Using Visual Aids in Your Presentation

By James A. Baker 
Founder
Baker Communications

Visual aids can reinforce and clarify key points in your presentation. Engaging both the eyes and the ears of your audience members improves both their understanding and their retention.  Good visual aids create a sense of consistency and balance, and inspire a greater level confidence in the legitimacy of your message.

Choosing a Visual Aid

When selecting a visual aid, it is important to choose one appropriate to the information being presented. Information generally falls into one of two categories:

• Statistical: to help the audience visualize relationships between numbers, use pie charts, line charts, and bar charts.
• Illustrative: to visually describe an idea or concept, use pictures or symbols.

Keep in mind the size of your audience, the type of room in which you will be presenting, and how best to support your presentation when selecting a visual aid.

Flip charts are simple and the most problem-free of all visual aids. They are excellent for presenting ideas you would like to keep before the audience, or for referring back to at a later point. Flip charts are most effective with smaller audiences.

Computer presentation programs such as PowerPoint or Keynote can be very effective visual aids if used correctly.  Typically, a Liquid Crystal Display, or LCD, projector is used to project the image onto the display screen.  These aids are very effective for large audiences who benefit from large screen projection, and also work well for small boardroom meetings.  Another benefit of LCD projectors is the ability to run video equipment from them, reducing the number of machines required to run a multi-media presentation.

Preparing Visual Aids

To effectively reinforce your message and clarify points, visuals should be clear, simple, and easy to read.  Use one main idea per page or slide, with a title at the top.  Bullet points and key phrases can help organize ideas in a clear and succinct way.  Don't overcrowd your slides or sheets with information.

Ensure that your visual aid is legible from a distance.  Color can be used for added impact and to improve visibility.  Leave even margins on the sides and some empty space on the bottom for a balanced, clean look.  For added interest, use a mix of graphics and words, and vary the style of lettering to emphasize key points or improve readability.

When using slides, be sure to choose colors and fonts that are easily read when projected.  Good font choices include large, clear, sans-serif fonts such as Arial, Trebuchet or Verdana.  Make sure the font is large enough.  PowerPoint's default font sizes are about the minimum.  You may want to increase the size for a large room. 

The color of the font should contrast well with the background.  Consider lighting when choosing your color scheme.  If the room will be lit during your presentation, use black or another high-contrast color font on white or lightly colored backgrounds.  If the presenting room will be dark, light or white text on a dark background may be more visible.

Remember to proof all your work prior to the presentation - nothing ruins a good visual aid (and your professional image) like a glaring typo.  It can also be useful to number your slides or sheets in order of their appearance, in case things get lost, deleted or mixed up.

Displaying Visual Aids

When using visual aids in your presentation, follow the three T's:

• TOUCH (or at least gesture toward) and look at the chart or screen; read it silently to yourself to give the audience time to read it.
• TURN back toward the audience.
• TALK to the audience, not to your visual.

Stand to the left of the screen or display, far enough back to avoid blocking anyone's view.  Avoid stepping in front of the visuals unless you are adding something to a flip chart; it's very difficult to write well from the side.

When gesturing towards the visuals, keep your hands open and do not point.  Avoid staring at the visual aids as well; you need to maintain a connection to the audience through eye contact. 

Don't Hide Behind Your Visuals

At all times you must remember that you are still the presenter!  You are not there to read a Power Point to the audience; add value to each point as you cover it. You will probably need to increase the volume of your voice and the size of your gestures in order to maintain attention when competing with a visual aid.

If properly prepared and implemented, visual aids can be an invaluable tool for getting your point across clearly and professionally.  Follow these guidelines for maximum impact and improved audience retention!

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