Creating and Using Visual Aids

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Creating and Using Visual Aids
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Visual Aids Improve Shared Meaning In Three Ways

• Visual aids increase message clarity.
• Visual aids increase the persuasiveness of the
  message.
• Visual aids make the presentation more dynamic.

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Objects Make Good Visual Aids

• An object is an excellent way to add interest and
  clarity to ideas.
• Objects must be large enough to see.
• Discontinue the presentation if you must pass
  objects around the room.

• Models are an excellent substitute for objects
  that cannot be seen.

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Chalk Board, White Board, andFlip Chart

• Useful in extended presentations where ideas are
  changed through interaction with the audience.
• Vital in group brainstorming sessions where ideas
  must be recorded, narrowed, and solidified in
  front of the group.
• Make sure the information is large enough for the
  entire audience to see.

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Handouts

• Useful for summarizing information and providing
  a handy reference guide.
• Make the handout available at the time you are
  ready to review its contents.
• Explain the handout thoroughly so the audience
  has little to linger over.

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Photographs

• Photographs and slides make an excellent
  substitute for objects too large or small to be
  seen.
• Enlarge photographs for professional
  presentations.

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Charts and Graphs Need Good Titles
Travel
Capital Expenditures
Communication
Duplication
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Department Budget
Travel
Poor title
Capital Expenditures
Communication
Duplication
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Duplication Is the Largest Share of the Budget
Travel
This title communicates the speakers meaning
Capital Expenditures
Communication
Duplication
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Charts

• Simplify the chart by eliminating irrelevant
  information.
• Simplify the layout and format for easy
  assimilation.

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Draft1997 Emission Inventory (Point)All Figures
in Tons Per Year
Too much information on this chart
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Draft1997 Emission Inventory (Point)All Figures
in Tons Per Year
This chart is easier to understand
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Line Graphs

• Limit the graph to no more than three lines.
• Use different colors for each line, and label
  which variable is represented by each color.
• Use a dark or heavy line for the most important
  variable.

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Stock Market Performance
Poorly constructed line graph
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Alpha, Inc. Had a Strong Year on the Stock Market
This graph is easier to understand
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Pie Charts

• Avoid slicing the pie into more than seven
  slices.
• Label the pie pieces at or near the slice.

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Duplication Is the Largest Share of the Budget
Travel
Capital Expenditures
Communication
Duplication
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Bar Graphs

• Include no more than six bars.
• Label the horizontal and vertical axes.

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1994-1997 Earnings GrowthFund A Showed Superior
Performance
Earnings
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Text Visuals

• Use action phrases.
• Maintain parallel order.
• Avoid a full-sentence outline.

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Tips for Using Visual Aids

• Make them large enough.
• Dont block the audiences view.
• Display the aid when it is relevant and then
  remove it from view.
• Explain every part of the visual aid.
• Explain the visual using parallel language.
• Talk with the audience, not at the visual aid.

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Integrating Computer Slides

• Use computer generated slides strategically to
  clarify complex information.
• Do not use slides to present every point or full
  content.
• This encourages the audience to focus on the
  screen.
• The speaker fades into the background.