Business Communication Using Visual Aids

The purpose of visual aids Generating & holding audience interest Increasing audience recall Clarifying & emphasizing information Adding credibility & persuasiveness

Generating & maintaining audience interest

Increasing audience recall The more senses involved in a communication transaction the more likely the receiver is to understand the sender’s message and remember it.

Clarifying Information

Adding credibility & persuasiveness Oral presentation with visual support is more persuasive and more effecitve from the audience’s viewpoint than are those without visual support. The audience is more likely to approve the ideas of the person’s using visual aids.

Why use visual aids?

Many possible types of visual aids Overhead Transparencies (OHT, Acetate) Slides Flip Charts and Posters Objects and Models Handouts Whiteboards and Chalkboards Computer Assisted Audiovisuals (PPT) Audio or Video (tapes, CDs, DVDs…)

Flip Charts For briefing small groups Can be used to record audience comments and questions Not suitable for a use in large audience settings

Flip Charts 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 4

Posters Smaller audience sizes (except for marketing) Posters are permanent and removable Eloberate posters require extensive preparation and may be costly

Posters and Flipcharts Advantages Can be placed close to audiences They can provide interactive communication They can stand alone without explanation They can remain displayed to remind listeners of key concepts

Overhead Transparencies For audience of 20 to 50 people Necessity when giving a presentation in a room not equipped with a computer projection system Old fashioned in some industries

Transparencies Advantages of transparencies Projection equipment is simple and dependable Speakers need not turn their backs to the audience They work in well-lit rooms Easily stored and carried Easily produced Can be eliminated during the speech

Transparencies Guidelines Number transparencies Maintain eye contact with the audience Point on the projector, not screen Keep relevant information hidden until needed Turn projector light off when not in use

Handouts Their use allows speakers to go into depth on some points while skimming over others They can be especially useful for complex presentations They provide something for audience members to take with them for future reference Handouts give a sense of security and ownership to speakers

Handouts Guidelines Be sure about the quality Include helpful lists, maps, tables etc Be sure thay are up to date Decide how to deal with them during the presentation

Computer presentations (ppt) Many types of audiences Inexpensive and customizable Needs to be well-prepared

Tips for using slides Use bullet statements when possible (no more than 7 per slide) Avoid too much verbiage and clutter Keep it simple (less is more) Keep sound effects to a minimum

Tips for using slides Only use long quotes and/or sentences if necessary (in which case, bring in each sentence one at a time) Avoid turning back to audience and reading too much

Tips for using slides Give handouts of PowerPoint slides before speech for audience note-taking (optional) Use slides as your notes or use PowerPoint handouts for additional notes

Tips for using slides Use graphs for important statistics (particularly when referring to dramatic gains or losses) Reduce walking in front of projector

Tips for using slides Build suspense for topic by leaving first slide blank Avoid being tied to the mouse Use pictures as metaphors or similes

Tips for using slides Use slides as punch lines for humor Use pictures and/or clipart on slides to enhance the mood

Tips for using slides Avoid putting too much verbiage around pictures (Keep it simple) Apply transitions and animations for effect (Don’t overdo. Decide what to emphasize.)

Tips for using slides Maintain consistency (For example, use design templates) Be prepared for technical difficulties (Always have a plan B)

Which visual aid to choose? It depends on Your goal Your audience Your budget Available technology

Tips for effective use of visual aids Give handouts before or after speech only if not a distraction Explain the handout’s relevancy to topic Keep visual aids clear and simple Avoid lulls while you demonstrate

Tips for effective use of visual aids Practice using visual aids Make visual aids easy for audience to see Set up before and discuss after the showing of video clips

Tips for effective use of visual aids Use pictures or other visual aids to spark a story (there are stories in objects) Avoid using animals and/or children if distracting Demonstrate a task by using how-to-objects

Visual Aid Categories Figures (charts) Tables Pictures and diagrams

Charts In a bar chart, the height or length of each bar represents the frequency of occurence..

Bar Graphs Include no more than six bars Label the bars themselves Label the horizontal and vertical axes 17

Bar Chart

Bar Chart (data reordered)

Charts The most frequently used diagram to emphasise the proportion or share of occurences is the pie chart. A pie chart is divided into proportional segments according to the share each has of the total value.

Pie Charts Avoid slicing the pie into more than seven slices Label the pie pieces at or near the slice 15

Ice Rink Expenses Too many slices

Too Much Emphasis on Service, Too Little on R & D Research & Development Sales Production Marketing PR

Pie Chart

Graphs Most suitable diagram for exploring the trend is a line graph in which your data values for each time period are joined with a line to represent the trend.

U.S. Slowdown Produces Downturns in Other Countries How would you fix this graph? % GDP Growth 4th 2006 1st 2007 2nd 2007 3rd 2007

U.S. Slowdown Produces Downturns in Other Countries % GDP Growth Europe = England, Ireland, and Germany Asia = Thailand, Japan, and Korea

Line Graph

EXAMPLES Example of a bad presentation Stand-up