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Archive for the ‘Technology’ Category

Red Phones and Cell Phones: Engaging Visitors at the MIT Museum

07 Sep

By Laura Knott

Museum exhibit professionals are always working on two difficult problems: achieving a balance between giving too much or too little information in an exhibit and catching visitors’ attention long enough to ignite their curiosity.(1) People cannot participate fully unless they have access to the content of the exhibit and they won’t participate fully unless they’re excited.

The MIT Museum in Cambridge, Massachusetts. Photo by Eric Roth.

At the Massachusetts Institute of Technology (MIT) Museum, we have begun to incorporate into our exhibits some new, simple elements to deepen visitors’ understanding of and engagement with exhibit content. These elements can be understood in the context of the key principles of interpretation: How can museum visitors, many of whom expect to simply receive information, be provoked into active participation?

The MIT Museum is the public face of the Massachusetts Institute of Technology, one of the premier research universities in the world. With over 100,000 visitors annually, the MIT Museum aims to make “research accessible to all,” a complex task made even more complex by the difficult subject matter that the MIT Museum presents.

Exhibits at the MIT Museum reflect both the rich history of the institute and the importance of ongoing research being conducted in MIT’s labs and research centers. Exhibitions include “Sampling MIT,” a set of seven mini-exhibits featuring recent MIT “innovations to change the world”; “MIT 150,” an exhibition of 150 iconic objects and ideas on the occasion of the institute’s 150th anniversary; and a small exhibit announcing the recent acquisition of 10,000 historic artifacts from Polaroid. Other galleries feature selections from the MIT Museum’s collection of holography, the largest of its kind in the world; kinetic sculptures; and an homage to Harold “Doc” Edgerton, the inventor of flash photography.

One of the Sampling MIT mini-exhibits features recent research on the use of functional magnetic resonance imaging (fMRI) to identify specific areas of brain function. fMRI helps researchers understand how information is processed in the brain, using volunteers who are awake and interacting with researchers during the painless procedure. The exhibit gave the brain researchers an opportunity to explain their work to the public and, they hoped, to attract new volunteers to participate in fMRI studies.

Discussions with the neuroscientists led MIT Museum staff to add to the exhibit what we were soon referring to as “the red phone,” a direct line allowing MIT Museum visitors to volunteer for fMRI studies. Of all the ways that we could have included a volunteer sign-up mechanism in the exhibit, the red phone seemed the most interesting. It wasn’t an online form just like the other online forms that many of our visitors fill out frequently, it wasn’t a handout with follow-up information that would likely be stuck in a pocket and forgotten, but (for 2010) it was an unusual-looking instrument: a red, old-fashioned desk-set telephone with a cord and no buttons.

The key elements in the success of the red phone are: 1. It is visually intriguing; 2. It is placed in the exhibit directly beside other information about the research; and 3. Most importantly, it directs visitors to an immediate, concrete action (pick up the phone, listen to the message, and leave your contact information) that results in making a concrete contribution. By meeting these three conditions, the phone entices visitors to participate. Researchers involved in the exhibit report that they have received a steady stream of volunteers for fMRI who reached them from the MIT Museum while they were viewing the exhibit.

Another of the seven Sampling MIT mini-exhibits features work from labs led by Subra Suresh, dean of the MIT School of Engineering. Each Sampling MIT exhibit includes two research questions that frame the exhibit content; in the Suresh exhibit, the main question is, “How can an engineer help fight malaria?” Text and videos highlight nano-scale tools that measure changes in normal red blood cells’ elasticity and stickiness when they are infected with malaria. The research topic, though, is much more complicated than we could ever address in the limited form of the Sampling MIT mini-exhibits.

We were aware that some visitors would want much more detailed information than could reasonably be included in the exhibit, while others would be satisfied with the general overview. We decided to use this exhibit as a test of how we could address this problem.

Observations of our visitors, especially our younger visitors, revealed that many of them walk through the galleries with their cell phones in hand. This observation led us to think about how to harness those phones to provide extra information for visitors who wanted to dig deep into the exhibit content, a process that then led us to begin using QR codes.(2)

A QR code printed on a panel in the malaria exhibit allows visitors with Internet-enabled cell phones to connect to the exhibit page on the MIT Museum website by taking a picture of the QR code. On the Web page, they find a list of nonprofit organizations that are fighting malaria, information about the worldwide incidence of malaria, and links to scientific papers published by the Suresh Research Group.

When the malaria exhibit opened, a guide to QR codes was distributed to visitor services staff, and staff was briefed on how to help visitors who wanted to know what it was and how it worked. Typical use of the code is currently averaging about one visitor per day, a number that we expect to increase as we add QR codes to new exhibits and as their use becomes more common in the U.S.(3)

These two telephone techniques aim to address basic questions about visitor experience. How can we give some visitors detailed information without overwhelming others who simply want an overview of an interesting research topic? How can we move visitors to action while they’re engaged with an exhibit? What can we do in exhibits to propel visitors to extend their experience beyond the site, to learn more, to act, to become real participants in understanding and creating cultural heritage?

And, of course, how can we get visitors excited enough to volunteer their brains for science?

Notes

  1. In an April 12, 2010, post on a Smithsonian Magazine blog (http://blogs.smithsonianmag.com/aroundthemall/2010/04/slow-it-down-at-the-american-art-museum), writer Erica R. Hendry noted that, “The average person takes, on average, less than eight seconds to examine a work of art.” I have seen varying estimates of this phenomenon, but all of the estimates indicate that many museum visitors skim through exhibits. Hendry’s blog post focused on the Smithsonian’s participation in Slow Art Day (http://www.slowartday.com), an international program designed to help visitors spend more time with exhibits.
  2. The QR code was developed in Japan and is in wide usage there. QR codes can be generated online at many sites, including http://goqr.me and http://qrcode.kaywa.com/
  3. The codes are now commonly seen on utility bills and bank statements in the US. We anticipate that they are likely to be more widely adopted here as current cell phones are replaced by phones with Internet connectivity.

Laura Knott is interim exhibitions coordinator at the MIT Museum in Cambridge, MA, and curatorial associate in the museum’s architecture and design collections. She can be reached at lknott@mit.edu.

 
 

PowerPoint Pitfalls (and How to “Purge” Them from Your Presentations)

19 Jul

By Jon K. Hooper

This column is a series designed to help enhance your PowerPoint presentations. Each edition pinpoints common pitfalls faced when planning, preparing, and presenting PowerPoint shows.

Pitfall: Not Embedding TrueType Fonts

Jack: When I loaded my PowerPoint show onto my host’s computer at the conference, my fonts changed to bizarre, futuristic ones.

Jill: You experienced a font shift! Did you embed your fonts when you created the show?

Jack: Say what? I’m not a computer nerd. If I had fiddled with PowerPoint’s inner workings, I would have really screwed things up!

Jill: Seems to me you screwed things up without fiddling with PowerPoint!

When you transfer a presentation from one computer to another, sometimes the wrong fonts show up on the screen. This occurs because the second computer does not have the same fonts installed. This problem can easily be solved by “embedding” your fonts into your show. Embedded fonts are part of a file so they travel with the file from computer to computer. The down side is that embedding fonts increases a file’s size and only some TrueType fonts can be embedded in PowerPoint (TrueType fonts have small blue “TT” icons when viewed in your Windows Fonts folder). Unfortunately, you can not embed fonts in Mac versions of PowerPoint.

To Purge the Pitfall
To solve this problem when initially saving your file in PowerPoint 2007, follow these steps:

  1. Click the Office button in the upper left corner of the screen, then click Save As.
  2. In the “Save As” dialog box, click Tools in the lower left corner, then click Save Options.
  3. Click the box in front of “Embed fonts in the file” (so a checkmark appears).
  4. Select “Embed all characters (best for editing by other people).” If you want to keep the file size down for a show that will only be displayed but not edited on another computer, select “Embed only the characters used in the presentation (best for reducing file size).” Be aware that with this latter approach, any letter (e.g., “z”) that you never used when creating the show on your first computer will not be available when you open the show on a second computer unless the font you’re using was already loaded on the second computer.
  5. Click OK to finalize the embedding process then give your show a file name and click Save.

Final Thoughts
Font “shifts” that occur when you create your show on one computer yet present the show on another computer can ruin a PowerPoint presentation. Simple adjustments to PowerPoint’s “Embed fonts in the file” setting can eliminate this pitfall. Of course, you can avoid this pitfall altogether by sticking to a basic typeface such as Arial that is available on almost all computers. You could also simply prepare and present your show using the same computer.

Dr. Jon Hooper has over 30 years of experience helping natural and cultural resource professionals enhance the effectiveness of their communication efforts. He is a professor of environmental interpretation at California State University, Chico, and is the owner of Verbal Victories Communication Consulting. He is a Certified Interpretive Trainer (CIT) and was Project WILD’s national Facilitator of the Year in 2006. Contact Jon at jonkhooper@hotmail.com.

 
 

Social Media: Interp 2.0

16 Apr

Heidi_headshotBy Heidi Bailey

“I am sure that over the centuries to come, the word ‘interpretation’ will…change its meanings to cover a broadened horizon of thinking and to fit new needs and practices.”

—Freeman Tilden, Interpreting Our Heritage

Have you ever noticed how similar the words interpret and Internet are? They only differ by a couple of letters. Yet they are vastly different in concept. Or are they?

The prefix inter means between, among, mutual, or reciprocal. These definitions imply interaction. At its best, interpretation creates an interactive experience between interpreters and visitors. But can it do more?

One thing I’ve learned from social media is that people like to have a voice. They like to be heard by others and connect with others. The proliferation of social media sites like Facebook is proof. What can interpreters learn from this?

In Social Media is a Cocktail Party, authors Jim Tobin and Lisa Braziel discuss the evolution of the Internet as a communication tool. The Web began as a place to present information for users to click and view. Then the birth of the search engine added an interactive element to the Web, allowing people to control the way information was presented. When social media came along, Internet users could do more than interact with information on the Web—they could create their own content. The Web user suddenly had a voice.

Interpretation can be thought of as a communication tool similar to the Internet. Museum programs and exhibits have always presented information for visitors to view. Interpretation added an interactive element by allowing visitors to discover information through sensory and emotional experiences. Now it may be time for interpretation to evolve again.

Visitors don’t necessarily want to always hear the voice of an agency interpreter. They might also be interested in listening to the voices of ordinary people: other visitors, residents, children, elders. Maybe we should follow the example of the Web and give people a voice. Perhaps we can provide opportunities for social interaction and invite the public to create their own interpretive content.

On a blog called Museum 2.0 (http://museumtwo.blogspot.com), creator Nina Simon writes, “I believe that museums have the potential to undergo a similar (r)evolution as that on the Web, to transform from static content authorities to dynamic platforms for content generation and sharing. I believe that visitors can become users, and museums central to social interactions.”

In an article in The Interpreter magazine (“Do What We Say, Not What We Do,” March/April 2005), researcher Doug Knapp tells readers about a study of interpretive programs at five national parks:

[Interpretation’s] clear emphasis on promoting connections with the visitor…counters the “one-way” communications I consistently found in observing park programs. Therefore, a recommendation I would make regarding my observations is that the field look at an interpretive approach that is based on a constructivist learning theory that promotes interactions between the…interpreter and the participant…. In essence, a constructivist-style…program would [lead] to a dialogue with the participants and not at the group.

This is interpretation’s quandary—how do we turn exhibits and programs into a dialogue? Our current paradigm in the field of interpretation is not conducive to two-way communication. We design our exhibits on virtually indestructible panels that are meant to last for years. We stand up in front of a room and talk at visitors during programs. Despite our goals of interacting with visitors, interpretation remains more of an educational activity than a social activity.

In our quest to craft the most thought-provoking theme, convey the perfect message, and achieve the outcomes dictated by our strategic plans, we sometimes forget to be people talking to people. In The National Parks, Freeman Tilden tells us that interpretive talks “are chat, but never chatter.” As interpreters, we have the choice to chat with or chatter at our visitors. Tilden says that visitors want to “mingle with folks” while they enjoy a national park. People mingle at parties, not in programs.

Social media is nothing more than a conversation between people. Since conversation and dialogue are what we are striving for, perhaps we can learn a few things from social media. Interactive exhibits and programs may no longer be a novelty for visitors. Perhaps the time has come for sites to evolve into centers for “social interpretation.”

Tweeting Visitors
Tweets are messages that people send to one another over the Twitter website. Tweet messages are limited to a mere 140 characters of text.

The two sentences you just read would qualify as a Tweet. Together, they are fewer than 140 characters (including spaces) in length and contain 25 words.

Perhaps we should impose a similar limit to interpretive text on signs and exhibits. We live in a world of tweets and text messages and sound bytes for a reason—people want short bursts of information.

“If your audience is willing to dedicate time to read a 30-word museum label, but you have provided a 75-word label, then you have written 45 words only for yourself” writes Alan Leftridge in Interpretive Writing.

I love to read books and magazines. Yet I don’t love reading exhibits. I love looking at them. I am attracted to signs that contain a minimal amount of text. In this age of digital imaging, we have an unprecedented opportunity to make interpretation an entirely visual experience.

Interpretive sites will not be dumbing exhibits down by cutting out the text. Interpretive centers are not schools—most visitors do not want to read. They want to engage in sensory experiences by looking, touching, and feeling.

Remember that even if every exhibit panel only contains 25 to 30 words, an entire interpretive center will still contain many paragraphs of text when combined. Using such a small amount of text is not easy for the interpretive writer, but it is easy on the reader.

When you design your next exhibit, I encourage you to try sending interpretive “Tweets” to your visitors. If you are having difficulty conveying your meaning, look for graphic design solutions rather than adding more text. Convey your theme through the exhibit’s title.

bailey-turtleHere are examples of “Tweets” from Joseph Cornell’s Sharing Nature with Children:

A Tweet about a sea turtle:
When I’m born, I race to the ocean to find safety. To lay my eggs, I return to the same beach where I was born.

A Tweet about a whale:
When I’m a baby I weigh seven tons and I’m about 24 feet long. I gain 200 pounds every day! That’s nine pounds an hour.

Social Interpretation
In this section, I play around with common social media terms in an effort to spark some ideas and discussion about the evolution of interpretation.

Interp 2.0—A new paradigm in the field of interpretation that transforms a visitor center from a place to house exhibits into a place to house conversations. Rather than just offering collections of exhibits, interpretive centers now create connections between people.

MyPlaces and iSpaces—Exhibit areas that contain interpretive content created by the public. Visitors, residents, businesses, organizations, and schools are encouraged to create exhibits that describe a place in terms that make sense to them. This approach encourages multiple points of view and makes interpretive content more personalized, meaningful, and accessible. Visitors become co-creators rather than passive recipients of interpretive content.

iThemes—A part of an interpretive site’s strategic plan that allows for continuously evolving themes that are generated by the interests and needs of visitors. Researchers and managers evaluate comments in blogs and other public forums to identify topics and themes that are important to visitors. This allows members of the public to participate in the interpretive process starting in the planning and design stage.

Interpreter’s Chat Room—A place where visitors can interact with interpreters in a social setting. An interpretive site can incorporate chat room-style programs into its daily interpretive line-up. As an example, during a recent visit to Canyon de Chelly, I saw a morning coffee break—where visitors could talk to an interpreter over a cup of coffee—included on their list of interpretive programs.

Glog—A new spin on the guest log book. Visitors post their thoughts and experiences on a blog at a computer terminal in the visitor center or from home. Interpreters use this information to create and adapt interpretive content.

PlaceBook—A new twist on the traditional friends group. An interpretive site creates a lively online community using a website like www.ning.com, which allows users to create a “social network for anything.” Members of the public have an opportunity to talk to previous visitors and engage in conversations with real interpreters.

Visitor Bookmarks—A place where visitors can “bookmark” their favorite places from an interpretive site and the surrounding communities. Visitors write about a favorite place and post it under the appropriate category in a three-ring binder, on a bulletin board, or on a computer.  This encourages visitors to interpret a place to one another.

VisFlicks—Visitor center films that are created from photos, video clips, and artwork collected from visitors. An interpretive site provides a way for visitors to post images and videos to a computer or website and selects the best to create an exhibit or film. I saw an example at the Denver Art Museum, where a photography exhibit was created from pictures uploaded onto their website by visitors.

Micro-exhibit—Exhibit text compressed into text-message-size bits of information. It’s a fact that many exhibits are too text-intensive for visitors. Micro-exhibits could be attached to interpretive panels throughout a visitor center. Visitors short on time could be instructed to view the micro-exhibits.

Intrigued? Do you want to read more? Try the article “Can Museums Allow Online Users to Become Participants?” on the American Association of Museums website.

Are you doing any of these things at your site? I want to hear about it!

Heidi Bailey is the author of Putting Interpretation on the Map: An Interpretive Approach to Geography. She holds a bachelor of science degree in geography from New Mexico State University and a master of science degree in recreation, parks, and tourism from West Virginia University. Contact her at geointerpretation@yahoo.com.

 
 

Social Media: Gadgets

25 Jan

Heidi_headshotBy Heidi Bailey

“The fact with which I deal is that, in the field of Interpretation, the gadget has come to stay, and will be used to a much greater extent than is now the case. There will never be a device of telecommunication as satisfactory as the direct contact not merely with the voice, but with the hand, the eye, the casual and meaningful ad lib, and with that something which flows out of the very constitution of the individual in his physical self.

“While I think nobody disagrees upon this, we all know that there will not be enough of those individuals to make the direct contact…. So whether one likes it or not, we are going to have more—and I should hope, better—mechanical devices aimed at multiplying the interpretive effort.”

—Freeman Tilden, Interpreting Our Heritage

I don’t think Freeman Tilden had in mind widgets and wikis when he wrote these words 43 years ago. Yet his words sound like they could have been written yesterday. Social media tools are among the newest gadgets available to interpreters. I believe they are here to stay. Why?

Because of one important reason—social media gadgets give people a voice. These tools are not just a new way for interpreters to talk to the public. Social media is a new way to listen. Interpreters try to influence the way visitors think and behave. Social media is the visitor’s chance to influence the way we think and behave.

Social media is also more than just Facebook and Flickr; it’s an entire suite of gadgets that can be used to multiply the interpretive effort. This article introduces some of these gadgets and offers suggestions on how to use them.

NAI maintains five blogs, including the NAI blog, pictured here.

NAI maintains five blogs, including the NAI blog, pictured here.

Blogs
Blog is short for “Web log.”  People use blogs to write comments about subjects that interest them. Others read these posts and add their own comments. The versatility of blogs has made them wildly popular. Professionals, businesses, and even politicians have entered the “blogosphere.”

Another version of a blog is a microblog, which allows users to communicate through super-short blog posts. The most popular microblog site is Twitter. Many users add posts to microblogs using the text message feature on their cell phone.

Blogs are probably the best social media tools you can use to listen to your audience. Blogs are searchable like any other Web page. You can search for key words related to your work and find out what topics interest the public and what issues concern them. Try blogsearch.google.com.

Microblog sites like Twitter also offer an avenue for conducting market research using online focus groups. Businesses can solicit consumer opinion through product surveys. Twitter is also becoming a tool for monitoring real-time events, such as natural disasters. In both of these cases, listening to what people say can influence management and decision-making processes.

Google Trends
If you want to know what is on people’s minds at any given moment, you can track search engine trends. Google keeps a tally of every search on its site. You can find out what the most popular search term or phrase is for a particular city. This data might give you an idea for a new exhibit or program. Visit www.google.com/trends.

Wikis
A wiki is software that allows multiple authors to build a Web page or online document. The most popular application is Wikipedia, an online encyclopedia that is created and edited by users. Anyone can add text, illustrations, maps, tables, and links to other sites.
Wikis are great collaboration tools. Designing a new exhibit? Invite professionals, special-interest groups, and members of the public to help using a wiki. Think of the viewpoints you can incorporate, the mistakes you can avoid, and the ineffective material you can revamp before the exhibit goes to press. Try www.wikispaces.com.

Metaverse
This term refers to the digital universe that exists in virtual worlds like Second Life. Users create online alter egos known as avatars that allow them to interact over the Internet. Some universities have purchased virtual land inside Second Life to use for teaching, study sessions, and group projects. Visit www.sl-educationblog.org.

Video Sharing
Anyone can be a film producer these days. Sites like YouTube provide a venue for premiering amateur movies. Many agencies create videos, hoping to gain publicity on YouTube. The key to success is creating something that grabs people’s attention so fully that they can’t help but tell other people about it. People want to watch fun films, not advertisements or educational videos.

Some organizations have succeeded in this arena by hosting competitions to see who can create the most entertaining and engaging video about a subject. This is generally more effective than posting agency-produced videos on sites like YouTube.

Social Bookmarking
Chances are, you have a list of bookmarks or favorites on your work computer. You probably have another list on your home computer. Sites like Delicious.com allow you to create your list of favorites online. You can access it from any computer and share it with other people.

The interpretive themes at your site are likely related to topics that people research every day for papers and presentations. Set up a social bookmarking site to guide people on their quest for knowledge. Create a list of favorites that links to websites related to your interpretive story.

Social bookmarking sites also offer a way for people to promote interesting articles. Members of sites like Digg vote on articles as a way of filtering online content. Try posting an article online and submitting it to Digg. Members of this site will then have an opportunity to vote on your article. If enough people promote it, your article could find its way to the “front page.”

Find creative ways to make your story rise to the top: Share an off-beat or little-known fact, relate your site to a current event, or write a story with humor or shock value. Digg says, “We’re committed to giving every piece of content on the web an equal shot at being the next big thing.”

Widgets and Apps
Take a look around your desk. Perhaps you have a calendar from a store or a pen from a bank. The object is useful and it reminds you that you need to stop by the store or bank on the way home. A widget is a computerized version of a freebie that a company gives away as advertising. Widgets can be downloaded to your computer desktop, Web page, or blog.

An app (application) is a little program that offers a fun and interactive way to share your interests with others. An app might be a quiz that identifies your favorite movies or a tool that allows you to calculate your carbon footprint.

Can you think of a widget or app that could be created for your interpretive site? Perhaps a widget that continuously updates your visitors on the weather at your site or an app that allows users to identify their favorite outdoor recreation activities.

RSS Reader
RSS is an acronym for Really Simple Syndication. Most blogs put out notices or “feeds” that alert you when a message is posted about a topic that interests you. This is an efficient way to stay current on blogs that you want to follow.

When you find a blog or website you like, see if it gives you an option to subscribe to a feed. You can use a tool like Google Reader to monitor multiple feeds. Certain sites, such as Technorati, are search engines that monitor blogs. These sites allow you to subscribe to a RSS feed of a specific search term.

Social Media Toolbar
Viral marketing occurs when people spread a message for you. Any content you offer online must be so interesting and easy to share that people can’t help but tell their friends about it. Be sure that people can spread your online content by embedding it in their websites, emailing it instantaneously, or posting it on their blog.

You can do this by creating a social media toolbar that allows users to click and share. Most social media sites offer a button or badge for this purpose.

Social Media Newsroom
Some interpretive sites offer an online newsroom or press page that allows reporters and other interested people to download press releases and photos. A social media newsroom expands this idea to include other types of media. You can offer podcasts, blogs, RSS feeds, widgets, links, embeddable files, photos, and other media. Be sure to display a Creative Commons license that allows users to use, adapt, and share your content (http://creativecommons.org).

Heidi Bailey is the author of the first electronic book published by NAI’s InterpPress, Putting Interpretation on the Map: An Interpretive Approach to Geography. She holds a bachelor of science degree in geography from New Mexico State University and a master of science degree in recreation, parks, and tourism from West Virginia University. Contact her at geointerpretation@yahoo.com.

 
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PowerPoint Pitfalls: Sounds

16 Dec

jon-hooperThis column is a series designed to help enhance your PowerPoint presentations. Each edition pinpoints common pitfalls faced when planning, preparing, and presenting PowerPoint shows.

Pitfall: Unimaginative Show Lacking Music or Sound Effects
Imagine a movie without any music or sound effects. Would Top Gun grab your attention if Tom Cruise took off from the aircraft carrier without the roar of the jet and the dynamic “Danger Zone” music? Most of us would consider such a movie as a step backwards in time.

Even though we love the amazing power of music and sound effects, we often present our PowerPoint shows with nothing more than our human voice accompanying the projected images.

To purge the pitfall: Incorporate appropriate music and/or sound effects into your shows. Inserting a sound file is as easy as inserting a photograph or illustration. You simply click “Insert” > “Sound” (or “Music and Sound” for PPT 2003) > “Sound From File” > then navigate to the appropriate folder containing the sound file and select the file. You can “tweak” the music/sound effects to meet your specific needs by following the directions in a PowerPoint manual or on Microsoft’s online help site.

You may say, “But our organization cannot afford to buy the rights to music. So, if we were to incorporate music, we would run the risk of getting nailed for copyright infringement.” The solution to this problem may be found on the Internet. Sites such as www.freeplaymusic.com provide copyright free music for you to use. Make sure you follow the “Terms of Use” listed for your music source.

Pitfall: You Present Your Show and the Sound Does Not Work
Has the following scenario ever happened to you? You proudly get ready to demonstrate your new “sound” prowess yet when you get to the part of the show with sound, nothing happens! Panic ensues! The most common cause of this problem is that your sound files were stored in a different folder than your PowerPoint show when you inserted them into your show, yet you only brought the PowerPoint show folder with you to your presentation site.

To purge the pitfall: Before inserting a sound file into your show, copy the file to the same folder where you have been saving your PowerPoint show. Then insert the file into your show by navigating to this same folder and clicking the sound file. When you want to transfer your show to another computer in the future, simply copy the contents of your PowerPoint folder to a CD or thumb (USB) drive, then transfer the folder to the second computer. If you do not follow this procedure, you may forget to copy your sound files because they will exist in a different folder.

Final Thoughts
Appropriate music and sound effects capture and hold the attention of your audience. Be careful not to over use such special effects, however. They should help you reach your show’s objectives, not just add glitz.

Dr. Jon Hooper has over 30 years of experience helping natural and cultural resource professionals enhance the effectiveness of their communication efforts. He is a professor of environmental interpretation at California State University, Chico, and is the owner of Verbal Victories Communication Consulting. He is a Certified Interpretive Trainer (CIT) and was Project WILD’s national Facilitator of the Year in 2006. Contact Jon at jonkhooper@hotmail.com.