Chapter 6 COMMUNICATION AIDS AND STRATEGIES USING TOOLS OF TECHNOLOGY

 Visual aids

 these include handouts, PowerPoint, overhead transparencies, slides, flip-charts, blackboards, whiteboards, and other forms of print media.

Audio aids

these include digital audio (MP3/4) players, compact discs, and radio broadcast.

Audiovisual aids

these include computer multimedia, videotapes, and films.

Planning

 Do a quick rehearsal in the room to use, prior to the actual presentation to ensure everything will run smoothly. Include the audio and visual aids during rehearsal, and make sure that each audio/visual-aid aid is appropriate for the size of the room and can be seen by all participants.

Presenting. 

Use a variety of audio and visual aids appropriate for the audience during the presentation. A mix of aids during your presentation helps maintain participants’ interest. See to it that you do not overuse audio aids because the lack of visual stimuli can be boring.

Delivering

Ensure that the use of the audio and visual aids does not interrupt the flow of the presentation. To prevent boredom, plan group activities, ask questions and work in a break, if appropriate. Use humor as it can not only put the audience at ease, but it can make you more relaxed as well.

Time and Budget

 Selection of audio and visual aids should fit within the time and budget frame. If time and budget are insufficient, don’t use poorly prepared audio or visual aid, but instead, use simple aids such as whiteboard, black board, flip chart, or handouts. You can consider professional digital videos, digital audios, or computer multi-media if large timeframe and budget are available.

Audience Preference

 See to it that the audio-visual aids are preferred by the audience or participants to maximize their full attention.

Location and Size of Audience

The right visual aid should depend on the size of your audience.

 Determine the size of the audience whether large or small, and how they will be seated. For a smaller group of 10 to 20 participants, a flip chart is an acceptable option if a PowerPoint presentation and DLP projector are unavailable. Computer multimedia is best used for this number of participants if it is available. A large screen projector is better if it is also available in the venue. A videotape presented via a DLP projector is also a good option for a group of twenty or less.

 For the optimum group size of 100 people, a large screen and a technical assistant are needed. Also, an audience larger than 40 people likely requires a larger screen and a technical assistant to avoid delays and technical troubles.

 Audio materials can be used regardless of the size of the audience; however, proper amplification methods must be carefully observed to ensure that all participants can hear.

 Handouts are always useful for large or small crowds. They are best distributed before the actual the actual presentation.

Facilities and Equipment

Check to be sure that the necessary equipment is available (e.g., DLP projector, or large screen projector). Check the facilities to determine if certain aids can be used such as the availability of DLP projector, large screen projector, and computer. Check the room dimension, location of electrical outlets, whiteboard, or blackboard to find out whether the equipment is working well. Power Point slides or a large screen projector ideally requires the room to be darkened to positively impact the successful delivery of the intended message.

Bar graphs

are effective to show trends over time

pie charts 

are effective when comparing parts to the whole.