Visual aids can reinforce the speaker’s message when used appropriately. They can also detract if used inappropriately, so employ them wisely. Examples are computer images, flip charts or chalk boards, hand_held objects, handouts for distribution, posters or pictures, videos or films.

Visual aids should clarify the points you are making. If not, avoid them. Refrain from incorporating visual aids merely for the sake of showing them off. Keep them simple. Too many may only confuse your audience.

Rehearse your speech with your props. Practise handling them smoothly. Arrange your flip chart sheets or slides in reverse order for easier handling while you are presenting. Prepare your materials beforehand, including writing out your slides or flip charts. If you want your props to appear to be extemporaneous, prepare them with faint pencil marks at home, then go over them with a dark felt pen later. Better yet, have a helper do the writing for you. This can be especially helpful if you are recording ideas submitted by the audience. When writing on flip charts or chalk boards, face the audience while writing. Speak to the audience, not to the board.

Check your equipment ahead of time to ensure it works quickly and properly. Failing equipment could become an embarrassment. Have a technician stand by. Have an assistant pass around handouts at an appropriate time. Have a helper adjust the room lighting if necessary. A room that is too dark hinders the audience from taking notes. Printing is easier to read than writing. Make sure the letters are large enough to be seen from the back of the room. Choose your ink colours wisely. Avoid garish or faint colours that don’t show clearly. Avoid showing too many words or ideas all at once.

Explain what you are about to show before you show it. Tell how it relates to your speech topic. If the material is borrowed, cite its origin or source.

You may want to encourage the audience to take notes as you are speaking. It helps them focus on what you are saying. However, too much note taking means they are not watching you. If you have prepared handouts for passing out after your presentation, alert the audience so they don’t waste time taking copious notes. Some speakers distribute the handouts early so the audience can follow along and make marginal notations or fill in the blanks. The handouts should be in outline form only so the audience does not have to read and listen at the same time.

Photos should be enlarged so they can be seen by everyone at once. Passing them from hand to hand means that some members of the audience are no longer looking at you. Alternatively, invite the audience to examine your props more closely after the presentation.

When presenting a gift or an award to someone, display it prominently as you speak. Tell why the gift is appropriate for the recipient. Explain the significance of an award and tell how the recipient earned it. Present the gift or award smoothly and lead the applause. Then invite the recipient to make a few remarks.