6. verbal and visual support

Chapter 12 – Adler

Layout

Functions of supporting material Verbal support

Types Visual support

Types Media Computer-assisted design Rules for using

Verbal and Visual Support in Presentations

FUNCTIONS OF SUPPORTING MATERIAL

1. Clarity abstract or complicated ideas

2. Interest Enliven Make main point vivid, meaningful

3. Proof convincing E.g., survey


TYPES OF VERBAL SUPPORT (5)1. Examples

– Brief illustrations– most effective when several are given

together

2. Stories– Hypothetical or factual– Guidelines

• Should suit audience• Should support point• Be of right length


3. Statistics Probably the most common form of

support Specially strong proof

Firmly grounded in fact Shows that speaker is well informed

May make mistake of burying the audience Provide a few key numbers Simply information (64.3% vs. two-thirds)


4. Comparisons Figurative = analogies

Compare unfamiliar with familiar idea Literal Must have two characteristics

Well-known, be valid Must clearly establish similarity


5. Citations More authoritative/articulate source Clarity and impact Help build persuasive case Guidelines

Cite to add credibility to presentation Source must have credibility with

audience Paraphrase lengthy or confusing citations Restate point of long citations


VISUAL AIDS


Benefits

A picture is often worth a thousand words

Easier to understand than words alone Easier to explain complicated statistics Easier for listeners to understand Make presentations more interesting Boost your image as speaker Make information more memorable


Functions

Show how things look Show how things work Show how things relate to one

another Emphasize important points


Types of Visual Aid (8)

1. Objects and Models Used in training, selling Hands-on experience/demonstration How to operate a piece of equipment

2. Photographs3. Diagrams

Two-dimensional Floor plan, maps… size, shape, structure


4. Lists and tables Key facts and figures, steps, features,

comparison, etc Guidelines

Keep it simple Use numbered or bulleted lists Use text sparingly Use large type Enhance readability through careful layout


5. Pie Charts– Percentages, resources, money, etc– Guidelines

• Segment to emphasize on takes top-center• Label each segment• List percentage for each segment

6. Bar and column charts– Guidelines

• Time on horizontal axis• Arrange bars in best-suited sequence• Represent numerical values clearly


7. Pictogram Artistic variations of bar, column, pie

charts More interesting (figure 12-11)

8. Graphs Correlation between quantities Represent large amount of data without

clutter


Media for presenting VA(6)1. Flip charts and poster board

– Simple to prepare– Easy to use– Relatively portable– Easy to use

– May be too small– Large audience can’t see– Relatively fragile– Clumsy


2. Transparencies– Good for large audience– Produced quickly– Easy to create– Visible in a lighted room– Easy to store, don’t wear out

– Require a projector– Must position in special way

– Most effective when• Use only when discussing, turn off when not using,

cover parts not discussed, face audience while speaking


3. Slides– Actual photographic image– Inexpensive– Produced quickly– Easy to edit

– Need darkened room

– Guidelines• Keep show brief, use remote-control device,

talk to listeners and not the screen


4. Handouts Permanent record Recall features More detail Eliminate listeners’ need to take notes

Can be distracting Have to compete with them for attention


5. Computerized displays6. Videotape


Computer-assisted VA design• Special effects• Many formats• Speakers’ notes• Variety of handouts• Run-time versions• Create charts, graphs, tables

• Take time to learn• Temptation to overuse


Rules for using visual aids1. Selection

– Have a reason for using– Match sophistication of visual aid with audience

2. Design– Make sure it is large enough to see– Keep design simple– Use few words– Use horizontal printing– Label all items for clear identification

3. Presentation– Don’t display till ready– Remove after discussing– Make sure it works at presentation location– Practice using your visuals


Technology

6. verbal and visual support