Chapter 10
Using Visual Aids
Years ago, when I decided to hang up my insurance sales shoes and become a trainer, I attended my very first Train-the-Trainer course. As I nervously entered the room, I began searching for my name tag. The trainees' list read more like a who's who from various Fortune 500 companies. With little to no training experience behind me, I was a walking sponge. The room was fairly quiet, with trainees fidgeting nervously with the training materials when the trainer entered the room. The room immediately fell silent. I was struck by the fact that the trainer made little to no eye contact as he headed for the overhead projector. Without a smile, without an acknowledgment, he flicked on the projector. A newspaper article that had been copied onto a transparency appeared. The headline read: “Expectations for Trainers in the Workplace to Decrease 75% by 1994.” There was a moment of uneasy silence, which was soon broken by nervous laughter and finally conversation from all in the class. It seemed as if everyone was discussing the article and the ridiculousness of it when the trainer again moved into the pit, turned the overhead off, and began to speak. “Now that I have your attention,” he said, “I want to start talking about the wonders of training.” The four-day class was not yet 30 seconds old, and I already knew I was going to like the course and the trainer who was teaching it. That is an example of the potential of a well-thought-out visual aid.
Do your presentations jump? Up to now, we have spent a great deal of time talking about the words you are going to use in your training presentations. Now we will talk about how you can enhance those words with visual aids. Ask trainers about the importance of a well-prepared visual aid and they will sing its praises. Remember, 75 percent of what you learn comes from your sense of sight. The more visual aids you use, the more your trainees can retain.
So why are visual aids so often poorly used or not used at all? One reason is fear. There are risks you must take when using a visual aid. Fortunately, the rewards far outweigh the risks. The second reason comes more from our previous learning experiences. All of us, at some time in our lives, have witnessed a presenter who has had problems with the visual aids he or she intended to use. We swear to ourselves that it is not worth it.
Visual aids are just too vital to your training to avoid. You must use them to strengthen not only your trainees' retention but your own presentation as well. We'll take a look at presentation software and other high-tech options available in the next chapter. However, due to budget constraints and other factors, more traditional visual aids might be the only devices that are available to you. If you are going to use them, you need to use them correctly. With that in mind, the intent of this chapter is to explore the strengths, weaknesses, and ultimately the proper use of some of the most commonly used visual aids.
Flip Charts
The flip chart is a visual aid that just keeps hanging on. There's nothing flashy or splashy about this device, but it is the visual aid of choice for many presenters. When you see its strengths, you will know why. Let's first look at the weaknesses of the flip chart.
The first and most obvious weakness is the flip chart's message size. Depending on the shape and setup of your room, chances are that once your group goes over 50 participants, the flip chart will no longer be effective. For large groups, the flip chart is of little use.
Another major weakness of the flip chart is its inability to travel comfortably. I am not referring to working with blank flip charts. These can be rented onsite, or added to the cost of the training room you may be renting. I am instead speaking of prepared flip chart materials. Typically, flip chart work is prepared on heavier paper, allowing for the wear and tear of everyday use. This paper usually cannot be rolled and must be transported flat. If you frequently conduct training on the road, this visual aid is probably not for you.
The flip chart's final weakness can be traced to the markers being used. The problem that many presenters run into when using flip charts is messages bleeding through. Depending on the markers and paper that you use, you may see portions of your writing coming through to the next page, creating a ghostlike image. This can be somewhat distracting, not to mention wasteful because of all the unused paper.
With all the weaknesses of the flip chart out in the open, let me tell you why this visual aid is such a popular tool in corporate training. For starters, it can be used very spontaneously. When a presenter is struggling, the flip chart is often just the ticket to help answer a difficult question or clear up a confusing concept.
The affordability of a flip chart also helps make it an attractive choice of visual aid. Markers, pads, and stands are inexpensive to purchase. Even the cost of rental of such items when you're working on the road is negligible.
Perhaps the biggest strength in working with a flip chart is its positive perception by the trainees. For some unexplainable reason, flip charts carry with them an adult connotation when it comes to training. Why knock it?
Now that you have been shown both the weaknesses and strengths, let's focus on how you are going to use the flip chart properly. First, let's clear up the weakness of messages bleeding through. This can be accomplished two ways. If you insist on using heavier markers, you can staple the bottom corner of two flip chart pages together. This will allow you to turn the page without fumbling for two pieces of paper. Another suggestion (if you want to avoid waste) is to change markers. I particularly like the water-soluble markers called Vis-à-Vis. The advertised benefit of these markers is that they can be washed off a transparency. I like them because they do not bleed through a flip chart pad, and they are a little smoother to write with.
In terms of the words you are going to write, try to structure your writing using an outline format. In other words, you do not need to write down every single word. You may choose to use bullets and abbreviated English. A second suggestion is to watch the actual number of words you choose. I try not to use more than 12 words. The 12 words is a rule of thumb, not a law. When I am writing the expectations of a class or something that is more for my use than that of the class, I write more.
Finally, to use a flip chart properly, you need to consider your positioning. To begin with, you should have the flip chart in a location that allows all trainees to see it clearly. You should be positioned to the side of the flip chart, making sure you do not obscure the trainees' view. As with an actor on a stage, you should not be so far back as to upstage your visual aid, nor do you want to be in front of it. Ideally, the trainees should be able to see both you and the flip chart together and not be forced to choose. Position yourself on the side of the flip chart according to your dominant hand. In other words, if you are left-handed, try to stay on the left side of the flip chart. If you are right-handed, work on the right side of the flip chart. The idea is to try to keep your dominant arm from reaching across the flip chart and turning you away from the trainees.
As always, room assignment may put you in a position of working with what is there, but it is my hope that you will have enough control to set up your room in a way that best meets your needs. Considering the audience support by adult trainees, the flip chart may be the way to go for you.
Video
Video offers you the opportunity to introduce a lot of creativity to your training. Easy to embed right into your presentation software, motivational videos or even videos that are not directly related to your topic allow for a great deal of flexibility within your training. I attended a management training course once that used video brilliantly. The class was not really coming together, and there was little interaction or discussion. Then the presenter showed a segment from a movie called Twelve Angry Men. This old classic movie deals with the deliberations of a jury and the emotions that are brought out. The presenter related it to certain responsibilities that all of us had as managers, and the discussion was on.
A second benefit to using video within your training once again involves perception. Video allows you not only to see dramatizations of situations relating to your subject but to create them as well. You can accomplish this using a video camera, tablet, or smartphone, one of the most beneficial tools available in training. Despite what people might think and despite the appearance of an extra five pounds, the camera does not lie.
Regarding the proper use of video, you must get in the habit of testing the links before you use it. You must also check whatever equipment you are using early. When video does not work, it is not the kind of visual aid that you can repair quickly. Five minutes before your seminar begins is not the time to check your clips. Leave yourself enough time to take a stab at fixing the problem and then get a specialist in to help you.
When selecting a video, look for clips that are not too long: “Emphasize everything, emphasize nothing.” Too many strong messages get diluted by clips that are just too long. Remember, video is a visual aid. Actual length can depend on several factors, such as the length of the seminar or topic relevance. Clips in the two- to four-minute range are good for most purposes.
Objects for Demonstrations
Sometimes you might find yourself bringing in different objects to show your trainees. This scene could resemble an adult show-and-tell. It seems harmless enough, but done improperly, some problems can arise. Objects tend to be a huge distraction if not handled correctly. Try to get out of the habit of allowing trainees to pass around your object during the seminar. Not only does it distract the individual who is looking at the object, it also distracts the next couple of trainees who are eagerly awaiting their turns.
Positioning is also an important consideration when you're working with objects. If you are going to show an object to your trainees, show it to all of them, not just a few fortunate souls. Avoid working one side of the room and showing any type of favoritism.
If you want to show an object to your trainees, start at one side and physically walk the object around to each person. If you are showing a particular piece or movable part, continue to repeat the action and verbiage for each couple of trainees. When you have made your rounds, inform the trainees that you will place the object in a certain area for them to come up and look at during the next break (a necessity for larger groups). This will allow you to keep the trainees involved and let them get a better look at the object if they so desire.
Pointers
I remember when I first decided that I was going to be a trainer. The dreams I had! The thrills, the challenge, the discipline, and, oh yes, the pointer. What trainer uniform could be complete without the pointer, loaded and ready for action? This, of course, was before I met with the reality of a pointer. Yes, if you are working a large room with a screen across the room, you will probably need a laser pointer. Otherwise, if I may say so in my delicate, opinionated way, forget it! Pointers are more trouble than they are worth. If you want to play a practical joke on a friend who is a trainer, give him or her a pointer right before he or she is set to present. It is nearly impossible for a presenter not to fidget with the pointer as he or she is speaking. Additionally, the pointer often becomes an unintentional weapon as the presenter wields it about the room, distracting those trainees who prefer their ears, eyes, and noses to remain unharmed. In short, pointers and pointer pens are good for the kids and are loads of laughs at parties, but this professional speaker would not wish one on my worst enemy.
Dos and Don'ts
Often, it's not the equipment that fails us, but our lack of understanding regarding how to work with the equipment being provided. Here are some simple dos and don'ts to be aware of.
Watch Your Shoulders
Unless you are working in a large room, with monitors on the floor in front of you, often the only way to see your slides is to turn and face them. However, this turn can be a bit tricky. Too often when we make that turn, we turn our entire body and head. Try being aware of this and simply turn from the shoulders. No matter how hard you try, if you're trying to sneak a peek at your slide for your own reference, do it quickly, and try to make it look like you are drawing the audience's attention to that particular point on the slide.
Watch Your Body Position
When you are working in front of a small room, it's rather easy to remember to stay to the side of your screen. A blinding screen light will remind you if you forget. But in larger rooms, with big stages and elevated projectors, it's easy to walk right in front of the screen and not only avoid the bright light in your eyes, avoid blocking any information your audience is trying to see. That's because the screen is usually well above your head, and frequently projected from the rear. It's still often necessary to pick up a word, or gesture from the screen. To do this smoothly and to keep as much of your body as you can facing your audience, make sure you are standing to the side of the screen. This will let you work comfortably and keep your head facing the audience.
Watch Those Speakers
Watching a great presentation is like watching a great movie. The audience can be riveted by the message and get lost in the action. Imagine if you were watching a movie and someone all of a sudden hit an air horn. That would certainly get your attention. Well, being miked up and walking in front of a speaker can just about do the same thing. It's a feedback issue, and your local AV tech can sometimes help keep you out of trouble. My suggestion is to pace out the room during your mike check. Check all parts of the room for feedback, particularly near the speakers. Rather than cross your fingers and hope the AV tech has the problem solved or that you'll remember where your line is, put a piece of tape down to show you the line you cannot cross, and enjoy yourself.
Do Not Forget to Practice with That Remote
Most professional speakers carry their own remotes, but beware. When you are presenting in a larger room, with AV onsite, you often will not be allowed to use your own remote or your own laptop. AV personnel are not big fans of changing laptops over, so you'll be stuck with their remote. Advancing the slides is usually not a problem, but moving backward can be. Practice using the remote, understanding what buttons do what, and figure out what the unique range of the remote you are using might be.
Do Not Prepare Too Many Slides
The mistake of providing too much information plagues most speakers, and unfortunately this problem often spills over to the slides they produce. Too many slides are often used as a crutch, and create a lack of spontaneity for the speaker and a sense of boredom for the audience. And if the problem of having too many slides isn't bad enough, usually those who suffer from this problem put too much onto the slides. Too many slides with too much information on them can bring even the best presentations down.
Do Not Forget to Show Up Early
Most professional speakers know to show up early, and most speaker's bureaus include a clause about showing up early in their contracts. The rule of thumb seems to be 60 minutes early. If you're delivering a small workshop and you're 100 percent in control of your AV, an hour should be enough. However, if you're speaking in a larger room and do not have control of the equipment being used, I'd suggest you get there early—really early! The best time to show up is when AV shows up, and that's usually around 6:00 a.m. This will give you time to work out the kinks because at 6:00 a.m., the room will not be crowded. Set up your equipment, test it, get comfortable with it, and go get a cup of coffee. You'll have plenty of time to relax.
Some Final Thoughts
In this chapter I have discussed the pros and cons of working with some of the more common visual aids. I have also provided some ideas on how to use them properly. I would like to leave you with two other reminders. The first deals with the amount of time you expose your trainees to your visual aids. I have a little motto concerning this very point: “Use it, then lose it.” This means that when you are done showing your visual aid, get rid of it. You have control over where you want your trainees to focus. Try not to clutter up your message with visual aids that relate to earlier material. This is not to say that I do not favor strategically posting certain aids around the room. I am really referring to visual aids whose messages were delivered but not moved away or covered.
My final suggestion for working with any visual aid is to rehearse. Practice with the visual aid so its use offers you confidence, not concern. If you are going to mask or shield, rehearse. Visual aids will make a statement. Used improperly, the statement is negative toward the presenter. Used effectively, the statement is positive. Rehearse, follow the techniques outlined, and your experience with a critical training tool will be a rewarding one.
Summary
Over the years, no chapter has changed as much this particular chapter. Overhead projectors were replaced by 35mm slides, VHS players were replaced by imbedded video on large hard drives, and my Apple music library, and a small Bose speaker have replaced my trusted CD player. What has not changed is the effect visual aids have on an audience, from helping them learn, to helping sustain interest. The devices might change, but the need to incorporate these devices has not. Pick one that is right for you, practice with it, and you'll get those presentations to jump!