Using visual aids L 6 Ing. Jiří Šnajdar 2015

Visual aids are an important factor in a successful engineering or science presentation, and as a speaker, you should give careful consideration to your approach to visual aids. Unfortunately, many presenters rely on the default settings provided by PowerPoint to create slides for their presentations. Typically, this approach results in tiresome slides heavy with bulleted text and perhaps an occasional image.

As a presenter, you should consider if this traditional slide design is in fact the best method for communicating scientific information. What research exists that supports the effectiveness of much bulleted text and the occasional image for the communication of scientific information? Since slides are omnipresent in technical presentations, this question deserves some consideration.

Slide design is characterized by a concise, complete sentence headline (no longer than 2 lines) that states the main assertion of the slide (i.e. what you want the audience to know as a result of the slide) and the body of the slide consists of visual evidence for that assertion (charts, graphs, images, equations, etc.).

Tips for Using Slides 1. Overcome PowerPoint's weak defaults. Begin designing your slides with the template. 2.How many slides? Many presenters want to know how many slides they should have. You should aim to have no more than one slide for every 1-2 minutes of presentation time (20 minute talk, approx. 10 slides recommended). 3. Discuss your slides. It is important that you directly discuss and incorporate your slides into you talk. Don’t assume that your audience will just figure it out for themselves.

4. Practice with the equipment. Make sure you know how your slide advancer works. It is distracting to the audience if you are fumbling with the equipment and it will only serve to make you more nervous. Just arriving a bit early to the room that you are presenting in and familiarizing yourself with the environment and equipment can eliminate many of these issues. 5. Practice with your slides. It is damaging to your credibility as a presenter if you are clicking back and forth “searching” for the slide that you want to discuss. You should know precisely where and when each slide is coming in the presentation.

6.Manage the environment. Be sure to take control of the lighting so that your slides can be seen to their best advantage. Many times the lights on top of the screen are left on and the resulting glare makes slides look washed out and difficult to see. 7. Use the laser pointer sparingly. If you have shaky hands, the laser pointer only serves as beacon emphasizing your nerves to the audience. If precision of location is important, It might be more effective to use your slide software (animate a circle or arrow) to emphasize the area that you want to highlight for your audience.

8. Slides aren't always neccessary. Perhaps the most important thing to know when using slides in a presentation is when to turn them off. There is no rule that says that it is a good idea to be show slides during the entire talk. Slides are not always the best medium for your information and you should get into the habit of asking yourself, “Is a slide necessary?”. For example, if you are discussing a personal experience or observation, that information might be more effectively communicated without a slide.

9.Slides aren’t the only option for visual aids. Don’t be afraid to think outside the box and consider other types of visual aids such as demonstrations and videos.. Of course, it is essential that you practice and prepare to smoothly incorporate alternative visual aids into your presentation. Your visual aids should be clear and concise, providing a stimulating addition to your spoken word.

Visual aids can be a very powerful tool to enhance the impact of your presentations. Words and images presented in different formats can appeal directly to your audience’s imagination, adding power to your spoken words. Think of using visual aids for the following reasons: if they will save words - don't describe your results - show them; if their impact would be greater than the spoken word - don't describe an image - show it.

Think about using a variety of different visual images. Try using photographs, tables, diagrams, charts, drawings, key words, or video sequences. Be creative and deliberate in your choice of images to achieve the most impact. How can you display your material visually? What techniques might help you present your argument or results in a stimulating way? What might add emphasis to your spoken words?

When to use visual aids? Words and images can be used throughout your presentation from the introduction to the conclusion. However, remember to restrict their use to key moments in your presentation; an over use of visual aids can be hard to follow.

Think about using visual aids at the following times: Introduction display the title of your presentation; define particular technical terms or units; indicate a structure to your presentation by listing your main points; display an image which encapsulates your theme(s); highlight a question you intend answering during the course of your presentation;

Main points highlight new points with an appropriate image or phrase; support technical information with clearly displayed data; indicate sequence by linking points together; offer evidence from your research to support your argument;

Conclusion summarise your main points on a slide; present your conclusion in a succinct phrase or image; display your key references to allow your audience to read more on your topic.

Different types of visual aids There are many different types of visual aids. PowerPoint (or equivalent) Microsoft PowerPoint is probably now the most commonly used form of visual aid. Used well, it can really help you in your presentation; used badly, however, it can have the opposite effect.

The general principles are: Do use a big enough font (minimum 24pt) keep the background simple use animations when appropriate make things visual

Don't make it so small you can't read it use a fussy background image but don't over-do the animation - it gets distracting use endless slides of bulleted lists that all look the same

Make sure that the text on your slides is large enough to be read from the back of the room. A useful rule of thumb is to use 18 point text if you are producing slides with text on a computer. This should also help reduce the amount of information on each slide. Avoid giving your audience too much text or overly complicated diagrams to read as this limits their ability to listen. Try to avoid lists of abstract words as these can be misleading or uninformative.

White or black board White or black boards can be very useful to help explain the sequence of ideas or routines, particularly in the sciences. Use them to clarify your title or to record your key points as you introduce your presentation. Rather than expecting the audience to follow your spoken description of an experiment or process, write each stage on the board, including any complex terminology or precise references to help your audience take accurate notes.

Once you have written something on the board you will either have to leave it there or rub it off - both can be distracting to your audience. Check to make sure your audience has taken down a reference before rubbing it off - there is nothing more frustrating than not being given enough time! If you do need to write ‘live’, check that your audience can read your writing.

Paper handouts Handouts are incredibly useful. Use a handout if your information is too detailed to fit on a slide or if you want your audience to have a full record of your findings. Consider the merits of passing round your handouts at the beginning, middle and end of a presentation. Given too early and they may prove a distraction.

Flip chart A flip chart is a large pad of paper on a stand. It is a very useful and flexible way of recording information during your presentation — you can even use pre-prepared sheets for key points. Record information as you go along, keeping one main idea to each sheet. Flip back through the pad to help you recap your main points. Use the turning of a page to show progression from point to point. Remember to make your writing clear and readable and your diagrams as simple as possible.

Video Video gives you a chance to show stimulating visual information. Use video to bring movement, pictures and sound into your presentation. Always make sure that the clip is directly relevant to your content. Tell your audience what to look for. Avoid showing any more film than you need.

Artefacts or props Sometimes it can be very useful to use artefacts or props when making a presentation. If you bring an artefact with you, make sure that the object can be seen and be prepared to pass it round a small group or move to different areas of a large room to help your audience view it in detail. Remember that this will take time and that when an audience is immersed in looking at an object, they will find it hard to listen to your talk. Conceal large props until you need them; they might distract your audience’s attention.

Designing visual aids There are many different rules for designing visual aids, some of which will apply directly to different kinds of equipment. Sticking to the following guidelines will produce high quality visual images: use one simple idea for each visual; make the text and diagrams clear and readable; avoid cluttering the image; keep your images consistent (use the same font, titles, lay out etc. for each image); make sure your images are of a high quality (check for spelling and other errors).

Always remember that an audience should be able to understand a visual image in a matter of seconds.

Room layout Remember that your audience needs to be able to see you as well as your visual aids. Try to involve every member of your audience by changing the layout of your room.

Room layout

Try these arrangements in different settings. Use them to create different atmospheres; for example, an intimate setting might suggest an informal tone, whilst placing yourself at a distance might suggest a more formal relationship.

Practice… Always check your equipment to make sure that it: works; is equipment you are familiar with There is nothing worse than a presenter struggling with their visual aids. Be familiar enough with your tools to ensure that you won’t be thrown if something goes wrong. A confident use of visual aids will help marry them to your spoken presentation helping them become part of an impressive performance.

Summary Use visual aids to display complex information clearly and introduce variety into your delivery technique. Make sure that you are familiar with the equipment required to create and display visual aids, and deploy visual aids creatively in your presentations mixing techniques and media to create an impact.

Visual aids are an aid to communication 1. Plan your presentation before creating visual aids. 2. Use visual aids sparingly. 3. Make them visible to the entire audience. 4. Talk to the audience, not to the aid. 5. Avoid laser pointers. 6. Explain the content of the aid when you first show it. 7. When you finish with the aid, remove it, cover it, or turn it off.

Visual aids are an aid to communication … 8. Limit the amount of material on any one aid. 9. Avoid clip art from well-known sources. 10. Be prepared to give your presentation without your visual aids. Murphy’s Law -- "if anything can go wrong, it will" -- applies in spades to anything involving technology and an audience. Have a backup plan in case something goes wrong. Take a hard copy of your slides.