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► PROJECT 8

- exeéúyty^
GET COMFORTABLE
WITH VISUAL AIDS
Projects 2 and 7 mentioned visual aids as one type of support material for a speech.
' ■ ■ ■■ Because people remember best what they simultaneously see and hear, visual aids
are powerful tools for a speaker.
They offer five benefits:

1. They increase understanding. Ours is a visual age. Most of what vve learn is
thé. st&áfttf¿ apáetiífe fetal: ingested through our oyes - not our ea.rs. Visual aids help you convey
mst: -
messages in the dimensión best suited to clear understanding.
■' wttft.fesfefe ®nfií(íace,:~.Y - 2. They save time. Information presented visually is received and processed
■ i by the brain faster than a verbal rrtessage. Visual aids are especíally useful in
feV
helping people quickly understand cornplex or abstract ideas.
3. They enhance retention. People remember an average of just 10 percent of a
:•.; .^.QkMidé^^^^wiíírÉase^, fe spoken message a week after ¡t is presented. However, they remember up to
,,;-_^'Mné.tétfiéér%e,- Yyfe.p fe- tvvo thirds of what they both see and hear.
fe' 4. They promote attentiveness. People think rnuch faster than you speak, so
their minds tend to wander during a speech. Visuals help keep
them focused on your message; they aiso add varíety and interest to a ■
presentation,
5. They help control nervousness. Displaying visual aids gives you purpose ■
ful physical activlty that lets your body process nervous energy without
dístracting the audience.

SELECTING THE RIGHT VISUAL AID


The most common visual aids are computer-based aids, overhcad transparencies,
flipcharts, whiteboards, and props. Your choicc for a particular speech depends on
severa! factors, including:
► The information you wish to convey

► The size of the audience

► The equipment availablc- to you

► The time avaílable to prepare visuals

► The amount of moncy you can afford to spend

Computer-based visuals. The technology for computer-based visual presenta-


tions is rapídly changing. Using a laptop Computer, presentation software, a screen
and other equipment, you can produce and display dramatic visual aids,

An
mMPFTENT CQMMUNICATION
¡ncluding anlmation and simulations. Computer-based vísuals are becoming the standard for most
presentatlons.They can be used for large and small audiences and can convey simple as well as
complex Information. If you use a remóte control, you can change the vísuals whlie walking
aboutthe room, giving you more freedom of movement. However, the equlpmcnt needed can be
expenslve to purchase or rent and, llke most electronlc equipment, sensitive. Plan to devote plenty
of time to creating the vísuals in advance, to maklng sure all of the elec- tronic components work
together and to rehearsing with them. Have a backup plan ¡n case
technícal problems occur during the

presentaron. -:Y
Overhead transparencies. While not as high-tecn as computer- based visuals and clumsy to
use, overhead transparencies work well for small audiences and are inexpensíve to make. They
reguire only a projector and a screen to use, and many meeting facilities have the
equipment available for a small fee.Transparencies can easlly be pro-
■ ________________________________________________________________________________ _ ___ ___ _ _______
__________________________________________________________________________________
duced on a Computer and prlnted on a láser printer or copy machine.
You also can write on the transparencies as you speak and use colored markers on them.
Flípcharts. Flipcharts are used for small-group trainlngs or briefings and for bralnstormlng
sessions. They are great for recording audience responses, but you can also use them to dísplay
information. You can prepare flipehart pages ¡n advance, but you have the flexibillly to add to
them as you spoak. Write on every second or thlrd page - so succcedlng visuals won't show
through - uslng colorful crayons or markers. During your presentaron you c:an then tear pages
from the pad and tape them to the wall for display.
Whiteboards. Fhese are available in many meeting rooms. They are useful for small
audiences, allowing you to dísplay simple lists, graphs, and diagrams and to record audience
responses. However, they require thorough cleaning before each use and you can't save the
material on the board unless you transcribe it to a Computer or paper.
Props. A prop ¡s an objectthat contribures to your speech. It can be a book, a bail, a tool, a
model, or any other ¡tem that helps you make your polnt or helps the audience to better under-
stand and rememberyour message. You may need a table to place a prop on when you are not
uslng ít, and perhaps a cioth to cover the prop from vlew untll you need it.

WHEN TO USE THEM


Visual aids are intended to complement a presentatlon, not to be the presentaron. Charts, graphs,
diagrams, models, plctures, and prlnted words can siirnulate your audience and increase their
retentíon of your material. But you don't need a visual aid for every sentence you say or every
polnt you make. If you emphasize everything, then nothing soems ¡mportant! You should use
them only:
► To reinforce a maln polnt. A visual aid tells the audience that what you just said, or are
about to say, ¡s ¡mportant and something they should remember.

WHERE LEADERS ARE MADE 41


► To enhance unaerstanding/remembrance of complex material. Visual aids help the
audience understand thirigs such as relatlonships, constructlon, and statistics.
► To save time. Sometimes the same message ¡s communicated faster and better through
visuals rather than spoken words.
Some people use visual aids as prompts for their presentations, relylng on them as notes. Visual
aids do not replace prepararon. You still must be so thoroughiy familiar with your presentaron that
you can give it even without using visual aids.

WHERE LEADERS ARE MADE 42


DESIGN GUIDELINES
To be effective, visual aids should be easy to read and understand as well as pleasíng to view.
Whatever types of aids you are creating or using, consider the following guidelines:

► Make them visible. Everyone in the room must be able to see your visual ald. Use the
largest posslble lettering and botn upper and lower cases. Use blank space to make text
stand out.
► Lirnit each visual to only one main thought or point. More than one point distracts the
audience.
► Use no more than six Unes of text and no more than six words per line per visual. This
keeps the text big enough for the audience to read.
► Keep them simple, Avoid cluttering a visual ald with too much artwork or fancy graphics.
Your audience should be able to quickly graspthe visual aíd's point.
► Use color carefully. Colors add interest and improve retention. Choosc colors that enhance
readability. Forexample, black letters on a dark bluc background are ditficult to read. Avoid
using too rnany colors; two or three are enough.
► Make them consiste m. Including some 'Y cC . I .;/••••/•• • ...... Y. Y . • •
con si ste nt desig n el ements, suchas fon!,
colors and/or artwork, will make your
visual aids more pieasing to the eye. ¡Y;;
► Use different types of aids. Variety CwYYYmY’p'YM whmw;;.Y;xC;. , .
adds interest. If youYe giving a presenta-
tion with computer-based visuals, for example, follow a bar chart with a text visual
ora diagram.
Proofread all visuals for spelling and grammar, If your visual is a graph,table, chart, or diagram,
be sure to tille it so the audience knows what it is.

DISPLAY TIPS
Using visual aids successfully requires practíce. Displaying them tero soon, too late, or too
quickly will decrease thelr ¡mpact. Consider these tips:

1. Display a visual just before you are ready to talk about it. Your audience will look at a
visual the moment you display it. Pause, giving the audience time to read and comprc-
hend it, then begín díscussing the point.
2. Maintain eye contact with the audience as you display the visual. Don’t talk to the
screen or flipehart or read from it.
3. Display it long enough. Show the visual as long as it takes you to discuss the point it
makes,then remove it, If you are using an overhead projector, display black or opaque
transparencies between visuals to avoid showíng a bright white screen. Dont continué to
show a visual after you ha ve moved on to a new point.
4. Don't biockthe visual. The entire audience must be able to see it. Ifyou're projecting a
visual onto a screen or using a flipehart, stand offto the left slde.To point out something on
the screen or chart, use your left hand or a poínter. Ifyou’re holdlng an objcct for the
audience to see, display it lo the left or right of your body.

42 COMPETENT COMMUNICATION
5. Don't write as you speak. If you're writing on a flipchart or overhead transparency, pause as
you write. Then turn back to the audience and begin to speak.
6. Display the correct visual. If you forget part of your presentation or present material out of
sequence, you hnay unwittingly dispíay the wrong visual. Ifpossible, beforeyou display a
visual, check that it ¡s the correct one,
7. Have them ready. Before your presentation, check the room to make sure listeners will
have clear views of your visual aids. Rut them in place and ready for use. Double-check
any electronic equípment to make sure ít is functioning.

8. Rehearse. Practíce with your visuals until you can display them smoothíy and confidently,

HAVE A BACKUP PLAN


Ifyou are using computer-based visuals, an overhead projector orother electronic equipment, be
prepared for technicai faiiures. If something goes wrong, keep speaking and don't waste the
audience's time while you try to replace a burned-out light bulb or change a cable. If necessary or
appropriate, have paper copies of your visuals ready to distribute to the audience.

YOUR ASSIGNMENT
This project focuses on visual aids. You are to:

► Select a speech subject that allows you to use two or more visual aids.

► Select visual aids that are appropriate for your message and the audience.

► Display the visual aids correctly with ease and confidence.

Be sure to incorpórate what you learned in previous projects about purpose, organization, word
usage, body language, vocal variety, and research and use appropriate suggestions from the
evaluations you received. Revíew the Speaker's Checklist in Project 1 as you prepare your speech.

WHERE LEADERS ARE MADE 43


► PROJECT 3

THE NONTECHNICAL
AUDIENCE
The realms of Science and technology, to many people, are baífling. These people aren't
necessarily uniritelligent; they rnerely lack tcchnical training. Yet they may suffer feelings
of helplessness and inadequacy as their lives are affectcd by processes they don't
understand.
Space exploraron, computers, nuclear power, acid rain, toxic wastcs, air and water
poilution are realities thaL many non-technical people need and want to comprchend. Fot
some, it's a professional necessity. Others merely crave knowledge about the worid in
which they live.
This project addresses interpreting the worid of high technology to a nontechnical
audience. Learning to speak effectively in the intermediary role can build your visibil - ity,
place you in high demand as a speaker, and advance your professional standing,

UNRAVELING "HIGH-TECH” MYSTERIES


Your purpose ín presentlng technlcal material to a nontechnical audience may be
simply to intbrm. Or you may seek to persuade, to build support for your posítíon, or
to generate action on the part of your listeners.
1 his brand of technical presentaron has a un ¡que set of priorities for the speaker.
Generally, how you present your material ís more ¡mportant than your topic. Unlike other
technlcal presentations, where ¡t's preferable to put your condusions and fínd- ¡ngs First,
you begin this speech by striving to capture your audience's attention and interest. It's
okay to “tell them what you're goíng to tell them," butyour initial focus should be on
getting your listeners interested in your topic and showing them how it relates to them.
Once you Ve actomplished this vital objectlve, the audience will listen to details and try to
understand them.

ILLUSTRATING WITH POWERPOINT


Make one main point per slide, label it clearly, and inelude appropriate images.
Use graphics, like arrows, to point out ¡mportant parts of photographs. Keep math as
simple as possible. Forequations, consider using a flipehart or other media. If you must
use PowerPoint, break down an equation, step by step, across sev- eral slides. For more
Information on PowerPoint, see the appendix.

STRUCTURING YOUR APPROACH


hiere is a six-step priority list for effectively presenting technical material to a nontechnical
audience:

1. Get their attention. For this talkto besuccessful, you must seize your audience's
attention and keep it throughout the presentation, You do this by being lively,
animated, and enthusiastic, Use visuais that are bold and simple If showmanship isn't your style, don't
attempt it. But avoid monotony; bored listeners become non-listeners.
2. Win their interest.This step is closely related to the first; both are vital. The key to gettíng people
interested in your speech is showing them that your subject is both relevant and impon tant to them.
As in any speech, you should be sensitive to your listeners' needs and approach the communication
sítuation from their point of view - not yours.
3. Buíld understanding. If your presentaron is to be more than just a pleasant diversión for your audience,
this is the step that warrants the greatest care in your prepararon. Here is where you make the
complex simple and the esoteric mundane. Use
everyday language. Avoid jargon. If you must use technical words, define
Avoid jargon. Use everyday language
them clearly. Use short, crísp sentences with pS active verbs. Use
and short sentences with active
examples, analogíes, and comparisons } verbs to build understanding.
to darify your points and make technical material simple.
Structure your speech according to a clear, logical outline that flows
easíly from point to point. Concéntrate on maklng
smooth transitions that connect your points irvto a logical whole. Don't expect your listeners to draw
their own conclusions; you'll need to make those transitions for them,
Here's an example that illustrates the use of comparisons and a smooth transition between
statements: "This space vehicle uses more fue! during littoff than you will use in your fifetime. That
much fuel weighs more than this building. As a result, it takes a tremendous amount of propulsión to
lift the vehicle off the ground." This type of structure builds understanding without insulting people's
intelllgence,
Another keyto helping people understand is your ability to monitor feedback during the pre-
sentaron. In most technical presentations, it's advisable to wait until the end to handle audience
questions. But in a presentaron to a nontechnical audience, it helps both you and your listeners if you
invite them to ask questions at any point. Otherwise, you may lose your audience.
I. Gain acceptance. If your purpose is to inform, you Ve accomplished it once you Ve built under- standing.
But if you seek to persuade or to stimulate attitudinal or behavioral change, you must do more.
Gettíng people to accept and believe your viewpoint involves building rapport, cred- ibility, and trust.
To enhance rapport, you should convince the audience you're íike them; self- directed humor, if you
can do it effectively, may help. Credibility and trust are usually functions of who you are - the quality of
yourcredentials. Since ít's usually inappropriate for you to State your qualifícations, a good
introduction by someone else is vital. Finally, your ¡deas and your reasoning must make sense. If your
audience is (ikely to be exposed to objections or counter-arguments, you'll need to recognize and
dispose of them.
Help them remember. Making your message memorable is largely a function of the steps already
discussed. Ifyour listeners are to remember whatyou've said, they must understand it. They must be
convínced your subject is important to them. In addition, you can enhance reten- tion by using visuais
that ¡Ilústrate and darify - people remember much more of what they both hear and see than what
they hear alone.
Stimulate Action. People are most likely to take action if ít's both specifíed and feasible, Tell your
audience exactly what you want them to do; vote a certain way, sígn a petitíon, make a contribution,
etc. The action should be relatively easy and available immediately. And finally, the action you propose
should meet their needs. Of course, it's up to you to convince them this is the case.
YOUR ASSIGNMENT
Plan, prepare, and deliver a 10- to 12-minute speech ¡n which you convey technical Information drawn
from your career or profession to a non-technical audience. If yours is a company Toastmasters club or
one ín which yourfellow members share your technical expertise, this project may require them to role
play. Be sure thcy are notlfied of thls in advance.
For this project, use a laptop or desktop Computer, a data projector, and a Microsoft PowerPoint
slideshow to ¡Ilústrate your message; you'll find tips for using them effectively in the back of this
manual. Also, notlfy the audience beforehand that you wlll accept questions at any time during your
presentaron. To avoid running over your time limit, you'll have to make your answers brlef and direct.

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16 TECHNICAL PRESENTATIONS

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