VISUAL AIDS IN BUSINESS COMMUNICATION.

ANKIT JAIN ARPAN SHROFF CHIRAG ZALA

JAYANT RAJPUT RAHUL JAIN

ER.MEHUL SINH RAJPUT

COVERAGE OF THE REPORT

Definition of visual aids

Appropriate formality

Necessary function

Charts

Graph

Audio

Lettering etc.

Techniques used

Check list of effective visual

Advantages & Disadvantages

Conclusion

VISUAL AIDS

Visual aids are an important tool because different

people respond to different learning modalities. Visual

aids also add interest to a discussion.

Basically Visual Aids develop an interest of audience

in the topic, maintain their retention because audience

have limited span of interest and immediately,

bored.

APPROPRIATE FORMALITY

Before starting to set visual aids about presentation

we must have to concentrate about the occasion in

which you have to communicate.

Formal

Semiformal

Informal.

FORMAL TONE

• Person may use either slides overheads transparency

or flipchart.

SEMIFORMAL TONE

• Person may use either charts or dramatics effects or

written materials.

INFORMAL TONE

Person may used writing boards flipcharts even

whatever want to use illustrate.

NECESSORY FUNCTIONS

When tone of presentation has been specified , even after that the material should crowded in the modalities of visual aids. In these circumstances presenter started slapping up selected modality .

These are few modalities of visual aids.

Charts

Graphs

Projections

Slides

Films

Handout

GRAPH

It’s a true visual aid. It makes the demonstration of

calculations , very easier to understand, even

nontechnical person can easily understand the

calculations.

Pie charts It illustrates parts of one item contribution,

percentages, shares, proportions.

GRAPHS

Dividend bars

It illustrates part of more than one item

contributions, percentages , share, proportions

Divided column

Use columns to show time sequence

GRAPH

Bar graph:- It illustrates the rank of contrast more/less, variation, difference between

many items.

Column graph:- It illustrates the variation over time or frequency distribution. (

increase/decrease ,change, trends, concentrations.

05

1015

Series 3

Series 2

Series 1

GRAPHS

Scatter graph:-

Its demonstrates with items

( relation, increase/decrease, change/variance)

Paired bar:-

It demonstrates a maximization/minimization level from a

specific point.

GRAPHS

Easy readability:-

The message of visual aid should be easy to read, and

built interest of audience.

Uncluttered design:-

The material shouldn’t be so much over designed or

crowded.

WORD CHARTS

Obviously word chart is about words. Seldom word

chart also known as agenda chart.

It contains material which is about to communicate in

couples of word rather than any diagram or picture.

Whether it’s on flipchart, slide , board , or even a

handout

CHARTS

Line chart -It illustrates the point of emphasis

movement of change, long time tenures, limit to no

more than three lines.

Flow chart-It demonstrates the sequence, process,

organization line of command, time stages.

0

10

Category 1 Category 2Category 3Category 4

Series 1

Series 2

Series 3

CHARTS

Clear message title and supporting

Effective visual aids have two characteristics ,

message should be clear and relevant to the context .

Example:

Market share in 1983 was 21%.

Market share has decreased.

Chart Junk

This sort of chart is usually gets overdesigned or

crowded material in it which could be difficult to

understand.

Clear words and clear letters

Its not needed to write a complete script in visual

aids., but the necessity is just put the important

points of context.

Lettering:

The message should be clear and précised which

reveals the complete meaning.

Choose Your Visual Aid Equipment:

At different occasions people choose different

modalities as a example in brainstorming probably

person choose a chalk-board or a flip chart which

are easy to use.

• Animated Projection:-A first modality of equipment , animated projection gets film and video clip. This source is very effective to demonstrate any thing in motion.

• Film :-A kind of animated projection . There are two common formats

• 1: 16 mm plays only on 16mm projector.• 2: 8mm plays only on 8 mm projector• 16mm format is more common ,but 8 mm format

is compact, travels more easily and has a good quality.

Still Projections:-

•If person haven’t need to show motivation , person can

choose three different kinds of still projection.

Slides:-

• Slides are more useful when a presenter about to torepresent on multimedia . for the sake of slides presenter represents either on projectors or screens.

Overhead Transparencies :-

• Overhead transparencies also known as acetates and common in business presentation. The equipment consist of the transparencies and projector

No Projection Visuals

Other visual aids do not involve projection as chart,

board , and handout

Chart :-A large piece of paper used to make some piece of art

diagram , or to write some material by hand. Chart

equipment is so much cheaper and less complicated.

Example : Flip chart , cardboard chart , desk-top charts.

Boards :-

Board is like a chart , have the advantage of being used in bright light. They often elicit the most audience interaction and spontaneous to prepare.

NO PROJECTION VISUALS

Handouts:-

Handouts are the final kind of visual aid. Handoutshave no enormous advantage over the other kind ofof visual aids , but its easy to create and it could becreated in a little bit time

GENERAL TECHNIQUES FOR ALL VISUALS:

•Become familiar with the nature of equipment .

• Sometime good speakers got failed to properly

demonstrate their material in presentation

because they haven’t a proper

•Information to use their selected visual aid.

•once you know about equipment ,Practice

integration every visual smoothly in to your

presentation.

•It’s hard to believe how often presentation puts

up a visual aid and continues

•Talking with the faintest reference to it.

SPECIFIC TECHNIQUES FOR A CERTAIN

KINDS OF VISUAL AIDS:

It would be better for presenter to concentrate on these

techniques to control their visual aids in better way.

Writing :

In visual aids , the sentences should not be so longer as

these just loose their importance and become waste. In

these circumstances audience get bore.

Projecting:

In the presentation by slides or transparencies

presenter should concentrate on time limit , because

slides or transparencies are running like a stream.

Pointing :

Presenter should concentrate that material of visual

aid should not hide behind the speaker.

CHECK LIST OF EFFECTIVE VISUALS

Placement:-when completing a written report, put the

visual as close to the paragraph in which the subject is

discussed.

Introduction and interpretation:-introducing the

visual is usually brief, unless you wish to build a little

suspense's by withholding the visual for another page

or later in your speech.

Simplicity:-avoid more than eight lines on an outlines

chart, six to eight categories in bar chart and pie chart,

and three to four lines on a line graph.

CHECK LIST OF EFFECTIVE VISUALS

Emphasis:-Graphics package allow an unlimited

verity of visual techniques: use them sparingly, but

with planned effect. select consistency in

colors,scales,pattern and titles or logos for all your

visuals.

Humor:-Clips art also enhances visual.

Expression of figure:-Round off figures.

Graphic choices:-Outlines gives prose overview: bar

charts compare two or more variables: pie chart often

view a singe category broken down into various parts,

often totaling 100%.

ADVANTAGES

Effectiveness

Importance

Less time

Prompt decision

complimental

DISADVANTAGES

Problem of presentation

Brevity

Need for effectiveness

More cost involment

Wrong decision

CONCLUSION

At last visual aids is the one form of communication

Its gives different types of fundas.

Gives easily explanation.