1. 5-1 At the end of this section, the successful learner will be able to: Describe the training aids presented. Practice using at least three of these training aids. Identify the advantages, disadvantages, and “how to” skills for the training aids listed in this section. Objectives: Training Aids and Visuals

2. 5-2 Training Aids and Visuals Why some people avoid using training aids Fear! Whether fear of the equipment, fear of standing in front of others, or fear of making a mistake, a workshop can be less than exciting if you let fear take control. Here are some ideas to consider that may help reduce or eliminate your fear. Know your material – Standing in front of a group of eager students and feeling uncertain about what you are talking about can make your anxiety soar. Never try to fake it – If you don’t know the answer to a question, just say so. Make a point of letting your inquisitor know that although you don’t know the answer at the moment, you will try to find it and get back with him. Relax! – Above all, relax. People are much more forgiving and understanding than you might think. Have a good time and try to enjoy interacting with the class. It makes your life a lot more fun, and their experience that much more positive.

3. 5-3 Training Aids are your FRIEND! Training Aids and Visuals The Importance of Training Aids Facilitates the learning process – When used properly, training aids can greatly increase your teaching efficiency, leading to an increase in retention of taught material. Ensures consistency between training sessions – The reason companies like McDonalds are so successful is because of their consistency. If you will be doing a particular training session over and over, training aids can help you maintain your consistency. That way, your message gets across every time. Creates interest in the subject – No one wants to sit in a classroom for two days and listen to an instructor stand behind a podium and drone on and on. You need to mix it up a bit to capture and hold the interest of your participants. Simplifies instruction – Sometimes, it is a lot easier to be able to show something and discuss it than it is to try and verbally describe it. A well-constructed diagram or graphic not only helps the participants grasp the material, but it can act as a sort of cheat sheet for you, so that you cover everything you intended to.

4. 5-4 Training Aids and Visuals Using Visual Aids Essentials for good visual aids: Simple and easy to understand – Don’t clutter your message with a lot of gaudy colors, graphics, or flashing icons. Brief and concise – Enough said. Stress essential points – Use your visual aids to help hammer home key points. Correct size and clearly visible – If possible, preview your material. Make sure you are using the proper font size for the presentation and setting. Avoid too much text. Interesting – Find ways to make your visual aids interesting and fun. Your participants will appreciate it. Colors, spacing, etc. – Avoid colors that clash and background images or colors that swallow up font colors. Applicable to the subject – While your vacation last summer was probably a blast, it’s probably not a good topic to introduce in your workshop. Don’t loose your participants with irrelevant material.

5. 5-5 Training Aids and Visuals Types of Training Aids – Easel Pads Stand to one side and maintain good eye contact. Don’t talk to the easel pad, talk to your audience. Practice flipping and tearing. Keep pre-cut pieces of masking tape handy. Post high on wall for reference. Use light pencil to make notes to yourself. Keep blank pages between written sheets. Tag or clip edges of pages for easy reference. When finished, turn to clean sheet. Use as a notepad to capture ideas. Cover individual entries and reveal as needed. Advantages Easy to carry around. Material can be posted and reused. Material can be prepared in advance or during the presentation. Disadvantages May be a distraction if placed improperly. Easily damaged. May require significant preparation prior to workshop. Tips on Using Easel Pads

6. 5-6 Training Aids and Visuals Types of Training Aids – Easel Pad Tips Legibility Print. Don’t use Script. DON’T USE ALL CAPITAL LETTERS. Size - Generally, printing should be 2 inches in height when group is 20 feet away, increasing by half an inch for every additional 10 feet. Writing Do not talk to the easel pad as you write. Stand facing the easel pad square on, not to one side, and move across as you write. Often if you stand to one side, your writing lines may curve up or down. Symbols Use pictures, symbols, drawings, sketches, etc. to convey the message or supplement the words.           ! * ? + Layout KISS – Keep It Short and Simple 6x6 Rule: Six lines down and six words across Include a title Color Use bold reds, black, blues, violets, and some greens. Avoid pale colors – yellows, pinks, pale greens, etc. Use different colors for impact, to separate items, to link items, to vary the presentation, etc.. Write the words first, then draw the box. Very effective for impact or separation of ideas. Don’t overdo it! Boxes

7. 5-7 Training Aids and Visuals Types of Training Aids – Chalkboards and Whiteboards Some advantages: Inexpensive to purchase Chalk/Eraser easy to obtain Can use a variety of colors Some disadvantages: Messy on hands and clothes Not available in all locations May require a lot of preparation work Some advantages: Generally portable Markers/erasers easy to obtain Can use a variety of colors Some disadvantages: Expensive to purchase Markers dry out quickly Slippery to write on unless practiced. Tips on Using Chalkboards or Whiteboards Don’t wear dark colored clothing (chalk dust). Don’t talk while writing with your back to the group. Slant the chalk to avoid a screeching sound. Erase with up and down strokes versus side to side. Before erasing, check to see that everyone has had a chance to finish copying. If using porcelain boards, make sure you use the right pens. Eliminate chalk buildup to avoid messy appearance. Write legibly and large enough for those in back to see.

8. 5-8 Training Aids and Visuals Types of Training Aids – Overhead Projectors Advantages: Let’s speaker face group at all times. Instant placement or removal of information. May be used in normal lighting conditions. Disadvantages: May not be available at your training site. Bulky to transport between locations. Requires extra preparation. Tips on Using Overhead Transparencies Have a spare bulb and know how to put it in. Leave transparency on for a least 20 seconds. If you hear yourself start to say, “You probably can’t see this”, don’t show it. Turn machine off when through or there will be a long time delay between transparencies. Use a pencil or pen as a pointer directly on transparency. Face and talk to audience, not to screen. Maintain good, consistent eye contact. Lay the transparency down straight. Number them in the order they are to be used. Make notes so you know which transparency is shown when. If your lettering is small, have a handout to go with it. If someone else is handling the transparencies for you, practice your timing or develop cues to signal the next transparency. Stack transparencies with a sheet of paper between each. Use a card or piece of paper to cover later items until they are discussed. Write directly on the transparency to capture topics being discussed at the moment.

9. 5-9 Training Aids and Visuals Types of Training Aids – Designing Transparencies When putting together your transparencies, consider the following: Use a heading or title, along with a few key ideas Use only six to eight words per line Use only six or seven lines per transparency Keep your margins at about ½ inch Keep the transparency projected in the upper 2/3 of the projector screen Your letters should be at least 5/16 of an inch high Don’t use more than 2 different type fonts DO NOT USE ALL CAPITAL LETTERS. THEY ARE HARD TO READ. Stand six feet away and see if you can read what you have projected Note the difference between serif fonts and sans serif fonts. As a general rule, use serif for text, and sans serif for headings. Serif: Has ditties – This is an example of a serif type font. (Times New Roman) Sans Serif: No ditties – This is an example of a sans serif type font. (Arial)

10. 5-10 Training Aids and Visuals Types of Training Aids – Slides Disadvantages: Costly and time consuming to purchase. Larger rooms may require special equipment, such as a tripod. Not easily updated. Requires a fairly dark room. Tips on Using Slides Make sure slides are loaded properly so you don’t show one upside down. Create visually appealing slides with concise message. Spend more time on complex topics. Move quickly through easy to grasp points. Check lighting to ensure instructor can be seen. Use a wireless remote if possible or have someone advance slides for you. Standing next to a projector will force you to shout over the fan noise. Check location of projector so it’s not in the way of audience. Tips for Designing Slides Slides project best with light-colored type and graphics on a dark background. Use a font type size larger than that for overheads especially if slides are to be used in a larger room. Don’t put too much on a slide. Use the 6x6 rule: Six words per line, six lines per slide. Replace words with images wherever possible. To check a finished slide, hold it up to the light at arm’s length. If you can read it, it is probably okay. Advantages: Generally simple to use. Trainer can set the pace.

11. 5-11 Training Aids and Visuals Types of Training Aids – Videos and Film Disadvantages: It’s your turn. List some possible disadvantages to using videos or films. ________________________________________________ Tips on Using Videos Instructor should always preview the video before showing. Become familiar with contents. Use video only if it supports the instructional objective. Introduce video to participants. Allow for discussion after the video is shown. If you announce you are going to show a video, show it. Prepare area and know how to use the equipment. Test prior to use, if possible. Advantages: More information can be covered in a shorter period of time. Consistency through standardized instruction. Closer to real–life situations. Gives instructor a break/rest. Variety, change of pace. Brings expert into the classroom.

12. 5-12 Training Aids and Visuals Types of Training Aids – Tape Recorders Advantages: Tapes are inexpensive to purchase. Very portable. Adds variety to your presentation. Incorporating a taped recording into the workshop Once again, time to don the thinking cap. Can you come up with some creative ways to incorporate a taped recording into your training? What are some of the pluses and minuses of your idea? _____________________________________________________________________ Disadvantages: May require substantial preparation time. Cannot be used too often within a workshop. The player system may be expensive and difficult to transport.

13. 5-13 Training Aids and Visuals Types of Training Aids – Handouts Disadvantages: May require substantial pre-training preparation. Can be a distraction if timed improperly. May contradict what the speaker is talking about. Advantages: Inexpensive to produce. Can provide additional information not covered in the main presentation. Becomes a permanent reference for the participants. If main points are featured, may free up participants to listen more closely. Tips on Using Handouts Don’t talk while handing out material. Give directions before handing out material. Make sure all handouts are readable. Give credit to authors and sources. Consider using a “handout” table. Have enough copies. Count out ahead and stack so you can distribute quickly. Don’t give out too many or too much.

14. 5-14 Training Aids and Visuals Types of Training Aids – Computer Presentations Disadvantages: Equipment is expensive to purchase. Not all locations have equipment available. Can compete with the instructor (screen savers, sleep mode, annoying blinking things, etc.) Advantages: Instructor can set the pace. Presentations can be easily updated and changed. Most can be used under normal lighting conditions. With advances in technology, equipment is much lighter and more portable. Tips on Using Computer Presentations Always check equipment before the presentation! Have spare equipment (bulbs, extension cords, etc.). Remember the technology is there to support your presentation. Don’t talk to the screen. Don’t stand in front of the projector. Maintain good eye contact. Make sure all images and lettering are readable. Use the 6x6 rule (six words per line, six lines per screen). Make sure background color and text color have good contrast. Avoid too many graphics or ‘blinking things.’

15. 5-15 Training Aids and Visuals – Summary and Review Training Aids and Visuals This section covered some advantages, disadvantages, and “how to” techniques for using various training aids and visual aids. Below are some key things to remember. The importance of training aids: Facilitates the learning process Ensures consistency between training sessions Creates interest in the subject Simplifies instruction Essentials for good visual aids: Simple and easy to understand Brief and concise Stress essential points Correct font sizes, clearly visible lettering Interesting! Watch color contrast, spacing, etc. Applicable to the subject