12.2: Visual Aids

Learning Objectives

• explain the rationale for using visual aids.
• describe the types of visual aids.
• identify the characteristics of good slides.
• use slides appropriately.

Quite commonly, we employ visual aids (or sometimes referred to as presentation aids) to assist us in presenting the message in a clear, easily followed manner. Although they are usually called visual aids, they are any sensory element added to the speech to enhance the speaker's message. Typically, speakers use visual elements, such as graphs and charts, but visual aids can also include items for the audience to hear, touch, taste, or smell.

It is important to understand that visual aids are used to aid the speaker, not to replace the speaker. At all times, the focus of the event should be on the speaker and the verbal message, not on the sensory aids. The speaker needs to smoothly integrate the visual aids into the presentation so as not to distract from the core message of the speech. A general rule of thumb is if the speech cannot be presented without the visual aids, the visual aids are being used too heavily. Visual aids can be forgotten, may not work, or equipment may break down. Struggling to deal with non-functioning visual aids can severely damage the credibility of the speaker, so a good speaker is ready to adapt and move forward, adapting to the challenge of not having the aids.

Purposes of Visual Aids

We use visual aids for four reasons:

• To Clarify: A picture really is worth a thousand words. In many cases, a visual aid can communicate a message more clearly than words. Imagine trying to explain the beauty of a Caribbean island or the complexity of an automobile engine without the use of a visual element. Words alone will not have the same impact as when combined with an image.
• To Enhance Memory Value: When the audience receives the message in multiple ways, through the speaker's spoken message and through the visual aids, the memory value of the message increases. For some audience members, hearing the message will suffice, but for others, a visual element is more memorable. Using a visual aid allows the audience to tap into the message in a way that works best for them.
• To Fulfill Audience Expectations: With the advent of slides, such as PowerPoint, audiences have become accustomed to seeing these types of visuals accompanying a presentation. At times the speaker needs to use a visual aid because the audience expects it. For example, at conferences it is common that audience members need a printout of slides to validate attendance, so to not use a visual aid becomes a barrier to audience engagement.
• To Add Variety: Although this should not be used as a primary purpose, if the speaker is using an aid to clarify or to enhance memory value, the aids also provide some nice variety for the audience. Avoid using aids just for variety, as they can too easily become more important than the message.

Types of Visual Aids

Visual aids can take on many forms with the only limit being the speaker’s imagination. Always remembering they are aids, not replacements, there are a myriad of choices available. From PowerPoint slides to poster board to objects, the speaker has many options for creating powerful visual elements.

Using Slides Effectively

Since PowerPoint debuted in 1990, slide-based tools like Apple Keynote, Google Slides, and Prezi have become the standard for visual aids. While posters and overheads still exist, many audiences now expect slides in presentations, particularly on complicated topics—so it’s important to use it well.

We’ve all seen bad slides: walls of text, tiny fonts, the presenter reading word-for-word, or mismatched visuals. The goal is to make slides that support your message, not compete with it. Every word, image, or animation should have a clear purpose.

Tips for Better Slides:

• Keep it consistent: Use the same fonts, colors, and layout throughout.
• Choose readable text: At least 18-point font—big enough to see, not big enough to shout. Readable color contrast to the background color.
• Limit content: Use keywords and short phrases; you explain the rest.
• Reveal gradually: Use blank slides between filled slides and only keep slides up when relating to spoken content.
• Use meaningful images: Only include visuals you’ll actively discuss—no random decoration.
• Leave breathing room: Avoid edge-to-edge clutter; you may need to stand near the screen.
• Balance the slide: Not too empty, not too packed.
• Plan blank slides: Black or empty slides can give attention back to you.
• Rethink the title slide: Jump right into your content if it’s more engaging.
• Use only what’s needed: Enough to help understanding, but not so much it’s distracting.
• Prepare for tech fails: Be ready to present without slides, and consider having a printed backup.

Good slides don't replace the speaker—it works with you to make your message clearer and more memorable.

Figure \(\PageIndex{1}\): Slide Example 1

Figure \(\PageIndex{2}\): Slide Example 2

Speaking with Slides

PowerPoint, Keynote, and similar tools can make your message clearer—or painfully dull—depending on how you use them. Slides are there to support you, not replace you.

Note

Don’t:

• Read your slides — your audience can read for themselves. Summarize and expand on the points instead.
• Talk to the screen — glance at it briefly, but keep your eyes and focus on your audience.
• Block the view — avoid standing in front of the projection or in harsh light.

Do:

• Control focus — stand near the screen to create a unified visual, or step away with a blank slide when you want attention solely on you.
• Use transitions wisely — reveal points or images as you discuss them, and use gestures to direct attention to specific elements.
• Use a remote — it lets you move freely and engage naturally. Practice with it beforehand so you know the controls (and how to recover from mistakes).

Be tech-ready:

• Arrive early to set up and test everything—slides, sound, internet, projector, remote.
• Bring backups (your own laptop, adapters, files on a USB or cloud).
• Plan for failure—know how to present without slides if needed.

Your credibility depends not just on what you say, but on how smoothly you integrate your visuals into the presentation.

Objects

Models, samples, or actual items can certainly be used as visual aids. For instance, if Noah is informing an audience about how airplanes fly, having a model of a plane’s wing would be quite valuable for him to use in pointing out how lift works. Or if Stephanie is going to inform the audience on the importance of a Native American jingle dress, having one with her will help her demonstrate the distinctive sound. There are some cautions about using actual objects:

• Make sure the object is large enough for the audience to see, yet not so large as to make managing it difficult.
• To control focus, plan how to reveal it and remove it when needed.
• Speak to the audience, not the object.
• Make sure the object is manageable. For example, one of your authors had a student give a speech on how to care for a cat and brought an actual cat to the classroom. Cats are rather unpredictable in strange settings, and most of the class was spent corralling the cat versus listening to the speech. Even when giving the speech, the cat was so squirmy the speaker and audience could hardly focus on the message.
• Think about possible problems. The cat example above shows things often go in very unpredictable directions. If giving a speech on snakes, bringing a snake seems like a good idea, but remember some people have such a fear of them they may have real problems paying attention.

Other People

Incorporating human assistants can be an engaging, lively way to get a point across. For example, if giving a speech teaching the Heimlich Maneuver for choking, demonstrating it on another person would be quite useful and informative.

Electronic Equipment

In addition to slides, there are other types of electronic equipment speakers can use. Slide projectors, overhead projectors, audio players, or video players could all potentially be used. The two overriding concerns of any electronic equipment are 1) it will work properly when needed, and 2) the speaker knows how to use the equipment smoothly and effectively, to be able to incorporate it seamlessly and with little distraction.

Using Visual Aids

In addition to the suggestions on using slides, when using visual aids of any type, three overriding guidelines are:

Even when the visual aid is revealed, use gestures and movement to control the audience's focus more precisely. For example, for a list of items on a chart, the speaker should gesture to draw focus to whichever item they want their audience to focus on.

Always remember, whatever the speaker looks at, the audience looks at. If the speaker keeps making nervous glances at the visual aid, the audience will follow, diverting their focus.

• Control Audience Focus: When a visual aid is revealed, the audience will focus on the visual aid, working to figure out what it is, what it says, and what it means. The speaker should have the aids visible only when they want the audience to pay attention to them. Determine the right time to unveil the visual aid, and the right time to put the visual aid away.
• Practice: Being comfortable in the use of visual aids communicates preparation and confidence. Practice with them to get a strong feeling for when and how to manipulate them. If the speaker begins to appear less confident and less sure of what to do with the aids, the audience becomes uncomfortable, anticipating failure versus anticipating success.
• Limit Them: The speaker must carefully consider what is important and what is not. Too many aids shift the focus from the speaker to the aids, the movement of the aids, and the general confusion caused by the amount of movement in the front of the room. Fewer well-developed aids have more impact than using many.

Figure \(\PageIndex{3}\): Using a visual