Reports and Presentations - Construction Project Scheduling and Control - page 250

of the frequent pitfalls for speakers using PowerPoint slides is packing slides
with a lot of text that viewers cannot read.
7. Proper support tools (pictures, tables, charts, statistics, etc.) : The old saying, “A
picture is worth a thousand words,” proves to be true when we perform a
simple task like assembling a bookshelf. Not only are pictures more helpful,
but they also are unilingual: anyone can understand them. Tables, flowcharts,
bar charts, organizational charts, and so forth are also helpful in conveying
information. Current e-mail systems allow users to attach files, pictures, audio
clips, video clips, and so forth to activities in a schedule or to an issue in project
management software. When you are sending a file by e-mail, you must be
aware of two issues (other than the possibility of computer viruses): the size
of the attachment and software compatibility. Some users send e-mails with
huge attachments that may clog or slow down the recipient's e-mail system.
Instead, they can upload the attachment to an FTP site, or a virtual location
from which the recipient can download the files. Also, some users send file
attachments that are not compatible with the recipient's software and cannot
be opened. Some file types are universal (e.g., .doc, .xls, .ppt, .mdb, .txt, .rtf,
.pdf, .jpg, .gif, .exe), and almost any computer can open them. You should
always check with the recipient when the size of an attachment is large or
when the file type is uncommon.
8. Proper level of detail : The communicator must balance the amount of infor-
mation being given in an intelligent way. Giving insufficient information or
information that is too abstract may not convey the whole picture clearly,
in which case, one of two situations results: either the information recipient
must contact the source to clarify the information, which takes time and per-
haps causes aggravation, or the recipient must make assumptions to “fill in
the blanks,” which may lead to wrong conclusions. In contrast, providing
too much information may overwhelm and confuse the recipient. With strict
time limitations and the fact that we receive a multitude of mail, e-mail, fax,
and telephone messages every day, we often discard information that does not
seem important. The more concise the information is, the better the chance
the recipient will read it. A message containing too much information may
be overlooked, delayed, or trashed. 1 When communication must include a
large amount of information, one good idea is to include an abstract or a
brief summary paragraph about the issue (the downside is that the recipient
may feel content to read only the summary and not read the details).
9. Good organization and formality : Good organization implies sorting and
organizing the information so that it is easy for the viewer to read, follow, and
retrieve. Formality means following the company's procedures, including
the use of standard forms. It aims at facilitating reading, searching, storing,
1 An example of this is a contract for buying and financing a new car or for applying for a credit card. Contracts
are often long and written in complex legal language. Most people sign such a contract without reading it.