Visual Aids

EFFECTIVE VISUAL AIDS

By Jill Bremer, AICI, CIP

Bremer Communications

Visual aids can add much to a presentation, turning it from a passive event into an active, engaging experience. Studies show that audiences retain only twenty percent of what they hear, but fifty percent of what they hear AND see. Visuals aids will help you connect with your audience and make your message stick.

There are a number of ways to communicate your information visually, from low-tech flip charts to high-tech projection systems. Each technique has its place; your job is to choose the method that best fits the audience and setting. First and foremost, remember that visual aids should be VISUAL. Use fewer words and more pictures, symbols and graphic representations.

Insider's Tip: You should never duplicate your handout word-for-word on your visuals. Your speech should be different from your visual aids which should be different from your handout. The combination of all three will work together to get your message across.

FLIP CHARTS

Flip charts are best used with a smaller audience. They are simple to set up and use, inexpensive and require no cords or outlets. They can be prepared ahead of time and revealed during the presentation or used as a vehicle to capture ideas on the spot. Flip charts are most effective when they highlight key words and concepts. There will certainly be times when you need text-only pages. Just be sure that you've condensed the information to the fewest words necessary to convey the thought.

As with handouts, you don't want to clutter your pages so leave plenty of white space on each sheet. A maximum of eight lines of text per page will enable the people in the back of the room to read it. Plan on leaving the bottom third of each page empty since it's difficult to write legibly so far down on the page.

Color can add emphasis and continuity but use no more than three colors per page. Dark colors are best for words, use brights only for accents.

Insider's Tip: Leave a blank sheet between your pages so that the markers don't bleed through and spoil the sheet behind. (Recommended reading - "The Big Book of Flip Charts" by Robert Lucas, McGraw-Hill)

OVERHEAD TRANSPARENCIES

Overheads are a good choice for larger audiences because they can be projected onto a screen. Like flipcharts, they can be prepared in advance or used as an interactive tool. Once again, don't make them identical to your written information. They need to support your presentation, not duplicate it. The use of color is also important in this medium. You can create overheads yourself with the computer in PowerPoint, or use photographs, illustrations, even magazine excerpts as your source material.

Insider's Tip: Each time you change your transparency, turn the projector off so that the bright white screen doesn't momentarily blind the audience.

SLIDES

Slides are easy to use, colorful and can be selected and arranged to present customized programs. They provide sharp images and convey professionalism to the audience. I recommend Express Slides (www.exslides.com) for the production of your slides.

Insider's Tip: Check the equipment (remote switch, focus knob, room lights) before your presentation. Ask to have a second projector bulb available. And always double check that your slides are in the tray correctly.

VIDEO

Video is an active medium that can involve the audience and add impact to your program. It can be used as an integral part of your content or merely to set the mood as your audience enters the room. Hundreds of training videos are available to purchase off-the-shelf or you can use a segment of a well-known film. Just make sure that the screen image is large enough so that the entire audience can see it.

Insider's Tip: Have the video cued to the relevant part so that you only have to press the "start" button. To keep the audience involved, give them an assignment of something to watch for during the viewing. It works every time!

PROPS

Props are an often-overlooked visual aid. Props can be portable, colorful, inexpensive and provide a "hook" for your message. World-famous speaker, Zig Ziglar, incorporates an antique water pump attached to the side of a table to illustrate his point about perseverance. Props work best when used as a symbol of your message. They will appear gimmicky if they're not closely related to your speech.

As you might have guessed, I am obviously "old school". I haven't mentioned LCD projection systems or white board projection/printer technology. The next story will explain why I'm such a fan of low-tech tools. I recently attended a workshop on creativity. The start of the program was delayed over thirty minutes while the presenter and others attempted to get his PC hooked up so that it would project his visuals on the screen. The efforts of the group got to be humorous as they struggled with various cords and adapters and each other. I sat there watching them thinking, "Hey, you're supposed to be teaching creativity. Shouldn't you be passing out crayons and clothespins?" Never let technology get in the way of your communication. Just because we can use technology, doesn't mean we always should. Your audience is there because they want to see and hear a live person deliver a meaningful message. Simple visuals are all you need to add creativity and impact to your presentations.

Jill Bremer, AICI, CIP, owner of Bremer Communications, offers training, consulting and coaching in professional image development, communication and presentation skills. Her clients include Oracle, Abbott Labs, W.W. Grainger, U.S. Department of Energy and the National Association of Realtors. She can be reached at 708-848-5945 or at www.bremercommunications.com