Types of Visual Aids for Presentations

Visual aids provide several ways to communicate with an audience during a presentation. They can supplement speeches and improve the success rate of the presentation. Prepare them well in advance, edit and proof them, and be sure to keep them neat and clean. Examples of visual aids include posters, videos, people, photographs and models. Before any presentation, make sure the room will provide or accommodate the necessary equipment and everyone who is attending.

1.   Posters

Posters can include charts, graphs, tables or photographs. Charts, graphs and tables can display statistics or other important data; be sure the information is accurate. Large posters are best for large groups to ensure visibility to everyone. Mounting the posters to thick, sturdy boards may avoid the posters becoming flimsy or falling down. Use an easel to display posters; never hold them up by hand. Professional posters will be clean, neat and full of contrast.

2.   Videos

Videos can be a successful type of visual aid. Be sure all necessary equipment is available in the presentation room. If not, bring your own and be sure it is set up properly before the presentation begins. Practice beforehand so there will be no hidden issues. The video to the beginning of the clip. Keep video clips short and be sure that everyone in the room will be able to see the screen.

3.   People

People can be a fun visual aid and helpful in demonstrating something. For example, a fashion designer may use people to model a clothing line. People can be used to demonstrate dances or how to use a product. Avoid using yourself as a visual aid because this gives the appearance of being unprepared. However, as a last resort, you may use yourself as a visual aid.

4.   Photographs

Photographs can help demonstrate a point or provide a visual image to the audience of the subject of the presentation. Photographs must be large enough to see from the back of the room. They can be mounted to poster board and displayed on an easel. Another option is using a slide projector. Display slides in a dark room, but keep the slideshow short to avoid losing the audience's interest. Be sure the presentation room is equipped with a projector. Practice ahead of time so you will know where the light switches and outlets are, and how far to distance the projector from the screen.

5.   Models

Models can show the audience a small version of the original plan, such as a model of a building to be constructed. Build it in 3D and place it where everyone will be able to see it. Hold it up high, or place it in the center of a table. Keep it covered until you are ready to talk about it so the audience will not get distracted by it.

Advantages & Disadvantages

Flip Charts/Posters

ADVANTAGES:

- easy and inexpensive to make and update

- portable and transportable

- left in view of the audience

- good for interaction with the audience

DISADVANTAGES:

- unsuitable for large groups

- anxiety-provoking for facilitator with poor handwriting or poor spelling

Slides

ADVANTAGES:

- professional in appearance

- good for large groups

DISADVANTAGES:

- formal and impersonal

- shown in the dark

- not good for discussion and interaction

- more difficult to update than other visual aids

- require special equipment

Videos

ADVANTAGES:

- professional in appearance

- good for large or small groups

DISADVANTAGES:

- more expansive than other visual aids

- requires special equipment

- not good for discussion and interaction

- require accurate cueing

Overhead Transparencies

ADVANTAGES:

- good for large gropus

- easy to create

- easy to transport

- provide an informal atmosphere

- open to interaction with groups

- easy to update

DISADVANTAGES:

- impermanent; they yellow with age

- require less common equipment

Samples, Examples, and Mock-Ups

ADVANTAGES:

- real-world/authentic

- three dimensional

- sometimes inexpensive and readily available

- experience may be tactile/auditory as well as visual

DISADANTAGES:

- sometimes difficult or impossible to acquire

- often difficult to handle or distribute

- require storage space

- usually out of natural environment

TIPS: "Using Visual Aids Effectively"

The key to a strong presentation isn't the equipment you use. You should be able to do your presentation on a blank stage, with no props, and have it work on its own.  The whole idea of visual aids is to enhance your presentation, not to be the purpose of it.

The absolutely worst presenters are those who use the equipment as a crutch. For example, those who stand up before a group and just read slides during a presentation. 

It is very important that you follow the rules of using visual aids in the next pages to have a successful presentation.

OVERHEAD PROJECTORS

The overhead projector is the most used and abused of all audio-visual equipment. Everyone in business has one and usually uses it. They are a common fixture in most conference rooms.  Overhead projectors can greatly enhance your presentation if they are used right. They are very easy to use and can accommodate large or small audiences. 

Tips on using this vital piece of equipment:

 Before Presentations:

1. Make sure the plug reaches the socket. It is a good idea to carry an extension cord

2. Put the projector at a height that is comfortable for you.

3. Make sure the lens is dust free.

4. Put the projector on a vibration free base.

5. Arrange the electric cord so no one will trip over it.

6. Focus and center the picture on the screen beforehand.

7. Number your transparencies in accordance with your facilitator's guide.

8. Never assume projectors will work. Have a backup strategy ready.

During Presentations:

1. Keep the screen above the heads of the participants.

2. Keep the screen in full view of participants.

3. Make sure you are not blocking anyone's view when presenting.

4. Darken the room appropriately by blocking out sunshine and dimming nearby lights.

5. Turn the screen off between slides if you are going to talk for more than two minutes.

6. No one should be farther from the screen than six times the width of the image.

7. Talk to the audience, not to the screen.

8. Use a pointer to emphasize points, don't use it as a crutch and don't wave it wildly.

 TIPS ON USING FLIP CHARTS AND POSTERS:

Before Presentations:

1. Check the height of the easel.

2. Make sure you have plenty of paper.

 During Presentations:

1. Title each page with a short topic or heading.

2. Print the large block letters 1 1/4 inches high, larger if the room is deeper than 30ft.   

3. Printing should be neat and legible.

4. Use different colors for page headings and primary points.

5. The color red should be used only for emphasis.

6. Do not use pastel colors. Black, blue, dark green and brown are acceptable.

7. Put marker down when you are not using it.

8. Don't talk to the board while writing on it.

9. Do not write more than ten lines on a page.

10. Do not fill the page to the bottom. People in the back will be unable to see.

11. Respond to and note input from participants.

12. Post important papers on the wall with masking tape or pins.

13. Do not write on the papers after posting on the wall. The pen may bleed.

14. Highlight key points.

15. Respond to and highlight input from participants.

16. Allow time for reading, retention and note taking.

17. Use the 'matador tear', a sharp tug at the corner, not straight down. 

 Other suggestions:

1. For complex pages, prepare ahead in light pencil and then trace with a marker.

2. If you travel with prepared pages, roll them up and carry them in a mailing tube.

3. Sometimes you might use two easels, one already prepared and one for extemporaneous use.

VIDEOTAPES

Before Presentations:

1. Be sure the videotape is rewound and at the starting point. Do this right after you show the film.

2. Check to make sure the playback machine and the monitor are playing properly. Check this before the session so you may replace the machine if it is not working properly.

3. Check audio level and contrast.

4. Lights should be dimmed but not turned off.

During Presentation:

1. Explain what the purpose of the tape is before playing it.

2. Show interest in the tape and watch it enthusiastically.

3. Summarize the main points after you have shown the tape.

AUDIO TAPES

 Before Presentation:

1. Be sure the tape is rewound and at its starting point.

2. Adjust the volume so all participants can hear.

3. Use a high quality recorder to prevent distortion.

There are some videos that show you How you can use Visual Aids. Join it.