LESSON 7: Communication Aids and Strategies

As the old saying tells us, one picture is worth a thousand words. People
find a speaker’s message more interesting, grasp it more easily, and retain
it longer when it is presented visually as well as verbally.

-Stephen E. Lucas

Today’s technology offers an unprecedented array of visual and audio resources that
can enhance your speech. Communication media, also known as Presentation
media are technical and material resources ranging from presentation software and
real-time web access (RWA) to flip charts and handouts that speakers use to
highlight, clarify, and complement the information they present orally. Knowing how
and when to use these resources is especially important for public speakers today
because presentation media are often misused. Resources such as PowerPoint can
enhance your message, but unimaginative presentation media will bore the audience.

However, when integrated effectively into a speech, even the most low-tech
presentation media can greatly enhance the look and feel of your speeches,
strengthen your message, and help ensure the speech fulfills its purpose.

Audiences appreciate speakers who use technological and symbolic resources

creatively. When used appropriately, presentation media can become a core feature
of your speeches. Learning how to use presentation media well involves more than
simply learning a set of technical procedures. Your use of presentation media must
also be properly motivated and well executed to clarify, support, dramatize, exemplify,
or complement information you present orally.

You can use presentation media to attract and connect with audience members,
spark their imagination, make sure they get the full meaning and impact of what you
have to say, and demonstrate your creativity. Used properly, presentation media add
something special to your speech by giving the audience additional sensory input
about your topic or your argument. However, like everything else in your speech, you
must have good reasons for incorporating media into your presentation. You can use
presentation media to

• draw attention to your topic;

• illustrate an idea that can’t be fully described by words alone;
 • stimulate an emotional reaction;
• clarify a point;
• support your argument with a graphical display of facts and figures;
and
• help your audience remember your main ideas.

Keep in mind that each type of presentation media has its advantages and its
limitations, as summarized in Table 1.

UNDERSTANDING THE BASICS OF VISUAL DESIGN

To get the maximum impact from visual presentation media, follow the general
guidelines for visual design outlined in Table 2. Strive for clarity and brevity. For
example, too much information on a single digital slide will overwhelm and distract
audience members ---- they’ll dismiss the slide or read it instead of listening to you.
Choose your visual materials carefully, using just enough to make your points and
call attention to key ideas you want the audience to recall. In addition, use visual
materials when images will say more than words. For example, close-up images often
have powerful impact because they’re perceived as personal and intimate. To avoid
boring your audience, balance variety with coherence by developing a consistent
theme of your visual media while varying the content. Finally, large lettering makes it
easier for the audience to see your visual media and grasp your points quickly.

USING TRADITIONAL VISUAL AND AUDIO MEDIA

Traditional visual and audio media used in public speaking include overhead
transparencies, flip charts and posters, white boards and chalkboards, document
cameras, video, handouts, models, and sound recordings.

Overhead transparencies

Overhead transparency is a clear acetate page displayed by means of an overhead

projector. Although most speakers in work-related speaking situations use digital
slides and document cameras, overhead transparencies are still often used in
classrooms. To use an overhead projector, you must first make transparencies of the
material you want to show. Transparencies are clear acetate pages displayed by an
overhead projector during a speech. By using the presentation, word processing or
graphics software on your computer, you can create high-quality transparencies in
color or black and white. Color is more expensive, but the impact of it creates for
many applications often makes the extra investment worth it.

Flip Charts
Sometimes speakers want to document good ideas brought up during an interactive
brainstorming session. An excellent medium for accomplishing this is a flip chart
placed near the speaker or large sheets of paper propped up on an easel. A flip chart
is a large pad paper that rests on an easel allowing a speaker to record text or
drawings with markers during a speech. Even the biggest high-tech companies
routinely use flip charts for their in-person brainstorming sessions. The audience
stays lively during such interactive meetings, as long as the meeting is attended by a
relatively small number of people. In large spaces with large audiences, flip charts
won’t hold the audience’s attention or serve the purpose of facilitating interaction
among audience members.

White Boards and Chalkboards

White board is a smooth white board that can be written or drawn on with markers.
Using a white board with colored pens, or even a chalkboard with white chalk, can
help you achieve the same outcome as a flip chart on an easel. The board, however,
should be used only when brainstorming with the audience about ideas, never for
presenting materials. Although it may be tempting, don’t even use it for posting
telephone numbers, web addresses, mailing addresses, and the like. Turning your
back to the audience while you scribble something on the board can make you look
less prepared and professional than you are. You’ll be more effective if you project
this sort of information in a digital slide during the speech or put it in a handout for
distribution after you conclude your speech.

Document camera

A document camera is a projector device that uses a video camera to capture and
display images, including 3D visual materials. It functions somewhat like overhead
projectors but provide far more sophisticated features. Unlike overhead projectors,
which use light and mirrors to display the image on a transparency, document
cameras use a video camera to capture and display the image. Document cameras
allow you to zoom in on a specific part of an image, capture image for later use, and
show highly detailed images ---- abilities an overhead projector lacks. As with all
presentation media, prepare the images you want to display well in advance and
practice using the document camera so you’re comfortable with all the features.

Video

To determine whether you should use a video clip in your speech, ask yourself
whether it will contribute something truly important to your speech. Showing a video
clip can elicit an emotional response from audience and improve their recall of your
speech. But it also changes the mood of the speech and may disturb the relationship
between speaker and audience.
With the availability of online video sites such as YouTube, searching for and
identifying a relevant video clip has become much easier than it used to be. If you
decide to incorporate a video clip into your speech, consider these guidelines:

• Keep the clip short. With other visual media, speakers continue talking while
showing the images or text. Unless you turn off the audio for the clip, you
can’t speak while it’s playing, so you lose valuable speaking time. In addition,
a lengthy video clip takes the audience’s attention away from the speaker.
Choose a short clip for maximum impact;

• Treat the video as an integral part of your speech. Determine how you will
transition into and out of the video to provide a seamless experience for your
audience;

• If possible, embed the video within your digital slides. Presentation software
such as PowerPoint and Keynote allows you to embed video in a slide so you
can avoid relying on a separate piece of equipment, such as a DVD projector.

Be wary of incorporating a stimulating video clip at the risk of neglecting the most
important elements of your speech --- the content and the delivery. In addition, keep
in mind that relating a film clip to your speech in a way that truly advances your
purpose can prove challenging. Audience members may enjoy watching a brief video
clip, but it may not inform or persuade them in ways related to your topic.

Handouts

Handouts are sheets of paper containing relevant information that some speakers
use in conjunction with other presentation media. If you decide to use a handout, think
carefully about when you’ll distribute it. You have three options: Before you begin the
speech, during the speech, or after you conclude, to help you decide which option to
use, determine when the audience needs the information. Also think about how the
physical act of distributing the handout will affect your speech performance. Passing
paper around the room is noisy and may disrupt your audience’s attention and
concentration. In addition, the audience will read the handout and not pay attention
to you. All things considered, it’s almost always best to distribute handouts after you
finish your formal remarks.

Models

A model is a copy of an object, usually built to scale, that represents the object in
detail. For certain subjects, physical models that represent the topic being discussed
can add a helpful, sometimes necessary, visual dimension to a speech. Models are
especially useful for describing and explaining scientific topics that involve a physical
structure. For instance, the molecular structure of an atom can be demonstrated with
a model. A small-scale replica of fossil remains can help a speaker describe the
physical characteristics of extinct species. In fact, speeches about medical and
biological topics such as the anatomy of a brain or the physiology of hearing would
be difficult to present without the appropriate model.

Other types of speech topics also lend themselves to the use of models. Community
planners and architects often use models to promote their ideas. For example, a
model of a proposed new building for the community or campus helps audience
members visualize what the structure would look like. An alternative to using a
physical model is to use a software program that allows you to project animated three-
dimensional models onto a screen. This option eliminates the two greatest
disadvantages of using physical models: their small size, which limits the audience’s
ability to see the model, and the difficulty of trying to handle or show the model during
the speech.

Advantages and Limitations of Presentation Media

TYPE ADVANTAGES LIMITATIONS

Overhead Technical simplicity; ease of use Transparency placement and order;

transparency speaker tends to talk on screen

Flip chart and Documents audience feedback and Lacks a professional look; may be
poster ideas hard for all audience members to
see

White board and Records spontaneous thoughts Writing takes away from speaking
chalkboard time; speaker may appear
unprepared, rude

Document Projects images with great detail; can Expensive equipment; complex to
camera zoom in, capture images, display 3-D use
renderings

Video Evokes emotions in audience; portrays Interferes with speaking pace and
examples audience focus

Handout Enhances audience recall after speech; Disrupts continuity of presentation;

reinforces key ideas wasteful

Model Provides specific references; helps Can be too small or detailed; not
audiences visualize materials and suitable for large audiences
concepts

Audio Media Sets mood; triggers imagination Decrease speaking time; distracting
 Digital slide Blends text, images, video, sound Overused, boring, speech content
neglected; speaker tends to talk to
screen

Real-time web Fresh, current information Slow connections and download

access times; available systems can be
unreliable

Table 1

Sound Recordings

Sound, like visual images, can stimulate mental images, triggering the imagination
and setting a mood. Sound can provide examples of something that is difficult to
explain with words. How might you convince your audience that a proposal for a new
freeway in your city is a bad idea? Play a tape of traffic noise ---- loudly. How might
you set the mood for a demonstration of massage therapy? Begin with a few seconds
of calming ambient music, played softly. Of course, keep your audience in mind:
Avoid music or other sounds that would offend or alienate audience members, such
as songs containing profane or sexually explicit language.

Audio technology is usually relatively easy to manage. If the place where you’ll be
speaking doesn’t provide audio equipment, bring your own portable CD or MP3 player
and speakers. Better yet, embed the audio file in a digital slide so that you can
transition into and out of your audio clip smoothly. Set the volume high enough so
everyone can hear the sound clearly, but don’t turn it up so loud that it annoys your
audience. Some public speakers briefly sing or play an acoustic instrument as part of
their speeches. That can be effective too; just don’t confuse giving a speech with
giving a concert.

USING COMPUTER TECHNOLOGY

Depending on the speaking context, you may want to use a computer to enhance
your presentation. The two computer technologies speakers use most commonly are
digital slides and real-time web access.

Digital Slides: Do’s and Don’ts

Because of its dominant position, the name PowerPoint has become synonymous
with presentation software. Presentation software allows computer users to display
information in multimedia slide shows.

Without question, presentation software is the most versatile and dynamic multimedia
tool for most public speaking purposes. It provides all the advantages of the slide
projector, and none of the technical disadvantages. But not every speech or occasion
calls for the use of digital slides. Many audiences have tired of overblown PowerPoint-
driven speeches. Still, when used appropriately, presentation software can be very
effective.

General Guidelines for Visual Designs

Keep it simple. Avoid including too much information in a graphic. The impact should
be immediate and clear. By keeping visual material simple, you can
also maintain maximum personal contact with your audience.

Emphasize only key When you call attention to ideas with a graphic representation, make
ideas. sure the graphic clearly illustrates your key points or most important
supporting data.

Show what you can’t The best use of visual media is to reveal material you can’t easily
say. describe orally or with text. Photographs, drawings, simple charts, and
graphs can all accomplish this objective.

Use close-up Select and present photographs, video, and other images that will create
photographs and real impact. Close-ups can be very effective, especially to revoke
other images. emotional responses from your audience.

Keep the number of Too many images will tire your audience. Eight or ten images should be
images you present the maximum number for most presentations.
manageable.

Combine variety If you use several images, vary the design enough to make them
with coherence. interesting but keep them aesthetically consistent. For instance, use the
same colors or type font, but vary the content. Or mix photographs with
graphics that maintain the same style throughout.

Use large lettering. Use large lettering so the audience can read the text easily. Avoid
presenting lengthy blocks of text.

Table 2

You may already feel comfortable and confident using PowerPoint. When used
in moderation, presentation software can help you produce a more
conversational and engaging presentation. But remember: Presentation software
will not give your speech for you. Nor it should be more prominent than you, the
speaker. You give a “speech,” not a “PowerPoint presentation,” and you and your
message must remain the primary focal points.

To use digital slides effectively, follow these guidelines:

• Carefully develop your speech and then consider how you’ll support your
oral materials with digital slides. Avoid taking the reverse approach,
overpreparing your digital slides and underpreparing the rest of your
presentation. The success of your speech depends primarily on the
quality of what you’ve got to say;
 • Use digital slides sparingly. Audience tire of so much visual presentation
and will tune you out if they feel visually overwhelmed. When used
inappropriately, digital slides take the emotion and personality out of the
speech and diminish the vital connection between speaker and audience.
Use digital slides in a way that keeps your audience connected to you
and your topic;

• Balance creativity with clarity and predictability with spontaneity. Avoid

depending on the standard templates, clip art, and animation techniques
that presentation software programs provide. Because PowerPoint is
widely used today, everyone immediately recognizes those predictable
visual forms. Research has found that although audiences generally
prefer digital slides to overhead transparencies, the software’s animation
and sound effects are viewed negatively. Keep slides clear and easy for
the audience to understand.

Digital Side Design Tips

With presentation software, you have more elements to consider than with other
visual media. For example, you can make visual transitions from one slide to the next
and select special effects that animate your graphical material. These features
present real advantages over other presentation media, but only when use them
strategically and sparingly.

If you use presentation software, keep the following additional guidelines in mind
when designing the slides for your speech:

• Avoid relying on text or numbers. The most effective use of

presentation software is for visual, not textual or numerical
representation. The visual may be still or moving images;
• Limit the number of bullet points for each slide. If you decide to use
text, don’t bore your audience with lengthy wordy slides. Use a
maximum of four to six points per slide;
• Make the type font large and clean. Keep the font size large (40-point
and above for titles; 20-point and above for text), and stay away from
script or overly abstract lettering styles. Use sans-serif fonts, such as
Arial, Verdana, and Geneva for maximum readability;
• Choose transitions that fit the tone of your topic and visual material.
Presentation software gives you many ways to transition from one
slide to the next. Good choices include “fade through black” and
“dissolve.” Within a speech, use the same type of transition for all
your slides to give the audience a sense of consistency;
• Avoid special effects. Special effects allow you to manipulate the
visual field of a digital slide in order to put proportions of the field in
motion. For instance, you can have an image “fly” in from top or
bottom, left or right. Audiences usually find these effects annoying or
distracting. Any special effect you use should serve a purpose
directly related to your speech purpose;
• Using colors. When deciding which colors to use for your digital
slides, choose colors that produce high contrast or the greatest
difference between the background and the type. The higher the
contrast, the easier it is for the audience to see the type against the
background, which in turn makes it easier to read. For example,
designing digital slides using a dark background color like dark blue,
and a much lighter color for the type, like pale yellow, provides a
strong contrast. Sometimes it makes sense to match the colors of
your slides to the event or organization.

Definitions of Patriotism

Merriam Webster Dictionary: love or devotion to one’s country

Wiktionary: Love of country; devotion to the welfare of one’s country; the virtues
and actions of a patriot; the passion which inspires one to serve one’s country

Ultralingual Online Dictionary: Love of country and willingness to sacrifice for it

Cambridge International Dictionary of English: when you love your country

and are proud of it

Infoplease Dictionary: devoted love, support, and defense of one’s country,

national loyalty

The Wordsmyth English Dictionary: love for, and devotion and loyalty to, one’s
nation

Figure 1
Too much text
TYPES OF PERFORMING ARTS

• Juggling

• Dance

• Circuses

• Magic

• Opera

• Musicals

• Storytelling

• Art Festivals

• Fire Arts

• Variety Entertainment

• Comedy

Figure 2

Too many bullet points

Components of Education

• Knowledge – what you are confident you understand or know about a subject

• Learning – how you go about acquiring knowledge and wisdom through

studying a subject

• Pedagogy – considered both an art and a science, refers to the methods

teachers use in the process of instruction
 Figure 3
Wordy Bullet Points

National Regular Holidays

• Labor Day – May 1

• Independence Day – June 12

• Bonifacio Day – November 30

• Christmas Day – December 25

• Rizal Day – December 30

Figure 4
Large, Clean Type Font

Hardware Set-Up Tips

Familiarize yourself with the equipment in the room well before the day of your
speech. When equipment is not readily available, you may decide to use your own
laptop and connect it to your projector supplied by the organizer, by your school, or
by your company. Many speakers find this to be the best solution because they feel
most comfortable using their own computers. Any setup you use will require careful
planning. Even if you bring your own equipment, know how to make it function
properly in the room where you’ll be speaking.

If you’d like greater freedom to move around the room during your speech, use a
remote-control device when you present your digital slides. With a remote, you can
advance the slides whenever you want from any place in the room.

Real-time Web Access

Today more and more classrooms and meeting rooms have internet access, which
gives you the option of displaying a website during your speech, a dynamic resource
that can be very useful for certain kinds of presentations. When applied to
speechmaking, this functionality is termed real-time web access (RWA). Real-time
web access (RWA) is employing a live internet feed. With RWA, you navigate in real
time through web pages associated with your topic. You can use RWA to demonstrate
how to do something special on the web, such as researching an idea, checking the
current status of any topic, or displaying articles found on websites that support your
purpose or argument. This web evidence, or webidence is a web source displayed
as evidence during a speech, found by using real-time web access or webpage
capture software. It gives your presentation an in-the-moment feeling not possible
with static digital slides. Because the audience understand that you are functioning
in real time, you can also encourage audience participation in your navigations or
searches.

The spontaneous nature of RWA and webidence can be used to the speaker’s
advantages. Still, if you plan to display a web page in real time during your speech,
check immediately beforehand to make sure access is possible and that the site you
intend to show is available.

TIPS FOR USING PRESENTATION MEDIA

Presentation media can enhance your effectiveness as a speaker but can also detract
from your message if not used correctly. The following tips will help you integrate
presentation media into your speech successfully.

Consider your Room and the Audience

To get the maximum effect from your presentation media, be sure you have easy
access to the equipment while you speak. Project your images at a height and
distance that will make them easily visible for everyone in the audience. In some
cases, this may require moving a table to a better position.

When using digital slides or any other media that requires a screen, avoid turning
toward the screen where the images are projected. Remain facing your audience
while they look at the screen. One advantage of digital slides and real-time web
access is that the same images appear on your computer screen. You will always
know exactly what’s on the big screen simply by observing what’s on your computer
screen.

Practice with your Media

When you practice your speech, incorporate your digital slides, document camera
images, and other presentation media so you learn to integrate them smoothly into
your speech. Sometimes speakers forget about their media as they give their
speeches, so include reminders on your note cards indicating when to use your
presentation media.

Arriving early and checking on the technical equipment for your speech helps you
manage nervousness and avoid technology mishaps. If possible, check the
sharpness and placement of projected images before audience members enter the
room. Put your transparencies in order. Check the sound quality of your speakers.

Although presentation media greatly enhance the public speaking experience, you
must be prepared for those technologies to fail. Sometimes quick repairs are possible;
at other times, you just have to continue your speech without the technology you’d
planned to use. In these cases, you must improvise. Use the chalkboard or white
board. Ask for volunteers from the audience to demonstrate a point. Bring backup
visual materials, such as overhead transparencies with key images or graphics.

Effectively managing your technology requires planning and practice. Design digital
slides, overhead transparencies, audio clips, and other technological components of
your presentation well before the day you must give your speech. Practice using the
technology so that it becomes a natural part of your presentation.

Speak to Your Audience, Not Your Media

Whatever presentation media you use, always keep your focus on the audience. You
may be tempted to look at the screen when using projection media. But when you
look at the screen, you turn your back on the audience. Listeners will feel ignored and
their attention will wane. Instead, glance at the actual image on the media equipment,
such as the computer screen. As you practice with your presentation media, make a
conscious effort to face your practice audience or where the audience would be
sitting.

Source: Cuerda, F. & Pilapil, E. Purposive Communication in the New General

Education Curriculum, c2017.