An overview of using copywritten graphics, audio, video, ad other material in your presentations
Many presenters use copyrighted material in their presentations, but not everyone understands how to use it properly. This overview is intended to help you identify when you may want to seek more advice on using a copyrighted piece of work. This is not intended to be a legal opinion and you are advised to seek your own legal opinion before you proceed in these areas. Having said that (for legal disclaimer purposes), here are some areas to keep in mind.
What is Covered by Copyright
Copyright generally covers any original expression of ideas. This expression can be in many different formats, including cartoons, books, music, videos, photographs, movies, audiotapes, written works, drawings, artwork, speeches and slides. Regardless of how the format is represented, whether in a physical form such as a printed book or CD or in electronic format such as a graphic file or MP3, the copyright still applies. Regardless of where the item is stored, whether in a home, office or on the Web, the copyright still applies. And even if the copyright symbol (©) is present or not, the copyright still applies.
Usage of Copyrighted Works
Any time you use a copyrighted work, you must have permission from the owner of the work. The author or creator of the work may not be the owner of the work, so you must be careful in determining the true owner of the work. To use their work, you must have written permission to do so. The owner may ask how you want to use their work and how many times you will use it before they decide on how much they will charge you in order to use the work. In some cases, certain uses will be allowed and others not permitted for the same copyrighted work. Consider all possible uses you may have for the work before you approach the copyright owner so that you can negotiate an agreement that is fair for both parties.
Getting Permission for Usage
Depending on the type of copyrighted work, the process for getting permission to use the work is different. Here are some general guidelines for some of the most common types of copyrighted works.
Written Works – There is a concept called “fair use” that is not clearly defined, but some people have used it to try to copy large sections of copyrighted works illegally. The basic concept is that you can quote another work without obtaining permission as long as you don’t quote too much. There is no clear rule as to what “too much” is, but the guideline I use is a maximum of two paragraphs. You should always attribute the quote to the source text so proper recognition is given. If you want to use a longer portion of a written work, you will need to seek permission from the owner, which may be the author or the publisher.
Drawings/Cartoons/Photographs – There is no usage of these graphical works that is permitted without permission. This may surprise many people who think that a cartoon or drawing can be freely used once it has been published in a newspaper, book or web site – it is not the case. There are some cartoons or photographs where you can arrange permission through syndicates or associations that cover many artists and offer a single place to pay for usage of a large number of works.
Music – The music industry has made the process of getting permission for use relatively straightforward through a few industry associations that arrange for permission to use entire libraries of music. The three main groups in North America are:
You can get more information about licensing at their web sites as listed above.
Video/Film/TV – The video industry does not have a single source for gaining permission to a library of works, so you will have to approach the producer of each work to arrange permission. A production company may be willing to allow you to use any work in their library if you want to access many video segments through one agreement.
Spoken Word – In general, you need permission from the person who is speaking in order to use their words, either in audio or written format. In some cases, the speaker has assigned the rights to a producer or other entity, in which case you will need to find out who owns the copyright in order to arrange to use the work.
An Easier Route
As you can see from the information above, arranging use of a copyrighted work may involve some work on your part. One alternative is to create your own copyrighted work that you can use as many times and in any way you want. There are now many freelance cartoonists, poets and musicians who will create a work according to your specific needs and assign you all rights after you pay them a reasonable fee. Check the Web for these sources of material.
Using copyrighted material can be effective in your presentation, as long as you obtain the appropriate permissions in advance and respect the rights of the owner of the work.
© 2003, Dave Paradi.
About the author
Dave Paradi is known as The Office Technology Lifeguard because he rescues people from “Death by PowerPoint” and other electronic sins. His articles, special reports and books help you quickly and easily leverage the technology you already own to save time and make money. Get your free 5+1 day Leveraging Microsoft Office course with 20 tips on Word, Excel, PowerPoint and Outlook and more great tips every two weeks by signing up at his web site: Comunicate Using Technology
Tips to effectively display numbers and financial data in presentations
Do not overwhelm your audience
When presenting financial results on a PowerPoint slide, do not overwhelm your audience. Use the power of your numbers to support your conclusions. Do not make the mistake of thinking that “the numbers speak for themselves.” They do not! Do not allow your numbers-filled slide deck to overshadow you, the presenter.
Your audience came to listen to you; to hear your opinions and conclusions; and to see the trends that you have discovered during your analysis. Use the power of your numbers strategically during your presentation. Reveal your numbers point by point as you direct the discussion of the meaning of the numbers. Displaying lots of numbers on a slide is boring and mind-numbing for the audience. Discussing the meaning of the numbers engages your audience. Don’t allow numbers to be passively displayed on the screen. Bring your numbers to life; give them meaning. Animate your charts to liven up your presentation!
Here are five tips to help you to effectively present numbers during your presentation:
Create a Relevant Handout.
Do more than simply use the “four slides on a page” thumbnails as your handout. Your handout should contain relevant facts and resources. Your slide show is not your handout.
Use the Notes Page in PowerPoint to Create Your Handout.
As you create your slides, develop the habit of using “Notes View” in PowerPoint for listing your sources and your background notes. Then you can “polish” your notes and use them as your handout.
Communicate Trends with Graphics on Your Slide.
Notice that I said “graphics.” In addition to using charts, you can use tables to compare options or use SmartArt Diagrams and other shapes to illustrate concepts. When you do use actual numbers, display only the relevant numbers. You can put the details in your handout. Consider your audience. Don’t force them to squint and strain their eyesight.
Use the appropriate Chart Type on your Slide.
Understand the purpose of each chart type: Column Charts show comparisons, usually over a time period. Bar Charts show results in a “Top to Bottom” order. Pie Charts display the parts that make up 100% of a category. Line Charts illustrate trends. With all Chart Types, be careful to only display “significant” numbers. For example, limit your pie slices to four: The top three, and all of the others combined into the fourth slice.
Animate Your Charts to Direct the Discussion.
When appropriate, apply Custom Animation to your Chart Slides in PowerPoint. With animation, you can introduce one series or one category at a time. This helps your audience to see the correlations in your numbers and to compare one category or series with the other. Used effectively, chart animations will engage your audience in the discussion and this leads to improved comprehension of the topic that you are presenting.
Always remember that when you are in the front of the room, you are the presentation. Design your presentation so that the numbers enhance the quality of your presentation. Do not allow numbers to overwhelm your audience and to make your comments irrelevant to the presentation.
About the author
Danny Rocks is a speaker, a trainer and an author. He has published five DVDs designed to help users get the most out of Microsoft Office programs. Also, Danny has posted over 200 video lessons on his website. This article started from a blog post by Geetesh Bajaj on how people start using PowerPoint like an extension of Word or Excel. Danny wrote this article to provide tips on displaying numbers more effectively on your PowerPoint slides.
How the iPad is transforming the presentation industry and sales market through great and simple iPad presentations in Keynote
iPads and Apple Keynote are amazing presentation tools.
Terry Brock is 50. But he’s acting like he’s 15, bouncing around the Apple store, clutching his new iPad. Like a proud father showing off his newborn child, Terry is gleefully showing-off the fantastic features of Apple’s newest “magical and revolutionary” device. With three rapid finger points, Terry’s iPad becomes a presentation tool, opening up a clean and simple training presentation in Keynote.
“The iPad has helped me to make a better cleaner presentation, ” explains Brock, a business consultant and professional speaker. He says in the first two week he owned his iPad, his sales marketedly increased.
This compact iPad has transformed the way the world presents…overnight, as business professionals, speakers, and trainers awaken to power of the iPad for presenting complex messages with ease and simplicity. Marketing departments are snatching them up en-masse, adapting their corporate overview presentations and company videos for their sales teams to get a leg-up over the competition.
Linda Schaub of Interim HealthCare in Fort Lauderdale, Florida says the healthcare firm invested “thousands of dollars” to help their sales force communicate the company’s services and win more business with greater agility.
Sales leaders can focus on the client and not be distracted by the computer. The iPad is a non-obtrususive and reliable medium to help communicate the objectives our our meeting. Studies show that people remember 20% of what they hear, and 30% of what they see, but 50% of what they hear and see. A well-designed presentation with colorfully rich graphics, vibrant video, and high quality audio, will undoubtedly be noticed by audiences, helping the presenter to make a mark.
Apple’s Keynote software already has a perceived edge over PowerPoint for effects, power, and elegant simplicity. The iPad allows these Keynote and PowerPoint presentations to be shown easily and simply…delivering the outside world – your presentation – to your viewer in a face-to-face and interactive approach. A well-designed presentation with text, graphics, video, audio, and interactivity – delivered by a qualified professional on a new iPad – is sure to win new clients and close more sales. PowerPoint users need not despair: the world’s most common presentation tool has a place in the iPad heart. Presentations developed in PowerPoint can easily be shown or converted on the iPad.
Simply delivering your message from an iPad sends a message of technological savvy and sophistication, affluence, and hipness. The iPad is not about creating content…but consuming it. All too often, people get caught up in the creation and editing of a presentation on a laptop or desktop computer. The iPad will leave that presentation development back at the office, allowing us to focus on the audience and the message more than ever.
Companies like PresentationPro are on the forefront of cutting edge designs and products, including their popular PowerPresenter Suite, a set of 7 tools designed to supercharge PowerPoint and help iPad presenters.
Whether it’s a casual conversation about a strategic opportunity over lunch, supplemented by visuals, or a full Keynote presentation with video testimonials, case studies, animated charts/statistics, and dynamic text points, the iPad is sure to advance our ability to share, show, and connect. Presentation has never been so much fun!
Kevin Lerner is a presentation consultant, Trainer and PowerPoint/Keynote Design specialist for The Presentation Team based in Washington, DC.
How to use PowerPoint’s Presenter View
Little-known PowerPoint feature helps presenters deliver smoother speeches while improving eye contact. Presenter View displays notes and navigation for speakers.
Deep within PowerPoint lies a speaker’s secret weapon to smooth delivery: The Presenter View.
Most presenters using PowerPoint simply connect their laptop to a projector and display their slideshow with the the projector displaying an identical image of the laptop’s screen.
The presenter will speak using a printed script or notes page, or allow the on-screen bullet points guide them along in their message.
The Presenter View allows PowerPoint to operate as a dual-screen “command center” for speakers. The projector/external monitor displays the full-screen presentation in all its glory with animations and effects…while the laptop screen displays an organized and interactive collection of slide notes, navigation controls, drawing tools, timer, projector view, and other powerful features. The Presenter View requires multiple monitors and a laptop with dual-display capabilities- which most computers have these days.
To start, Windows and Mac users must have their computer connected to a projector that’s powered up. For details on how to connect to a projector/external monitor and setup dual display in Windows 7, check out this article.
Setting up the Presenter View in PowerPoint 2007/2010
- From the Ribbon, select the “Slide Show” tab
- On the right side of the tab, in the “monitors section” select “Use Presenter View”
- In most cases, you’ll want to show the presentation on Monitor 2 (the projector / external monitor).
- And although the screen resolution can be changed (if the presentation playback is sluggish), it’s best to keep it on “Use Current Resolution”.
Presenter View makes it easier to present
- You can use thumbnails to select slides out of sequence and create a customized presentation for your audience.
- Speaker’s notes are shown in large, clear type so that you can use them as a script for your presentation.
- You can darken or lighten the screen during your presentation and then resume where you left off. For example, you might not want to display the slide content during a break or a question and answer (Q and A) period.
Tools and features in the Presenter View
- The slide number (for example, slide 1 of an 8-slide presentation)
- The slide you are currently showing to the audience
- The speaker’s notes, which you can use as a script for your presentation
- Click to go to the previous slide
- The pen or higlighter
- Click to display a menu that enables you to end the show, darken or lighten the audience screen, or go to a specific slide number
- Click to go to the next slide
- The elapsed time of your presentation, in hours and minutes
- Slide thumbnails that you can click to skip a slide or to return to a slide that you already presented
In Presenter View, icons and buttons are large enough to navigate easily, even when you are using an unfamiliar keyboard or mouse. Many profesional speakers use the Presenter View and most people love it. Indeed, once you’ve presented in the Presenter View, you’ll never want to present another way!
Kevin Lerner is a presentation consultant and expert on presentation design and delivery. His firm, The Presentation Team, has helped hundreds of companies and individuals to create world-class presentations.
The Inside Story of how a 700 Page PowerPoint Presentation was completely redesigned in 3 marathon days for a large healthcare company meeting.
“To achieve great things, two things are needed; a plan, and not quite enough time.”
I have a hard time saying “No”.
Always the optimist. Always the affirmative attitude. “Yes! Yes! Yes!” is my mantra.
So when the phone call came in on Wednesday morning from a harried physician in New York needing a PowerPoint redesign for a medical conference he was organizing in partnership with a large pharmaceutical company, “Yes!” was my automatic reply. “Of course we can do it!”
AN EASY PROJECT…UNTIL THE DETAILS EMERGED
At first it seemed like a slam-dunk project. Simply insert the client’s logo on each of the 10 separate PowerPoint presentations submitted by the doctors and health care experts speaking at the conference. In my mind, it would only take a few hours to get the presentations cleaned up, and integrate the logos onto each presentation’s slide master.
“When do you need this?” I casually asked.
“Our conference starts Monday; and we need to have it to the printer by Saturday,” was Dr. Paul’s blunt reply. “And we need all the slides to have the same look and feel with a new template,” he added.
“Oh.” After several seconds of awkward silence I replied, “That changes things a bit.”
As Doctor Paul apologized to me for waiting to the last moment- thinking his team could handle the design- I opened three of the presentations he had emailed. They were hideous. Crazy graphics. Animations from hell. And each presentation had its own tragic look and feel. Was it too late to say no? Yes!
ONE PRESENTATION WAS BIG ENOUGH….BUT TEN?!
Transforming just one of these presentations would be a big task. But Ten?!
With the clock ticking down to their deadline, there was little time for negotiation. I needed the work, and wanted their business. And, most importantly, I knew I could do it. “Yes!”
With only 30 hours of available development time for one person (me!), I estimated the price at $3,000. They agreed, and we had a deal. Yes!
I made a few conciliatory phone calls to my other clients, asking for their blessing for me to change my deliverable date for their presentations. And then I took a deep breath, and enjoyed my last full hearty meal for the next three days.
A VERY LATE NIGHT
The presentation transformation began at 9pm ET on Wednesday evening, as I politely locked myself in my home office and warned my partner, “It’s going to be a late night. Sleep well.”
I initiated a GoToMeeting.com web conference with the client to discuss the three presentation template options I had drafted earlier in the day.
“Let’s go with Option 3. It’s the cleanest and most corporate-looking,” he decreed. I agreed. Yes!
PRE-DESIGNED TEMPLATES MODIFIED IN PHOTOSHOP FOR A CUSTOMIZED LOOK
The template was based on a background image from the late great Digital Juice’s Presenter’s Toolkit and some elements from Presentation Pro’s collection of 20,000 templates and presentation images. Pre-designed templates are an efficient and professional source for great presentation images.
In Adobe Photoshop, I worked to modify the background into a light grey-scale theme with blue horizontal bars for title text. Many of the original presentations featured light text against a dark background. HCN’s new unified presentation template/theme featured dark text set against a light grey background. Studies show that many presenters prefer a lighter background, promoting their connection with the audience, and aiding the audience to take notes or see their PDAs.
WORKING TOGETHER ONLINE LATE INTO THE NIGHT
Dr. Paul and I worked online collaboratively for nearly 90 minutes to refine the templates and discuss the presentations. I set up a Dropbox and we reviewed the other seven speakers’ presentations. And when we hung up at 11pm, I was just getting started.
I set a “hard stop” time for 2am, and over the next three hours I worked with focused precision to refine the template and transfer the old presentations into the new template. My new template included several page layouts, as I created an”intelligent design” featuring pre-defined line spacing, placement for graphics and standard dissolve transitions.
By saving the template as “HCS-Template.potx” allowed me to start a brand new PowerPoint file with same template. I worked to import my slides from the existing presentation into the brand new file (New Slide..Reuse Slide…Insert Slide From…(with Keep Source Formatting un-checked)).
ONE SLIDE EVERY 30 SECONDS
By 1am- just one hour later- all ten presentations were in the new template, each saved its own folder with a logical file naming standard. But a new template can only go far in making ugly slides look better. The hard work was just beginning. Aiming to transform one slide one slide every 30 seconds, I was moving like a courtroom stenographer. Control-C. Control-V (Copy / Paste). Drag and Drop. Right-click…Reset Slide. Zoom Zoom!
When 2am arrived, I was on fire. Unstopable. I could have continued designing until dawn! The presentations were on their way to a magical transformation. But they were hardly in any organized style.
But I needed to settle down and get to bed. So I started wrapping up for the night by uploading two of the presentations for Dr. Paul to review in the morning. I took a Melatonin (herbal relaxer) pill and prepared for dreamland.
DELERIOUS DREAMS OF BULLET POINTS
Just as the ten medical presentations were in a state of organized chaos, so was my mind. I tossed and turned in my bed throughout the night, my mantra of “Yes!” overwhelming my mind, supplemented by abstract dreams of bullet points, templates and text blocks. Madness. Another melatonin at 4am. And then sunrise.
My Thursday workday started at 7am with a quickly consumed breakfast of waffles and a banana, followed by a rapid walk around the block. I called my client at 7:30am, and again at 8. I needed Dr. Paul’s feedback!! Were we on the right track? Is everything okay?
I showered, said a quick “Hi! Bye!” to my partner, and locked myself in the home office for another day of heavy lifting. Dr. Paul finally re-emerged at 10am, pleased with my overnight progress.
After a few edits to some of the presentations (Dr. Paul was also a speaker with an updated presentation), Day Two of the 700-page presentation renaissance officially began. We agreed to not revise any content or radically change any of the speakers’ slides…the new look and feel was shocking enough.
REPETITIOUS AND RAPID. CLEAN BUT HARDLY CREATIVE.
The tasks were repetitive and minimally creative. I moved quickly but with a focused precision to ensure accuracy and quality. Among the ugliest slides were the photos of the nuclear-colored bar graphs. I opted to recreate the charts with a simplicity and cleanliness. Where possible, and when time permitted, I updated or recreated many of the graphics. And for the text heavy slides, PowerPoint’s Smart-Art feature provided an organized look. The text layout was aided by PowerPoint’s “Autofit…shrink text on overflow” which prevented the text from overflowing (at the expense of consistency in size)
Like a drone, I was frenzied and focused, forgetting lunch, and swallowing a slice of pizza for dinner as I continued the ritual. Edit, Review, Email, Text, Talk, Design, Revise.
By 11pm, I felt we were close to the finish line. Dr. Paul and I connected and shared a final review for the day, and I uploaded all ten presentations for him to review overnight. My sleep that evening was easier and relaxed. 15 hours of relentless but satisfying work.
DAYBREAK BRINGS CALMNESS AND CLOSURE
At daybreak, I awoke and enjoyed a more leisurely neighborhood walk, and fulfilling breakfast. Around 10am, Dr. Paul called. You could sense the stress in his voice, overwhelmed by the responsibilities of the convention.
“These look great, Kevin,” he said. “But we still have more work to do.”
And so I spent Friday tweaking and refining the presentations and collaborating with Dr. Paul to add more sizzle and shine to his keynote talk.
By Friday evening, the total project time stood at 27 hours, and we were nearly complete. I enjoyed a fine meal at a restaurant with my partner and enjoyed a satisfied sleep.
COASTING TO THE FINISH LINE…ON TIME AND WITHIN BUDGET
Saturday morning, a frantic call from Dr. Paul at Staples, where he was printing the presentations- but a design issues was conflicting with the printing of the handouts. A quick-fix and the problem was solved. Several additional tweaks and edits, and by noon, everyone was happy and the ten HCS presentations were on the press.
As the speakers assembled for Monday’s presentation, they all praised Paul for the facelift and enhancement he provided to all the presentations. The two day conference was a success, with speakers empowering health care providers with valuable information supported by world class visuals. And this last-minute presentation makeover will have long-lasting major impact locally…and around the world. Yes we can!
Kevin Lerner is a presentation consultant and expert on presentation design and delivery. His firm, The Presentation Team, has helped hundreds of companies and individuals to create world-class presentations.