STUDENT
GUIDE
BSBTEC303
CREATE ELECTRONIC
PRESENTATIONS
BSBTEC303 | Create electronic presentations | Student Guide I V2.0 | Mar 22
Macquarie Education Group Australia Pty Ltd t/a MEGA Education | RTO Code 91305 | CRICOS Code 02657J 1
Contents
Overview 3
Topic 1: Prepare to create presentation 4
Topic 2: Create a presentation 9
Topic 3: Finalise presentation 14
BSBTEC303 | Create electronic presentations | Student Guide I V2.0 | Mar 22
Macquarie Education Group Australia Pty Ltd t/a MEGA Education | RTO Code 91305 | CRICOS Code 02657J 2
Overview
The Student Guide should be used in conjunction with the recommended reading and any further
course notes or activities given by the trainer/assessor.
This unit describes the skills and knowledge required to design and produce electronic
presentations using various applications and platforms.
The unit applies to individuals employed in a range of work environments who design electronic
presentations. They may work as individuals providing administrative support within an enterprise,
or may be responsible for production of their own electronic presentations.
No licensing, legislative or certification requirements apply to this unit at the time of publication.
Learning goals
Learning goals include:
• You are able to prepare for the creation of a presentation, considering ergonomics, purpose of
the presentation and identify task requirements.
• You are able to plan, design and create a presentation according to organisational
requirements.
• You are able to proofread, prepare for delivery and finalise a document.
BSBTEC303 | Create electronic presentations | Student Guide I V2.0 | Mar 22
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Topic 1: Prepare to create presentation
Setting up your space!
When beginning any project, it is important that you set up your workspace ergonomically, so you
can get the work done!
Ergonomics
Ergonomics is the design of the workplace to support the comfort, health and safety and
productivity of employees. Poor workplace practices and design lead to fatigued, frustrated and
sometimes injured workers. There are many benefits to effective ergonomics, these include:
• reduction in costs of injuries to workers
• improvement in productivity
• improvement in quality
• employee engagement
• safer culture.
The workplace affects the work produced, so make it comfortable!
Knowing when to take a break
The length of breaks and how often they are taken depends on the work being undertaken and the
person undertaking the work. It is important to get moving when you can. Here are some benefits
and tips to improve the workday:
• The use of exercises during breaks can provide a variety of changes in posture and movement
for muscles during periods of intense work.
• Exercises should be gentle stretches that provide rest for frequently used muscles and
movement for muscles that have been static.
• The best exercise is usually to get up from a seated position and move around.
• Rest or work breaks can range from short pauses to defined breaks such as lunch.
• Answering the phone or collecting a document from the printer comprise short breaks that
provide an opportunity for muscles that have been active in keyboard or mouse use to rest
and recover, and muscles which have been fixed during this use to move.
• Where a variety of alternative tasks are not available, it is important to have more work breaks
away from the task. The length of these and how often they are taken depends on the work,
the person and other factors. (Frequent short pauses are preferable to infrequent longer
pauses.)
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Activity: Read
Safe Work Australia have given information on the effects of prolonged sitting.
https://www.safeworkaustralia.gov.au/sedentary
Take any notes to summarise what you have read and keep for future reference.
Activity: Watch
The following video clips demonstrate the need for ergonomic improvements in the
workplace:
Setting up your office ergonomically.
Video: https://www.youtube.com/watch?v=F8_ME4VwTiw (03:22)
Office posture exercises.
Video: https://www.youtube.com/watch?v=KPWBUYpsWSY (06:24)
7 tips for posture.
Video: https://www.youtube.com/watch?v=OfnEZulM9mA (08:40)
Take any notes to summarise what you have watched and keep for future reference.
Activity: Develop
Consider your own working area where you are now sitting.
Create a procedure that could be used to ensure a person sitting at your work area
was following standard ergonomic requirements.
The procedure should cover:
• The positioning of chairs
• The correct position of the keyboard and mouse
• How to adjust the workstation so that it has the correct distance of the screen to
the eye
Using information that you have been given or your own research, create a
document that provides guidelines for:
• how often breaks should be incorporated when sitting at a screen for long
periods
• the importance of variation in a person’s tasks that they carry out during a day
• what type of exercises can be used to help with their health and safety
BSBTEC303 | Create electronic presentations | Student Guide I V2.0 | Mar 22
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Presentation Software
The most commonly known software used for presentations is PowerPoint, yet there are a number
of presentation software applications available for use when creating slideshows.
Activity: Watch
Watch this introductory video about PowerPoint.
Video: https://support.office.com/en-us/article/video-what-is-powerpoint-5f9cc860-
d199-4d85-ad1b-4b74018acf5b?wt.mc_id=otc_powerpoint
Take any notes to summarise what you have watched and keep for future reference.
In addition to PowerPoint by Microsoft, there are a number of other presentation software that can
be used, such as:
Prezi www.prezi.com
Slideshare http://www.slideshare.net
Visme http://www.visme.co
Different organisations may require the use of software other than PowerPoint to create
presentations, so it is important to understand which software your organisation uses.
Activity: Research and discuss
Research one of the online presentation software applications above or another one
of your choice:
www.prezi.com
http://www.slideshare.net
http://www.visme.co
Visit the site and take some time to look at the software.
• Review and try out the software. Create a simple presentation that explains why
ergonomics is so important for a person’s well-being.
• Which do you prefer compared to say a PowerPoint software
application? Justify your reasons.
BSBTEC303 | Create electronic presentations | Student Guide I V2.0 | Mar 22
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• What would be the advantages and disadvantages of using an online software
package to present?
The trainer/assessor will facilitate a discussion about the outcomes from
the research.
Identify the purpose, audience and mode of presentation
When preparing to create your PowerPoint it is important to understand its purpose, the audience
and the mode of presentation (e.g. self-running presentation, conference presentation).
To gain the necessary information, you will need to communicate with the author or the presenter
of the document. This way you can develop a PowerPoint presentation with the appropriate
material.
Activity: Read
The Importance of knowing your audience:
https://www.businesswritingblog.com/business_writing/2021/01/the-importance-of-
knowing-your-audience.html
Take any notes to summarise what you have read and keep for future reference.
What are the organisational and task requirements?
You will also need to find out about any organisational or task requirements relating to documents
and equipment. For example, your organisation may require certain fonts and colours to be used.
You will also need to know what equipment is available for the presentation.
Activity: Read
50 tips for PowerPoint presentations:
https://business.tutsplus.com/articles/37-effective-powerpoint-presentation-tips--cms-
25421
Take any notes to summarise what you have read and keep for future reference.
Documentation guidelines
Most organisations have their own guidelines for producing documentation and presentations and
so it is important to understand what these are. This can include:
• using a style guide, which is a set of policies and procedures for writing business documents
• the use of company templates, which presents a consistent professional image
BSBTEC303 | Create electronic presentations | Student Guide I V2.0 | Mar 22
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• consultation of stakeholders to ensure only the relevant information is included or to consult on
what can be distributed to both internal and external stakeholders
• planning – inputs and outputs required
• editing – draft, proof-reading, approval to send
• form filling/procedures to follow
• file management – filing, naming and saving documents correctly both electronically and
manually.
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Topic 2: Create a presentation
It’s time to plan your presentation!
When creating your presentation, notes and handouts, you must create it according to the
instructions you have been given, as well as using organisational style guides. This may also
include adding images which you now know how to add based on the readings above.
The software you are using will also help you to develop your slides as there are many standard
layouts that you can select to develop the slides.
Note that when preparing your slides, notes and handouts, it is important to adhere to any timelines
you have been given. Manage your time effectively in order to meet the timelines set out for you.
Activity: Watch
Death by PowerPoint!
Video: https://www.youtube.com/watch?v=-U_HN7H8n8E (05:42)
Take any notes to summarise what you have seen and keep for future reference.
Activity: Read and watch
Review the videos and/or readings at the following links:
https://support.office.com/en-us/article/powerpoint-for-windows-training-40e8c930-
cb0b-40d8-82c4-bd53d3398787?ui=en-US&rs=en-US&ad=US
https://support.office.com/en-us/article/powerpoint-for-windows-training-40e8c930-
cb0b-40d8-82c4-bd53d3398787
Read and/or watch:
• Slides and layouts
• Text and tables
• Pictures and graphics
• Present slideshows
• Animation, video and audio
Make notes on your learnings and on any points you are not sure about. You will
apply your learning in the activity below so at this stage it is just important to develop
your knowledge in PowerPoint before practising.
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Make an impression
When you are creating your slides, it is important to consider the balance of presentation features,
in order to maximise your visual impact and emphasise important information.
• Create eye catching slides, use visual aids to support the information.
• Think about your design, consider the “less
is more” concept.
• Be considerate of how the presentation is
organised, so the information can flow
smoothly.
• Consider colours, fonts and graphics.
• Use advanced features such as animation,
video and audio.
• Use a range of functions in designing and
laying out the presentation. Image by mentatdgt on Pexels
Activity: Develop
Review the presentation software you have been provided with. Select two standard
layouts that you like. Why do you like these and why do you think they would be
good for a work presentation?
Understanding your audience
It is important to engage with your audience in order to convey information effectively. Consider the
target demographic, the information you are communicating and how it will be received.
• Research and get to know your target audience prior to the presentation.
• Connect with your audience: Use rhetorical questions within the presentation, have an
audience response system, or relate the information to current events.
• Who is the audience? Make sure you understand who you are speaking to and use verbal and
non-verbal language accordingly.
Knowing the audience can aid in the development of your presentation!
Activity: Read
Review the information here about developing a presentation around a target
audience:
https://www.presentationpoint.com/blog/planning-your-presentation-around-your-
target-audience/
Take any notes to summarise what you have read and keep for future reference.
BSBTEC303 | Create electronic presentations | Student Guide I V2.0 | Mar 22
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Application functions and features
Review the applications design and layout functions and features, to create consistency within the
presentation. Application features can assist in the development of your presentation, they can also
be used to customise your presentation.
Remember the all-important help function that can be used when creating PowerPoints! The help
menu can be used to answer common queries or for troubleshooting.
Activity: Watch
Watch this short video about PowerPoint Help.
Video: https://www.youtube.com/watch?v=KotYonxlOjk (01:00)
Legislation
One final area to be aware of and in relation to PowerPoints is copyright. This is the main
legislation that affects the development of PowerPoints (and in fact business documentation in
general).
Copyright applies to a range of works including writing, source code, a drawing, painting or
photograph. It also covers materials created both in hard copy and electronic format but does not
protect ideas.
This means that when you create a PowerPoint you must be aware of copyright legislation. For
example, it’s important not to directly copy written work.
Activity: Develop
Divide into pairs. You are required to design and produce a presentation over the
next few sessions.
Instructions:
There are three parts to this project: Prepare, Create and Finalise a
presentation. You have three sessions allocated for completing this project. Any
further time required can be undertaken as part of your self-study.
Each group will need to discuss their approach to the project and timings for the
delivery of each task.
Design a presentation using the guidelines provided. You do not have to
present these, however, this is at the discretion of the trainer/assessor who may
consider that this would be relevant.
Guidelines:
You are preparing and creating a presentation for an organisation called The Rag,
which is an online news agency. They would like to present to their staff “Good
BSBTEC303 | Create electronic presentations | Student Guide I V2.0 | Mar 22
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workplace practices” with particular attention to ergonomics in the workplace and
energy and resource conservation. Staff consists of journalists, program developers,
production and designers and admin.
The presentation can be produced in any format, should be informative, consistent,
interesting and innovative. The organisational colours are red and green.
Part 1: Preparation
Hold a group meeting to discuss the approach that you will take to undertake this
task.
Allocate tasks for each individual of the group fairly.
Undertake the following:
1. Define the purpose
2. Identify the audience
3. Decide on the presentation technique and software
4. Decide on the structure/layout
5. Define style, colours and information being presented
Ensure that you document and record all work carried out and save into an
appropriately named file structure.
You will be allocated time to work on this project, however, you may need to also
complete some of the tasks in your self-study time. Ensure that the group
communicates well and that the project is coordinated so that all deadlines set by
your trainer/assessor are met.
Activity: Develop
In this part of the project, the team is required to create the presentation. Read
through the following instructions:
Part 2: Create
1. Create your presentation, design slides with notes, animation, and slide
transition. Change the timings on the slideshow so that it runs through
automatically at an appropriate speed.
2. Ensure the presentation shows consistency, includes all the relevant
information, meets all the criteria set and suits the audience identified.
3. Each member of the group must contribute to the development of the
presentation.
4. Ensure the content is clearly structured, to the point and informative.
Try to be innovative in your approach to the presentation creation.
BSBTEC303 | Create electronic presentations | Student Guide I V2.0 | Mar 22
Macquarie Education Group Australia Pty Ltd t/a MEGA Education | RTO Code 91305 | CRICOS Code 02657J 12
You will be allocated time to work on this project, however, you may need to also
complete some of the tasks in your self-study time. Ensure that the group
communicates well and that the project is coordinated so that all deadlines set by
your trainer/assessor are met.
BSBTEC303 | Create electronic presentations | Student Guide I V2.0 | Mar 22
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Topic 3: Finalise presentation
Proofreading
Before printing or sending a document, it is important to review and check the presentation for
spelling and grammar. Proofreading is a part of the process of developing a document and time
should be set aside to ensure the presentation is up to standard. Here are some helpful tips for the
proofreading process:
If your eyes are feeling strained, or you aren’t alert, it’s time to take a break.
Use spell check, sometimes our computers pick up on mistakes we can’t.
Look out for mistakes you commonly make.
Read backwards.
Read aloud to ensure your language flows.
Have a colleague read over it.
Print out a hard copy.
Activity: Read
Read the following article about proofreading a PowerPoint:
https://slidestore.com/blog/proofreading-powerpoint-presentations/
You should also check the presentation for consistency in features and style and
ensure that the presentation meets the task requirements you were provided with.
Prepare for delivery
Ensure all presentation materials are prepared and ready to go! Be confident that the presentation
materials are accessible and meets the audience or presenter requirements.
Naming conventions
The importance of correctly naming files and folders are reflected in the standards usually set by
organisations. Files should be named consistently, short and with the necessary information.
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Activity: Discuss
Discuss the University of Hertfordshire’s management standards for naming
conventions as a working example:
http://sitem.herts.ac.uk/secreg/upr/pdf/IM11-Apx5-
Standard%20Naming%20Conventions%20for%20electronic%20
Files,%20Folders%20and%20Records-v03.0.pdf
Organisations will often have a system for naming documents, make sure to follow organisational
requirements.
Saving and storing files
Most businesses will have a policy/procedure for saving and storing documents, including network
drives, backups, archiving, etc.
The college network drive that you may be using is a good example of how an organisation stores
their data.
Read and write permissions will be different for different user levels.
The college may have a style guide that they use for naming conventions used for saving and
storing documents.
Image by NeONBRAND on Unsplash
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Activity: Develop
This is the final part of your presentation, finalising changes and storing files.
Part 3: Finalise
To finalise your presentation, run through the presentation with your group. Each
member of the group should provide feedback on any required changes.
Make any required changes necessary.
Check for spelling, grammar, consistency, content and check the criteria to ensure
they have been met.
The presentation should be called: Staff Ergonomic and Conservation presentation.
A copy of the presentation should be kept on either the network drive or on a
memory stick.
Another copy should be submitted to the trainer/assessor for feedback.
Take a screen shot showing the file path and name of where the presentation has
been stored.
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