Effective visual aids.[check] This checklist is intended to assist those who wish to use visual aids visual aids Noun, pl objects to be looked at that help the viewer to understand or remember something in a presentation, whether formal or informal, to a group, large or small. Definition For the purpose of this checklist, visual aids are images, either still or moving, that are used to enhance a presentation. They include films, slides, overhead transparencies, models, product samples, handouts and computer-based images. Advantages of using visual aids Visual aids can help the audience to retain a better understanding of information. Visual aids can be used to:</p> <pre> explain, amplify, simplify or clarify points hold attention, help concentration and aid retention add interest and variety, and help break up an event into smaller sections. </pre> <p>If a picture is worth a thousand words A picture is worth a thousand words is a proverb that refers to the idea that complex stories can be told with just a single still image, or that an image may be more influential than a substantial amount of text. , then visual aids can save time as well. Disadvantages of using visual aids Visual aids take time to plan, design and prepare. Action checklist 1. Define the purpose of the presentation Consider what objectives you want to achieve with the presentation--for example, to give the audience a broad overview of a subject, or a more detailed technical understanding, or perhaps a mixture of both. 2. Draw out the key points Determine the key points that you want to make in the presentation. Are you trying to put across too much information in one go? Does each key point need to be reinforced with one or more aids? How many secondary points would also benefit from the use of visual aids? Too many secondary points may distract from key features. 3. Analyse an·a·lyse v. Chiefly British Variant of analyze. analyse or US -lyze Verb [-lysing, -lysed] or -lyzing, the audience You should obtain a good idea of the likely audience. Consider its level of knowledge--will it be made up mainly of experienced senior executives, professionals, technicians, students, the general public, company staff, or a mixture? This level of knowledge will affect the level of detail and difficulty of the subject that you wish to transfer, and it will also help you to decide on the most suitable visual aids. Some graphs, for example, radar diagrams, need prior knowledge of their structure and layout to be understood and so may not be suitable for a lay person. 4. Consider content and format What is the most suitable format to gain maximum understanding and clarity of the key points? Text may be suitable for many occasions, either as complete paragraphs, short individual sentences or 'bullet points'. Graphical displays can be computer generated and include drawings, diagrams, graphs or charts (bar, pie, vertical, horizontal), or photographs. Some topics may be better explained using films or videos; others, for example, marketing presentations, may require models or samples to be effective. Make certain that all visual aids are fully legible leg·i·ble adj. 1. Possible to read or decipher: legible handwriting. 2. Plainly discernible; apparent: legible weaknesses in character and disposition. from the back of the room you will be using (how often have you heard 'You won't be able to read all the figures, but I'll put this table up all the same'?) Remember, whatever the presentation, that: * visual aids can be used in combination (and can be even more effective used this way) * colour should be used sparingly spar·ing adj. 1. Given to or marked by prudence and restraint in the use of material resources. 2. Deficient or limited in quantity, fullness, or extent. 3. Forbearing; lenient. for maximum impact (black on white is clearest for text) * excessive detail in each image will cause confusion * it may be necessary to break complex issues into several images, but it should be shown how they 'fit' together. 5. Think about the equipment to be used First, determine what equipment will be needed. Remember that, if a booking system is in operation in your organisation, you may not have access to a particular piece of equipment on the day of the presentation. Check on availability well in advance. There is a wide range of equipment that can be used, both traditional and high-tech, including: * Whiteboards and flipcharts These are generally blank at the beginning of the session and are written on as the presentation is made. If they are to be prepared beforehand, make sure they can be covered (more difficult with a whiteboard The electronic equivalent of chalk and blackboard, but between remote users. Whiteboard systems allow network participants to simultaneously view one or more users drawing on an on-screen blackboard or running an application. than a flipchart) when not being referred to, so that they don't distract the audience. Electronic whiteboards are now available which allow a printed copy to be made for a handout, but these are expensive. * Overhead transparencies (OHTs) These need an overhead projector (OHP OHP Oregon Health Plan OHP Overhead Projector OHP Observatoire de Haute-Provence (French observatory) OHP Office of Historic Preservation OHP Oral History Project OHP Occupational Health Psychology OHP Oxford Health Plans Inc. ) to produce a large image onto a wall or screen. They can be hand-prepared during the session or pre-printed, and have the advantage of being reasonably cheap. Several transparencies can be overlaid o·ver·laid v. Past tense and past participle of overlay1. to build up an image. Projector fans can be noisy so OHPs should be switched off when not in use. * Slide or filmstrip film·strip n. A length of film containing a series of photographs, diagrams, or other graphic matter prepared for still projection. filmstrip n → tira de diapositivas projectors These are normally used when high quality images are involved. Slides are fiddly fiddly Adjective [-dlier, -dliest] small and awkward to do or handle fiddly adj [task] → delicado, mañoso; [object to load (although some machines allow a number of slides to be inserted in advance of the session) and need a darkened dark·en v. dark·ened, dark·en·ing, dark·ens v.tr. 1. a. To make dark or darker. b. To give a darker hue to. 2. To fill with sadness; make gloomy. 3. room for the image to be seen properly. * Films and videos Film is less popular now than video, but can still be an excellent medium for presentations. Videos can be viewed on normal-sized television sets or, using appropriate projection systems, on larger screens. Both videos and films, as well as being expensive, can get out-of-date, so their use should be carefully planned. Film projectors can be noisy. * Other electronic projection equipment A wide range of equipment that allows the enlarged display of information held in electronic format is available and is worth investigating. Remember to make sure that you know how to operate the equipment before you make a presentation. You may be required to enlarge TO ENLARGE. To extend; as, to enlarge a rule to plead, is to extend the time during which a defendant may plead. To enlarge, means also to set at liberty; as, the prisoner was enlarged on giving bail. , reduce or focus images. Try the equipment out in advance, or ensure that a trained person is available to help. 6. Prepare or hire the visual aids Are any prepared aids already available in-house? Could you use these? If not, consider who is to produce or hire them--should it be yourself, your own department, the reprographics Duplicating printed materials using various kinds of printing presses and high-speed copiers. department, or an outside firm, for example? Perfectly acceptable images can be produced using even basic word processing word processing, use of a computer program or a dedicated hardware and software package to write, edit, format, and print a document. Text is most commonly entered using a keyboard similar to a typewriter's, although handwritten input (see pen-based computer) and or graphics editing software. Is there a house style to follow? Even if not, ensure that there is a uniform layout for all the aids. Photographs, videos and slides can all be purchased or hired from specialist agencies. Allow sufficient time for production, including any corrections, additions, alterations, purchase or hiring arrangements. Visual aids should be cost-effective, so take into account the costs in preparing the material, including the possible hire, leasing or purchase of equipment, such as projectors. If leasing or purchasing, consider maintenance, depreciation, replacement and insurance costs, including the cost of any service agreements. Hire costs, even for just one day, can be considerable. 7. Prepare the venue The number of persons expected and the size of the room in relation to the maximum size of the image or other aids are factors that should be examined when selecting a venue. The layout of the seats--theatre style, semi-circle, or U-shaped--is important. What is the view like from the furthest seat? Try to ensure that neither you nor the equipment obscure anybody's view. Make sure it is possible to darken dark·en v. dark·ened, dark·en·ing, dark·ens v.tr. 1. a. To make dark or darker. b. To give a darker hue to. 2. To fill with sadness; make gloomy. 3. the room if necessary in order for images to be clearly seen. Where sound is needed, make sure the speakers deliver good quality sound. 8. Plan the use of the visual aids and rehearse re·hearse v. re·hearsed, re·hears·ing, re·hears·es v.tr. 1. a. To practice (a part in a play, for example) in preparation for a public performance. b. the presentation Carefully plan when to introduce the visual aids during the presentation. Two presentations are rarely ever the same, so you should identify the method of using the visual aid which suits your particular style. Is it better to introduce a topic and talk about it briefly before showing any visual aid, rather than displaying something 'cold' and then talking about it? Films can be shown and handouts made available at the beginning to act as a focus for the remainder of the presentation or at the end as a summary. Consider the pros and cons pros and cons Noun, pl the advantages and disadvantages of a situation [Latin pro for + con(tra) against] of each. Models or samples should be kept hidden from view until required. After each aid has served its purpose, remove it from view so that it does not distract the audience's attention, but remember to leave enough time for people to take notes if necessary. Provide handouts summarising the essential information presented. Carry out a full rehearsal at least once, using all the aids, to ensure a smooth flow. Ask a friend or colleague for critical feedback--for example on how well each aid served its purpose. Use aids as your notes only if you are confident that you can do so. Remember not to turn your back on the audience when referring to an aid. 9. Make a final check Ensure that all equipment has arrived and is in working order about an hour before the presentation. Try out slides or OHTs and make sure they are in the order in which they will be displayed. Any delay during delivery due to problems of this nature may detract from detract from verb 1. lessen, reduce, diminish, lower, take away from, derogate, devaluate << OPPOSITE enhance verb 2. the overall presentation. Ensure pens and other instruments are in good working order. 10. Have an alternative plan If, in spite of all your careful planning, equipment breaks down, an alternative plan will enable you to carry on with the presentation. Projector bulb bulb, thickened, fleshy plant bud, usually formed under the surface of the soil, which carries the plant over from one blooming season to another. It may have many fleshy layers (as in the onion and hyacinth) or thin dry scales (as in some lilies)—both of which failure is a common cause of breakdown. Have spares ready. Dos and don'ts for the effective use of visual aids Do</p> <pre> Make sure each visual aid or combination of aids is the best for the job. Try to find out about your audience. Make sure you are familiar with any equipment to be used. </pre> <p>Don't</p> <pre> Display the visual aid for too long, as it will become a distraction. Put too much detail into each aid. Forget to rehearse the complete presentation at least once. </pre> <p>Useful reading Books Lend me your ears: all you need to know about making speeches and presentations, Max Atkinson London: Vermilion vermilion, vivid red pigment of durable quality. It is a chemical compound of mercury and sulfur and is known as red sulfide of mercury; it was formerly obtained by grinding pure cinnabar but is now commonly prepared synthetically. , 2004 Presenting numbers, tables and charts, Sally Bigwood & Melissa Spore spore, term applied both to a resistant or resting stage occurring among various unicellular organisms (especially bacteria) and to an asexual reproductive cell produced by many unicellular plants and animals and by all plants that undergo an alternation of Oxford: OUP OUP (in Northern Ireland) Official Unionist Party , 2004 The ultimate business presentations book: make a great impression every time Martin Yate & Peter Sander London: Kogan Page, 2003 Presentation in a week, 3rd ed, Malcolm Peel and Jon Lamb London: Hodder and Stoughton, 2002 Training techniques tools and tips, Donna Willis Oxford: Chandos Publishing, 2002 Presentation in a week,3rd ed, Malcolm Peel and Jon Lamb London:Hodder and Stoughton, 2002 Effective presentation: powerful ways to make your presentations more effective Antony Jay Sir Antony Rupert Jay, CVO, (born 20 April 1930) was the co-author, with Jonathan Lynn of the successful British political comedies, Yes Minister and Yes, Prime Minister (1980-88). and Ros Jay London Jay London (September 12, 1966) is an American stand-up comic, whose one-liner jokes made him a favorite on NBC's Last Comic Standing. Although he did not win either of the two seasons in which he appeared (Seasons 2 and 3, both in 2004), his humble personality and clean : Prentice Hall Prentice Hall is a leading educational publisher. It is an imprint of Pearson Education, Inc., based in Upper Saddle River, New Jersey, USA. Prentice Hall publishes print and digital content for the 6-12 and higher education market. History In 1913, law professor Dr. , 2000 Thought starters What are the best (worst) visual aids that you have seen used in presentation? Why were they good (bad)? Which visual aid helps you understand or learn more easily? |
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