visual aids for data presentation in technical report

• Jun 16, 2022

How to Present Data With Effective Visual Aids

We’ve all been there: The meeting finally ends and the first thought that pops up is “That was a huge waste of my time!”

Well, the truth of the matter is that creating an effective presentation, engaging the audience, and communicating important information is harder than it sounds. And when you need to convince the schoolboard or staff that a change is needed, or that budget resources could be used more effectively , you should keep their attention by presenting an engaging case built on incontrovertible facts. Even better is when you can incorporate compelling visualizations.

That kind of presentation takes painstaking data collation, chart creation, and basically a graphic design degree to make it captivating. This can be a very stressful experience if you don’t have those skills—or the right software to cover for not having them—and that’s before you’ve even presented your data to the stakeholders!

When you have valuable information to communicate, you need to know how to present data as effectively as possible. If you don’t have time to spend all day tweaking charts and graphs, it would be great to have some tools to automate your visual aids as well!

The Benefits of Using Visual Aids in Presentations

It’s more than just cliché to say that a picture is worth a thousand words. By replacing text with graphs or images in your presentations, you capture your audience’s attention and hold it. In fact, visualizations can be so compelling that as soon as one pops up, you should immediately start talking about it, otherwise it will distract your audience from your current topic.

The following statistics and facts help demonstrate why this works so well:

Resonate With Visual Learners. When 83% of human learning occurs visually, you don’t need a second reason to add visual aids to your presentation. Most people are visual learners and benefit more from visual aids than text.

Command Attention. Audience interest peaks around 10 minutes into your presentation. If you want to hold that attention, you need compelling visuals.

Simplify Your Message. People process information at different speeds, but simple graphics make data easier to understand. Humans process visual information 60,000 times faster than we do written information. We’re also more likely to be persuaded by visuals!

Connect Emotionally. Images invoke feelings in the viewer, in ways that words cannot. Your audience will care more deeply about your topic with the right images.

Enhance Memory. Your audience’s retention of information three days after your meeting will be six times greater if the information is presented visually and orally, as opposed to orally alone. Research suggests people remember 80% of what they see, but only 10% of what they hear!

If you aren’t already convinced, perhaps what you really need right now is a fuzzy warm feeling to keep your attention. Three days from now, will you remember that article you read with the photo of an adorable puppy?

Tips for Using Effective Visual Aids for a More Persuasive Presentation

That puppy sure is cute, and undoubtedly got your attention, but that alone doesn’t make it an effective visual aid. For visualizations to enhance your presentation and convince your stakeholders, they need to be clearly relevant to the topic. In this case, the photo is helping illustrate our point about how images can help retain memory. So, use visuals that enhance your point, but keep in mind that anything more can be unnecessarily distracting.

Effective visual aids adhere to these guidelines:

Keep it simple. Use a plain background with minimal text, in a readable font that’s all the same size, to make your visual aids easiest to process.

Use color. Color increases people’s motivation and enthusiasm for your presentation. Most software has presets for complimentary color schemes, so you don’t distract your group with loud, clashing colors.

Avoid unnecessary animation. Unless it has a specific purpose in your presentation, avoid animation or distracting slide transitions.

Stick to one key point. Each visual aid should communicate a single key point. Ideally, this is the first thing you communicate. It should also make for, or connect to, a good title for the slide. Anything else you say that is related to your visual aid will support your key point. (And there should only be one key point per slide!)

Be consistent. Keep your entire presentation, from beginning to end, consistent with the same layout, colors, fonts, and any other visual elements.

Remember that this might be entirely new for your audience. You may be immersed in your topic daily and could use acronyms or shortcuts that will leave your audience in the dust. Make sure you give enough background information so that your audience keeps pace with your points.

If it doesn’t work, it doesn’t work. If you have to add a caveat like “I know this text is really hard to read, but…” then your visual aid is not working. You may not be able to edit snippets that you’re pulling from other sources, but you can recreate unreadable portions so that your audience still draws meaning from it.

This all sounds straightforward, but it’s a lot of work to put together a presentation. One of the most difficult tasks is taking raw data and transforming it into a meaningful graph or chart. A single dataset can tell many different stories, so how do you ensure that you’re focusing on the right interpretation?

How to Use Data for More Compelling Communication

Data-driven decision making has made data literacy a key skill for any professional. And this is particularly crucial in the education field, where every aspect of the budget has to be justified and accounted for. Using data to support new ideas is more important than ever, so knowing how to create compelling visuals from data puts you a step ahead of the rest.

Trying to communicate just raw data to any audience is an exercise in futility. Trying to communicate a graph that has too much data isn’t much better. In order to create compelling communication of your data, your graph needs to support a single conclusion and nothing more.

For example, if your goal is to inform the school board about Grade 3 test scores over time, then 4th and 5th grade scores don’t need to be included. They just add noise and distract from your main point.

When you present data, make sure that the type of chart clearly illustrates your point. You have a variety of options—bar graphs, pie charts, scatterplots—so, if you aren’t sure which one is best, test them out on a colleague and see which promotes the greatest understanding.

Your visual presentation of data should have one spot that clearly illustrates your point, perhaps a large difference between two numbers, or a deviation from the mean. Highlighting this part of the chart really drives home the significance of the data. It tells your stakeholders where to look and what conclusions to draw.

Data literacy is a skill that few people are born with and creating effective visual aids of data is a painstaking process. If you don’t have the time or the skills to create powerful interpretations of your district’s data, you’ll be happy know there are tools that can do most of the work for you.

RELATED: What Is Data Literacy in Education?

Tools to Enhance Your Data Effectiveness

When creating graphs and charts from raw data, it usually takes quite a bit of tweaking to make sure the right columns and rows are showing up in the right ways. Of course, you only have to move one data cell and the whole thing becomes absolute chaos.

With smart software tools, you never have to worry about creating charts again. When you rely on something like Eidex FOCUS , you can be confident that you’re presenting accurate budget data to the schoolboard, all available at the click of a button.

Plus, you’ll have access to data you didn’t know you needed. At Eidex, we believe your data is more powerful when used in the right context. An example of this is that you can easily generate powerful visual aids to show how your district compares to your relevant peers, as well as your entire state. These telling graphs are ready-made for your presentation, simple and clearly support your one key point.

With the Eidex PRISM platform, you can visualize student-level performance as it pertains to needs assessments. You can easily toggle through different filters to show only the data you need, and nothing more. Share those charts and graphs with stakeholders, to easily transform your data into achievement-oriented insights.

Most districts find that allocating resources effectively is their biggest challenge. Sophisticated data analytics can help you easily visualize and communicate the biggest impact of your academic dollars.

Read here about how one educator used Eidex to show the Board of Education how they used data to guide strategic decisions and save money.

RELATED: Using Achievement Data to Drive Your Budget Planning

Upgrade Your Visual Aids with Eidex Insights

Eidex was built by educators, for educators. We’ve been in your shoes, creating presentations to justify why resources and time should be allocated here or there. For more powerful persuasive visualizations, and for better ways to communicate with staff or school boards, Eidex can help.

We’d love to give you a free demonstration of how FOCUS and PRISM can show you greater insight into your classrooms. To request a demo, click here .

We’re also happy to answer any questions you have. Call us at 844-512-3282  or fill out our contact form if you’d like to chat more about what Eidex can do for your district. Communication is an essential tool for all educators, and we’d love to help your district succeed with more effective presentations.

Microsoft. (2021, July 27). 5 reasons to use visual aids for speeches and presentations. Microsoft 365 Life Hacks. Retrieved from https://www.microsoft.com/en-us/microsoft-365-life-hacks/presentations/five-reasons-to-use-visual-aids-for-speeches-and-presentations

Gini, B. (2018, June 21). Using visual aids during a presentation or training session. VirtualSpeech. Retrieved from https://virtualspeech.com/blog/visual-aids-presentation

Recent Posts

Data Analytics and the 3 R's When Planning Your School Budget

Improving Student Behavior in the Classroom

Improving Low-Performing Schools - Strategies That Can Work for Any District

Visual Aids In Presentations: The Complete Guide

@danishd This is a sample bio. You can change it from WordPress Dashboard, Users → Biographical Info. Biographical Info

Published Date : August 21, 2020

Reading Time :

A picture, they say, is worth a thousand words. Using visual aids in presentations helps you pass a lot of information in a relatively shorter time. With the right visual aids, you can create the desired impact that you want your presentation to make on your audience. Learning how to use visual aids effectively will boost the quality of your presentations. We discuss some of the top visual aids in our recent YouTube video :

Visual Aid Definition

What are visual aids? Simply put, visual aids are things that your listening can look at while you give your speech or presentation. Visual aid appeals to the audience’s vision more than any other sensory organ.

Why use visuals for presentations?

There is no such thing as a perfect speech . However, there are ways to make a presentation closer to perfection. What are they? Simple: Visual aids. Visual aids can bring life back into a tedious speech , and they take less time to come up with than long notes. This article discusses how you can use visual aids effectively and conquer an audience. Before that, we discuss how visuals can help you achieve a better presentation.

They help you structure your work.

Using the right types of visual aids can help you create a perfect picture of what you want your audience to see in your presentations. Instead of struggling to condense a lot of information into a long text, you can present your information in one straightforward image or video and save yourself the stress.

It is easier to engage the audience.

An excellent visual setup can help elicit audience interest and sometimes their input in the presentation. When the audience is engaged, they tend to be more interested in the presenter’s work. Also, an interactive audience can boost your morale and encourage you.

You save time on your presentation.

When presenting, time is of the essence. So, you can effectively reduce your presentation time if you have useful visual aids and use them properly. Would you prefer to go on and on for minutes about a topic when you can cut your speech down by inserting a few images or videos?

What are visual aids?

A visual aid is any material that gives shape and form to words or thoughts. Types of visual aids include physical samples, models, handouts, pictures, videos, infographics, etc. Visual aids have come a long way, including digital tools such as overhead projectors, PowerPoint presentations, and interactive boards.

Different Types Of Creative Visual Aid Ideas To Awe Your Audience

Have you ever been tasked with making a speech or a presentation but don’t know how to make it truly remarkable? Well, visual aid is your answer.

Giving a presentation or speech is hard. You have to strike a balance between persuading or informing your audience while also maintaining their attention. The fear of your audience slipping away is very real. And a visual aid can help.

We surveyed the Orai community to vote for their preferred visual aid. Here are the top ten creative visual aid ideas that you could use in your next presentation:

Videos emerged as the clear winner in all our surveys. We ran these surveys on all our social handles and contacted successful speakers. 27.14% of all respondents prefer visual aids because they are easy to understand, can be paused during a presentation, and can trigger all sorts of emotions. That being said, it is also very tough to create good videos. However, more and more tools are available to help you create amazing videos without professional help.

Hans Rosling’s TED talk, titled ‘the best stats you have ever seen,’ is one of the best speeches.  He uses video for the speech ’s entirety while not diverting the audience’s attention away from him. He does all this while also bringing out some optimism for the world’s future. We highly recommend this TED talk to learn how to use videos effectively as a visual aid and inject some positivity into your lives during these trying times.

2. Demonstrations

Demonstrations, also known as demos, are undoubtedly among the most effective visual aids for communication. You can use demonstrations in two ways. One as a hook to captivate your audience. Prof. Walter Lewin was famous for using demonstrations as a hook during lectures. In his most famous lecture, he puts his life in danger by releasing a heavy pendulum to show that a pendulum’s period remains constant despite the mass. 

Demonstrations can also be used to show how some things are done or work. We use demonstrations to showcase how Orai works and how you can use them to improve your speaking skills.

18.57% voted for demonstrations because they are unique, interactive, up close, and have a personal touch.

3. Roleplays

Jokes aside, why do you think comedy shows are memorable? You guessed it right. Roleplays! Role – play is any speaking activity when you put yourself into somebody else’s shoes or stay in your shoes but put yourself into an imaginary situation! 

Nothing is more boring than a comedian delivering lines straight from a joke book.  Legendary comedians like George Carlin, Kevin Hart, Chris Rock, and Bill Burr use roleplays effectively and make a mundane joke genuinely memorable. 

Jokes aside, you can use roleplays in business presentations and speeches. Use real-life stories or examples in your role plays to make them authentic. 

15.71% of the survey respondents voted for roleplays because they are very close to real life and do not take the audience’s attention away from the speaker.

With 12.86% of the votes, Props is number 4. A prop is any concrete object used to deliver a speech or presentation. Props add another dimension to our speech and help the listeners visualize abstract concepts like vision, milestones, targets, and expectations. It ties verbal to visual. Introducing a prop into your speech or presentation should not seem forced. Use them sparingly to highlight your address’s most critical points or stories.

People voted for props because they feel 3D visualization is more useful than 2D visualization. Props will make your presentations stand out because few people use them today.

When we sent out the survey to the Orai community and some highly successful speakers, we were sure that slides/presentations would come out on top. However, we were surprised by the results. With 12.86% votes, slides are number five on our list.

Presentations are effortless to create and, therefore, the most commonly used visual aid in business communications. Today, dozens of software programs are available to help you make beautiful presentations. Microsoft PowerPoint is the pioneer in the space and holds a significant market share.

Whatever is your preferred software, you need to keep your audience at the center while making presentations.

People described the ease of creation and the ability to incorporate other visual aids when asked why they chose presentations as their top visual aid.

The inclusion of Audio in this list can appear controversial. But it got a significant vote share in our survey and cannot be ignored. Audio can add a new dimension to your presentations where the audience is hearing your voice and other sound cues that can trigger various emotional responses. Especially when coupled with other visual aids, audio can be a powerful tool for making impactful presentations.

Vote share:

Audio aid is number six, with 4.29% of the votes.

7. Handouts

What is a handout.

A handout is a structured view of your presentation or speech that you can distribute to the audience.

What are the benefits of a handout?

Like how this blog gives more information than our YouTube video on the different visual aids, handouts can be used to furnish more information than your discourse itself. They give your audience something to take away after your presentation, making you and your presentation more memorable. 

Are you going to be speaking about something overly technical? Then handouts are your friends. Handouts are also an opportunity to facilitate follow-ups if you specify your contact details. 

Handouts are tied with whiteboards and got 2.86% of the votes in our survey.

8. Physical & Online Whiteboards

What is a whiteboard.

Traditionally, whiteboards are white, shiny, and smooth boards on which texts and diagrams are made using non-permanent markers. It is widely used in professional presentations, brainstorming sessions, and group discussions. Post-COVID, more and more companies are moving to online whiteboards. Online whiteboards are software that provides a space where individuals across the globe can collaborate online. Many companies have moved beyond the whiteboard and started using online whiteboards for meetings and discussions.

What are the benefits of a whiteboard?

A whiteboard helps listeners better visualize thoughts, concepts, and ideas. It is also a better alternative to the blackboard for a smaller audience as it is tidier and easier to use. Online whiteboards can be used instead of traditional whiteboards without being limited by space constraints. Online whiteboards will transform virtual meetings into a collaborative experience.

With 2.86% of the votes, whiteboards stand at eight on our list.

9. Blackboard

What is a blackboard.

A blackboard (aka chalkboard) is a surface on which texts or diagrams are made using chalk made from calcium sulfate or calcium carbonate. Blackboards are typically used in classrooms for large groups of students. 

What are the benefits of blackboards?

Blackboard is one of the foremost and most popular teaching aids. Blackboard is useful for teaching as it helps instructors move from easy to complex topics in an organized manner. Diagrams, symbols, charts, and drawings can be introduced in discourse to bring life to rather dull topics. Blackboards are highly interactive, where the teacher and students can participate during a speech . 

With 1.43% of the vote share, the blackboard stands at the bottom, along with flipcharts.

10. Flipchart

What is a flipchart.

Flipcharts consist of a pad of large sheets of paper bound together. It is typically fixed to the upper edge of a whiteboard or canvas. Flipcharts are easy to create and inexpensive fit for small groups of people.

What are the benefits of presenting using a flipchart?

Nowadays, everybody seems only interested in making presentations powered by computer-generated slide decks. However, the flip chart has its charm. Since most presentations consist of less than ten people, flip charts can be a refreshing change to the standard slide deck. Moreover, flipchart does not require electricity. No electricity and no software means fewer of those last-minute hick-ups. 

Flipchart got 1.43% of the vote and shared the bottom position with its counterpart, which we will discuss in the next section.

Master the art of speech , practice with Orai

How to make an informative speech with visual aids in presentations

If you have a presentation coming up soon, you can follow the instructions below to learn how you can take advantage of visual aids: 

Determine your overall objective

The aim of your presentations depends on you, what information is being presented, and your audience. The motivational speaker and the classroom teacher may approach the same types of visual aids differently due to differences in overall objectives. For instance, if you aim to inspire and remind your audience of salient points, a poster template should serve well; infographics work well when trying to show relationships between complex information. A chart will be quite effective if you seek to explain a given data set.

Choose appropriate visual aids in presentations.

After identifying the overall aim of your presentation, you have to match it with the right visual aids example. Will a graph, picture, or video suffice?  

If you use the PowerPoint Presenter, focus mainly on the media that best conveys your message. Make sure that the notes you add are bold and brief. Try to keep your sentence in one line of text.

Prepare thoroughly 

You will spend some time preparing your visual aids before the day of your presentation. It is good to allow yourself enough time to prepare so you can perfect your work accordingly. Take note of when, where, and how you will use your visual aids. If you discover some inconsistencies, you can compensate for them by adjusting your choice or using visual aids in presentations.

After you have a final draft of your visual aids, run a series of sessions with them. Let your friends or colleagues be your audience and ask for their honest feedback. Make appropriate adjustments where necessary.

During presentation

First, you need to be comfortable and confident. A neat and appropriate dress should boost your confidence . Follow the tips below during presentations.

• Keep your face on your audience. It may help to look a little above their heads while presenting.
• Only point to or take the visual aid when needed. When you do, explain what you mean immediately.
• Do not read texts on your visual aids verbatim.
• Once a visual aid has served its purpose, you should keep it away from your audience’s view.

If you need more help boosting your confidence , we have written a detailed piece on how to conquer your fear of speaking in front of people.

What is the importance of using visuals in giving a presentation?

Visual aids in presentations are invaluable to you and the audience you hope to enlighten. They make the job easier for you, and the audience leaves feeling like they learned something. Apart from their time-saving abilities, here are some reasons why you need to incorporate visual aids in your presentations:

• Visual aids can help your audience retain the information long-term. 
• The human brain processes images faster than text, so visuals make us understand things faster.
• Using visual aids makes your presentations more enjoyable, interactive, and memorable.
• Visual aids help your audience connect and relate with you better
• Presentations with visual aids are less likely to be misunderstood or misrepresented. They are usually easier to understand and leave little room for confusion
• Visual designs help stimulate cognition and they are great for people with learning disabilities.
• Visual aids act as key cards and pointers for the presenter and help you keep track of what you’re saying

What are the ideas for speech topics using visual aids?

• Use a picture or image that closely represents the topic. A one-hundred-dollar note can suggest topics revolving around money and finances.
• Use a chart showing trends or statistics that your audience finds appealing. You can use popular sayings or quotes to generate topics your audience can relate to.
• Newspaper headlines on related issues can be good starters for opinion-based topics.

Why is the use of color important in presentations, according to research?

Color plays a crucial role in presentations, boosting audience engagement with its ability to enhance motivation and create visually appealing visuals. By understanding color theory and using shades thoughtfully, presenters can ensure their work is professional and organized and accessible to a diverse audience, considering color blindness and cultural associations.

What are the key points to consider when using visual aids in a presentation?

Ensure effective and engaging visuals in your presentation by considering the space, practicing beforehand, utilizing and limiting color strategically (considering color blindness), and maintaining consistency throughout your presentation.

What are some tips for using objects or artifacts as visual aids in presentations?

Objects in presentations can captivate your audience! Choose relevant objects for demonstrations or explanations. In small groups, pass the object around but manage time. For larger audiences, move it around for clear visibility. Reveal the object at the right moment with context and explanation. If demonstrating, use deliberate movements and explain each step clearly to keep them engaged.

What are some tips for using visual aids to engage the audience and maintain their interest?

Capture and keep your audience’s attention with impactful visuals! Ensure clear visibility, maintain eye contact, and use visuals to complement your spoken words, not replace them. Explain each visual promptly and remove it seamlessly when finished to refocus attention on your message.

How can visual aids be tailored to suit the audience and make the presentation more effective?

Craft impactful presentations by tailoring visuals to your audience and goals. Choose relevant and resonant visuals, be it a graph, picture, or video, accompanied by clear, concise notes. Prepare thoroughly, refining visuals and considering timing, context, and integration. Seek feedback to fine-tune for optimal audience connection.

How should one prepare and use visual aids effectively during a presentation?

Prepare polished visuals beforehand, considering timing, context, and integration. Seek feedback. During your presentation, prioritize clarity , avoid overwhelming the audience, and use visuals purposefully to enhance, not replace, your message. Practice beforehand and maintain audience engagement through confident delivery.

The visual aid definition is very clear on how much impact using visual aids in public speaking has on an audience. With a great selection of visual aids, you can transform your presentations into a pleasant experience that you and your audience will always look forward to.

Become a confident speaker. Practice with Orai and get feedback on your tone,  tempo, conciseness , and confidence .

You might also like

2023 Complete Guide to Presentation Templates 📊

How to improve your speaking skills: 50 experts reveal their secrets [In...

Quick links.

• Presentation Topics

Useful Links

• Start free trial
• The art of public speaking
• improve public speaking
• mastering public speaking
• public speaking coach
• professional speaking
• public speaking classes - Courses
• public speaking anxiety
• © Orai 2023

How to Present Graphics and Data in Technical Writing

Table of Contents

1. pick the right data presentation format for writing graphics, 2. integrate writing graphics with text, 3. integrate tables and text, 4. avoid decoration, 5. make sure the writing graphic is legible, become more effective with your visuals.

In technical business writing , the graphics and data – such as engineering drawings, numbers, tables, and process diagrams – complement and are integrated with the text to inform or even to entertain the reader, depending on the writer's objective.

In this post, you will learn how to correctly and incorrectly use different types of graphics and present data in your technical documentation.  

Charts, graphs, and tables vary in effectiveness. The right data presentation format depends on the visual's purpose. Here are good rules to follow when selecting a format to present your data:

• Line graphs are good for showing change over time.
• Bar graphs effectively compare quantities.
• Pie charts clearly show percentages of a whole.
• Flow charts show processes or hierarchies.
• Histograms help readers to visualize the frequency and distribution of data.
• Figures help summarize your research. 

In some cases, a visual might not be necessary. Use text to share data when it isn't relevant to your main findings or it can be easily written out in your technical document.

Integration is bidirectional: An effective graphic enhances the text, and effective text enhances the graphic. In other words, we want to go beyond simply pointing to the graphic in the text, which we would not consider “integration.” We also want to explain the graphic to the reader in the text.

Indeed, depending on the subject matter, it's a good practice to create the graphic first, to bring together some of the relevant concepts, and then walk the reader through the graphic to make sure all readers will have a common understanding of the graphic and its significance. Using this technique, we can instantly create pages of explanatory text that help the reader understand and helps us tell the story.

Please note that we are not talking about how to choose among various kinds of graphics, e.g., organization charts, flow diagrams, and the like. We simply want to explore the relationship between the graphic and the text.

For example, suppose we are writing a contribution to a business blog. (Where did that idea come from?) Figure 1 below shows an overview of the blog writing process.

The figure answers several questions for the reader:

• What are the steps in the writing process?  
• What is the sequence of steps?  
• What are the respective responsibilities of the writer and publisher?  

At the same time, many questions that could be raised are left unanswered. For example, what activities are involved in “ pre-write ” or “pre-publish”?  The figure doesn’t say. The narrative needs to describe the activities.  

Alternatively, we could have listed the component activities of each process step in the process box.  

We could have added the following to the pre-write box in the graphic:

• Audience an a lysis
• Article objective
• Preliminary research

Of course, instead of simply listing the activities, we would also expect to elaborate, so that the reader ultimately understands the scope and objective of each activity. This elaboration is certainly not advisable in the graphic under any circumstances; it’s too much detail.

A good default practice is to provide just the big picture in the figure, as shown, and then provide details in the supporting narrative, thereby integrating the graphic and the text. In the given example (because of the missing detail) the reader, looking at the graphic, is implicitly encouraged to ask questions and to look to the text to fill in the blanks.  

For the writer, the high-level graphic is a wonderful organizing mechanism. Using the figure above as a starting point, the writer is now in a position to rattle off the details in the supporting text. Without the figure, the task of describing the flow in words, and then adding detail, is substantially more difficult.

You may be interested in our beginner's guide: How to Become a Technical Writer

The question of the level of detail may be answered differently for a table, which is inherently a text-intensive form of graphic. You should strive to make the table fairly self-explanatory, leveraging the table structure to show the reader relationships among data elements.

As with other graphics, the table is intended to augment the narrative – typically to strengthen an argument or to illustrate a relationship among data elements. You still need to make the connection for the reader between the table and the argument, or between the table and the relationship.

For example, consider Table 1a and Table 1b (below). Let's suppose we are a contractor bidding on a government solicitation, requiring three labor categories, with the minimum experience and education levels for each category shown in Table 1a. We want to show that our proposed candidates for each category meet the experience and education thresholds, as shown in Table 1b.

It may be evident to the reader who examines the two tables carefully that each candidate meets the minimum education and experience requirements of the appropriate category. However, we want to make that point explicitly in the narrative to make sure the reader understands it. Again, we are integrating the table with the narrative.

Hint:  A chart or graph that needs explanation needs to be reworked. Make it easy for your readers to decipher and absorb the information at a glance.

Report formatting is one of the skills we teach in our technical writing course. [ Learn More ]

A decoration is defined as a graphic that seems to have a vague relationship to the subject of the given article but is actually content-free – it adds absolutely nothing to the reader's understanding of the subject at hand.

For example, in an article discussing the job description of a software developer, an illustration like Figure 2, taken from a free image website, would be considered a decoration.

Incidentally, such a decoration could do more harm than good in today's political environment. For example, does a photo you include imply that women and persons of color don't qualify as developers? Is that a message that we want to convey? Avoid including decorations or graphics just for the sake of a graphic. 

Figure 3 is actually a copy of Figure 2, but very hard to read. The gray text on the light blue background offers insufficient contrast; the type size is only seven points (vs. 10 points in Figure 1); all of the text is in upper case (vs. upper and lower case in Figure 1).

You can ruin a good piece with poorly designed graphics  and poor color combinations. 

This issue of graphic legibility is particularly significant when the graphic is a screenshot. How often do you see a screenshot illustrating the use of some software tool or showing the result of a user action that is totally unreadable?

One way to solve the problem is to zoom in on a portion of the screen so that the text is large enough to be legible. Another is to replace the screenshot with a drawing of the screen that has readable text and better color choices. 

As you incorporate graphics and data into your technical documentation, we recommend following Edward Tufte’s 4 core principles:

• Graphical Excellence -- “the greatest number of ideas, in the shortest time, using the least amount of ink, in the smallest space.”
• Visual Integrity -- the representation should neither distort the underlying data nor create a false impression or interpretation of that data.
• Maximizing the Data-Ink Ratio -- pay attention to the way that visualization is compiled; all superfluous elements should be removed.
• Aesthetic Elegance -- not based on the “physical beauty” of an information visualization but rather the simplicity of the design evoking the complexity of the data clearly.

What other methods would you use to make your technical writing visuals better? 

If you're looking to improve your overall technical writing skills, learn more about our Technical Writing Foundations course . This course gives you writing direction, advice for presenting information, and more. 

Write your own technical document and get expert instructor feedback.

Our Technical Foundations Course is available for individuals and groups online, virtually, and onsite.

Related Articles

What is the purpose of technical writing, 7 examples of technical writing style guides, how to write effective technical documentation, get notified of new articles.

• Business Writing Skills (54)
• Business Grammar (52)
• Technical Writing (32)
• Business Writing Resources (26)
• Business Email Writing (17)
• Business Writing Training (12)
• Business Proposals (10)
• Business Report Writing (7)
• Business Proofreading (4)
• Sales Writing (3)
• Executive Summary Writing (2)
• Customer Support Writing (1)
• Bailey Lang (1)
• Elisabeth O'Quinn (14)
• Grace Cuddy (6)
• Haley Larsen (4)
• Kara Latz (10)
• Katie Almeida Spencer (31)
• Malcolm Stiefel (1)
• Mary Cullen (134)
• Samantha Taylor (2)
• Terrance Collins (1)
• Tom DuPuis (10)

Improve your practice.

Enhance your soft skills with a range of award-winning courses.

Using visual aids during a presentation or training session

June 21, 2018 - Gini Beqiri

Visual aids can enhance your presentations – they can increase the audience’s understanding of your topic, explain points, make an impact and create enthusiasm. It has become more important to make information visual:

“Something is happening. We are becoming a visually mediated society. For many, understanding of the world is being accomplished, not through words, but by reading images” – ( Lester, 2006 )

In this article, we discuss how to use visual aids for presentations or training sessions.

What are visual aids?

Visual aids are items of a visual manner, such as graphs, photographs, video clips etc used in addition to spoken information. Visual aids are chosen depending on their purpose, for example, you may want to:

• Summarise information.
• Reduce the amount of spoken words, for example, you may show a graph of your results rather than reading them out.
• Clarify and show examples.
• Create more of an impact, for example, if your presentation is on the health risks of smoking, you may show images of the effects of smoking on the body rather than describing this. You must consider what type of impact you want to make beforehand – do you want the audience to be sad, happy, angry etc?
• Emphasise what you’re saying.
• Make a point memorable.
• Enhance your credibility .
• Engage the audience and maintain their interest.
• Make something easier for the audience to understand.

Preparation and use of visual aids

Once you have decided that you want to use a visual aid, you must ensure that the audience is able to quickly understand the image – it must be clear. They can be used throughout your speech but try to only use visual aids for essential points as it can be tiring for the audience to skip from one visual to another.

Preparation

• Think about how can a visual aid can support your message. What do you want the audience to do?
• Ensure that your visual aid follows what you’re saying or this will confuse the audience.
• Avoid cluttering the image as it may look messy and unclear.
• Visual aids must be clear, concise and of a high quality.
• Keep the style consistent, such as, the same font, colours, positions etc
• Use graphs and charts to present data.
• The audience should not be trying to read and listen at the same time – use visual aids to highlight your points.
• One message per visual aid, for example, on a slide there should only be one key point.
• Use visual aids in moderation – they are additions meant to emphasise and support main points.
• Ensure that your presentation still works without your visual aids in case of technical problems.
• Practice using the visual aids in advance and ask friends and colleagues for feedback. Ask them whether they can clearly see the visual aid and how they interpret it.

During the presentation

• Ensure that the visual aids can be seen by everyone in the audience.
• Face the audience most of the time rather than the image.
• Avoid reading from the visual aid.
• As soon as you show the visual aid the audience’s attention will be drawn to it so you must immediately explain it. You will be ignored if you talk about something else.
• Make it clear to the audience why you are using it.
• When you no longer need the visual aid ensure that the audience can’t see it.

Tailor to your audience

Choose your visual aids tactically so you appeal to your audience. This means finding images your audience can relate to, images they will find familiar and images they will like. Also think about what style of visual aid is suitable for the audience; is it quite a serious presentation? Can you be humorous? Is it more formal or informal?

Example of using visual aids

When watching this video, notice how the presenters:

• Talk to the audience while writing
• Turn their body to the audience while writing
• Don’t spend too long writing in one session

Types of visual aids

There are a variety of different types of visual aids, you must decide which will suit your presentation and your audience.

Microsoft PowerPoint is widely used for presentations because it’s easy to create attractive and professional presentations and it’s simple to modify and reorganise content compared to other visual aids. You can  insert a range of visual items  into the slides which will improve the audience’s focus. Also, the audience can generally see slideshows better than other visual aids and you don’t have to face away from them. However, your presentation can look unprofessional if this software is used poorly.

• Have a clear and simple background.
• Avoid using too many different types of fonts or font sizes.
• Only use animations for a purpose, such as, to reveal the stages of a process, otherwise this can be distracting and look amateurish.
• Use a large font size – a minimum of 24pt.
• Use bullet points to summarise key points.
• Consider providing handouts of diagrams because the audience will find the diagrams easier to read.
• Avoid putting too much text on a slide.
• Avoid using red or green text as it’s difficult to read.
• There should only be one key point for each slide.
• Always have a back-up plan in case there is a technical issue and you cannot show the visuals on the day, for example, bring handouts or a poster.

Whiteboards

Whiteboards are great for providing further explanations, such as, showing the order of a process, creating diagrams or explaining complex words or phrases. They’re often used to display headings and write down audience suggestions. Whiteboards are also ideal for displaying important information for the entire duration of the presentation, such as, key definitions, because the audience can just glance at the whiteboard for a reminder.

• Ensure that enough time has passed for the audience to take notes before rubbing something off of the whiteboard.
• Write concisely to avoid facing away from the audience for too long.
• Handwriting must be large and legible.
• Practice beforehand as you may feel nervous about writing in front of an audience at the time.

Handouts are papers that contain key information from your presentation or they may provide further information. They prevent you from overwhelming the audience as there will be less information on the slides and therefore less information they need to write down.

You must consider when you want to give the audience the handouts:

• If given at the beginning and middle of your presentation the audience may be reading rather than listening to you or they might not pay attention to what you’re saying as they already have the information.
• If given at the end of your presentation the audience may be trying to take lots of notes which may reduce the amount of information they are actually understanding.

To manage this, provide the audience with partially completed handouts so they will have to listen to what you’re saying to be able to fill in the gaps. Providing the audience with graphs and charts beforehand is also beneficial because the audience will find them easier to read than, for example, from a slide.

• Tips on creating handouts for your presentation

Video clips

Using videos are a great wait to  engage the audience  and increase their interest. Use video to bring motion, images and audio into your presentation.

• Ensure that any videos used are relevant to the presentation’s content.
• Only show as much of the video as necessary.
• Never show a really long clip.
• Videos can be difficult to fit into the structure of a presentation so ensure that you tell that audience why you’re showing them a clip and tell them what to look for.
• Inform the audience how long the video will last.

Flip charts offer a low cost and low tech solution to record and convey information as you speak. They’re more beneficial for smaller audiences and they are favoured for brainstorming sessions as you can gather ideas easily. Flip charts are also widely used for summarising information and, like with a whiteboard, you can use them to show permanent background information.

• Before your presentation, place the flip chart in a location that you can easily access.
• Prepare any sheets you can in advance, even if you can only write down the headings.
• Flip charts can be moved so you can avoid facing away from the audience – stand next to it and continue to face the audience.
• Have only one main idea per sheet.
• Write legibly, largely and in block capitals so it’s more visible.
• Check with the audience that they can read the text – do not use a flipchart if there is a large audience.
• Only write in black and blue ink. Red ink is good for circling or underlining.
• Using a pencil write notes to yourself beforehand so you remember what to include – the audience will not see this writing. Also drawing lines in pencil beforehand can keep your handwriting straight.
• Flip back through the sheets to consolidate points.
• Practice writing on the flip chart advance as you may feel nervous at the time of presenting.

Poster boards can be created using a variety of visual devices, such as graphs and images. They’re generally quite portable and you can make them as elaborate as you want. However, they can be expensive to produce if the poster is quite complex.

• One poster per message or theme
• Use block capitals
• Avoid using posters when presenting to large audiences as they will not be able to see the content

Product, objects or artefacts

Objects can be useful tools for making an impact or even for making a dull topic more interesting. Sometimes they’ll be needed for technical and practical reasons, such as, showing a model or conducting an experiment.

• If you are presenting to a small audience consider passing the object around but provide enough time so they won’t have to divide their attention between the object and what you’re saying.
• If the audience is large ensure that you move the object around so everyone sees it.
• The audience will be more distracted from what you’re saying when they’re looking at the object so keep it hidden until the right time and provide the background information before revealing it.
• Explain why you’re using the object.
• If you are conducting an experiment or demonstration, move slowly with exaggerated movements so the audience can follow. Also explain precisely what’s going on.

Two examples of live product demos:

Key points for using visual aids

Try to find out what the presentation room is like beforehand, such as, the layout of the room, the equipment etc, so you can see if your visual aids are appropriate and whether they will work there but always have a contingency plan regardless. Also remember that the audience should be able to understand an image almost immediately.

Before your presentation, ensure that you  practice with your visual aids  so you know how to operate the equipment. If something goes wrong you’ll have a better chance of solving the problem.

Research suggests that using colour increases people’s motivation to read and their enthusiasm for a presentation. Software like PowerPoint is great for producing colour visuals.

Using the colour wheel can help when choosing your presentation’s colours:

• Colours opposite each other in the wheel are complementary and they create contrast. Using complementary colours makes your text more readable.
• Colours next to each other are analogous and they are harmonious. Using analogous colours makes your presentation more unified.

The  Adobe colour wheel , which helps you pick complementary colours for your presentation design.

Avoid using too many colours in your presentation as this can look cluttered and unprofessional and keep your colour themes continuous, for example, if you highlight all the key words on one slide in blue, continue to do this throughout the presentation. Also be careful with colour associations, for example, in many cultures red is linked to danger. Try to represent your words and topics with colours that make sense and are appropriate.

Many people are blue-green or red-green colour-blind so avoid putting these colours next to each other’s in, for example, a graph. If you cannot avoid placing these colours next to each other then use text to clearly label items.

Research suggests that information displayed visually is well remembered: “retention of information three days after a meeting or other event is six times greater when information is presented by visual and oral means than when the information is presented by the spoken word alone.” ( U.S. Department of Labor OSHA Office of Training and Education, 1996 )

There is also significant evidence suggesting that most learning occurs visually – some researchers suggest that 83% of human learning happens visually. The psychologist Bruner conducted multiple studies which suggest that people remember 80% of what they see and do, 20% of what they read and only 10% of what they hear.

Visual aids are worth including in your presentations because they can help you explain information more coherently which makes presenting easier for you and learning easier for the audience. They also help add variety to your presentation thus making it more interesting for the audience. If the audience understand what you’re saying and they are more engaged, they’re more likely to be persuaded by you.

Want to create or adapt books like this? Learn more about how Pressbooks supports open publishing practices.

Unit 35: Visual Aids

Learning objectives.

After studying this unit, you will be able to

• identify when and how visual aids will enhance a presentation
• identify the different types of visual aids
• identify effective and ineffective use of visual aids
• apply basic design principles to slide design
• identify best practices to incorporating visual aids in a presentation

Introduction

Visual aids can be a very powerful tool to enhance the impact of your presentations. Words and images presented in different formats can appeal directly to your audience’s imagination, adding power to your spoken words.

Learning how to create effective visuals that resonate with your audience is important for a quality presentation. Understanding basic principles of how visual information is processed alone and in combination with audio information can make or break your visuals’ effectiveness and impact. Incorporating visuals into your speech that complement your words rather than stand in place of them or distract from them, will set you apart from other presenters, increase your credibility, and make a bigger and more memorable impact on your audience.  A brief overview of the important of visual aids is presented below.  Part II of the Module noted in the video is provided later on this page.

Types of Visual Aids

When selecting a visual aid, it is important to choose one appropriate to the information being presented. Information generally falls into one of two categories:

• Statistical: to help the audience visualize relationships between numbers, use pie charts, line charts, and bar charts.
• Illustrative: to visually describe an idea or concept, use pictures or symbols.

Keep in mind the size of your audience, the type of room in which you will be presenting, and how best to support your presentation when selecting a visual aid. Think about using a variety of visual aids in your presentation:  powerpoint, projectors, white/blackboard, flipcharts, handouts, or video sequences. Be creative and deliberate in your choice of visual aid to achieve the most impact. Let’s view the following video before looking specifically at different types of visual aids.

PowerPoint (or equivalent)

Microsoft PowerPoint is probably now the most commonly used form of visual aid. PowerPoint is a computer program that allows you to create and show slides to support a presentation. You can combine text, graphics and multi-media content to create professional presentations. As a presentation tool PowerPoint can be used to:

• organise and structure your presentation;
• create a professional and consistent format;
• provide an illustrative backdrop for the content of your presentation;
• animate your slides to give them greater visual impact.

PowerPoint has become enormously popular and you are likely to have seen it used by your lecturers and fellow students. Learning to present with PowerPoint will increase your employability. Used well, PowerPoint can improve the clarity of your presentations and help you to illustrate your message and engage your audience. H owever, it can have the opposite effect.  Table 35.1 presents the general principles.

Table 35.1 General PowerPoint Principles

Overhead projector slides/transparencies

Overhead projector slides/transparencies are displayed on the overhead projector (OHP) – a very useful tool found in most lecture and seminar rooms. The OHP projects and enlarges your slides onto a screen or wall without requiring the lights to be dimmed. You can produce your slides in three ways:

• pre-prepared slides : these can be words or images either hand written/drawn or produced on a computer;
• spontaneously produced slides: these can be written as you speak to illustrate your points or to record comments from the audience;
• a mixture of each: try adding to pre-prepared slides when making your presentation to show movement, highlight change or signal detailed interrelationships.

Make sure that the text on your slides is large enough to be read from the back of the room. A useful rule of thumb is to use 18 point text if you are producing slides with text on a computer. This should also help reduce the amount of information on each slide. Avoid giving your audience too much text or overly complicated diagrams to read as this limits their ability to listen. Try to avoid lists of abstract words as these can be misleading or uninformative.

White or black board

White or black boards can be very useful to help explain the sequence of ideas or routines, particularly in the sciences. Use them to clarify your title or to record your key points as you introduce your presentation (this will give you a fixed list to help you recap as you go along). Rather than expecting the audience to follow your spoken description of an experiment or process, write each stage on the board, including any complex terminology or precise references to help your audience take accurate notes. However, once you have written something on the board you will either have to leave it there or rub it off – both can be distracting to your audience. Check to make sure your audience has taken down a reference before rubbing it off – there is nothing more frustrating than not being given enough time! Avoid leaving out of date material from an earlier point of your presentation on the board as this might confuse your audience. If you do need to write ‘live’, check that your audience can read your writing.

Paper handouts

Handouts are incredibly useful. Use a handout if your information is too detailed to fit on a slide or if you want your audience to have a full record of your findings. Consider the merits of passing round your handouts at the beginning, middle and end of a presentation. Given too early and they may prove a distraction. Given too late and your audience may have taken too many unnecessary notes. Given out in the middle and your audience will inevitably read rather than listen. One powerful way of avoiding these pitfalls is to give out incomplete handouts at key stages during your presentation. You can then highlight the missing details vocally, encouraging your audience to fill in the gaps.

A flip chart is a large pad of paper on a stand. It is a very useful and flexible way of recording information during your presentation – you can even use pre-prepared sheets for key points. Record information as you go along, keeping one main idea to each sheet. Flip back through the pad to help you recap your main points. Use the turning of a page to show progression from point to point. Remember to make your writing clear and readable and your diagrams as simple as possible.

Video gives you a chance to show stimulating visual information. Use video to bring movement, pictures and sound into your presentation. Always make sure that the clip is directly relevant to your content. Tell your audience what to look for. Avoid showing any more film than you need.

Artefacts or props

Sometimes it can be very useful to use artefacts or props when making a presentation . If you bring an artefact with you, make sure that the object can be seen and be prepared to pass it round a small group or move to different areas of a large room to help your audience view it in detail. Remember that this will take time and that when an audience is immersed in looking at an object, they will find it hard to listen to your talk. Conceal large props until you need them; they might distract your audience’s attention.

When to Use Visual Aids

Words and images can be used throughout your presentation from the introduction to the conclusion. However, remember to restrict their use to key moments in your presentation; an over use of visual aids can be hard to follow.

Think about using visual aids at the following times:

• display the title of your presentation;
• define particular technical terms or units;
• indicate a structure to your presentation by listing your main points;
• display an image which encapsulates your theme(s);
• highlight a question you intend answering during the course of your presentation;

Main points

• highlight new points with an appropriate image or phrase;
• support technical information with clearly displayed data;
• indicate sequence by linking points together;
• offer evidence from your research to support your argument;
• summarise your main points on a slide;
• present your conclusion in a succinct phrase or image;
• display your key references to allow your audience to read more on your topic.

Designing Visual Aids

There are many different rules for designing visual aids, some of which will apply directly to different kinds of equipment. In general, sticking to the following guidelines will produce high quality visual images.

• use one simple idea for each visual;
• make the text and diagrams clear and readable;
• avoid cluttering the image;
• keep your images consistent (use the same font, titles, lay out etc. for each image);
• make sure your images are of a high quality (check for spelling and other errors).

2. Use the 3 T’s

When using visual aids in your presentation, follow the three T’s: touch turn, and talk.

• TOUCH (or at least gesture toward) and  look at  the chart or screen; read it silently to yourself to give the audience time to read it.
• TURN towards the audience.
• TALK to the audience, not to your visual.

3. Be aware of your position.

Stand to the left of the screen or display to avoid blocking anyone’s view.  Avoid stepping in front of the visuals unless you are adding something to a flip chart; it’s very difficult to write well from the side. When gesturing towards the visuals, keep your hands open and do not point.  Avoid staring at the visual aids as well; you need to maintain a connection to the audience through eye contact. At all times, remember that you are still the presenter!   So, don’t hide behind your visuals.   You are not there to read a PowerPoint to the audience; add value to each point as you cover it.

4. Know how to use the visual aid.

There is nothing worse than a presenter struggling with their visual aids. Be familiar enough with your tools to ensure that you won’t be thrown if something goes wrong. A confident use of visual aids will help marry them to your spoken presentation helping them become part of an impressive performance.

If properly prepared and implemented, visual aids can be an invaluable tool for getting your point across clearly and professionally.  Follow these guidelines for maximum impact and improved audience retention!

Use visual aids to display complex information clearly and introduce variety into your delivery technique. Make sure that you are familiar with the equipment required to create and display visual aids, and deploy visual aids creatively in your presentations mixing techniques and media to create an impact.  Figure 35.3 provides a visual summary of how to incorporate visual aids into your presentation.

Key Takeaway

• Be sure that any visual aid you use adds to what you are saying. Slides should be brief, easy to understand, and complement your message.
• When designing slides make sure they are clear and visible to the entire audience.
• Practice your presentation with your visual aids and remember to speak to your audience not to your visual aid or the screen
• Use a variety of visual aids in your presentation to engage your audience

Exercises 2.1

• Using the 6×6 Rule, write a series of bullets suitable for use on a PowerPoint slide that summarizes the following information.

We have four specific corporate goals in the year ahead.  The first is to introduce new product lines, including cardio equipment.  Our second goal is to see our company become a worldwide leader.  However, if we are to achieve this goal, our company must expand geographically.  Plans are now underway to establish operations in South America and Europe.  Finally we would like to continue 20 percent and higher sales growth.

COMMpadres Media. (2016). Presentation aids [Video file]. Retrieved from https://www.youtube.com/watch?v=ZC4q6lykPUQ

Guffey, M., Loewry, D., & Griffin, E. (2019). Business communication: Process and product (6th ed.). Toronto, ON: Nelson Education. Retrieved from http://www.cengage.com/cgi-wadsworth/course_products_wp.pl?fid=M20b&product_isbn_issn=9780176531393&template=NELSON

UMW QEP. (2015). The purpose of visual aid and effective design tips [Visual file]. Retrieved from https://www.youtube.com/watch?v=_LPpt2_78LM

UMW QEP. (2015).  The importance of effective visual aids [Video file]. Retrieved from https://www.youtube.com/watch?v=2ShnDmuueI0&t=2s

University of Leicester. (n.d.). Using visual aid. Presentation skills . Retrieved from https://www.le.ac.uk/oerresources/ssds/presentationskills/page_58.htm

Communication at Work Copyright © 2019 by Jordan Smith is licensed under a Creative Commons Attribution 4.0 International License , except where otherwise noted.

Share This Book

Report Writing: The Power of Visuals

Duration 10'

No. of mini-lessons 4

Resources Infographic

Course overview

Have you ever read a report and realized at the end that you didn’t quite understand the points it was trying to make? Maybe you read it through one more time, and still found it difficult. It may have been because the concept you were trying to understand needed to be presented in a different way. After all, a picture is worth a thousand words. 

Using visual aids can help  readers understand difficult information more easily . When your teams emphasize and illustrate their points with relevant figures and visual aids, they’re giving the reader additional context, different ways to digest complex information, and a more accessible route to comparing data.

What's covered

The importance of visual elements in reports

How to select relevant visual aids

How to organize visual elements in reports effectively

Why your teams need this course

Everyone who writes reports will benefit from this course. It’ll help your teams understand why reports need visual elements, how to research and select the most relevant ones, and how to put visual elements into their reports effectively.

Accredited by CPD

TalentLibrary is recognized as reaching the standards and benchmarks required by the Continuing Professional Development (CPD) Certification Service.

The CPD Certification Service is the world’s leading and largest independent accreditation organization for professional development courses across all industry sectors.

Other courses in this collection

Data Literacy

Train your teams on data literacy, and teach them how to understand, create, and communicate data as information with this course.

Data Ownership

Learn what data ownership is. Find out what data owners are and what they do, and learn how they compare to data stewards with this course.

The Power of Big Data

Learn about the power of big data with this course. Find out what the benefits of big data are, and how to use it to improve your business!

View collection

Power up your training with TalentLMS & TalentLibrary

Get started

*No credit card required. Upgrade when you’re ready

• Toastmasters →

Visual Aids Presentations: How to Make a Powerful Impact

When you step up to give a presentation, you want to make sure that your message won’t get lost in translation. Enter the power of Visual Aids.

Whether you’re giving a business presentation to a room of colleagues, or speaking to a hundred people at a seminar, using visual aids can really help capture their attention. When used effectively, visual presentations are like taking a mental roller coaster—you start with a few warm-up slides , then you’re off to the races, and by the time you finish, it feels as if you’ve been on an unforgettable journey.

But how do you make sure your visual presentation sticks the landing? In this blog post, we’ll discuss the key components of creating a powerful visual aid presentation that will have the impact you desire. So, warm up the engines, get ready for takeoff and let’s learn how to make a powerful visual presentation!

Why Use Visual Aids for Presentations?

As technologies and audiences continually evolve, visual aids play an increasingly vital role in how presenters engage with their audience. Visuals can stimulate the audience’s interest, help them stay focused, and ultimately make a far more powerful impression. Below are some of the key reasons why presenters should incorporate visuals into their presentations: 1. Enhance Comprehension: It has been shown that visuals can significantly enhance comprehension by up to 89%. This is because visuals provide a clear, easy-to-understand way of displaying complex concepts and data that would take far longer to explain using words alone. Additionally, presenting information with visuals reinforces key points and encourages viewers to remember the main message of the presentation. 2. Attention Grabbing: Because visuals can quickly capture the attention of a viewer they make it easier for presenters to focus their audience’s attention on the most important parts of the presentation. This means presenters do not need to rely solely on verbal explanations and often dramatic charts or results can draw audiences in at just the right moment. This can be especially effective during board meetings or high-level projects when stakeholders need to quickly grasp important information. 3. Improved Memorability: In an age where most of us are bombarded with information from screens, emails and text messages, simply reading aloud from a script often loses its impact over time. By leveraging visuals such as graphs, infographics and compelling images, it is much easier for speakers to keep their audience interested and engaged for extended periods of time. This helps both parties maintain a clear understanding of what is being presented and makes it easier for attendees to remember crucial facts months down the road. The potential downsides of visual aids presentations include clutter, distraction and a lack of engagement if visuals are poorly executed or there is too much discussion around individual slides that gets away from the core message or goal of each slide. To avoid this problem it is critical that the presenter prepares visuals carefully so that each one reinforces the message being conveyed without becoming overly focused on data points or causing distraction. Visual aids offer numerous benefits for improving communication , engagement, engagement and memorability when used correctly within presentations, which will be discussed further in the next section on “Improved Communication and Engagement.

Improved Communication and Engagement

For a presentation to be truly successful, communicative and engaging elements are essential. Through the use of visuals, communication during presentations can be greatly enhanced and interactive dialogue can easily be spurred. The simple addition of visual aids can help attendees pay closer attention to the speaker and better understand the main points of the presentation. This helps prevent confusion as attendees are drawn to different slides as topics transition throughout the presentation. Arguments have been raised that visual aids have a higher potential for confusing rather than clarifying content when used inappropriately. It is possible for some presenters to place too much focus on their slides, taking away from their own storytelling or providing additional and unnecessary information than what is needed. Although there is potential for visuals to obscure communication, the counter argument suggests that with appropriate preparation, visual aids can lead to deeper understanding rather than confusion. With careful preparation and understanding of one’s audience and material, presentations can be influential tools to educate attendees and draw them in with captivating visuals that engage. By understanding engagement patterns, presenters should strive for adding visuals as supplements to chosen content that further illustrate topics of discussion rather than subtracting from them. With this approach in mind, presenters should ensure they are engaging with their audience while using visuals as an extra layer of communication, rather than a distraction from their main message. The thoughtful consideration of these aspects during preparation is integral for making a powerful impact during visual aid presentations. This leads into the next section which will discuss tips on how to prepare effectively before giving a presentation with visuals.

Preparation for Visual Aids Presentations

Prior to giving a visual aid presentation, there are some key steps to ensure optimum success. An important aspect of any presentation is preparation and proper planning . Planning entails organizing the information one wishes to impart as well as understanding who the audience is and what they need or expect from the presentation. Preparation helps identify weaknesses before the day of the presentation so they can be addressed beforehand. The other key element is the content itself. When creating a presentation, it’s important to ensure that all material is accurate, relevant, and well-researched. If using graphical elements such as diagrams and images, assess their relevance and accuracy in order to make sure the visuals add value instead of detracting from your message. Furthermore, find a way to explain complex concepts in simple terms using visuals as an aid rather than relying solely on a lengthy explanation. It might also be beneficial to choose a tool that allows for interactivity with attendees . This could come in the form of an audience poll or game that engages participants and allows them to gain more insight into your topic during the presentation. When constructing the slides themselves, keep them simple with minimal text and use appropriate colors that coordinate with each other while allowing different aspects of your visuals to stand out. Also avoid long paragraphs; instead, break up content into chunks within separate slides. As a general rule of thumb, fewer slides usually means more successful presentations. Lastly, time spent rehearsing will pay off during the live performance; if you feel comfortable enough presenting to coworkers or peers beforehand, do so in order to receive feedback and perfect your craft ahead of time. In this way, you can be confident in knowing what to expect once standing in front of a larger crowd about to deliver your presentation with visual aids. Having gone through these preparatory steps for a powerful visual aid presentation, the next step is determining exactly how these visuals will communicate your message effectively: What are you trying to communicate?

What Are You Trying to Communicate?

When determining the goal of a presentation , it is important to consider what one is trying to communicate. Visual aids can be used to demonstrate an idea or concept , show relationships between data, uncover social trends and patterns, or illustrate complex information in an easier-to-understand way. Depending on the type of visual aids, presenters may opt for a straightforward approach or choose methods designed to evoke emotion from their audience. For analytical presentations where technical visuals such as graphs are used, precision and accuracy are paramount. Presenters need to ensure that their data is accurate and their visuals clearly convey the message they are trying to communicate. On the other hand, when creating emotional visuals geared towards storytelling, identifying the right images or videos to represent the story can help ensure viewers understand the desired message. Both analytical presentations using technical visuals and emotional storytelling visuals are essential tools in making an impactful and powerful presentation. Each has its own strengths and weaknesses that should be taken into consideration when deciding which format best suits the presented materials and content. With this knowledge, speakers can leverage both types of visual aids to create powerful presentations tailored to their unique needs. Finally, as a presenter, you should have a clear understanding of what you are trying to communicate in your presentation before selecting any visual aides. With this knowledge in mind, you can move forward to the next section about Visual Aids Tools and Examples for helpful tips on choosing the right tools for your presentation.

Visual Aids Tools and Examples

Visual aids – such as pictures, charts, and graphs – can be powerful tools for making presentations more effective. They are essential for helping people understand the concept being discussed, and for creating a more engaging experience. However, when used improperly, visual aids can distract from the main message or become a crutch. In order to maximize their impact, it is important to understand which types of visual aids are most appropriate for different kind of presentations. Commonly used visual aid tools include infographics, diagrams, photos, slideshows, videos, and other multimedia. Smartly designed diagrams can help simplify complex information into a graphic representation that is easier to understand and remember. Infographics are useful when you want to convey data in a visually appealing way while keeping the focus on the key points. Photos create an emotional connection with the audience and can be used to strengthen your point. Slideshows are popular options for making PowerPoint presentations more dynamic, while videos can upgrade any presentation by providing an entertaining yet informative way to engage listeners. On one hand, visuals help audiences remember information better by giving them something concrete to relate to and take away after the presentation is over. On the other hand, too many visuals may make it difficult for them to focus on what’s being said or cause confusion about which points are most important. Thus it is important to choose visuals thoughtfully and judiciously when designing a presentation in order to both capture attention and effectively convey the message intended. To make your presentation even more powerful, consider incorporating graphic design elements into the visuals you choose. Graphic design techniques such as color theory and typography can be used to help viewers recognize patterns or relationships among ideas being presented that would otherwise remain hidden beneath words alone. These techniques also create visual interest which engages viewers for longer periods of time and keeps them actively taking in new information as opposed to simply passing through it without learning anything along the way. So with careful consideration given toward both content and context of visuals selected for a presentation, combined with an understanding of how graphics design principles work together; massive impact can be created through effective visual aids. This brings us now to examine PowerPoint and graphic design in greater detail as part of our next section.

PowerPoint and Graphic Design

When considering visuals within presentations, few tools can rival the popularity of PowerPoint. Much of its success is due to its ease of use – slides are easy to create, and the program has a wealth of features that make it suitable for all levels of users. For example, the ready-made slide designs and templates can help even inexperienced presenters to create visually appealing slides in no time with minimal effort. At the same time, however, it is important to recognize that there are times when PowerPoint may be ill suited for a particular scenario. For example, when giving a lecture or seminar on a complex topic, or when wanting to engage an audience with creative visuals. In addition, though PowerPoint contains tools for incorporating graphics into slides, those tools are limited in scope and power. Creating advanced graphics and animated images often requires access to more sophisticated graphic design software. Enterprising presenters should consider taking advantage of both PowerPoint and graphic design skills when planning a presentation. When used together in tandem they can create amazing visuals that engage an audience while also conveying complex information in simple terms. With such powerful visuals it is possible to craft presentations that make lasting impressions on your audience and leave them inspired by what they have seen and heard. Having established how effective combination of PowerPoint and graphic design can be in creating presentations that make a powerful impact, the next section will discuss how to incorporate engaging visuals into a presentation so that it is truly memorable.

Engaging Visuals

Visuals can often be the most powerful and engaging element of a presentation . Using a variety of visuals, such as charts, graphs, or images, can help capture an audience’s attention in ways that words alone might not. However, some debates exists as to when and how often visuals should be used in a presentation. Those who prioritize visuals believe that they are essential in conveying a message or idea quickly and effectively. They argue that a good visual aids presentation will leave a lasting impression on the audience. Good visuals allow the presenter to focus on delivering information in an engaging manner, rather than wasting time with factual reciting. Additionally, visuals can also act as memorable reminders for what was covered during the presentation. Others point out that too many visuals can detract from the impact of each one. In overloaded presentations, each individual visual will be viewed less seriously and thus have less influence overall. The importance of visuals may also vary depending on the desired outcome for the presentation. Some audiences need more detailed factual data than others, and therefore visuals may not always be necessary. Overall, there is no single way to use visuals – every presenter needs to decide what makes the most sense for their audience and goals. But when done strategically and thoughtfully, using visuals in presentations can lead to more powerful and impactful experiences overall. As we move on to our next section about Examples and Graphic Design, let’s discuss how you can design your own unique visuals for maximum impact.

Examples and Graphic Design

The visual content in a presentation can be nearly as vital as the words. After all, a good graphic illustration can communicate complex data quickly and effectively. As such, it is important to choose your design elements and examples carefully when creating a visual aid. When it comes to examples, experts suggest keeping them to relevant, evidence-based statements that support the key points of your argument. For example, if you are making the case for why a new software system should be adopted by your company, include specific figures related to cost savings or increased productivity to back up your claim. With this type of evidence strongly displayed in graphics, it will more easily resonate with the audience and make an impact. It is also important to pay attention to the overall graphic design. That means selecting vivid colors, bold fonts, and interesting infographics. Too many images or bright colors can seem overwhelming though, so strike a balance between clear points communicated effectively and eye-catching visuals. This will help keep your audience engaged while still providing necessary information. When it comes to using visual aids effectively, there are certain tools and strategies that can make a powerful impact on how well data is received. In the next section we will discuss some of those tips for successful visual presentations.

Using Visual Aids Effectively

Using visual aids effectively is essential for a successful presentation. Visual aids can capture the audience’s attention and engage them in the material. When used correctly, visual aids can also give ideas more clarity and help to reinforce key points. Many speakers debate just how effective visual aids actually are in helping to convey a message. On one hand, many people believe that visuals are helpful to conveying a message because viewers are able to clearly understand what’s being said better than if it were presented through words alone. According to research done by the University of Minnesota, visual aids can increase the amount of information retained by viewers in comparison to solely verbal presentations. Plus, visuals can draw on viewers’ emotions, which helps them stay engaged throughout a presentation. The other side of the argument is that overusing visual aids can be distracting and take away from the primary purpose—the speech itself. Too much emphasis on visuals may lead viewers to focus solely on the graphics instead of absorbing the actual content of the presentation. Also, if visuals are too complex, viewers may not pay attention due to having trouble understanding or deciphering the data being presented. Visual aids play an important role in making a powerful impact during a presentation. It’s imperative that presenters use them effectively and strive for balance between words and visuals for a successful outcome. To learn more about how to use visual aids with professionalism, continue reading for further details in the next section.

How to Use Visual Aids With Professionalism

Visual aids can be an important component of any successful presentation; they make it easier to understand specialized topics, tell stories , and draw the audience in. When used correctly, visual aids can greatly amplify the impact of a message and help any speaker deliver a memorable lecture or speech . It is important to consider how using visual aids affects the professionalism of a presentation. Too many elements can detract from the focus or cause confusion among the audience, while too few can leave them lacking in interest or engagement. That said, some types of visuals may not be suitable for certain settings. Political cartoons, for example, could be deemed inappropriate in professional contexts. It is wise for speakers to exercise discretion when deciding what visuals are appropriate within their field. Good visual design is critical for effective presentations. Visuals should be chosen carefully based on their purpose and should follow a consistent color scheme, font size, and typographical conventions. Engaging visuals are easy to read and visually appealing, with limited use of text. Speakers should also ensure that any graphics are formatted properly so that elements do not get cut off or appear scrunched together during the presentation. When using multimedia technologies in live presentations such as slideshows or videos, it pays to plan ahead and practice using the technology beforehand. This will allow the speaker to be confident in handling technical issues should they arise during the event. Additionally, set-up steps and plugging in cables should be done before beginning a presentation as they can be disruptive if done mid-presentation. In conclusion, visual aids can go a long way toward making a powerful impact provided they are used wisely and professionally. To make sure everything looks good and works correctly before delivering a presentation with visuals, speakers should carefully plan their content and rehearse with any hardware and software prior to presenting. This will ensure that the visuals remain engaging throughout the presentation, adding to its impact instead of distracting from it. Moving on from this section about how to use visual aids with professionalism, let us now move to our conclusion which will cover key takeaways from this article:

In conclusion, visual aids are powerful tools in presentations, helping to make a lasting impression on both internal and external stakeholders. Visual aids present information effectively, allowing your audience to learn more efficiently and retain more information long-term. They can help to clarify complex concepts and bring life to otherwise mundane slides. Using visuals can also create a positive energy in the room that helps strengthen engagement among attendees. However, there are some downsides to using visuals that you should be aware of before deciding to use them in your presentation. Visual aids can take up more time during the presentation in terms of creation and incorporation into the deck, while they can also detract from the overall content if they are poorly designed or used excessively. It is important that you have a plan for incorporating visuals into your presentation and keeping it efficient instead of overwhelming the audience. Furthermore, depending on the context, you may need to consider the impact of accessibility for visual assets – for example, if you’re presenting remotely or on different devices. This is particularly important if you’re sharing sensitive or confidential information. Visual aids can be extremely beneficial when used correctly – as long as you plan ahead and manage expectations with your audience, there is no limit to how great of an impact visuals can have on your presentation and its results!

Answers to Common Questions with Detailed Explanations

What types of visual aids are most effective for a presentation.

The most effective visual aids for a presentation depend on the type of information you are presenting and your audience. For example, if you are presenting facts or data, graphs or charts are great ways to communicate that information quickly and efficiently. Animations (e.g. videos) can be used to break up monotony and add visuals that captivate the audience. Infographics can also be highly effective for summarizing complex ideas in a single image. If you have access to more sophisticated technology, 3D models and augmented reality may also be used as visual aids during presentations. Ultimately, it’s important to use visuals that will catch your audience’s attention and keep them engaged throughout the presentation.

How should visual aids be used to most effectively support the presenter’s message?

Visual aids should be used to enhance the presenter’s message, rather than overwhelm or overshadow it. Doing so effectively means including visuals that are easy to understand and relevant to the content of the presentation. This could come in the form of graphs, videos, tables, photographs, illustrations and more. The key is to ensure that the visual element is integral to the underlying message; it should complement and enhance messages as opposed to distract from them. Visuals should also be used to support key facts and figures that may be difficult for an audience to easily take on board, as well as providing an interesting talking point for further discussion with attendees during question time. In short, visuals should be used strategically to help make the presentation more memorable, engaging and informative.

What tips and tricks will help me create engaging visual aids for my presentation?

When creating visual aids for a presentation, it’s important to keep in mind how they will contribute to your overall goal. Here are some tips that can help you make engaging and effective visual aids: 1. Be aware of the environment. The size, brightness and color of the room, or even the lighting, can all affect how well your visuals pop. Take into account the physical setting when designing your visuals. 2. Keep it simple. Too much clutter on your slides can be distracting and impede understanding. Instead, keep visuals clean, with plenty of white space. Choose legible fonts and use colors sparingly—stick to 1-2 colors at most. 3. Focus on one idea per slide. Don’t try to cram too much information onto each slide; instead, break down complex topics into simple graphics or bullet points that focus on one concept at a time. That way, viewers will be more likely to comprehend what you’re presenting. 4. Get creative! Visuals don’t have to be limited to charts and graphs—think out of the box and consider incorporating multimedia elements such as videos or animations into your slides to make them more dynamic and engaging. 5. Test your visuals ahead of time. Make sure that any content you plan on displaying is optimized for the platform you’ll be using–whether it’s a laptop, projector, or something else–and test it out beforehand so you know what works best for the room setup and audience size.

• PRESENTATION SKILLS
• Working With Visual Aids

Search SkillsYouNeed:

Presentation Skills:

• A - Z List of Presentation Skills
• Top Tips for Effective Presentations
• General Presentation Skills
• What is a Presentation?
• Preparing for a Presentation
• Organising the Material
• Writing Your Presentation
• Deciding the Presentation Method
• Managing your Presentation Notes

Working with Visual Aids

• Presenting Data
• Managing the Event
• Coping with Presentation Nerves
• Dealing with Questions
• How to Build Presentations Like a Consultant
• 7 Qualities of Good Speakers That Can Help You Be More Successful
• Self-Presentation in Presentations
• Specific Presentation Events
• Remote Meetings and Presentations
• Giving a Speech
• Presentations in Interviews
• Presenting to Large Groups and Conferences
• Giving Lectures and Seminars
• Managing a Press Conference
• Attending Public Consultation Meetings
• Managing a Public Consultation Meeting
• Crisis Communications
• Elsewhere on Skills You Need:
• Communication Skills
• Facilitation Skills
• Teams, Groups and Meetings
• Effective Speaking
• Question Types

Subscribe to our FREE newsletter and start improving your life in just 5 minutes a day.

You'll get our 5 free 'One Minute Life Skills' and our weekly newsletter.

We'll never share your email address and you can unsubscribe at any time.

Visual aids are an important part of presentations. They can help to keep your audience engaged, make your point for you—there is a reason why people say that a picture tells a thousand words—and remind you what you want to say.

However, you can also take them too far.

If good use of visual aids can make a presentation, poor use can ruin it. Who, after all, has not be subject to ‘death by PowerPoint’, in one of its many forms? This page explains more about how to use visual aids effectively in presentations and helps you to avoid being remembered for all the wrong reasons.

What Are Visual Aids?

Visual aids are exactly what they sound like: a visual support to you standing up and speaking.

They are commonly something like slides setting out your main points, or a video. They can also take the form of a handout, either of your slides, or a summary of your presentation, the use of a flip chart, or even something interesting that you have brought along to show your audience and make a point.

If visual aids are used well they will enhance a presentation by adding impact and strengthening audience involvement. They can also be a helpful to reminder to you of what you wanted to say.

You should only use visual aids if they are necessary to maintain interest and assist comprehension in your presentation.

Do not use visual aids just because you can, or to demonstrate your technological competence. Doing so may make it harder to get your messages across clearly and concisely.

For each visual aid or slide, ask yourself why you are using it. If there is no real purpose, don’t include it.

Thinking Ahead—Planning Your Visual Aids

Most visual aids will need advance preparation. You will need to know how to operate the equipment effectively.

Check beforehand what facilities are available so that you can plan your presentation accordingly.

Also check whether you need to send your presentation in advance to be loaded up, or whether you can bring it on a memory stick or similar.

You can find more about preparing a presentation in our dedicated page on the subject.

Presentation software

It is now common to use presentation software such as PowerPoint.

Indeed, few presenters would dare to attend an event without a PowerPoint file. However, it is still possible to manage without. Some of the very best lecturers and speakers do not use PowerPoint. At most, they might draw on a flip chart or whiteboard. What they have to say, and the style in which they say it, is compelling enough to hold their audience.

For most of the rest of us, PowerPoint is likely to be the way forward, however.

Top tips for using PowerPoint

Keep it simple. Use no more than three to five bullet points per slide and keep your bullet points to a line of text, if possible. Your slides should be a guide to what you are going to say, not a verbatim account.

Don’t use visual effects unless they actually add to your presentation. PowerPoint has some very nice options for adding and subtracting text, but they can be very distracting. Stay away unless you really know what you’re doing.

Keep it short. A half-hour presentation can usually be summarised into six to ten slides at most.

Don’t use the notes function. PowerPoint has a ‘notes’ function that allows you to write notes under the slides for your benefit. Don’t. You will try to read them off the screen, and stop talking to your audience. Instead, use cue cards held in your hands and focus on your audience.

Other common visual aids include:

• Whiteboards and interactive whiteboards
• Flip charts

Whiteboards and Interactive Whiteboards

Whiteboards are good for developing an explanation, diagrams and simple headings.

They can also be used for recording interaction with, and comments from, the audience during brainstorming sessions .

Remember that writing on a whiteboard takes time and that you will have to turn your back to the audience to do so. If using a whiteboard, you should ensure that your handwriting is legible, aligned horizontally, and is sufficiently large to be seen by all the audience. Also ensure that you use non-permanent pens (sometimes referred to as dry-wipe pens) rather than permanent markers so that your writing can be erased later.

Bear in mind that the white background of a whiteboard can cause contrast problems for people with impaired vision.

Interactive whiteboards can be used for PowerPoint presentations, and also to show videos, as well as to write on and record interactions with the audience. They are, effectively, projector screen/whiteboard combinations, with attitude. If you plan to use an interactive whiteboard, you should make sure you know how it works, and practice using it, before your presentation. It is NOT a good idea to make first use of one in a major presentation.

Flip Charts

A flip chart is a low cost, low tech solution to recording interactive meetings and brainstorming sessions.

At many venues, however, they have been replaced by interactive whiteboards.

A flip chart can be prepared in advance and is portable, it requires no power source and no technical expertise.  Flip charts are ideal for collecting ideas and responses from the audience and are good for spontaneous summaries.  However, if the audience is large, a flip chart will be too small to be seen by everyone.

Top tips for the effective use of a flip chart:

Arrive early and position the flip chart so that you can get to it easily when you need it.

Position the flip chart so that you can stand next to it and write while still at least half-facing your audience. Do not turn your back on your audience.

Make sure you have several marker pens that work.

Only use blue or black marker pens. It will be difficult for those at the back of the room to see any other colours. You can use red pens to accentuate blue or black.

Make your letters at least 2-3 inches tall so that everybody can see what you have written.

Draw lines in pencil on blank pages before your presentation, to help you keep your writing legible and straight.

If you are using a flip chart as an alternative to PowerPoint:

• Plan out your pages as you are writing the outline for your presentation;
• Write notes to yourself, in pencil, on the flip chart to remind you of the points you want to make. Your audience will not see the pencil notes.

If you have something that you want to present and then accentuate during the presentation or discussion, write out the flip chart page beforehand so that you can just flip the page to it—or just use a PowerPoint slide.

If you need to refer to something that you wrote on a page at a later point in your presentation, rip off the page and fix it to the wall.

Videos are particularly good for training purposes. Short videos can also be embedded into a PowerPoint presentation to make a point, or provide an example. This is becoming increasingly popular with the advent of YouTube, because far more videos are available. Smartphones have also made recording your own videos much easier.

However, as with any visual aid, make sure that you are using video for a purpose, not just because you can.

Handouts summarising or including the main points of a presentation are an excellent addition, but must be relevant.

Presentation software packages such as PowerPoint can automatically generate handouts from your presentation slides. You can also prepare a one-page summary of your presentation, perhaps as a diagram, if that seems more appropriate. This may be particularly useful if you are asked to do a presentation as part of an interview .

If you do provide handouts, it is worth thinking carefully about when to distribute them.

Giving out handouts at the start of a talk will take time and the audience may start to read these rather than listen to what the speaker is saying. However, if your presentation contains complex graphs or charts, the audience will appreciate receiving the handout before the presentation starts since they may find it easier to view these on paper than on the projection screen. The audience may also appreciate being able to make their own notes on the printed handout during the presentation.

Consider the best time and method to distribute any handouts, including either placing them on seats prior to the start or giving them out at the end of your presentation. You may also consider emailing copies of handouts to participants after the event. If your talk includes questions or discussion this will give to time to summarise this and communicate it back to the attendees.

A final take-away

There is no question that visual aids, used well, will enhance your presentation. They add a more visual element to the auditory aspect of you speaking. They therefore help to engage your audience on more levels, and also keep them interested.

The key to avoiding ‘death by PowerPoint’ is to focus on the purpose of each slide or visual aid, and ask yourself:

How does this add to what I am saying?

‘Adding’ may of course include ‘providing a summary’, but if your slide adds nothing to your spoken words, then do not include it.

Continue to: Managing the Presentation Event Presenting Data

See also: Preparing for a Presentation Organising the Presentation Material How You Can Improve Your Video Editing Skills Typography – It’s All About the Message in Your Slides

An official website of the United States government

The .gov means it’s official. Federal government websites often end in .gov or .mil. Before sharing sensitive information, make sure you’re on a federal government site.

The site is secure. The https:// ensures that you are connecting to the official website and that any information you provide is encrypted and transmitted securely.

• Publications
• Account settings

Preview improvements coming to the PMC website in October 2024. Learn More or Try it out now .

• Advanced Search
• Journal List
• J Postgrad Med
• v.61(1); Jan-Mar 2015

Use of visual aids in presenting study results

Department of Community Medicine, Dr. Rajendra Prasad Government Medical College, Himachal Pradesh, India

Read with interest, the article entitled “Pre-injury neuro-psychiatric medication use, alone or in combination with cardiac medications, may affect outcomes in trauma patients” published in J Postgrad Med (2014;60:366-71).[ 1 ] The authors deserve credit for their effort. However, I would like the authors to have a relook at the results presented in this study, particularly Table 1 of the study (as reproduced below).[ 1 ] The above-mentioned table provides us with overall patient demographics. According to the Table, 712 total patients were included in the study: 245 patients (34.4%) were using NPMs at the time of trauma; 357 patients (50.1%) were taking cardiac medications and 154 patients (21.6%) were taking both cardiac and NPMs. If you add up the numbers or percentages you will realize the difficulty in interpreting the results. Total number of patients adds up to 756 (245 + 357 + 154) and the total percentages add up to 106.1% (34% + 50.1 + 21.6%). A better presentation of this table would have made it easier to understand and interpret. The groups could have been divided into (a) patients taking only NPMs, (b) patients taking only CM and (c) patients taking both. In this way the numbers and percentages would have stayed at 712 and 100%, respectively. A further look at the table increases the confusion further. The total of No NPM+ NPM group is 712 (467 + 245) and the total of No CM + CM group is again 712 (357 + 355).

Patient demographics

Further the column heads in the table ( Table 1 as given below) presented by the authors mentions percentages (%) within brackets. However no numbers are entered against percentages (%) in the columns. This increases the difficulty in interpreting the table.

Presenting research findings is an essential component of the research process. Aids such as tables, illustrations, and graphs enhance the process of presenting research results because of their visual appeal. Use of visual aids allows the presenter to be more effective and to capture the audience's full attention. It becomes all the more important in catching the attention of a naïve reader. So tables that are easier on the eyes, are always helpful and it is in this context that I request the authors to take another look at the table.

ENGL210: Technical Writing

Types of graphical illustration in technical writing.

Graphics used in technical documentation serve a specific purpose - to present information in the clearest format possible for the reader. Basic graphic principles apply:

• avoid clutter,
• orient the image properly,
• be aware of scale,
• always verify content, and
• avoid any graphic that is extraneous.

Graphics should never be used to dress up a document; they should only be used to enhance understanding. When principles of design replicate principles of thought, the act of arranging information becomes an act of insight (E. Tufte intro). A reader's attention is drawn to graphics more than to blocks of text. The use of graphics enables writers to present technical information more clearly and emphatically than words alone. Therefore, graphics for a technical document must be designed, edited, and prepared with precision to avoid weakness. Readers often look at graphics quickly. The message in a figure or table should be clear and readily apparent. The writer should be familiar with the intended audience of the document so that the right graphics are selected. Each graphic should focus on clearly conveying one piece of information. Uncomplicated graphics work best. Avoid what Edward Tufte calls "chart junk" (E. Tufte, Visual) that distracts the reader from the intended information the graphic is presenting. The Franklin Covey Style Guide for Business and Technical Communication provides comprehensive guidelines for each of the graphical components, and this wiki content text draws heavily upon it for both content and style recommendations (Franklin). There are several types of graphics, each with its own function. Graphics can represent these elements in a technical document:

• Line graphs
• Flow Charts
• Organizational charts
• Scheduling Charts

Photographs

• Words - Words emphasized by boxing them, by changing the color or the font, or enlarging them to call attention in a text are all forms of graphics, albeit not very sophisticated (McMurrey).

Visual techniques for depicting quantity include direct labels - for example, the numerically labeled grids of statistical graphics; encodings - for example, color scales; and self-representing scales - for example, objects of known size appearing in an image (E. Tufte 13). Illustrations are classified as either tables or figures: if the illustration is not a table (information is presented in columns and rows), then it is a figure. Tables and illustrations are numbered independently; within each category, they are numbered sequentially.

Tables 

Tables are the best graphic to use when readers need to focus on specifics. "A table is an effective display for two-dimensional data, usually when one dimension is a collection or series of items and the second dimension consists of attributes or characteristics that all or most of the items have in common, such as description, type, size, and color" (Gurak 357). Tables can communicate many details in a simple way; details that would be hard to comprehend if done through words alone. An advantage of tables is that they can be quickly scanned for information and that "commonalities and differences" across entries are readily apparent (Gurak 358).

Guidelines for Creating Tabl es

• Explain what the table contains and how it will help the reader.
• Give the table either a title or caption, as appropriate.
• Write informative, understandable, and visually distinct heading labels.
• Make rows distinct through headings or display of categories.
• Avoid wordiness, limit text in cells to a few words.
• Use color coding and symbols to facilitate quick scanning and data comparison.
• Ensure the table will be readable in the display format.

Figure 1. Table of data for a steel wall product.

Graphs plot a set of points on a set of axes, usually along the horizontal (x) and vertical (y) axes, to show abstract information in an easy to understand way. They visually represent and compare numerical data, and as such are useful for showing trends, cycles, cumulative changes, relationships between variables, and distributions. Though not as effective as a table in presenting precise data, readers can "see in one image a trend or pattern within a large data set" (Gurak 319). Graphs are better than tables to show the meaning of data.

"Because graphs represent complex data in visual form, they can be powerful and persuasive"(Gurak 322). Therefore, one must be careful when creating graphs that information is not distorted or misrepresented, that resource information is accurate, and that the graph is clear and easy to read (Gurak).

Guidelines for Creating Graphs

• Ensure the axes are clearly labeled, and that units of scale or measurement are identified (Gurak 323).
• Ensure that axes that do not begin at zero are clearly labeled.
• Ensure that the graph does not distort or modify the trend.
• Indicate the source of data used to construct the graph.
• Explain how the graph supports points discussed in the text.
• Design for simplicity, avoid overuse of colors and typefaces.
• Use software programs such as Microsoft Excel to create graphs.

Graphs should be numbered sequentially, include a title, and an informative caption which identifies the specific purpose of the graph. Warrant the source of the data contained in the graph with a footnote reference. Labels, numbers and letters should each be kept parallel with the horizontal axis.

Line Graphs

Line or coordinate graphs are plotted using grid lines, with a horizontal axis and a vertical axis. Labels and scales should indicate the quantity, magnitude and range of each axis. The key data lines should be made heavier than grid lines for less important data. Multiple lines can appear in the same chart to show different variables, and should appear in different colors or patterns to differentiate them (Franklin 108). Line graphs are especially helpful to show several variables relating to one other variable. For example, time is the variable tracked in Figure 15.15, and several types of mortgage rates plotted over time. This creates a clear and simple visual comparison for the reader.

Figure 3. Ozone concentration in locations A through E.

Pie graphs are circles divided into sectors, or slices, to show the relationship of parts to a whole. "Pie charts are often accompanied by numerical data presented as a spreadsheet or table to allow readers to explore the displayed information in more detail" (Gurak 271).

Maps, both 2D and 3D, represent many purposes from simple road maps to visualizing complex numerical data. "The design and content of a map depends on the purpose and type of map being constructed, the conventions for that type of map, and the audience using it" (Gurak 324).

To map sequential data, it is best to use gradations of one or two colors to show gradations in the data. But, to show differences "in kind rather than in amount", many colors may be used; choose colors that are easily distinguished from one another (Gurak 325- 326).

Charts 

Charts are some of the most valuable and frequently used types of graphics. Charts have several conflicting definitions, depending on the resource consulted. For the purposes of our Style Guide, we will follow the style supported by the Franklin Covey Style Guide for Business and Technical Communication . Charts are graphs that do not rely on numerical interpretations, including organizational charts, flow charts, and schedule charts. The purpose of the chart, the audience, the medium, and the data and ideas being conveyed in the document should determine the best type of chart to use, rather than adhering to a hard rule (Franklin 42).

A chart is only as good as the effect it creates. A chart should only be included if it communicates information quickly and simply. Charts should be integrated with the text and convey information more dramatically than is possible without their use. A chart can both replace text and provide a visual road map that readers can use as they read through dense and complex material. Charts also provide a visual, which can aid recall. Flow charts, organization charts or scheduling charts should be used to help readers visualize the major points in a document.

Guidelines for Creating Charts

• Ensure the chart is consistent with how the audience will view the data.
• Design the chart so that it shows one primary idea or specific relationship.
• Keep the chart simple and clear; do not include too much information.
• Use clear, concise labels and titles; do not include too much text.
• Ensure that the information is not distorted or misleading.
• Use software programs such as Microsoft Excel to create charts.
• Ensure the chart is easily read from one-page orientation.

Sequentially number and label all charts the same as other graphics contained within a document. Do not have a separate numbering scheme for charts. Place footnotes and warranting evidence below a chart.

A flowchart is a common type of chart, representing an algorithm or process, and showing the steps as boxes of various kinds, and their order by connecting these with arrows. Flowcharts are used in analyzing, designing, documenting or managing a process or program in various fields.

There are many different types of flowcharts for different users (such as analysts, designers, engineers, managers, or programmers) representing different types objects.

Four General Types of Flowcharts (Sterneckert)

• shows document flow through system
• shows data flows in a system
• shows controls at a physical or resource level
• shows the controls in a program within a system (Business)

Features of a Flow Chart (Gurak 273)

• Each step in the process is represented by a shape.
• Decision steps are labeled in the form of a question. Different paths may be taken depending upon the answer to the question.

Figure 5. Flowchart representing steps for troubleshooting a broken lamp.

Organizational Chart

Organizational charts help readers visualize the structure and internal relationships of units or individuals within an organization. Organizational Charts Typically Show:

• divisions and subdivisions of the organization,
• hierarchy and relationship of the groups to one another,
• lines of responsibility and authority, where solid lines indicate direct lines of control, and
• lines of communication and coordination through the use of dashed lines.

Figure 6 . Organizational chart of the US government.

Scheduling Chart

A common project task is to schedule a series of events; the complexity of this task can vary considerably depending on how many steps are involved in the process. Some common challenges are:

• Resource Scheduling or the scheduling of people to work on and resources required by tasks.
• Dealing with uncertainties in the estimates of the duration of each task.
• Arranging tasks to meet various deadlines.
• Juggling multiple projects simultaneously to meet a variety of requirements (Franklin 47).

A scheduling chart visually illustrates the steps and their dependencies in a process. There are several types of commonly used scheduling systems.

Examples of Scheduling Systems

• MindMapper,
• Fixed Point Chart (FPC), and
• PERT (Program Evaluation and Review Technique) (Evaluation).

Figure 7. PERT Network Chart for a seven-month project with five milestones (10 through 50) and six activities (A through F).

Using photographs in technical documentation conveys realism and gives the document credibility. While current technology allows complete manipulation of a photograph, readers still like the realism a photo provides. Information about size and scale should remain constant throughout a set of related images - scale should be constant (E. Tufte, Visual Graphics 25).

Photographs are used to show a reader what is - or what can be - rather than conveying a concept. Selection of a photograph should always be done after text is written. Match the message you want to convey to the text as closely as possible. All photographs need to support the message - a project should have several photographs for each message, from different sources, from which to choose. Budget allowing, color photographs are preferred, unless your text has been written to convey a historical message and the use of sepia tones or black and white images enhances your message (Franklin 231).

Representational illustrations include many types of graphics such as diagrams and drawings of actual products that allow a reader to see what they look like in concept, or to see inside the product to places that are usually hidden or not viewable. These help the reader to visualize an idea or a relationship. Even rough sketches convey information better than words in many instances.

Types of Representational Illustrations

• technical illustrations,
• exploded-view drawings,
• cutaway drawings, and
• symbols and icons.

All types of illustrations should always be kept as simple as possible, with color used to enhance them. Sometimes in technical communications, full color may not be an option. In this case, working with two colors is preferred. The second color can highlight specific areas of an illustration to bring the reader's attention to that area.

Each illustration should be clearly labeled, with parts of the object shown.

When adding a series of illustrations, the viewing angle should be consistent for each figure.

All letters and numbers on the illustration should be numbered so they can be read without reorienting the book or manual. In a drawing showing a process, the flow of the process should read left-to-right (Franklin 120).

Figure 8. Illustration of a flying machine, by Leonardo da Vinci.

Technical Illustrations

Technical illustration is the use of illustration to visually communicate information of a technical nature. Technical illustrations can be component technical drawings or diagrams that aim to generate expressive images to effectively convey certain information visually to both technical and non-technical audiences. The visual image should be accurate in terms of dimensions and proportions, and should provide an overall impression of what an object is or does, to enhance the reader's understanding.

Figure 9. Technical illustration of an interface card conveying placement of the interface cable.

Exploded View Drawings

An exploded view, or assembly, drawing is a diagram, picture or technical drawing of an object showing the relationship or order of assembly of various parts.

The components of an object are shown slightly separated by distance - as if there had been a small controlled explosion emanating from the middle of the object, causing the object's parts to be separated an equal distance away form their original locations.

The exploded drawing is used in parts catalogs, assembly and maintenance manuals and other instructional material (Exploded).

Cutaway Drawings

A cutaway drawing, also called a cutaway diagram, is a 3D graphic, drawing, diagram and/or illustration, in which surface elements are selectively removed to make internal features visible, without sacrificing the outer context entirely (Cutaway).

Figure 10. Airplane hangar, showing exterior with cutouts to expose interior.

Symbols and Icons

Symbols and icons are very valuable technical communication tools in the global marketplace. Many symbols are considered "internationally recognized" and are used on signs in airports, train stations, and hospitals. These symbols are also used in manuals developed for international audiences. Incorporating symbols and icons into technical documentation can considerably reduce the number of words to describe something.

Other types of graphics that may be used to add interest or humor to a document are clip art and cartoons.

Cartoons are drawn visuals that engage an audience through humor. Cartoons can be used to:

• Introduce a general topic in a report or other document.
• Provide a funny example to make a difficult topic understandable.
• Connect with the audience to 'break the ice'.

"Humor, when used appropriately, offers an effective emotional appeal for persuasion. Showing a sense of humor can also build rapport with audiences" (Gurak 268).

To use humor effectively, the audience must not be offended, and must be able to see themselves in the situation. To do this, editors need to know their audience well. Because humor does not translate well across cultures, it is best to not use humor in international venues.

Cartoons can be found on newspaper and magazine websites as well as Comics.com and Slate.com . Be sure to cite the comic or source of the cartoon; and if the terms require, obtain the necessary permissions (Gurak). Audiences enjoy comic strips like Dilbert, "Because it reveals the absurd realities of many workplaces" (Gurak 269).

Clip Art is the simple, informal artwork associated with software programs like Word, or on the Web, or in clip art books. It is not necessarily humorous, and can be used to add interest to a document. It can also be used to highlight document text or guide the reader through the document. But like other graphics, it must be kept to a minimum so as not to look unprofessional.

Screen Captures

Screen captures are very helpful in technical documentation because they show the reader what an application looks like, rather than telling them. Seeing the actual screen is much more useful than describing it with words. Screen capture software may allow sections of a screen to be circled or numbered. Written instructions referring to these circles and numbers can help guide a user through a complex process.

Chapter 8: Developing and Delivering Business Presentations

Presentation tools and visual aids, learning outcomes.

• Discuss key concepts to keep in mind as you create business presentations
• Discuss available presentation tools to help engage your audience

Key Considerations

Figure 1. There are four commonly accepted modalities for learning, often abbreviated as VARK.

Presentation software allows you to take an oral presentation to the next level—engaging your audience verbally and visually as well as aurally. What’s particularly powerful about using presentation software and other visual aids is the ability to use imagery to bridge cultural and language gaps and arrive at a shared understanding of the issue/opportunity at hand.

A related point to keep in mind is that words have two different meanings—a literal or denotative meaning (think: Merriam-Webster or Wikipedia definition) and a more subjective or connotative meaning. The connotative meaning of a word is based on a person’s cultural background and experiences and has emotional and/or judgement associations. Accomplished presenters are attuned to their audience and avoid words or references that may be misinterpreted by non-native speakers or may be perceived as emotionally “loaded” by audience members from a different subculture. In an increasingly diverse society, cultural awareness is as important for business communicators as it is for international marketers. To ensure that the message you intend to convey is what will be received, ask peers or colleagues—ideally, those with a socio-cultural profile similar to that of your audience—for feedback, with particular attention to the subtext of words and images.

Using multimedia—images, photos and video and animation—that supports your point also provides repetition and can increase retention. A memory research pioneer, German psychologist Hermann Ebbinghaus, found that we forget approximately 50 percent of new information within 18 minutes, with retention falling to 35 percent after a week. However, Ebbinghaus also discovered that repetition of the new information at key intervals can change this trajectory, a discovery known as the spacing effect. Specifically, repeating the information at a 10–20 minute, 24 hours and 7 day intervals countered the initial memory loss and reduced the subsequent rate of memory loss. The lesson for presenters: work repetition into your presentation and your follow-up. Figure 2 shows an illustration of the Forgetting Curve and Spacing Effect.

Figure 2. The Forgetting Curve

Practice Questions

Common presentation tools.

Figure 3. Infographics can be effective visual aids. Click on the image for a larger view.

The right tool for the job depends, of course, on the job. In this case, that means examining your audience and objective. If, for example, your task is simply to present “the facts,” there’s no need to consider interactive tools and techniques. If, however, your objective is to educate and/or inspire, you may want to consider a range of options for involving your audience, engaging them as participants or even co-presenters. For example, some workshops require participants—generally in group—to solve challenges or “stand and deliver.” That is, to review and present a segment of the material to the audience or peers. Or perhaps your goal is to engage a group in a training or strategic planning exercise. In this case, you would want to incorporate tools that support participative learning and collaboration such as Post-It Note Pads, or packages of smaller note pads (don’t forget markers, pens and highlighters) that can be arranged and rearranged as a pattern or plan emerges. Also consider easels, dry erase boards and other surfaces that lend themselves to idea sharing.

Whether you’re presenting to a K-12, higher education, or business audience will also influence your choice of primary and supplemental tools: handouts, product samples, giveaways, worksheets, and snacks (yes, even for the adults). If your assignment is to develop and present a business presentation to be delivered to your Business Communications class peers, the topic, format and any supporting materials may be pre-defined. But don’t stop there. If you’re proposing an edible garden space on campus, you could make or hand out seed packets. Think about how to differentiate yourself and your proposal—whatever you’re proposing—in a way that’s relevant and memorable.

Similarly, if you’re presenting to your management, there may be a company standard template and tools that you’re expected to use. Again, you can distinguish yourself by your knowledge and application of learning and design principles. Even basic facts and figures can be rendered beautifully. Instead of handing out a hard copy of your presentation or supporting charts, graphs or worksheets, consider creating an infographic that distills the insight. For inspiration, visit David McCandless’s Information is Beautiful website . To understand the possibilities for presenting complex data in a compelling manner, explore the resources on Edward Tufte’s website or one of his classic books on data visualization. For perspective, The New York Times described Tufte as the “Leonardo da Vinci of data.” Not to be outdone, Bloomberg labeled Tufte the “Galileo of graphics.”

Practice Question

A short-list of possible tools that you may need for a presentation includes the following items:

• Presentation software
• Polling software
• Handouts (i.e., infographic, quick reference)—Not your presentation!
• Pens/pencils/markers
• Flip Charts
• Self-Adhesive Pads
• Dry Erase Boards

Also consider logistics and technical details including the room layout, lighting, temperature controls, wifi and electrical outlets and bathroom facilities.

Contribute!

Improve this page Learn More

• Presentations and Other Visual Aids. Authored by : Nina Burokas. Provided by : Lumen Learning. License : CC BY: Attribution
• VARK Illustration. Provided by : Lumen Learning. License : CC BY: Attribution
• Ebbinghaus Forgetting Curve. Authored by : Educ320. Located at : https://commons.wikimedia.org/wiki/File:Ebbinghaus%E2%80%99s_Forgetting_Curve_(Figure_1).jpg . License : CC BY-SA: Attribution-ShareAlike
• Naughty or Nice? Holiday Shopping Study. Authored by : Digitas Photos. Located at : https://flic.kr/p/dzvk1A . License : CC BY: Attribution

Privacy Policy

We use essential cookies to make Venngage work. By clicking “Accept All Cookies”, you agree to the storing of cookies on your device to enhance site navigation, analyze site usage, and assist in our marketing efforts.

Manage Cookies

Cookies and similar technologies collect certain information about how you’re using our website. Some of them are essential, and without them you wouldn’t be able to use Venngage. But others are optional, and you get to choose whether we use them or not.

Strictly Necessary Cookies

These cookies are always on, as they’re essential for making Venngage work, and making it safe. Without these cookies, services you’ve asked for can’t be provided.

Show cookie providers

• Google Login

Functionality Cookies

These cookies help us provide enhanced functionality and personalisation, and remember your settings. They may be set by us or by third party providers.

Performance Cookies

These cookies help us analyze how many people are using Venngage, where they come from and how they're using it. If you opt out of these cookies, we can’t get feedback to make Venngage better for you and all our users.

• Google Analytics

Targeting Cookies

These cookies are set by our advertising partners to track your activity and show you relevant Venngage ads on other sites as you browse the internet.

• Google Tag Manager
• Infographics
• Daily Infographics
• Graphic Design
• Graphs and Charts
• Data Visualization
• Human Resources
• Training and Development
• Beginner Guides

Blog Training and Development

10 Types of Visual Aids For Learning [+ Teaching Aid Templates]

By Sara McGuire , Sep 28, 2018

As an educator, you probably understand the importance of diversifying your teaching materials. After all, it has been understood for a while now that many people learn differently.

In particular, visuals aids for learning can have a huge impact on how students retain information. While words can be abstract and hard to retain, visuals tend to be more concrete and easier to recall.

Plus, when information is presented visually, it’s a lot more engaging!

Visual aids for learning can also expand beyond the realm of just classroom posters and presentations. You can also visually enhance documents like student progress reports, lesson plans , and research reports.

After all, teachers can get bored too, right?

With a beginner-friendly design tool like Venngage, creating custom visual for any topic you want to cover is easier than ever.

Here are 10 types of visual aids for learning that will engage students and help you plan and deliver lessons more effectively. I’ve also included some design tips to help you get started.

1. Educational posters to inspire and remind students 

Educational posters are a classic teaching aid that can breathe life into a classroom. Hanging posters up on your classroom walls will not only invite color into the environment, they’ll also act as helpful resources for students.

For example, here’s an educational poster that you could pin up in your classroom. The three study tips on this poster are organized with a different colored background. This is a simple  poster design trick  to help the information stand out.

CREATE THIS POSTER TEMPLATE

Meanwhile, this educational poster uses icons to visualize each different type of learner. A poster with this layout this can be useful for introducing students to new or foreign concepts (for example, words in a secondary language) because they can associate each word with a visual.

USE THIS POSTER TEMPLATE

2. Educational infographics to simplify complex information

Infographics are a perfect classroom tool because they can make complex information easier to understand.

There are many different types of infographics you can create, depending on the information you want to visualize. For example, you could make an infographic to summarize a new topic , to show a timeline of events, to visualize statistics , to explain a process –and more.

For example, this educational infographic uses a combination of charts, icons and creative text to show statistics about teens and social media. Visuals aids like these can be helpful for students who have trouble wrapping their heads around big numbers.

CREATE THIS DEMOGRAPHIC INFOGRAPHIC TEMPLATE

The cool thing about infographics is that there’s so many approaches you can take to create one. And the design doesn’t have to be complicated–just effective.

Related: How to Create a Successful Employee Training and Development Program Using Visuals

For example, this infographic uses a pattern graphic design of colorful circles to represent different vitamins. Associating each vitamin with a color can help students remember each one.

CREATE THIS TEACHING AID TEMPLATE

In data visualization, color plays a bigger role than just for decoration. Color can also be used as a tool to visualize information. Check out our guide to using colors to communicate effectively .

3. Creative presentations to keep students engaged with a lesson

We’ve all sat through boring presentations before. I’m going to go out on a limb and assume you don’t want to be the one delivering a boring presentation!

A creative presentation template can go a long way to keep your students from snoring in the middle of class. For starters, introduce bright colors and creative fonts into your slide design. You can also combine photos, charts and icons to illustrate concepts.

For example, this creative presentation uses a bold color palette that give each slide impact:

USE THIS PRESENTATION TEMPLATE

The combination of a script font with a more modern font helps makes for an interesting and unexpected design. Simple tricks like mixing and matching styles (as long as they’re complementary) can go a long way in your  presentation design .

Related: Storyline: A Starter Guide to Creating Engaging Visual Training Courses

Presenting information in a creative and visually-stimulating way can help get students excited about a topic. This presentation template uses image frames to seamlessly incorporate different pictures of foods into each slide design:

We have a tutorial for using image frames in your design, which you can access  here .

4. Educational charts to make data accessible

Simple charts are another great visual aid for an online learning platform . They can make data more approachable, and can also help reveal the stories behind data.

Look for opportunities to present information visually in your presentations, handouts, and reports, and find a chart that fits that type of information. For example, a classic pyramid chart is effective for visualizing a topic in different levels:

CREATE THIS PYRAMID CHART

Charts are also handy tools for analyzing processes. There are plenty of opportunities for you to include engaging visuals in your staff presentations, personal research, and more.

For example, a common problem that many teachers face is negotiating budgets for their curriculums, programs, and resources. Well-designed visuals can help you make a good case for your budget requests.

CREATE A CHART

Check out our guide for choosing the best charts for your data .

5. Student assessment reports with an approachable design

Since tracking students’ progress is an important part of a teacher’s job, why not make your student assessment reports more engaging with a creative design?

Younger students at the preschool or elementary school level can find assessments particularly stressful. A fun and playful design can help make a student progress report appear less intimidating.

For example, this progress report template uses a rainbow color palette, with star pictograms representing their grades:

CREATE THIS PROGRESS REPORT

You can also help students and parents understand their progress better by summarizing their progress in a chart. For example, this chart template uses a combination of a pie chart and some simple icons to highlight the main educational areas the student is being assessed on.

USE THIS REPORT CARD TEMPLATE

6. Classroom checklists to keep students, teachers and parents on track

A simple checklist can be a great tool to have in the classroom. From classroom duties to assignments for the semester, there are a lot of things that students need to keep track of.

Adding visual aids to your checklists can help make the points on the list easier to remember. For example, this simple checklist infographic  uses icons and a different color for each point:

USE THIS CHECKLIST TEMPLATE/button>

A visual checklist can also be useful for staff members, to help them remember tasks or best practices. For example, this checklist template offers tips to guide new teaching assistants:

USE THIS LIST INFOGRAPHIC TEMPLATE/button

7. Research reports to make data and insights engaging

If you want to share some interesting research findings with your students, or you want students to share their findings with you, try using a visually engaging report template . A visual report will require you or your students to identify and emphasize the most important pieces of information.

For example, this research report template uses circle icons to emphasize the study’s main findings:

USE THIS REPORT TEMPLATE

Presenting research visually can also help inspire students and staff members. For example, if you want to promote a student organization or a charity, visualizing some surprising statistics can make people stop and think about a cause.

8. School newsletters to get students, parents and teachers excited about events

A classic school newsletter can help keep staff, students and parents on the same page. Why not add some school spirit to your newsletter design ? If you start with a newsletter template, it’s easy to customize the text and visuals for every week or month.

Simply swap out the icons with ones that reflect the theme of each particular newsletter. You can also use image frames to share pictures of events at your school.

CREATE THIS SCHOOL NEWSLETTER TEMPLATE

Incorporate your school colors and fonts into your newsletter design. For example, this newsletter template uses the school’s colors of orange for the headers and blue for the sub-headers:

USE THIS NEWSLETTER TEMPLATE

Our newsletter maker offers a ton of creative newsletter templates. Why not try it out?

9. Education calendars to keep students, parents and teacher informed

Both teachers and students have a lot to keep track of. Adding some design flare to your calendar will make it a fun visual aid you can hang up in your classroom, or include to parents in an email.

Look for ways to organize the information so nothing is missed. For example, the lefthand column in this calendar template identifies the focus of each week, using an image to illustrate the ideas. This makes it easy for students to glance at the calendar and have an idea of what’s going on.

USE THIS CALENDAR TEMPLATE

10. Lesson plans to help you stay organized and to inspire other educators

As an educator, you no doubt understand the importance of being organized. Incorporating visuals into your lesson plan can make it easier for you to scan for information. It can also help inspire your creativity about a subject!

Since organization is key when it comes to lesson planning, you don’t have to go overboard with the design. Some simple design elements like icons, colorful headers, and a thematic footer can breathe life into a mundane lesson plan.

And if you want to share your lesson plans on a personal blog or with other teachers in your school, making your lesson plan engaging will make all the difference!

CREATE THIS LESSON PLAN TEMPLATE

Read More:  27+ Lesson Plan Examples for Effective Teaching

A few things to keep in mind when designing visual aids for learning:

• Make sure your information is organized and easy to understand–even if that means toning down the design.
• On that same note, keep designs relatively simple and keep text concise.
• Look for ways to visualize information using charts, pictograms, icons, and images.
• Customize templates for things like newsletters, reports, and calendars so you can easily reuse them.
• Export your teaching aids as high quality PNGs or PDFs so they will look good when you print them.

These are just a handful of the different types of visual aids for learning that you can use in the classroom. Are there any other visual aids that you like to use in your classroom? Share your tips in the comments!

What Is Your Teacher Personality Type? [QUIZ + INFOGRAPHIC]

8 Examples of How Middle Schools Can Incorporate Infographics in the Classroom