Usage of

Audio-Visuals

I      REASONS FOR USING AUDIO-VISUAL AIDS

1.    

People learn in many ways. Use of audio-visuals in conveying information enhances learning.

2.    

People can grasp and retain more if verbal communication is supplemented with visuals. This helps to increase the impact of the presentation.

3.(i) 

Visual aids are overhead transparencies (with the help of OHPs), 35 mm slides, and flip charts.

(ii) 

Audio-Visual aids are films (videotapes or filmstrips), CD ROMs, slide / tape
presentations.

(iii) 

A slide is a transparent photographic film that is projected on a distant large
screen.

(iv) 

OHP transparencies are transparent plastic sheets that can be written on and projected on a large screen placed nearby.

(v) 

Flip charts are large paper sheets that are placed on an easel, written on and turned over after use.

II      AUDIO-VISUAL PRESENTATIONS

A.     How to plan Audio-Visual Presentations:

1.    

Plan the usage of audio-visual aids on the basis of different factors such as reliablity, cost effectiveness, profile of the audience, equipment and resources available and ease of use.

2.    

Plan to prepare visuals for highlighting key ideas, vital information or important messages.

3.    

Do not prepare a visual aid unless you are convinced that it is absolutely necessary and that it will add value to your presentation.

4.    

Each visual aid should be clear and simple. Remember, one good visual is more effective than many dull ones.

B. How to design Audio-Visual aids:

1.    

Text and graphics can both be used. It is preferable to use coloured pictures and designs instead of words wherever possible.

2.    

Text on visual aids should be legible thirty-two feet from the screen. Each slide should not contain more than seven lines and each line should contain not more than six words. Maintain appropriate spacing between texts. Remember: less text is more effective than more text.

3.    

Avoid using too many words, words with small font-size, words at all angles, and always use colours without compromising on visiblity.

C.     Use of Audio-Visual aids during your presentations:

1.    

While using slides make sure that your back and side do not face the audience frequently.

2.    

It is very distracting if you leave visuals up on the screen for too long. Avoid this.

3.    

It is not preferable to read your visuals to the audience.

4.    

Don’t depend too much on your presentation aids. The main attraction of your presentation should always be you and your message. These aids are only meant to supplement your presentation.

5.    

Make sure that all equipment work. Cross-check the system till you are sure that it will not fail. Also ensure that you know how to handle the situation if any of the equipment fail to function.

III	COMPARATIVE ADVANTAGES AND DISADVANTAGES OF SLIDES, OVERHEADS AND FLIP CHARTS

COMPARATIVE ADVANTAGES
OF SLIDES, OVERHEADS AND FLIP CHARTS

Slides

	Slides are easy to carry or mail
	They can be used in both, rear or front projection systems
	Convenient for reproduction of photographs

Overhead
(Transparencies)

	Lights need not be dimmed
	You can maintain eye contact with the audience
	Overheads are easy and inexpensive to make
	Overhead projectors and transparencies are easy to use
	Your transparencies can be photocopied to make handouts
	A photocopy of the set of transparencies can be used by you during the course of you presentation
	You can continue discussion with the audience and yet show OHP transparencies

Flip Charts

They are inexpensive

	They provide spontaniety and flexibility during the presentation
	One can maintain normal room lighting and partial eye contact
	A group’s entire work as recorded on the flipchart can later be typed out and given as handouts

Slides

	Each updation needs to be done on a new slide
	It is at the cost of eye contact since room light must be dimmed
	Preparation of slides is highly time consuming
	It is difficult to conduct discussions with the audience while showing the slides
	Appropriate screens are required
	Slides are expensive to make in India
	Now obsolete with power point presentations on LCD projectors.

Overhead
(Transparencies)

	Tiltable screens are required
	Photographs’ reproduction on transparencies is dull

Flip Charts

	Flip charts cannot be used for large amounts of matter
	Complex preprinted or predrawn charts require much time for preparation
	Does not support eye contact since your back is towards the audience when you write on the Flip Chart
	Visibility is a major problem

IV      Checklist for Using Audio-visuals

(Slides, Overhead Transparencies, and Flip Charts)

	ITEM	YES	NO
1.	Accessories: Please check if you have:	________	________
-	adapters?	________	________
-	extension cords?	________	________
-	marker pens?	________	________
-	additional bulbs for projectors?	________	________
2.	Equipment: Please check if you have:	________	________
-	obtained instructions on the use of equipment?	________	________
-	found whether replacement of the equipment can be done quickly, if the need arises?	________	________
-	arranged back-up equipment in the room?	________	________
-	tested all equipment in advance?	________	________
3.	Room Check: Are you aware:	________	________
-	where the light switches are?	________	________
-	whether the curtains adequately block natural light?	________	________
-	of the location of electrical outlets?	________	________
-	whether the power cords are sufficiently long?	________	________
-	if the power cords can be taped down to prevent tripping?	________	________
-	where the nearest phone is?	________	________
-	whom should you call for help?	________	________
4.	Physical Set-up and Layout:	________	________
-	Have you worked on the physical set-up in advance?	________	________
-	Is the screen high enough for clear visiblity by all?	________	________
-	Can they be seen from all corners of the auditorium including the farthest one?	________	________
-	Will the beam not be disturbed or interrupted by viewers’ heads?	________	________
-	Are volume and balance levels marked with tape?	________	________
5.	Presentation Rehearsal:	________	________
-	Have you checked for the right ordering of the visuals?	________	________
-	Are your visual aids right side up?	________	________
-	Have you run through the program at least once?	________	________