Visual aids for
presentations
Ms Usana Wongnarkpet
Devawongse Varopakarn Institute
of Foreign Affairs
Visual aids for presentations
There are many advantages in using visual aids during the
presentation. Visual aids can create a powerful effect, help keep students'
attention, and illustrate main ideas. The basic rule is to use visual aids to
support the presentation, not to dominate it. However, the disadvantage of
overusing visual aids is that the attention of the audience will be divided and
students may stand aside and have visual aids take their place.
What is a Visual Aid?
The main types of visual aids are whiteboard, flip chart, overhead projector (OHP), PowerPoint
(or other presentation software), video, props, handouts, yourselves demonstrating an action or in
a role play
Using Visual Aids as Notes
Simple visual aids can serve as your notes when speaking. Carefully select your titles.
These titles alone can serve as "triggers" to what you want to say next. If you know your subject
well and have rehearsed your presentation, your visual aids should be all you need to "jog" your
memory. Using visual aids has 4 important advantages
1. You don't have to worry about what you're going to say next - Your next visual aid
has your next major idea on it.
2. Visual aids allow you to move around the room - Movement helps you to relax and
adds energy to your presentations. Movement also allows the listeners to follow you and
pay closer attention to you.
3. You can have good eye contact with your audience - You can look at your audience
all the time, except when you look briefly at your visual aid. That's okay since the
audience will also look at your visual aid. This will help them see your message as well
as hear your message.
4. Your Audience feels comfortable knowing you're on your planned track - Well
designed visual aids show that you have a plan and have properly prepared and you are
following your plan.
NOTE: When you use visual aids, always introduce your visual aid before you actually
show the visual aid. Rehearse your presentation with your actual visual aids. It is very
important that you are very familiar with your visual aids. Make sure your message and
visual aids match. There is nothing worse than showing a visual aid which does not go
along with what you are saying.
VISUAL AIDS
How to design an excellent Power Point presentation
PowerPoint takes the presentation to a different level. The aim of this section is to offer
guidelines and tips to improve your PowerPoint skills.
Think back to some PowerPoint presentations that you have seen recently. With a partner
make a list of the top five annoying PowerPoint habits.
1……………………………………………………………………..
2 …………………………………………………………………….
3 …………………………………………………………………….
4 …………………………………………………………………….
5 ………………………………………………………………….....
Now make suggestions as to how you would remedy these annoying habits.
1……………………………………………………………………..
2 …………………………………………………………………….
3 …………………………………………………………………….
4 …………………………………………………………………….
5 ………………………………………………………………….....
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As you watch Version 1 and 2, compare the design of Joanna’s visuals. Note anything
you particularly like or dislike.
Watch Version 1 and 2 again. As you watch this time, compare the way Joanna uses her
visuals. Again, note anything you particularly like or dislike.
NOTE: When you use visual aids, always introduce your visual aid before you actually show the
visual aid. Rehearse your presentation with your actual visual aids. It is very important that you
are very familiar with your visual aids. Make sure your message and visual aids match. There is
nothing worse than showing a visual aid which does not go along with what you are saying.
Using your Visual Aids:
Here are a few suggestions for making most effective use of your carefully designed visual
aids:
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Be careful not to stand in front and obscure the view of your audience.
Avoid reading from the large projector screen as this means you turn your back to the
audience obscuring eye contact and reducing projection of your voice. If you need to read
directly from the text look at the PC or laptop screen.
Try making brief notes on index cards, including any details like dates, statistics or names
that you need to get right. No-one will expect you to speak without an aide memoir.
Be sure to interact with the information on your visual aids by pointing to specific points
or part of diagrams etc. This helps the audience to make links between your speech and
detail on the visual aids.
Think about what you want the audience do with any handouts. If they need them during
the session hand them out when necessary. If they are for future reference consider
handing them out at the end to avoid them causing distraction. Advise the audience of
what you plan to do.
Contingency Plans:
Whenever you use technology in a presentation you run the risk of technical problems. You can
reduce the risk of this impacting on your presentation by:
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Making sure you have your PowerPoint presentation saved in a few formats (memory
stick, CD, e-mailed to an easily accessible e-mail account).
Prepare OHP transparencies and/or handouts in case technical issues mean that you can't
use the computer and/or projector.
If you want to show a website, you could use screen captures rather than risking going
online.
Make sure all the hardware and software you need will be available, e.g. speakers, access
to internet, multimedia software, spare bulb, if you're using an OHP.
Practise with any multimedia, ideally in the venue you will be presenting in.
Be aware that PowerPoint presentations created on an Apple Mac operating system may
not be compatible with the PC/laptop that you are required to present on. You may need
to check this compatibility.
Language phrases
Here is the essential language you need to present visuals. You don’t need to learn all of the
phrases, but you should be able to use a few of them. This is so that you can vary what you say
each time you show a visual during your presentation.
Introducing the visual
- I’d like you to look at this …..
- Let me show you …..
- As you can see…..
- Let’s have a look at ….
- OK. Let’s take a look at…
- The first / second / next/ final slide is …
- If you look at the screen, you’ll see ….
- On the right / left you can see ….
Check with the audience
- Is that clear for everyone?
- Is that in focus?
- Can everybody see that?
Meaning of the visual
- This shows/illustrates/demonstrates/refers to…
- This is a graph/a diagram/which shows….
- As you can see, this is….
- Here we can see ….
Focusing attention
- I’d like to draw your attention to …
- One of the most important aspects of this is …
- At first glance it seems … but …
- I’d like to start by drawing your attention to ….
- What I’d like to point out here is …..
- I think you’ll be surprised to see….
- I’d like you to focus your attention on ….
- Let’s look more closely at ….
As you can
see, this is…
Points to remember
Here are some points you may need to recognize when you give a presentation
Design
 Don’t use visuals to repeat what you can say with words.
 Don’t overcrowd visuals with too much information.
 Visual aids should be simple.
 Use visuals to support or summarize what you say.
 Only use key words, not lines of text.
 Think about which kind of visual is right for you. (graph, table, picture, words, etc.)
 Use colour (but not too much).
Use
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Don’t use too many visuals.
Don’t read from the visual.
Make sure the audience understands the visual.
Use a pointer and/or masking techniques where appropriate.
Face the audience as much as possible.
Don’t block the audience’s view.
* Remember that your visuals should help you communicate your message. They should not
distract your audience’s attention from what you say.
Five principles for visual aids
1. You are your most important visual aid – too many people hide behind their visual aids.
Step out from behind your speech note visuals and let people see your natural interest and
enthusiasm for the topic.
2. Less is more – try not using visuals throughout your entire presentation. Turn off the overhead
projector or press the “B” button on your computer (which turns the power point projection to
black) to return attention to yourself. Put less information on your visual aids.
3. A picture tells a thousand words –The best way to add impact or help to explain something
is through pictures, graphics or images.
4. Go 3-D –An actual object will have much more impact. This works best with smaller groups,
but beware of passing things around while you are talking. Allow time for people to look, touch
or smell something at the end of your talk or during you talk when you have set aside time for
this.
5. Variety is the spice of life – Great speakers try to do something different every seven
minutes. Try not to be too fancy (too much spice) as you’ll only confuse and distract the
audience. Think about creating variety within your visual aids (colour, font, images) but again,
don’t go overboard as it will just look messy.
References
Dignen, B. Communicating in Business English. Asian-Pacific Press Holdings Ltd. 2003.
Lowe, S. & Pile. L. Presenting. Delta Business Communication Skills. 2006.
Grussendorf, M. English for Presentations. OUP. 2007.
http://www. Brunel.ac.uk