I sat through a presentation where the speaker handed the audience a copy of his notes (his talk written out in full), projected those same notes onto a screen behind him, and then read word-for-word from his notes, and sometimes from the screen, which amounted to the same thing. The overall effect was deadly.
The thing to remember about visual aids is that they must be visual and they must aid. Too many people, when called upon to make a presentation or speech, think they must project their words onto a screen behind them as row after row of bulleted points. The result is death by bullets.
When I am coaching executives to be better speakers and presenters, I give them this test to decide if a visual aid is needed in their presentation. Use it to make your visuals aids to comprehension and retention.
1. Does the visual depict something difficult to visualize?
You could use a thousand words to describe Michaelangelo’s statue of David, or you could show your audience a photograph instead. If what you are trying to communicate is impossible or cumbersome to describe in words, then use an appropriate visual instead (photo, illustration, diagram, chart, table). Use a visual when you need to draw a picture.
2. Does the visual help your audience grasp a sequence of ideas or steps?
Next time you give someone directions, listen to how you explain the route. You will either draw a map for the person, or you will give a sequence of directions (”Turn left at Bob Evans, drive three blocks, hang a right on Main Street, drive to the third stop sign . . .). Your listener will unlikely try to commit your verbal directions to memory, but will instead write them down as a sequence of steps to be taken in a given order.
Whenever you have information like this to convey to your audience, a visual works best, provided each step can be described in just a few words, and all the steps can fit onto one screen and still be visible (and comprehensible) to all in the room.
3. Is the visual simple?
If you project a complex diagram onto the screen while you are talking, your audience will either decipher your diagram or listen to you, but not both at the same time. Which means your visual aids must be simple. Keep your charts, diagrams and graphs easy to see and
quick to understand.
The two main advantages to using visual aids that are both visual and that aid is that you aid understanding and you aid retention. Your audience understands what you said, and remembers what you said, because they literally saw things your way.
About the author
Alan Sharpe is an executive speech coach and business writing trainer. On-site, online and over the phone, Alan teaches executives and managers how to express themselves clearly, concisely and convincingly using the written and spoken word. Receive a free tip like this each week by subscribing to his public speaking and business writing column, The Confident Communicator.
© 2007 Alan Sharpe. You may reprint this article online and in print provided the links remain live and the content remains unaltered (including the “About the author” message).
Tags: business presentation, powerpoint, presentation, visual aid
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