GUIDELINES FOR USING AUDIOVISUAL AIDS.pdf

GUIDELINES FOR USING AUDIOVISUAL AIDS

PLANNING AUDIOVISUAL AIDS

Audiovisual aids--including overhead transparencies, flip charts, slides, chalkboards (and occasionally film and

video)--can supply added impact and clarity to your, presentation. You can use A/-V to visually reinforce the

points made verbally in your presentation, to summarize the points you will make, as well as those you have

already made, and to visually clarify important concepts and analogies. Audiovisual aids not only help your target

group follow your presentation, but they provide support to the presenter by helping to keep, you on track.

The key to preparing effective audiovisual aids is to remember that they are only aids. Their role is to add a

visual dimension to the points that you made orally. They cannot make those points for you; they can only

reinforce them. When you plan for audiovisual aids, follow these simple guidelines:

1. DO use them to summarize or show the sequence of content.

2. DO use them to visually interpret statistics by preparing charts and graphs that illustrate what you will

say.

3. DO use them to illustrate and reinforce your support statements.

4. DO use them to add visual clarity to your concepts and ideas.

5. DO use them to focus the attention of the target group on key points.

6. DON'T project copies of printed or written text. Instead, summarize the information and show only the

key points on the visual aids. If the group must read every word, use handouts for reading, either before

or after your presentation.

7. DON'T put yourself in the role of aiding your visuals: A presentation is primarily an oral form of

communication. If your only function is to read the information on your overheads or slides, the target

group will become easily bored.

8. DON'T use copies of your transparencies as handouts. They reinforce what you are saying-- they don't

say it for you. If you want your target group to remember what you meant, you'll need to provide written

text in addition to any key point summaries or charts that you need for your transparencies.

9. DON'T use charts, graphs, or tables that contain more information than you want to provide. The

group will have difficulty focusing on the point that you're tying to make.

CHOOSING APPROPRIATE MEDIA

You may wish to combine different types of media in a single presentation. The media used most often are

overhead projection transparencies, flip charts, slides, blackboards, and handouts. You may occasionally use

videotapes and/or films.

Plan to practice using several different media in this course. You will find that practicing will increase your

comfort level, and therefore afford you the flexibility of choosing the most appropriate medium. In the future,

use the following guidelines to help you choose the media best suited to your presentation:

TYPES OF MEDIA AND THEIR USES

Overhead Transparencies

Used for displaying charts and graphs. High visibility for large groups. Showing summaries, sequences,

relationships, and process steps.

Flip Charts

Used for small groups (under 20). Ad lib charting and graphing. Showing summaries and sequences. Listing,

recording, outlining. Developing charts. Instructions. Reinforcing group contributions.

Blackboards/Whiteboards

Spontaneous presentations. Listing/recording. When no other media is available.

Slides

Displaying high quality artwork. Displaying a series of photos. Demonstrating- a "hands-on" process. Creating a

mood, or inspiring.

Videotapes and Films

Demonstrating a process. Creating a mood, or inspiring. Presenting* testimonials. Supplementing presentation

ideas.

Written Handouts

Providing background information. "Sending home" your ideas. Reminder of follow-up activities. Providing a

record of presentation. Weighting a variety of alternatives. Clarifying abstract or complex topics.

OVERHEAD TRANSPARENCIES

Overhead transparencies are inexpensive, easily prepared, and highly effective visual aids for target groups of

five or more people. With smaller target groups, choose overhead transparencies as your primary A/V medium

if the target group prefers a somewhat formal mode of communication. With small groups, overhead projection

may tend to distance you from the target group and limit personal interaction. If you are presenting to a

relatively informal group of less than five people, you may wish to use transparencies only to display charts and

graphs.

If costs very little to add color to your charts and graphs, using special transparency markers and adhesive color

film. If fact, some ordinary markers will work perfectly we on transparency film.

You can use overhead projections in full light in any size room. There are three simple guidelines for preparing

effective transparencies: Visibility, clarity, and simplicity

VISIBILITY

Lettering should be neat and at least a quarter inch high. You should be able to read the original at a distance of

seven feet. Computers make very effective, highly visible transparencies. If a computer is not available, use a

typewriter equipped with a special "Orator" typeface, or a special lettering system designed for overhead

transparencies, or "rub-off' lettering (available at any art supply store) to provide readable lettering. If you must

hand-print, be sure that your printing is neat and even. Use all capital letters, and write with a black, felt-tipped

pen.

CLARITY

Everything displayed on an overhead transparency should be instantly recognized by the target group. Label all

elements of your charts and graphs. Use color or shading Ito emphasize and clarify key elements. Be sure to title

every transparency.

SIMPLICITY

Try to limit each original to one point or comparison. Use a maximum of six or seven words per line. No more

than six lines should be included in a single transparency. Use a horizontal format whenever possible so that the

projected image will fit the shape of most standard screens.

FLIP CHARTS AND BOARDS

Flip charts are often the ideal visual aid for small target groups. You can prepare your chart pages in advance for

maximum clarity and impact. The flip chart can also be used to "ad lib," or give the appearance of spontaneity.

Prepared flip charts can be used to show pre-drawn charts, graphs, and diagrams, or you can draw them "on the

spot."

Chalkboards may be used in the same ways as flip charts. But the space they provide is more limited and the

medium is less permanent.

If possible, draw important charts on chalkboards before the presentation and mask them with paper. Be sure to

consider what information you will be able to erase during the presentation and what you will save for reference

at a later point.

The guidelines for preparing effective flip charts and boards include the following:

1. Always title each page (or diagram).

2. Print clearly. For maximum visibility, letters should be at least one inch high for each ten

feet of distance from viewers.

3. Use pictures, diagrams, and symbols whenever possible.

4. Skip a sheet between prepared flip pages to avoid "bleed through."

5. Leave room for "ad lib" flip pages (plan when you'll ad lib).

6. If you plan to ad lib, make sure you have at least two markers with you--one will always run out of ink.

SLIDES, VIDEO, AND FILMS

Slides, videotapes, and films are included in the same category because! they all require professional preparation.

These media can have a very dramatic effect if properly selected. However, unless you are using media that is

available through the company library or training center (or your public library), all three of these media types

are expensive. Slides may occasionally be in your budget, but very few people have the budget to produce quality

videotapes or, even more expensive, films to supplement a presentation. If you can afford to use slides, video, or

film in your presentation, be sure the media you select reinforce and enhance what you have to say, and that the

media do not contradict your presentation points. The guidelines for using slides, tapes, and films include the

following:

1. Check the room layout and locate light switches and dimmers. Films and slides must be shown in a

darkened room.

2. Make sure the media are up to date, unless you intend to contrast old and new.

3. Make sure that the images (and sound) are clear--free of static and other interference.

4. Know how to use the equipment--or enlist the aid of a projection assistant for your rehearsal and

delivery.

5. Make sure that the media are compelling and interesting to the target group.

6. If you are using slides, check to make sure that they are all in order and facing in the right direction (not

upside down).

7. Check your equipment. Make sure it can project the media you want to use, in the manner that you want

to use it. Verify that it is in good working condition and that all cables, wires, plugs, etc., are in place and

ready to go.

8. Load and advance the tape or film to the starting point before the meeting begins. Check sound levels

and image clarity.

9. Plan what you will do if the equipment breaks down.

WRITTEN HANDOUTS

When providing written text, remember that you won't be there to explain or remind the target group of what

you mean. Written communications should be as brief as possible, but they must also be meaningful to the

reader, whether they are read a week before your presentation or a year after. They should always be:

CLEAR

Written in language that the target group can easily understand and follow.

RELEVANT

Do not simply provide data. Explain why the information should be read and what it means. Explanations

should not repeat your entire presentation, but should capsulate it.

SPECIFIC

Do not give your target group a mass of reading material that they do not need. Make sure that all

documentation is absolutely necessary.

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