While it is true that Visual Aids can enhance a public speaking topic, it is equally true these devices alone will not compensate for a poorly prepared presentation or presenter.
Of course, there’s nothing wrong with adding a few "bells and whistles" to a presentation. After all, most people react positively to visual cues. But when visuals are either misused or overused, they can easily obscure a speaker's message, thus leaving attendees wondering what they just sat through.
That said, in designing a presentation, the first order of business is to identify the topics to be covered and the objectives for each topic. It is only after these are established, that it makes sense to determine the best way to present and reinforce these objectives.
Next, if it is determined that Visual Aids will enhance the presentation, then the presenter will need to determine which type of visual will best do the job.
Obviously, there are many types of Visual Aids, running the gamut from commercially produced Videos and DVDs to in-house produced Slides, Overheads and Power Point Presentations. And let's not forget flip charts, and black or white boards.
It should be noted these latter three visual devices are ideal for recording discussion points and summaries in real-time. And while these can add an element of spontaneity to a presentation, their use requires an active presentation style -- a "platform skill" less-experienced presenters may not have developed.
Overheads and Slides provide for a more polished (and formal) presentation, and since these visuals are done beforehand, the presenter can ensure coverage of all the important objectives of the presentation. The downside is the potential boredom of the attendees, especially if the presenter resorts to reading these visuals aloud and for verbatim.
The best strategy is to use a combination of Visual Aids. Of course, this depends on the skill and comfort level of the presenter. And these will only come with practice and experience.
Here are a few tips to remember when designing and using Visual Aids:
* Only include visuals that add interest and impact to the presentation.
* Likewise, make sure all visuals are germane and relevant to the topic.
* If visuals are summarizing key points, keep wording to a minimum.
* Resist reading the visuals word-by-word. Attendees can do this themselves.
* Aim for a degree of spontaneity and "give and take". Canned presentations excite no one.
* Be careful of visual overload. There's a fine line between interest and distraction.
* In the event of equipment problems, have a backup plan.
While Visual Aids can dress up any presentation, items such as handouts and other assorted "takeaways" are tangible enhancements that can serve as reference and reinforcement tools that attendees can use back on the job.
Handouts can be reproductions of the visuals used in the presentation or supplemental information not covered in the presentation. For Training Seminars, these items may include workbooks, manuals, and charts, to name a few common examples.
The best supplemental materials, are clearly written and self-evidently useful. Conversely, poorly designed handouts will, in all likelihood, be discarded or largely ignored. And if this is the case, what’s the point of distributing them in the first place?
In order to maximize the most benefit from distributing handouts, consider the following tips when designing these aids:
* Like visual enhancements, only use these materials to reinforce and supplement the main points of the presentation.
* Strive for brevity and clarity. Handouts that are wordy or visually confusing will be ignored.
* Have charts and diagrams prepared professionally. In this day and age, there’s no legitimate reason for any presenter to distribute copies of hand-written notes and charts.
* During the presentation, refer to these materials but resist reading them verbatim.
* If the printed materials are designed to be used as desktop references, emphasize this point to the attendees.
In the end, design and distribute handouts as part of the overall design of a presentation, and not as afterthoughts or fillers. This will make for a tighter and more focused presentation that, and one that will be more meaningful and informative for the attendees.
Jack
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