Options for Displaying the Presentation Aid

Once you’ve selected the presentation aids that are best suited for communicating your ideas, you have a variety of options for displaying them during your speech. Many presenters create computer-generated aids shown with digital projectors or LCD displays (see Chapter 22). On the more traditional side, options include overhead transparencies, flip charts, chalkboards, posters, and handouts.

Computer-Generated Aids and Displays

With software programs such as Microsoft PowerPoint and Apple Keynote, speakers can create slides to project using LCD (liquid crystal display) panels and projectors or the newer DLP (digital light processing) projectors. (See Chapter 22 for a discussion of how to use presentation software.) Dual screens, when available, help listeners retain comparative information, with one set of information on one screen and the other set on the other screen.9

Flip Charts

A flip chart is simply a large (27–34 inches) pad of paper on which a speaker can write or draw. They are often prepared in advance; then, as you progress through the speech, you simply flip through the pad to the next exhibit. You can also write and draw on the pad as you speak.

Chalkboards and Whiteboards

On the lowest-tech end of the spectrum lies the writing board on which you can write with chalk (on a chalkboard) or with nonpermanent markers (on a whiteboard). Writing boards are useful for impromptu explanations, as when someone asks a question for which you do not have an aid but feel you can clarify with words or drawings. In general, try to reserve the writing board for quick explanations, such as presenting simple processes that are done in steps, or for engaging the audience in short brainstorming sessions. If you have the time to prepare a speech properly, however, don’t rely on a writing board. They force the speaker to turn his or her back to the audience, they make listeners wait while you write on the board, and they require legible handwriting that will be clear to all viewers.

Handouts

A handout conveys information that either is impractical to give to the audience in another manner or is intended to be kept by audience members after the presentation. Handouts can effectively and inexpensively give an audience more information than can be covered in the presentation. They can also be useful when it is best to have audience members follow along with you while you go over information. Sometimes handouts have blanks to be filled in by the listeners as the speaker covers key points. This approach has been shown to enhance recall and retention, especially when the handouts contain relevant graphics.10

To avoid distracting listeners, unless you specifically want listeners to read the information or fill in blanks as you speak, wait until you are done before you distribute the handout. If you do want the audience to view a handout during the speech, distribute it only when you are ready to talk about it. Avoid distributing too many or too lengthy handouts because audience members will find them tiresome and may lose interest.

INCORPORATING PRESENTATION AIDS INTO YOUR SPEECH

  • ______ Practice your speech with the aids until you are confident that you can handle them without causing undue distractions.
  • ______ Talk to your audience rather than to the screen or object—avoid turning your back to the audience.
  • ______ Maintain eye contact with the audience.
  • ______ Place the aid to one side rather than behind you, so that the entire audience can see it and you can move away from it and still face the audience.
  • ______ Display the aid only when you are ready to discuss it.
  • ______ If you decide to use a pointer, once you’ve indicated the point, put it down.
  • ______ In case problems arise, be prepared to give your presentation without the aids.