Business Communication

Using Visual Aids

The purpose of visual aids

1. Generating & holding audience interest

2. Increasing audience recall

3. Clarifying & emphasizing information

4. 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

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

Flip Charts

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

0

20

40

60

80

100

1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

East

West

North

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

1st Qtr

2nd Qtr

3rd Qtr

4th Qtr

Ice Rink Expenses

Staff 34%

Refrigeration 27%

Gas 8%

Snack bar 6%

Maintenance 4%

Water 3%

Sewer 2%

Office supplies2%

Too many slices

Too Much Emphasis on Service, Too Little on R & D

Production

Marketing

Sales

Service

Research & Development

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

-2

-1

0

1

2

3

4

5

6

7

U.S.

England

Germany

Ireland

Thailand

Japan

Korea

4th 2006 1st 2007 2nd 2007 3rd 2007

% GDP Growth

How would you fix this graph?

U.S. Slowdown Produces Downturns in Other Countries

0

1

2

3

4

5

6

4th 2006 1st 2007 2nd 2007 3rd 2007

U.S.EuropeAsia

% GDPGrowth

Europe = England, Ireland, and GermanyAsia = Thailand, Japan, and Korea

Line Graph

EXAMPLES

Example of a bad presentation

Stand-up

Example of a bad presentation 1