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Visual Aids Part 1-Communication Skills-Lecture Handout, Exercises of Communication and Presentation Skills

Shri Jagdishprasad Jhabarmal Tibrewala UniversityCommunication and Presentation Skills

Communication is a process, which involves sharing of information between people through a continuous activity of speaking, listening, and understanding. Communication is important factor in business management. This lecture includes: Visual,Aid, Computer, Software, Visual, Technology, Desktop, Traditional, Improvement, Participation, Presentation

Typology: Exercises

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Communication Skills – MCM 301 VU
© Copyright Virtual University of Pakistan
89
Lesson 23
Visual Aids
Why Visual Aids?
Audiences expect you to use visual aids in your oral presentations. Visual aids can improve the quality
and impact of your oral presentation by:
creating the attention of your listeners,
illustrating points that are difficult to explain in words alone,
enhancing understanding of the topic,
centering the attention of the listeners,
adding variety,
helping your speech have lasting impact,
emphasizing your information & ideas, and
helping your listeners remember your talk.
With the right tools and ideas, you can be a high-impact presenter ready for an increasingly competitive
world. Modern technology is providing exciting improvements to the most traditional types of
presentation media offering new ways for you to excel at meetings, conferences, conventions, and
training sessions.
Yet many of the traditional presentation techniques may still be the best ones. As a presenter with meeting
objectives, you may choose to project full-color images that incorporate text, animation, and video. Or
possibly your objective may best be met through the advantages of professionally imaged flip charts
placed right next to your conference room table.
As contrasting as these two styles are, one is not necessarily better than the other. In order to make
educated and informed presentation decisions the following rules will guide you to determine which
medium will serve you best, based on your personality, style, the environment, your budget, your
material, the audience, and your goals.
To find the right media for your presentation you need to first determine:
The size of your audience.
Whether or not there will be audience participation.
The room size, arrangement, lighting, acoustics, climate and safety of your presentation
environment.
The presentation budget.
Equipment and supply limitations.
Time constraints.
Today’s speakers can select from a variety of visual aids to enhance oral presentations. Among the mos t
popular types of visual aids are: computer based presentation, video, 35-millimeter slides, overhead
transparencies, flip charts, whiteboards, and handouts.
1. Computer based Presentation
The availability of affordable software and new technology has made computer based
presentations the visual aid of choice in most business situations. What used to take weeks of preparation
and an outside production house can now be created by you at your desktop. Computer-based
presentations can be real-time or prepared in advance. Real-time presenting is useful when the audience
needs to see immediate results or the software in action--like financial brainstorming sessions or software
training. Prepared presentations can be simple text slides or--with the integration of text, graphics,
animation, video, and sound--sophisticated multimedia productions.
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Lesson 23

Visual Aids

Why Visual Aids?

Audiences expect you to use visual aids in your oral presentations. Visual aids can improve the quality and impact of your oral presentation by:  creating the attention of your listeners,  illustrating points that are difficult to explain in words alone,  enhancing understanding of the topic,  centering the attention of the listeners,  adding variety,  helping your speech have lasting impact,  emphasizing your information & ideas, and  helping your listeners remember your talk. With the right tools and ideas, you can be a high-impact presenter ready for an increasingly competitive world. Modern technology is providing exciting improvements to the most traditional types of presentation media offering new ways for you to excel at meetings, conferences, conventions, and training sessions. Yet many of the traditional presentation techniques may still be the best ones. As a presenter with meeting objectives, you may choose to project full-color images that incorporate text, animation, and video. Or possibly your objective may best be met through the advantages of professionally imaged flip charts placed right next to your conference room table. As contrasting as these two styles are, one is not necessarily better than the other. In order to make educated and informed presentation decisions the following rules will guide you to determine which medium will serve you best, based on your personality, style, the environment, your budget, your material, the audience, and your goals. To find the right media for your presentation you need to first determine:  The size of your audience.  Whether or not there will be audience participation.  The room size, arrangement, lighting, acoustics, climate and safety of your presentation environment.  The presentation budget.  Equipment and supply limitations.  Time constraints. Today’s speakers can select from a variety of visual aids to enhance oral presentations. Among the most popular types of visual aids are: computer based presentation, video, 35-millimeter slides, overhead transparencies, flip charts, whiteboards, and handouts.

1. Computer based Presentation

The availability of affordable software and new technology has made computer based presentations the visual aid of choice in most business situations. What used to take weeks of preparation and an outside production house can now be created by you at your desktop. Computer-based presentations can be real-time or prepared in advance. Real-time presenting is useful when the audience needs to see immediate results or the software in action--like financial brainstorming sessions or software training. Prepared presentations can be simple text slides or--with the integration of text, graphics, animation, video, and sound--sophisticated multimedia productions.

In the past, these sophisticated presentations could only be viewed directly from the monitor or projected in a room equipped with a data/video projector and technical support. With the development of portable data/video projectors these presentations can now be transported and projected almost anywhere. Computer-based presentations bring a level of professionalism that challenges you to be as dynamic as the presentation. With this in mind, it is very important to balance animation, video, transitions and special effects with what you're trying to communicate. Your goal should be a smooth natural delivery of information where the electronics and special effects are not apparent to your audience. Because multimedia software programs provide so many options, it is very easy to overdo them. Beware of creating more interest in the software than the material you're presenting. Benefits  Dynamic, full-color multimedia presentations are available to the average presenter  Data can be presented in real time  Supply costs are non-existent  Last minute changes are possible  Special effects add interest  Production costs are low  Transmission to remote locations is possible Limitations:  Projection equipment is expensive  Computer and graphic skills are required  Presentation depends more upon equipment than the presenter  A darkened room is required Helpful Hints:  Before your presentation check equipment for proper location and function.  Use only a high-intensity overhead projector  Use a remote control device to advance your visuals  If you do not have a remote, have an assistant advance the visuals  Back up your computer media and take an extra copy with you  Unless you take your own computer, use the view or runtime version on your computer software program so you do not have to load your software to the computer  Use a laser pointer to focus the audience's attention  If possible, vary the presentation with another activity so that you can turn the lights on.

2. Video

When you need to show real-life motion in your presentation, video is the most effective medium. Video clips are used with computer graphics to create multimedia presentations. These presentations incorporate text, graphics, animation, and motion video. Portable video projectors have made video practical for everyday meetings as well as group presentations. These cost-effective, plug-and-play projectors allow you to project high-quality video images from VCRs, cameras, laser disc players, and CD players. You can also use video as a delivery system for larger audiences through the use of desktop conferencing, distance learning, video conferencing, and closed-circuit television systems. Technological developments have made recording, capturing, sending, viewing, editing, and printing video images easier, more practical, and cost effective.

Limitations:  Darkened room is required (or uses rear projection system in lit room).  Discourages audience participation.  Presenter is more impersonal.  More preparation time is necessary.  Note-taking is difficult.  Previewing and editing is difficult. Helpful Hints:  Arrange and place your slides in the slide tray and check to see that they are in the proper order and right side-up before arriving at the presentation.  Once the slides are positioned in the slide tray, use a marker to draw a line around the top of the entire ring of slides. If your tray spills, you'll quickly distinguish top from bottom on each slide.  Be sure the lights are properly adjusted.  Try to keep enough light so that you can maintain some eye contact with the audience.  Use a laser pointer to focus the audience on a specific point.  Number the slides in case they do spill.  Make sure the slides are in focus before you start.  If you want to discuss a topic without any visuals, use a black slide.  Face the audience at all times.  If possible, vary the presentation with another activity so that you can turn the lights on.