To Capture Attention

Visual aids help capture and keep the participants' attention. The visual aid can be extremely simple and even somewhat primitive, or it can be slick and dramatic. It all depends on personal choice, cost, available resources, type of presentation, room size and setup, audience, and purpose.

To Reinforce Points

Visual aids also reinforce the points being made. With key words or graphics, the message is communicated both visually and verbally. As we noted earlier, the likelihood that the message will be retained increases from 20 percent to approximately 50 percent.

To Organize Information

Visual aids help you to organize your material. They help keep you on track and ensure all the information is covered. Keep in mind, however, that the visual aids do not drive the training session. The trainer has already developed the program and the training materials, and the visual aids are placed strategically within that framework to enhance the program.

As a tool for organizing, visuals are also a way for the trainer to guide the participants. If the trainer uses a visual to present a key point, the participants are better able to follow the organization of the session. As a result, the trainer appears more professional, looks better prepared, and comes across as more competent.

To Promote Understanding

The use of visual aids promotes understanding. They illustrate the spoken message with graphs, charts, pictures, or key words. This is particularly valuable if the trainer is explaining concepts or somewhat complex information. You can simplify the information by distilling it into understandable segments. For example, the trainer might be making a presentation involving a lot of figures and statistics. The information will be more interesting and meaningful if it is presented in charts and graphs, rather than in rows and columns of numbers.

To Support the Spoken Message

Visual aids support the message by stimulating the participants' senses. Easy access to computer-generated graphics enables trainers to enhance their messages with interesting colors, pictures, motion, and sound.

To Emphasize Key Points

Although various verbal techniques may be used to emphasize key points, many participants may not be attuned to the trainer's use of emphasis. For example, the trainer may say something like, “The first important point is…” or “I can't stress enough the importance of…” or “Now that we've addressed the causes, let's look at the effects.” Keeping in mind that most people are not good listeners and that many people process information through different modes, putting the key points on a visual helps place the emphasis where the trainer intends it to be. There should be no doubt about the importance of information that is displayed visually.

Limit Their Use

First of all, do not use too many visuals. Some so-called training sessions are nothing but one slide after another. Keep in mind that the visual is an aid, not the entire presentation.

Keep It Simple

Nothing is more annoying than looking at a slide made directly from a page of text crammed with uninterrupted lines of information. Put only one idea on each visual and no more than one illustration. There should be only six or seven words per line and six or seven lines per slide. If you have a great deal of data, divide it among several slides. Some trainers who have discovered the myriad of options available through computer software programs tend to go overboard by doing too much, such as adding animation and sound effects, both of which are distracting. Remember that less is much more effective.

Make It Easy to Read

Each visual should be seen clearly by the entire audience. Use type no smaller than 24-point for text and larger for titles. Use sans serif type such as Arial or Helvetica. Also use a combination of upper-case and lower-case letters.

Use Color

Color is more effective than black and white for a variety of reasons. First, it has better cognitive impact. People simply remember color. As a result, a color visual is more interesting, has more impact, and makes a greater impression. With the availability of color printers and other pieces of technology, using color is easy.

Another important consideration is that audiences expect color. Even classic black-and-white films have been “colorized.” Why? Because people are put off by black and white.

Use a solid background color. Medium blue is good for a background with the text in white, bright yellow, or pink. Do not use dark red, dark green, or dark blue. They do not project well.

Keep in mind, however, that many people are colorblind. It has been estimated that 20 percent of men cannot distinguish colors of the spectrum, causing colored objects or words to appear as shades of gray, black, and white, varying only in degree of lightness and darkness. The more distinction you can create among colors, the easier those with colorblindness will be able to see.

If you have lists, design your slides so that items come up one at a time and the previous items change to a different color. This technique not only helps the audience see what has led up to the item being discussed but also directs their concentration.

Use Pictures

I'm sure you are familiar with the saying, “A picture is worth a thousand words.” This is so true. You can say so much on your slides by using photographs and graphics. The trend today is to use more pictures and fewer words, and with today's technology, the possibilities are endless. In fact, many presenters use photos only to reinforce a point or make an emotional impact. A slide with less textual material forces the audience to focus on the presenter. Just be sure your photo or graphic actually relates to the point you are making.

Use It, Then Lose It

Because the visual is an aid, it should be visible only when it is relevant to the point being made. When you are finished with the slide, hit the “B” key on your computer to go to a blank screen. (If you are using a remote, it will have the capability to create a blank screen as well.) Otherwise, the participants may continue to focus on the visual aid and will pay little or no attention to what you are saying. People are easily distracted as it is, so do not give them anything that might divert them from your important message.

Do a Dry Run

Slides that look great on your computer monitor may not look as good projected on a screen. Test your slide presentation in a semi-dark room with the projector as far back as you expect it to be in your actual room. What you see on your computer monitor is not what you will see in a semi-dark room, for example, colors may be washed out.

General Guidelines

Prepared pages are used the same way as slides, but they tend to communicate a more casual approach or atmosphere. A major advantage of prepared pages is that you can take the time to make sure the printing is neat and legible. This is particularly important if you have a problem writing legibly. Another advantage is that valuable session time is not spent at the easel; you are able to show the information quickly and move on. As with other forms of visual aids, the pages double as notes for the presenter.

For blank pages used to present or capture information as you move through the session, consider these important do's and don'ts. First, if you have asked for input from participants and you are capturing their responses, write down exactly what is said. Do not translate the information into your own words.

What if the person responding has a difficult time making his or her point succinctly? Some people do. Two different approaches can used: (1) after listening intently to the person's response, ask the individual to summarize his or her point in a few words so you can capture it on the flip chart or (2) if the person is not able to condense his or her point, paraphrase what you heard and ask permission to write down your interpretation of the contribution. As training guru Bob Pike says, “People don't argue with their own data.” But they may argue with yours, so make sure you are respectful of their words and intent.

In full-day or half-day sessions, it is a good idea to tear off the pages and tape them to the wall. Before doing so, however, put a brief descriptive title at the top of each sheet. To save time, cut one-inch masking tape into several two- to three-inch strips before the session begins. That will enable you to post the sheets quickly.

Depending on the wall covering, you might be able to use push pins. If you are not permitted to use tape or pins, a safe alternative is to use a magnetic dry-erase easel pad that clings to most wall surfaces and can be positioned and repositioned on the wall. The sheets are erasable and reusable as long as you use dry-erase markers. Do not write on a sheet after it is posted on the wall, because many markers have a tendency to bleed through! Be sure to use washable markers just in case.

Writing on Flip Charts

Whichever method you choose, the following guidelines will help you create a polished, professional image for your participants:

• Use flip charts with relatively small groups of no more than 25 or 30 participants.
• Print in block letters two to three inches high so that everyone in the room can see the information.
• Do not put more than about six lines of information on a page.
• Do not fill the page to the bottom. People are sitting; their vertical range of vision is somewhat limited.
• Do not talk to the easel while you are writing.
• Wait at least 20 to 30 seconds after you finish writing before flipping the page so that people can copy the information if they wish.
• Do not stand in front of the easel after you have finished writing. Once again, give people an opportunity to capture the information.
• Consider using two or more easels across the front of the room to develop a continuous, uninterrupted flow of ideas or if you cannot post pages on the wall.
• If possible, choose easel pads of white paper with perforated sheet tops for easy tearing. Do not use flip-chart paper with dark lines on it; it looks unprofessional.
• Use a wide, felt-tipped watercolor marker that will not bleed through the paper.
• Leave blank pages in between, particularly if you have prepared some pages ahead of time. Unless paper is quite opaque, the writing on the page underneath the blank page will show through.
• Be mindful of the impact of color. Use blue, green, brown, and black to add variety and interest. Save red for emphasis. Also, do not use red and green on the same page. Those who are color blind will not be able to distinguish the two colors.
• Alternate colors by lines to make reading easier.
• Use colors systematically: one for page headings, one for primary points, another for subpoints.
• When you are not writing, put the marker down.