Designing and Presenting Visual Aids

Two types of visual aids are used to supplement speeches and presentations. Text vi­suals consist of words and help the audience follow the flow of ideas. Because text vi­suals are simplified outlines of your presentation, you can use them to summarize and preview the message and to signal major shifts in thought. On the other hand, graphic visual aids illustrate the main points. They help the audience grasp numerical data and other information that would be hard to follow if presented orally.

Simplicity is the key to effectiveness when designing both types of visual aids. Because people can't read and listen at the same time, the visual aids have to be sim­ple enough that the audience can understand them within a moment or two. At the same time, visual aids should be just that – aids that enhance your speech by explaining and emphasizing key points. Too many or too flashy visuals can distract from your message.

As a rule, text visuals are more effective when they consist of no more than six lines, with a maximum of six words per line. Type them in large, clear type, using up­percase and lowercase letters, with extra white space between lines of type.

Many speeches and presentations begin with several text visuals. The first is usu­ally the equivalent of a title page: It announces the subject and signals the audience that the presentation is under way. The second typically lists the three or four major points you'll cover, providing a road map of what's to come. The remaining text vi­suals are used to emphasize the transitions between the main points. Like the head­ings in a written report, they signal that a new topic is about to be introduced.

You can use any of the graphic visuals you might show in a formal report, in­cluding line, pie, and bar charts, as well as flow charts, organization charts, diagrams, maps, drawings, and tables. However, graphic visuals used in oral presentations are simplified versions of those that appear in written documents. Eliminate anything that is not absolutely essential to the message. To help the audience focus immediately on the point of each graphic visual, use headings that state the message in one clear phrase or sentence: "Earnings have increased by 15 percent."

When you present visual aids, you want people to have the chance to read what's there, but you also want them to listen to your explanation:

• Be sure that all members of the audience can see the visual aids.

• Allow the audience time to read a visual aid before you begin your explanation.

• Limit each visual aid to one idea.

• Illustrate only the main points, not the entire presentation.

• Use no visual aids that conflict with your verbal message.

• Paraphrase the text of your visual aid; don't read it word by word.

• When you've finished discussing the point illustrated by the visual aid, remove it from the audience's view.

Remember that you want the audience to listen to you, not to study the visual aids. The visual aids are there to supplement your words – not the other way around.

You-Attitude

Putting what you want to say in You-Attitude is critical step both in thinking about the audience’s needs and in communicating your concern to the audience.

You-Attitude is a style of communicating which looks at things from the other parties point of view, empathizing what the audience want to know, respecting the listener’s/reader’s intelligence and protecting their ego. To apply you-attitude, use the following five techniques:

1. Focus on what the listeners received or can do. In positive or neutral situation, stress what the listener wants to know

Lacks you-attitude: I have negotiated an agreement with Apex Rent-a- Car that gives you a discount on rental cars.

You-Attitude: As a Sunstrand employee, you can now get a 20% discount when you rent a car from Apex.

2. Refer to the listener’s request or order specifically

Lacks you-attitude: Your order……

You-Attitude The desk chair you ordered….

3. Don’t talk about your own feelings unless you are sure the listener wants to know how you feel

Lacks you-attitude: We are happy to extend you a credit line of $5000

You-Attitude You can now charge up to $5000 on your American

Express Card

4. Don’t presume that you know how the listener feels or will react

Lacks you-attitude: You’ll be happy to hear your scholarship has been renewed.

You-Attitude: Congratulations! Your scholarship has been renewed.

5. In negative situations, avoid the word you. Protect the reader’s ego. Use impersonal expressions and passive verbs to avoid assigning blame.

Lacks you-attitude: You must get approval from the Director before you publish any articles based on your work in the agency

You-Attitude: Agency personnel must get approval from the Director to publish any articles based on their work in the agency

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