mrs. hanan badr effective design of visual aids...1. the importance of visual aids zwe use visual...
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Effective Design of Visual Aids
A Case Study inCommunication Skills
By Hanan BadrFaculty of Mass Communication
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Introduction
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Objectives
Practice-oriented guidelines and key rules to design effective visual aidsTeaching and training purposes Focuses on designing PowerPoint presentations
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Outline
Importance of Visual AidsTypes and occasions for visual aidsDesigning Visual Aids
Key Rules for an Effective Design Other Decisions in Effective Design
Using Visual AidsAvoiding Problems during the PresentationA Case Study
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1. The Importance of Visual Aids
We use visual aids because they:Clarify and simplify materialEmphasize some pointsIllustrate some complicated passages:
by pictures, sound or animation.
Help visual learnersAdd audience's participation and engagementSave timeServe as an outline for the trainees
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2. Types of Visual Aids
There are numerous ways, which include:Black- or white boards and pens, Projector and transparencies,Flip charts,Colored paper and glue and pens, to create flow chartsPowerPoint Presentations, Video tapes about certain topicsVideo recording
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Occasions for Visual Aids
Occasions for presentations include:Teaching & TrainingBusiness Meetings (Selling, Marketing)Academic conferences and seminarsPresenting a Project or ResearchPersuasion in Social DevelopmentSometimes: Send a greetingTelling a Story, drawing a "slide (for kids)
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Occasions for Visual Aids (continued)
The appropriate visual aid you decide to use varies on your audience, topic and occasion, and whether or not it is appropriate for it.Examples:
Colored paper & glue younger audience or workshops
PowerPoint standard in formal meetingsFlipchart less formal and offers
interactivity with the audience
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Pros & Cons of PowerPoint
PowerPoint pros:relatively inexpensiveattractive designssmooth transitions between slidespossible to add/subtract material from slides
PowerPoint cons:complicated equipment requiredhassle to set upspecial effects often distractingtime-consuming to prepare, except for experienced users.
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3. Designing Visual Aids
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Before proceeding to design
MATERIALPrepare the material into a logical sequenceBreak the flowing text into small unitsSkip some passages or rephrase
ROOMCheck the room, computer & screen that will be usedCheck lines of sight to your visual aids from all parts of the seating areaCheck PowerPoint versions
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Key Rules for an Effective Design
Main Aim:To make your audience understand and remember key pointsLeave out any material where you might say:“Skip this”“This might not be important”
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1) Make each visual stand on its own
clear and understandable on its own limit each slide to only one topic, and give it a relevant title
Continued after a titleTables can be broken down
● number headings to show where you are● highlight key information to focus your audience’s
attention ● make points concise yet meaningful ● avoid abbreviations unfamiliar to your audience
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2) Achieve balanced and consistent layouts
Slides should fit together into a coherent whole “creating a unity”
Choose a Master Slide and background or a certain color schemekeep type sizes and fonts consistent format headings consistently in color & sizeuse no more than two fonts per slidechoose contrasting colours use parallel grammar for points
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3) Make visuals easy to read
Visuals are only effective if your audience can physically see themAim: Make visuals easy & fast to read no less than 24 - 28 point font for main text no less than 32 - 40 point font for headingsavoid distracting, unnecessary graphics and complex backgroundsuse clear, standard fonts (even in Arabic)
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3) Make visuals easy to read (continued)
consider boldface letteringavoid putting much text in italics or upper-caselimit each point to one line when possiblespread the information, that it fills the screenensure diagrams are not too complicated WordArt: choose the readable Word Art formats
limit it to headings only
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4) Include only your main points
visuals should aid your audience, not you! write only main points on your visuals, not detailsAvoid long sentences and passages, they:
consume more time when reading distract your audience from what you're saying
make your points clear: do not simply break up paragraphs assume your audience will copy down everything on a visual
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Other Decisions in Effective Design
Graphicsgraphics should clarify the content, not complicate it leave out any clips or pictures that aren't really relevant or might distract the audience Avoid overuseColors should match the used templateScreenshots are very attractive (Print Screen)
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Other Decisions in Effective Design (continued)
Animationnot always distracting, when used logicallystandard and professional animation:• Appear & Wipe Out• or Fade in & Fade Out
Avoid overuse, can be distracting Motion can also help to clarify the process in complex charts and graphs
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Cairo University Campus
Example from another presentation
C.U.A.C Server
Access Card Database
Net Controller
Card Reader
Card Reader
Card Reader
Card Reader
Card Reader
Card Reader
Card Reader
Gate 1
C.U.A.C. Computer
Gate 2
C.U.A.C. Computer
Gate 3
C.U.A.C. Computer
Gate 4
C.U.A.C. Computer
Card Reader
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Other Decisions in Effective Design (continued)
SoundIt’s not usual to add sound in visual aids for training purposeUnless it’s really relevant or clarifyingExample: camera sound in photographer’s portfolio
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Other Decisions in Effective Design (continued)
Video clipsmight help clarify a situation,for example in:English Languageor Communication Skills
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Other Decisions in Effective Design (continued)
Timed presentationsoption to time each slide so it moves automatically Benefitslessens the trainer's clicking keeps him focusedhelps him to stick to the scheduled time Drawbacksif the trainer cannot keep track or hasn't practised enough a presentation disaster
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Other Decisions in Effective Design (continued)
Slide transitionoptions to animate the slide transitionsubtle transitions:won't distract your audiencewill maintain their attention
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A possible structure for your presentation
Title/author/affiliation/ logo (1 slide) Goals of the material (1 slide) Outline (1 slide)Body of Material (not less than 5 slides)Summary (1 slide) Bibliography (Sources) (0-1 slides)Acknowledgments (0-1 slides)Thank the Audience (1 slide)
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4. Using Visual Aids
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1) Use visuals to help your audience
USE THEM TO
Focus the audience’s attentionReinforce key components Maintain interestVisualize complex concepts Aid the audience’s comprehensionIncrease retention
DON’T USE THEM TOImpress your audienceLimit interaction with your audiencePresent simple ideas that are easily stated verballyServe as your cue cardsAvoid information overload
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1) Use visuals to help your audience (continued)
Do not block view off the screenDo not wave with your hands a lotAvoid causing shadowAvoid monotonous presentation:
Make examplesRelate to previous materialAsk questions
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2) Interact with your audience
Do not get "Slidewiped”Maintain eye contactDo not directly read from visual aids Visual aids are for your audiencePosition screens diagonally of the class, you remain the centerDon’t stand in front of the projector's light (glare, heat, distraction)
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5. Avoiding Problems during the Presentation
Before the presentation:Experiment with arrangements of furniture and visual aids Test overhead projectors and screens :
to focus and find the right distance for the projector to fill the screen
Place overhead slides in a pile in order, right side up before the presentation, and number themWhatever happens, DON’T PANIC
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5. Avoiding Problems during the Presentation (continued)
You cannot use the prepared presentation:Always have a “Plan B”Refer to handouts or printed presentation
You find you have less time than you thought:Don’t talk faster or skip slidesBut talk less, stick to the main points in each unit
People are moving ahead in the handouts at their own pace, not what you planned:
Refer to handout numbersGive them an overview of the handouts
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5. Avoiding Problems during the Presentation (continued)
Someone else is assigned to handle the presentation
Say politely that you’d like to handle your own overheads Set up a hand cuing system with the overhead operator If possible, rehearse
You drop your overheads on the floorMake a joke about your clumsiness Pick them up & take a few moments to put them in order
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6. Communication Skills CourseA Case Study
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Prepare and Organize the Material
Get familiar with the placeDownsize 80 pages into a trainee-friendly presentation, using a wordprocessorKeeping headlines & main points onlyUsing tablesOccasionally, refer to page numbers in the book
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Consistent and balanced layout
Color scheme:Dark blue on white backgroundPurpose: to keep lights on, maintain eye contact
Each file covered a chapterThree files, which had an identical layout to maintain unity
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Make slides easy to read
Main Points onlyUse colored bullets to indicate order of ideas
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Make slides easy to read (2)
Used tables to show information in a concise formUsed colors to give certain meaningRedfor what not to do,
Blackfor what you should do
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What pictures can I use?
Emphasize meaning, by related pictures
(a “big ear” for listening skills)
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What pictures can I use? (2)
Use certain clip arts to indicate Class activities
(a light bulb)
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Should I use animation or not?
Generally, minimal animationSometimes, in flowcharts to clarify the processTo focus the audience’s attention
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Thank you for your attention