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Business Communication Using Visual Aids

Business Communication Using Visual Aids
Business Communication Using Visual Aids www.ThesisScientist.comThe purpose of visual aids 1. Generating holding audience interest 2. Increasing audience recall 3. Clarifying emphasizing information 4. Adding credibility persuasiveness www.ThesisScientist.comGenerating maintaining audience interest www.ThesisScientist.comIncreasing audience recall  The more senses involved in a communication transaction the more likely the receiver is to understand the sender’s message and remember it. www.ThesisScientist.comClarifying Information www.ThesisScientist.comAdding credibility persuasiveness  Oral presentation with visual support is more persuasive and more effecitve from the audience’s viewpoint than are those without visual support. The audience is more likely to approve the ideas of the person’s using visual aids. www.ThesisScientist.comwww.ThesisScientist.comWhy use visual aids www.ThesisScientist.comMany possible types of visual aids  Overhead Transparencies (OHT, Acetate)  Slides  Flip Charts and Posters  Objects and Models  Handouts  Whiteboards and Chalkboards  Computer Assisted Audiovisuals (PPT)  Audio or Video (tapes, CDs, DVDs…) www.ThesisScientist.comFlip Charts  For briefing small groups  Can be used to record audience comments and questions  Not suitable for a use in large audience settings www.ThesisScientist.comFlip Charts  Useful in extended presentations where ideas are changed through interaction with the audience  Vital in group brainstorming sessions where ideas must be recorded, narrowed, and solidified in front of the group  Make sure the information is large enough for the entire audience to see www.ThesisScientist.comPosters  Smaller audience sizes (except for marketing)  Posters are permanent and removable  Eloberate posters require extensive preparation and may be costly www.ThesisScientist.comPosters and Flipcharts Advantages  Can be placed close to audiences  They can provide interactive communication  They can stand alone without explanation  They can remain displayed to remind listeners of key concepts www.ThesisScientist.comOverhead Transparencies  For audience of 20 to 50 people  Necessity when giving a presentation in a room not equipped with a computer projection system  Old fashioned in some industries www.ThesisScientist.comTransparencies  Advantages of transparencies – Projection equipment is simple and dependable – Speakers need not turn their backs to the audience – They work in welllit rooms – Easily stored and carried – Easily produced www.ThesisScientist.com – Can be eliminated during the speechTransparencies  Guidelines  Number transparencies  Maintain eye contact with the audience  Point on the projector, not screen  Keep relevant information hidden until needed  Turn projector light off when not in use www.ThesisScientist.comHandouts  Their use allows speakers to go into depth on some points while skimming over others  They can be especially useful for complex presentations  They provide something for audience members to take with them for future reference  Handouts give a sense of security and ownership to speakers www.ThesisScientist.comHandouts  Guidelines  Be sure about the quality  Include helpful lists, maps, tables etc  Be sure thay are up to date  Decide how to deal with them during the presentation www.ThesisScientist.comComputer presentations (ppt)  Many types of audiences  Inexpensive and customizable  Needs to be wellprepared www.ThesisScientist.comTips for using slides  Use bullet statements when possible (no more than 7 per slide)  Avoid too much verbiage and clutter  Keep it simple (less is more)  Keep sound effects to a minimum www.ThesisScientist.comTips for using slides  Only use long quotes and/or sentences if necessary (in which case, bring in each sentence one at a time)  Avoid turning back to audience and reading too much www.ThesisScientist.comTips for using slides  Give handouts of PowerPoint slides before speech for audience notetaking (optional)  Use slides as your notes or use PowerPoint handouts for additional notes www.ThesisScientist.comTips for using slides  Use graphs for important statistics (particularly when referring to dramatic gains or losses)  Reduce walking in front of projector www.ThesisScientist.comTips for using slides  Build suspense for topic by leaving first slide blank  Avoid being tied to the mouse  Use pictures as metaphors or similes www.ThesisScientist.comTips for using slides  Use slides as punch lines for humor  Use pictures and/or clipart on slides to enhance the mood www.ThesisScientist.comTips for using slides  Avoid putting too much verbiage around pictures (Keep it simple)  Apply transitions and animations for effect (Don’t overdo. Decide what to emphasize.) www.ThesisScientist.comTips for using slides  Maintain consistency (For example, use design templates)  Be prepared for technical difficulties (Always have a plan B) www.ThesisScientist.comWhich visual aid to choose  It depends on – Your goal – Your audience – Your budget – Available technology www.ThesisScientist.comTips for effective use of visual aids  Give handouts before or after speech only if not a distraction  Explain the handout’s relevancy to topic  Keep visual aids clear and simple  Avoid lulls while you demonstrate www.ThesisScientist.comTips for effective use of visual aids  Practice using visual aids  Make visual aids easy for audience to see  Set up before and discuss after the showing of video clips www.ThesisScientist.comTips for effective use of visual aids  Use pictures or other visual aids to spark a story (there are stories in objects)  Avoid using animals and/or children if distracting  Demonstrate a task by using howto objects www.ThesisScientist.comVisual Aid Categories  Figures (charts)  Tables  Pictures and diagrams www.ThesisScientist.comCharts  In a bar chart, the height or length of each bar represents the frequency of occurence.. www.ThesisScientist.comBar Graphs  Include no more than six bars  Label the bars themselves  Label the horizontal and vertical axes 10 0 80 60 E a st We st 40 N o r th 20 0 1st Qtr 2 n d Qtr 3 r d Qtr 4 th Qtr www.ThesisScientist.comwww.ThesisScientist.com Bar ChartBar Chart (data reordered) www.ThesisScientist.comCharts  The most frequently used diagram to emphasise the proportion or share of occurences is the pie chart. A pie chart is divided into proportional segments according to the share each has of the total value. www.ThesisScientist.comPie Charts  Avoid slicing the pie into more than seven slices  Label the pie pieces at or near the slice 1st Q t r 2 n d Q t r 3 rd Q t r 4 t h Q t r www.ThesisScientist.comIce Rink Expenses Staff 34 Too many Refrigeration 27 slices Gas 8 Snack bar 6 Maintenance 4 Water 3 Sewer 2 Office supplies www.ThesisScientist.com 2Too Much Emphasis on Service, Too Little on R D Research Development Service Sales Production Marketing PR www.ThesisScientist.comwww.ThesisScientist.com Pie ChartGraphs  Most suitable diagram for exploring the trend is a line graph in which your data values for each time period are joined with a line to represent the trend. www.ThesisScientist.comU.S. Slowdown Produces Downturns in Other Countries How would you 7 fix this graph 6 5 U.S. England 4 GDP Germany Growth 3 Ireland 2 Thailand 1 Japan 0 Korea 1 2 4th 2006 1st 2007 2nd 2007 3rd 2007 www.ThesisScientist.comU.S. Slowdown Produces Downturns in Other Countries 6 5 4 U.S. GDP Growth 3 Europe Asia 2 1 0 4th 2006 1st 2007 2nd 2007 3rd 2007 Europe = England, Ireland, and Germany Asia = Thailand, Japan, and Korea www.ThesisScientist.comwww.ThesisScientist.com Line Graphwww.ThesisScientist.comEXAMPLES Example of a Standup bad presentation Example of a bad presentation 1 www.ThesisScientist.com