the pitfall of using PowerPoint inappropriately, instructors using or considering it may take the following recommendations into consideration in the planning and delivery of a PowerPoint presentation:
- Visual aids should augment the presentation. They are not meant to be the presentation.
- Balance the PowerPoint presentation with adequate amount of information and number
of slides to be shown to students. Ideally, in a 50-minute class, the number of slides to be shown should be no more than 15. - Pace adequately during the presentation and closely monitor students to make sure they are following your instruction instead of being lost. In addition, as in an overhead presentation, it is quite desirable for the instructor to stop after presenting each topic, invite student questions and comments, and/or engage them in applying basic concepts to real-life situations before moving on to the next topic. By doing so, it also helps reduce the media fatigue that a PowerPoint presentation may cause.
- It is very helpful to provide students with handouts in a PowerPoint presentation. In this way, students do not have to spend time copying the slides, and instead can pay attention to the instructor and remain actively engaged in processing the information. With the handouts, they can jot down additional information coming out of the presentation or contributions by the classmates during discussions.
- Always have a Plan B, such as a back-up set of transparencies in case equipment breaks down or is not available.
Barlett and Wilson (1998) have further suggestions for instructors who are beginning to use PowerPoint in teaching:
- Keep it simple. PowerPoint has multiple features. But it takes time to learn them all. Start with the basic features and create the basic presentation outline. Update, fine tune, and embellish later.
- Design materials and exams in such a way that students cannot just memorize the notes and ignore the textbook and additional information presented in the lecture. Complete lecture notes tend to encourage a minimalist mode in students. To avoid such a pitfall, leave out occasional words and include some unanswered questions, so that students have to attend class and fill in the blanks.
- Test the projection equipment in the classroom beforehand. Sit in the back row of the classroom and review the presentation. Adjust font sizes and colors, experiment with the lighting, and move the projector around until the best projection image is achieved.
- It is imperative that all of the instructional media are previewed before they are used in class. This will familiarize the instructor with content and structure, as well as ensuring that no unfortunate (and sometimes embarrassing) mix-ups have occurred.
- Visuals are best kept simple, with minimal wording. They should always be readable from a distance (when reproducing from texts, one should enlarge graphics and/or printing). The instructor can practice using the visual aids in the actual classroom before the course starts.
- Be flexible and do not let some technical problems and difficulties overcome you. Lost
cords, burned-out bulbs, and computer malfunctions will be hard to avoid. Be prepared
and take chalk and notes to class each time.
Holzl (1997) has additional tips for developing effective PowerPoint presentations, such as:
- Develop a visual storyboard for your presentation that is displayed prominently.
- Pre-select a standard sans serif font in an appropriate size for clarity and readability. For maximum presentation effect, choose predominantly lower case letters.
- Identify the version of PowerPoint available in the classroom where you are presenting, and discuss your needs with the technical support staff.
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