Communicating for Results Seventh Edition Cheryl Hamilton, Ph.D.

Copyright © 2005 Wadsworth 2 Chapter 13 - Professional Visual Aids 13 Opening Quotation

Copyright © 2005 Wadsworth 3 Chapter 13 - Professional Visual Aids Benefits of Visual Aids Improve listener recall Speed comprehension Add to speaker credibility Microsoft Image Listener Recall 10% 65% 20%

Copyright © 2005 Wadsworth 4 Chapter 13 - Professional Visual Aids 70% 72% 85% After 3 hours Verbalonly Visualonly VerbalandVisual 65% 20% 10% After 3 days Audience Recall

Types of Visual Aids

Copyright © 2005 Wadsworth 6 Chapter 13 - Professional Visual Aids Electronic Presentations Main point is to aid understanding Make sure you can be seen Make sure visual aids can be seen Try a cordless mouse or remote Look at computer screen not wall screen Prepare backup plan for equipment failure Suggestions include...

Copyright © 2005 Wadsworth 7 Chapter 13 - Professional Visual Aids Overhead Transparencies Can be projected in normal light Notes and reminders can be on the frame Can be made with minimal effort Can be shown to any size audience Advantages include... Microsoft Image

Copyright © 2005 Wadsworth 8 Chapter 13 - Professional Visual Aids 35mm Slides Have dark backgrounds Can use intense color Easy to transport Can be shown to any size audience Require a lot of time and effort Suggestions include... Microsoft Image

Copyright © 2005 Wadsworth 9 Chapter 13 - Professional Visual Aids Flip Charts & Posters Set mood of informality & spontaneity Can be used only with small groups Markers bleed through newsprint Difficult to cover/uncover main points Simple to prepare Awkward to transport Suggestions include... Microsoft Image

Copyright © 2005 Wadsworth 10 Chapter 13 - Professional Visual Aids Objects, Models & Handouts Objects --Large enough to be seen --Small enough to be easily displayed Models can replace objects Handouts a distraction unless used correctly Uses & advantages include... Microsoft Image

Copyright © 2005 Wadsworth 11 Chapter 13 - Professional Visual Aids Markerboards & Chalkboards Practice is vital Must be able to speak and write at same time When writing, back is to audience Chalkboard looks less prepared / professional Suggestions include... Microsoft Image

Copyright © 2005 Wadsworth 12 Chapter 13 - Professional Visual Aids Audiovisual Aids Could show short video clip Can slow, pause, and replay motion Audiotapes and CDs can be used Suggestions include... Microsoft Image

Selecting Text or Graphic Visuals

Copyright © 2005 Wadsworth 14 Chapter 13 - Professional Visual Aids Text Visuals Include Text or printed words with one or two pieces of clip art, a drawing or a picture. (Click for more samples)

Employee Creativity Keep channels open Encourage new ideas Promote participation Reward creativity

5 Basic Food Groups U.S.D.A. Bread & grain Rice & legumes Fruits & nutsMilk & cheese Meat, poultry, & fish

Gray-brown walrus-like sea cow Length: up to 13 feet Weight: up to 3,000 pounds Gray-brown walrus-like sea cow Length: up to 13 feet Weight: up to 3,000 pounds

Copyright © 2005 Wadsworth 18 Chapter 13 - Professional Visual Aids Graphic Visuals Include Graphics (such as charts, graphs, diagrams, clip art or pictures) with very few words. (Click for more samples) Days a Week How Often Should You Run?

Americans with Disabilities Act Disabled Americans 20%

After School Care Day Care Center--60% Private Care--20% Parental Care--9% Latch Key--11%

Power of Compounding

Designing Visuals with the Correct Point Sizes

Copyright © 2005 Wadsworth 23 Chapter 13 - Professional Visual Aids Visual Aid Point Sizes --Title (minimum size) This is 54 Points This is 48 Points This is 36 Points This is 30 Points This is 24 Points This is 18 Points This is 14 Points This is 11 Points --Subtitle (minimum size) --Text (minimum size)

Preparing Quality Text Visuals

Copyright © 2005 Wadsworth 25 Chapter 13 - Professional Visual Aids Understood in 6 seconds or less Understood in 6 seconds or less Anchor ideas, facts & concepts Anchor ideas, facts & concepts Use easily readable fonts and type sizes Use easily readable fonts and type sizes Follow text & graphic guidelines Follow text & graphic guidelines Follow the general design principles Follow the general design principles Use color carefully Use color carefully Quality Text Visuals

Design Rules for Text Visuals YOU SHOULD USE ONLY FOUR TO SIX LINES OF TYPE PER VISUAL. BE SURE TO LIMIT EACH LINE TO NOT MORE THAN FORTY CHARACTERS. IT IS BEST TO USE PHRASES RATHER THAN SENTENCES. USING A SIMPLE TYPE FACE IS EASIER TO READ AND DOES NOT DETRACT FROM YOUR PRESENTATION. IF YOU ALLOW THE SAME AMOUNT OF SPACE AT THE TOP OF EACH VISUAL, YOU MAKE IT EASIER FOR YOUR LISTENERS TO FOLLOW YOU. YOU CAN EMPHASIZE YOUR MAIN POINTS WITH COLOR AND LARGE TYPE. IF YOU USE UPPER- AND LOWERCASE TYPE, IT IS EASIER TO READ. (How many rule violations can you find?)

Copyright © 2005 Wadsworth 27 Chapter 13 - Professional Visual Aids Can you read this word? How about now? Avoid Using All Caps

Copyright © 2005 Wadsworth 28 Chapter 13 - Professional Visual Aids Avoid Using All Caps Putting words in all caps is like reading only the bottom half–no immediate recognition occurs.

(This is better, isn’t it?)

Preparing Quality Graphic Visuals

Copyright © 2005 Wadsworth 31 Chapter 13 - Professional Visual Aids Graphic Visuals Organizational charts and flowcharts Diagrams and schematics MapsGraphs Include the following types... Microsoft Image

Copyright © 2005 Wadsworth 32 Chapter 13 - Professional Visual Aids Graphic Design Rules Limit data and eliminate grid lines> Click after each rule for sample... American Flights AprilMayJuneJuly AilMayJuneJuly

Copyright © 2005 Wadsworth 34 Chapter 13 - Professional Visual Aids Graphic Design Rules Limit data and eliminate grid lines Combine data when possible> Click after each rule for sample... American Flights AprilMayJuneJuly AilMayJuneJuly

This Energy Costs Energy costs $ 3.6 Million Profits Other Expenses $ 1.2 million Not This Energy Costs Energy costs $ 3.6 Million Profits Raw materials Consulting Advertising Debt interest Administrative Salaries

Copyright © 2005 Wadsworth 36 Chapter 13 - Professional Visual Aids Graphic Design Rules Limit data and eliminate grid lines Combine data when possible Make bars wider than space between them> Click after each rule for sample... American Flights AprilMayJuneJuly AilMayJuneJuly

This Not This Surfsailors Beat Competition in 2005 Surfsailors Boardbees Sandbaggers Sunscouts Surfsailors Boardbees Sandbaggers Sunscouts Surfsailors Beat Competition in 2005

Copyright © 2005 Wadsworth 38 Chapter 13 - Professional Visual Aids Graphic Design Rules Limit data and eliminate grid lines Combine data when possible Make bars wider than space between them Eliminate data points> Click after each rule for sample... American Flights AprilMayJuneJuly AilMayJuneJuly

Sales Not This This ‘00 ‘01 ‘02‘03‘04 Earnings (In thousands) Earnings remain stable as sales fluctuate ‘01 ‘00 ‘02 ‘03 ‘04 Sales ‘05 Earnings remain stable as sales fluctuate Earnings

Copyright © 2005 Wadsworth 40 Chapter 13 - Professional Visual Aids Graphic Design Rules Limit data and eliminate grid lines Combine data when possible Make bars wider than space between them Eliminate data points Always use titles > Click after each rule for sample... American Flights AprilMayJuneJuly AilMayJuneJuly

This Not This New York 9-11 Problem Solving Procedure

General Design Principles & Color

Copyright © 2005 Wadsworth 43 Chapter 13 - Professional Visual Aids General Design Principles ContrastRepetitionAlignmentProximity Click for definitions... --Avoid similar elements --Avoid similar elements --Repeat design elements --Repeat design elements --Visually connect elements --Visually connect elements --Closely group related items --Closely group related items

Copyright © 2005 Wadsworth 44 Chapter 13 - Professional Visual Aids General Design Principles ContrastRepetitionAlignmentProximity (817) Used Cars Connor Blake 6195 Del LaneMansfield, TX Connor Blake Used Cars 6195 Del Lane Mansfield, Texas (817) Which business card best follows the principles? #2 #1

MORTGAGE COMPANIES   MORTGAGE INSURANCE   MORTGAGE BUY OUT   ESCROW SHORTAGES AND OVERAGES   INTEREST RATES   POINTS THINGS YOU SHOULD KNOW (How would you change this visual?)

Copyright © 2005 Wadsworth 46 Chapter 13 - Professional Visual Aids Mortgages What You Should Know... Escrow Shortages and Overages Mortgage Insurance Mortgage Buy Out Interest Rates Points FOR SALE

Copyright © 2005 Wadsworth 47 Chapter 13 - Professional Visual Aids Specific Color Principles Unrelated elements: use different hues Related elements: use different saturation levels Figures: use fully saturated hues Backgrounds and text: use low saturated hues For distance: use dark colors Rules include... Each color is a different hue

Copyright © 2005 Wadsworth 48 Chapter 13 - Professional Visual Aids Specific Color Principles Avoid colors that look similar at a distance Avoid placing opposites on color wheel together Use well-defined boundaries Use high contrast between figure & background Rules include... Each color is a different hue Fullsaturation Lowsaturation (Con’t)

Creating Visuals with PowerPoint

Copyright © 2005 Wadsworth 50 Chapter 13 - Professional Visual Aids Visuals & PowerPoint 1. Open speech template

Copyright © 2005 Wadsworth 51 Chapter 13 - Professional Visual Aids Visuals & PowerPoint 1. Open speech template 2. Type in outline

Copyright © 2005 Wadsworth 52 Chapter 13 - Professional Visual Aids Visuals & PowerPoint 1. Open speech template 2. Type in outline 3. View outline in slide form

Copyright © 2005 Wadsworth 53 Chapter 13 - Professional Visual Aids Visuals & PowerPoint 1. Open speech template 2. Type in outline 3. View outline in slide form 4. Get ready – with “guides”& “snap to grid” 5.6.

Copyright © 2005 Wadsworth 54 Chapter 13 - Professional Visual Aids Visuals & PowerPoint 1. Open speech template 2. Type in outline 3. View outline in slide form 4. Get ready – with “guides”& “snap to grid” 5. Use PowerPoint Speaker’s Guide to customize presentation 6. See pages for PowerPoint Speaker’s Guide: Basic & Advanced suggestions

Copyright © 2005 Wadsworth 55 Chapter 13 - Professional Visual Aids Visuals & PowerPoint 1. Open speech template 2. Type in outline 3. View outline in slide form 4. Get ready – with “guides”& “snap to grid” 5. Use PowerPoint Speaker’s Guide 6. Conduct tech rehearsal

The End