In previous articles, we offered advice on the basics of public speaking, and how to organize your thoughts into a well-designed presentation. Another important part of any successful presentation is the effective use of visual aids. If used well, visual aids can increase understanding, save time, enhance retention, promote attentiveness, and help you control your nervousness. Visual aids engage additional senses and give your message greater impact.
This month’s article concentrates on what you should consider when selecting the type of aid to use. We introduce some of the most common aids, and offer dos and don’t’s to help you maximize the impact of your presentation.
Which Type of Visual Aid Should You Use?
Visual aids can range from handheld objects to slideshow presentations to multimedia spectaculars. Most people choose to create a slideshow presentation using common software, but consider the following factors before you make a decision on the type of aid you want to use:
- What information do you want to convey?
- How big is your audience?
- How large is the room you will be in?
- What equipment will be available for you to use?
- How much time do you have to prepare your visuals?
You may determine that a different approach will help you convey your message more strongly than a slideshow.
What Presentation Tools Can You Choose From?
A range of visual aids is available to you. Four of the most common tools are:
- slideshow presentations
- flip charts and marker/white boards
- videos
- props and displays
Slideshow Presentations
The most widely used of all the visual aids, the slideshow presentation is prepared on a computer using software such as Microsoft Powerpoint or Harvard Graphics. When preparing a slideshow presentation, keep in mind the following guidelines:
- Just because you have access to a variety of fonts does not mean you need to use all of them. Use only one or two fonts, and choose typefaces that are classified as “san serif.” San serif fonts are easier to read.
- Create slides that highlight your main talking points. If you used an outline to prepare your speech, the outline points should translate well into slide.
- You can use sound and video in your slideshow presentation, but keep in mind that they take time to build or play. Rehearsing your presentation ahead of time will help you gauge the timing of your slideshow.
- Consider how you want to transition from screen to screen. Most software packages offer a variety of transitional effects. Remember, however, that you want to enhance, not detract from, your presentation. Do not use special effects simply because you can.
- Consider having printed copies of your slideshow presentation available. Your audience will be able to more easily follow complex information, add their own notes, or share your information with colleagues.
Flip Charts and Marker/White Boards
Flip charts and marker/white boards are especially practical when you make a presentation to a smaller audience. They are useful for emphasizing details or explaining complex ideas. Some guidelines to follow when using flip charts and marker/white boards include:
- Prepare what you can ahead of time. Write down your outline points but leave space between each point to add information as you speak.
- Write legibly.
- Use dark-colored markers.
- Do not crowd too much information on any one sheet or chart. Many flip chart and marker pads have a light adhesive on the back. You can position the individual pages around the room. This will help further emphasize your speaking points.
Videos
Video cameras and recorders are effective tools when you need to give a “virtual tour” of your talking points. For example, if you are discussing the demolition and reconstruction of a floor in one of your buildings, you can present a video “walk-through” that shows the progress and highlights issues you are discussing. Three main factors to keep in mind when using a video as an aid are:
- Keep it short. Use the video to underscore your words, not to take the place of them.
- Pause or freeze-frame the video at key talking points as a dramatic way to emphasize your points.
- Review the video for quality before you use it. Although this seems like an obvious point, it is sometimes overlooked. You don’t want to be caught off-guard by a poor quality video at the time of your presentation. It will take away from your credibility.
Props and Displays
Props and displays can be very effective presentation tools for a facility manager to use. Imagine that you are presenting the benefits of a new piece of equipment to your staff. You can simply talk to them for the whole presentation, using such phrases as, “Try to envision . . .,” or you can have the new piece of equipment on hand and use such phrases as, “As you can see. . . .” Having the actual item on hand is much more powerful.
Dos and Don’ts When Using Visual Aids
No matter which type of visual aid you choose, you should follow basic guidelines to ensure that you will enhance, not detract from, your presentation.
Do not use overly complex images or graphics. It is better to divide information into two or three visuals rather than trying to fit it all onto one visual. Keep to a single idea or set or facts per image. This will add emphasis to each of the important points you are presenting.
Images that are unclear or blurry can confuse and distract your audience. You should never have to say, “I know you can’t read this, but . . . .” If your listeners are trying to make sense of your visual aid, they will not be listening to your words.
Make sure the entire audience can see your visuals. Your display should be placed high enough so that everyone can see it. Once you’ve positioned the visual, walk around the room and look at the screen or item from different angles. Sit in a chair in the front row and the back row. Stand in a corner. You should be able to see from every angle.
By following these basic guidelines, you will be able to effectively use visual aids to enhance your presentation.