business communication using visual aids. the purpose of visual aids 1.generating & holding...
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Business Communication
Using Visual Aids
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The purpose of visual aids
1. Generating & holding audience interest
2. Increasing audience recall
3. Clarifying & emphasizing information
4. Adding credibility & persuasiveness
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Generating & maintaining audience interest
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Increasing 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.
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Clarifying Information
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Adding 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.
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Why use visual aids?
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Many 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…)
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Flip Charts
For briefing small groups
Can be used to record audience comments and questions
Not suitable for a use in large audience settings
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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
Flip Charts
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Posters
Smaller audience sizes (except for marketing)
Posters are permanent and removable
Eloberate posters require extensive preparation and may be costly
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Posters 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
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Overhead 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
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Transparencies
Advantages of transparencies– Projection equipment is simple and
dependable– Speakers need not turn their backs to the
audience– They work in well-lit rooms– Easily stored and carried– Easily produced– Can be eliminated during the speech
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Transparencies
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
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Handouts
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
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Handouts
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
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Computer presentations (ppt)
Many types of audiences Inexpensive and customizable Needs to be well-prepared
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Tips 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
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Tips 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
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Tips for using slides
Give handouts of PowerPoint slides before speech for audience note-taking (optional)
Use slides as your notes or use PowerPoint handouts for additional notes
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Tips for using slides
Use graphs for important statistics (particularly when referring to dramatic gains or losses)
Reduce walking in front of projector
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Tips for using slides
Build suspense for topic by leaving first slide blank
Avoid being tied to the mouse
Use pictures as metaphors or similes
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Tips for using slides
Use slides as punch lines for humor
Use pictures and/or clipart on slides to enhance the mood
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Tips 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.)
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Tips for using slides
Maintain consistency (For example, use design templates)
Be prepared for technical difficulties (Always have a plan B)
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Which visual aid to choose?
It depends on – Your goal– Your audience– Your budget– Available technology
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Tips 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
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Tips 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
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Tips 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 how-to-objects
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Visual Aid Categories
Figures (charts)
Tables
Pictures and diagrams
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Charts
In a bar chart, the height or length of each bar represents the frequency of occurence..
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Bar Graphs
Include no more than six bars Label the bars themselves Label the horizontal and vertical axes
0
20
40
60
80
100
1st Qtr 2nd Qtr 3rd Qtr 4th Qtr
East
West
North
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Bar Chart
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Bar Chart (data reordered)
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Charts
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.
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Pie Charts
Avoid slicing the pie into more than seven slices
Label the pie pieces at or near the slice
1st Qtr
2nd Qtr
3rd Qtr
4th Qtr
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Ice Rink Expenses
Staff 34%
Refrigeration 27%
Gas 8%
Snack bar 6%
Maintenance 4%
Water 3%
Sewer 2%
Office supplies2%
Too many slices
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Too Much Emphasis on Service, Too Little on R & D
Production
Marketing
Sales
Service
Research & Development
PR
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Pie Chart
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Graphs
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.
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U.S. Slowdown Produces Downturns in Other Countries
-2
-1
0
1
2
3
4
5
6
7
U.S.
England
Germany
Ireland
Thailand
Japan
Korea
4th 2006 1st 2007 2nd 2007 3rd 2007
% GDP Growth
How would you fix this graph?
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U.S. Slowdown Produces Downturns in Other Countries
0
1
2
3
4
5
6
4th 2006 1st 2007 2nd 2007 3rd 2007
U.S.EuropeAsia
% GDPGrowth
Europe = England, Ireland, and GermanyAsia = Thailand, Japan, and Korea
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Line Graph
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EXAMPLES
Example of a bad presentation
Stand-up
Example of a bad presentation 1