Chapter 11: Creating Handouts and Media Presentations

Chapter 11: Creating Handouts and Media Presentations

We are fortunate to have computers, interactive projection equipment, e-images, new versions of PowerPoint, White Board, and various other forms of media readily available to download. New Web 2.0 formats and access to electronic information we can alter and use are all elements that help us create highly professional, information-rich, dynamic presentations and handouts. The following suggestions are ways to enhance handouts and media in workshops and presentations.

Handouts

1.Remember that we teachers like to have detailed handouts that include the most important information presented during a workshop. It is frustrating to take notes so fast and furiously that key points are missed. However, it’s also unnecessary to have 15-page handouts so that people sit idly by while you try to determine if anything you are saying is being processed. A great deal of evidence shows that providing outlines on which participants can fill in supporting information keeps them engaged and attentive. With experience you will be able to get just the right balance. PowerPoint handouts that replicate many of the e-slides shown, graphic organizers, numbered and/or bulleted key points, and brief summaries of how to use the modeled instructional activities are all very helpful. Keep the text succinct, with easy-to-follow headings and subheadings. And,of course, you should organize the information carefully and pay attention to how the presentation flows.

2.We shouldn't have to mention it, but clean, clear copies of handouts are a must. Unfortunately, we have all been the recipients of tired and over-reproduced handouts. That may be OK for your weekly grade level meeting with three or four of your closest colleagues, but it reflects poorly on a professional who uses them in a workshop. Computer files have almost totally obviated the problem, but most of us have a few little gems from the old days in our archives that we still love to use. If that's the case, redo them.

3.In your handouts, include only original materials that you have created. Never reproduce another person’s handout pages. This is unacceptable and is considered plagiarism (unless permission is obtained). Also, never reproduce any material that is copyrighted unless permission is obtained—this is illegal. You can certainly use ideas, approaches, and methods that others have created if you cite the source, even if you don’t copy them exactly or quote the source directly. If it’s someone else’s idea, then give him or her credit. Also, always include a reference list at the end of the handout for any sources you’ve cited. It is a good idea to put your name on every page of your handout as a footer.

4.In your handouts, keep cutesiness to a minimum. Teddy bears, butterflies, and bunnies may be appropriate for first graders, but they’re not so cute for adults. There’s nothing wrong with using appealing and engaging illustrations of children, teachers, classrooms, books, schoolhouses, families, and so forth—but resist inserting things that are expressly feminine, overly cute, or obviously geared for the elementary grades. Now that the literacy coach is assuming the role of instructional coach at the middle and high school levels, often leading professional development for content area teachers, this is an especially important detail to keep in mind. As reading professionals move into supporting teachers in the higher grade levels, they need to establish themselves as knowledgeable and serious professionals who honor the importance of their message.

5.Add a title page with your name, e-mail address, and/or phone number. Personalize the handout with the name of the event, location, and date.

Visuals and Other Media

Again, technology is enabling us all to incorporate professional, engaging, supportive images, as well as digital, audio, and video clips in our presentations. The following suggestions will make them more effective.

1.The absolute lowest level of technology that is acceptable for use by today's professionals is PowerPoint. The fonts and the size of type you use are very important. Stick to standard, easily readable fonts (Times Roman or Arial) for the text. Headlines work well with either of these, but you may wish to use a bold Tehoma or even Kristin ITC for a little variety. However, avoid using several fonts in your visuals and handouts (often referred to as the “ransom note” approach). Just because they’re available on your computer doesn’t mean you need to use them.

2.For texts that will be projected, use 36- to 44-point type for the headlines and no smaller than 28-point type for the body of the text. Try to keep the ideas you’re presenting on each slide to a minimum—three or four main ideas are plenty on one slide. In PowerPoint, you can display each idea one at a time through customized animation. However, refrain from having bulleted points fly in, spin onto the page, or fade in and out. Whenever you learn a new trick, such as incorporating an animated figure jumping up and down or a cartoon figure turning a page of a book, it is so tempting to throw these cool things into your presentation. Our caveat on this: Use restraint! The cutesiness admonition also applies here. Use electronic clip art, photos, cartoons, and so forth to enhance the e-slides and try to establish a theme with them (such as children, books, content areas, classroom scenes, teachers, etc.). But be careful about including too many or graphics that are too big or distracting—remember that their purpose is to enhance and support the points you’re making, not to serve as the central focus.

3.Practice presenting with an overhead or LCD projector so that you’re not walking or standing in front of the projected image. Watch your shoulder and hands—keep the space in front of the light free. Some presenters like to use pointers or other aids to refer to particular points. Darken or cover the projector if you are going to be talking for a lengthy period without changing the e-slide.

4.A few words about transparencies: If you must use transparencies, organize them in folders or binders according to the presentations you give. Using transparency covers protects the transparencies and lengthens their lives, although the covers need to be changed frequently because they get scratched. PowerPoint presentations are easy to organize in a file and you can modify them quickly by “hiding” slides you don’t wish to use for a particular presentation. If you are using PowerPoint, give yourself extra time for setup, so that you have everything ready and running by the start time for the presentation. Watching a speaker fumble with cords, projectors, and the computer while mumbling things like, “Technology is only good if it works,” does little to establish credibility and professionalism. Always back-up your PowerPoint presentation with a set of transparencies. In our many experiences as presenters, we have both (not often) encountered LCDs that didn't work or were not compatible with our PCs. Those good old transparencies came in handy, particularly because that had the "look" of the PowerPoint slides from which they were duplicated.

5. Technology affords you the opportunity to incorporate brainstorming ideas from participants and project them on the screen. This is especially valuable during the background-building stage of your presentation. For example, you might ask, "What are some of the ways teachers can support content area vocabulary for English learners during instruction?" The question becomes your page heading. As participants contribute ideas, responses can be projected for all to see. However, this is our suggestion: As teachers are coming in, quietly enlist a volunteer to type in the responses. We have both tried to type in responses as we presented; however, most responses needed to be shortened into bullet points, and it was extremely awkward to try to give a dynamic presentation while hunched over the keyboard typing furiously.

6.Seek permission for any cartoons you reproduce and project, as well as book covers and contents. If the clip art you use is in the public domain (such as that available with Microsoft Office), you may use it without seeking permission or citing its source.

Final Thoughts and Suggestions

Present with a Partner

As the Beatles reminded us, we all "get by with a little help from our friends." And learning how to give professional presentations is one situation in which this is particularly true. We (MaryEllen and Brenda) met many years ago when we were just starting out as new Ph.D.s. Over the years we became more polished and confident as presenters by supporting and learning from each other. We suggest that when you begin to give larger workshops and presentations, work with a partner, someone you respect, who is knowledgeable and who shares your passion for a topic. Divide the topic into sections and alternate presenting the major parts. Sit down and plan together, create together, and edit together. Provide constructive suggestions and be willing to compromise. Practice at least once, making sure all of your technology works and the presentation flows. Then, when it is time for the big event, celebrate your professionalism, relax, and enjoy the task of presenting. Whenever we collaborate, we produce a far better product.

Another way to collaborate is to present your workshop as a literacy team, supporting and capitalizing on the various areas of expertise of the group. This also applies to materials used in the presentation. One of you might be especially tech savvy and want to create the PowerPoint, VoiceThread, or other presentation format. Another might be especially adept at demonstrating a strategy or technique. Another might bring art or music into the presentation if it applies to the content. This is the kind of collaboration that makes everybody a leader.

Work with a Mentor

The notion of mentorship has fallen out of favor a bit lately, yielding to the more egalitarian concept of collaboration. However, we owe a great deal to our wonderful friend and colleague, Martha (Marty) Ruddell, who truly mentored us and took us under her wing professionally. Early in our careers, she invited us to collaborate on projects and give presentations with her. She led by example and suggestion, and taught us how to give dynamic presentations. That is why we offer the following suggestion: If you want to improve your presentation skills, find a colleague who really knows how to give presentations, perhaps someone in your state reading association who serves on a committee with you. Ask the person to collaborate on a project and to present it with you at the state conference the following year.

Another way to work with a mentor is to prepare your workshop or presentation and ask one of the expert presenters you know to review it with you and to offer suggestions. You may need to travel to the person's location, but sometimes using a friend offsite is less intimidating. Of course, the best situation is to rely on a trusted colleague in your district. Remember, even the most polished presenter in the world had a first presentation once. Finally, consider this: You have everything you need to give a dynamic and powerful presentation. You have the knowledge, the passion, the expertise, and the resources. Mostly, you have something extremely valuable to share with others—your experience, strength, and hope.