Preparing and Using Visual Aids in Oral Presentations

 

Some general principles:

Be Visual, Not Verbal: Visual Aids are meant to be visual, so put up slides about things that work well visually.  That means minimize text to a brief phrase here or there, titles, and captions.  Instead of overusing text charts, look for opportunities to use photos, diagrams, charts, illustrations, video clips.

Interact: Your VAs should not just be changing background scenery.  If a slide is on the screen, you should be talking about it.  If you’ve stopped talking about it, it should be off the screen. Move back to the screen, and especially with slides that are more complicated, go back to the screen with a pointer and walk your audience through the elements so they don’t make the attempt to figure out what it means while you’re talking about something else.

Use the Four Criteria:  When you create bar, pie, line, or any other charts that summarize data, remember to use the four criteria. 

 

1. Does your image have a compelling “visual story”?  A chart is a picture, and the picture in itself has to convey meaning.  Don’t use a chart if there’s nothing visually compelling about the information you want to talk about—use a table instead.  Be aware of how your choices might be sending unintended messages.

2. Does it make an emphatic point about an issue that is an important part of your presentation?  Your charts should be about subjects that are worth your audience’s time and attention; they shouldn’t be merely ornamental.  They should work effectively to support the thrust of what you want to say.

3. Is it simple and easy to understand?  The audience should not have to spend even ten seconds looking at your VA trying to figure out what it means. 

4. Does it effectively summarize the information you want the audience to understand? 

 

Rehearse with Your VA Equipment:  Don’t let the day of the presentation be the first day people in the group use the equipment.  Use rehearsal time to make sure everyone is comfortable with the technology.  If during the presentation one person in the group has a problem, another group member should help him or her out.