3.1.3: Choosing the Best Presentation Tools and Visual Aids
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\(\newcommand{\avec}{\mathbf a}\) \(\newcommand{\bvec}{\mathbf b}\) \(\newcommand{\cvec}{\mathbf c}\) \(\newcommand{\dvec}{\mathbf d}\) \(\newcommand{\dtil}{\widetilde{\mathbf d}}\) \(\newcommand{\evec}{\mathbf e}\) \(\newcommand{\fvec}{\mathbf f}\) \(\newcommand{\nvec}{\mathbf n}\) \(\newcommand{\pvec}{\mathbf p}\) \(\newcommand{\qvec}{\mathbf q}\) \(\newcommand{\svec}{\mathbf s}\) \(\newcommand{\tvec}{\mathbf t}\) \(\newcommand{\uvec}{\mathbf u}\) \(\newcommand{\vvec}{\mathbf v}\) \(\newcommand{\wvec}{\mathbf w}\) \(\newcommand{\xvec}{\mathbf x}\) \(\newcommand{\yvec}{\mathbf y}\) \(\newcommand{\zvec}{\mathbf z}\) \(\newcommand{\rvec}{\mathbf r}\) \(\newcommand{\mvec}{\mathbf m}\) \(\newcommand{\zerovec}{\mathbf 0}\) \(\newcommand{\onevec}{\mathbf 1}\) \(\newcommand{\real}{\mathbb R}\) \(\newcommand{\twovec}[2]{\left[\begin{array}{r}#1 \\ #2 \end{array}\right]}\) \(\newcommand{\ctwovec}[2]{\left[\begin{array}{c}#1 \\ #2 \end{array}\right]}\) \(\newcommand{\threevec}[3]{\left[\begin{array}{r}#1 \\ #2 \\ #3 \end{array}\right]}\) \(\newcommand{\cthreevec}[3]{\left[\begin{array}{c}#1 \\ #2 \\ #3 \end{array}\right]}\) \(\newcommand{\fourvec}[4]{\left[\begin{array}{r}#1 \\ #2 \\ #3 \\ #4 \end{array}\right]}\) \(\newcommand{\cfourvec}[4]{\left[\begin{array}{c}#1 \\ #2 \\ #3 \\ #4 \end{array}\right]}\) \(\newcommand{\fivevec}[5]{\left[\begin{array}{r}#1 \\ #2 \\ #3 \\ #4 \\ #5 \\ \end{array}\right]}\) \(\newcommand{\cfivevec}[5]{\left[\begin{array}{c}#1 \\ #2 \\ #3 \\ #4 \\ #5 \\ \end{array}\right]}\) \(\newcommand{\mattwo}[4]{\left[\begin{array}{rr}#1 \amp #2 \\ #3 \amp #4 \\ \end{array}\right]}\) \(\newcommand{\laspan}[1]{\text{Span}\{#1\}}\) \(\newcommand{\bcal}{\cal B}\) \(\newcommand{\ccal}{\cal C}\) \(\newcommand{\scal}{\cal S}\) \(\newcommand{\wcal}{\cal W}\) \(\newcommand{\ecal}{\cal E}\) \(\newcommand{\coords}[2]{\left\{#1\right\}_{#2}}\) \(\newcommand{\gray}[1]{\color{gray}{#1}}\) \(\newcommand{\lgray}[1]{\color{lightgray}{#1}}\) \(\newcommand{\rank}{\operatorname{rank}}\) \(\newcommand{\row}{\text{Row}}\) \(\newcommand{\col}{\text{Col}}\) \(\renewcommand{\row}{\text{Row}}\) \(\newcommand{\nul}{\text{Nul}}\) \(\newcommand{\var}{\text{Var}}\) \(\newcommand{\corr}{\text{corr}}\) \(\newcommand{\len}[1]{\left|#1\right|}\) \(\newcommand{\bbar}{\overline{\bvec}}\) \(\newcommand{\bhat}{\widehat{\bvec}}\) \(\newcommand{\bperp}{\bvec^\perp}\) \(\newcommand{\xhat}{\widehat{\xvec}}\) \(\newcommand{\vhat}{\widehat{\vvec}}\) \(\newcommand{\uhat}{\widehat{\uvec}}\) \(\newcommand{\what}{\widehat{\wvec}}\) \(\newcommand{\Sighat}{\widehat{\Sigma}}\) \(\newcommand{\lt}{<}\) \(\newcommand{\gt}{>}\) \(\newcommand{\amp}{&}\) \(\definecolor{fillinmathshade}{gray}{0.9}\)Microsoft PowerPoint has been the focus for these chapters and we have covered setting a foundation and building proficiency. Understanding the dynamics of Microsoft PowerPoint provides a good foundation for using any other presentation tools. There are many to choose from and they have their advantages and disadvantages. Most provide the option to convert to a Microsoft PowerPoint. Regardless, of the presentation tool you decide to use in the future, review the main key elements for presenting.
Key Considerations
Presentation software allows you to take an oral presentation to the next level—engaging your audience verbally and visually as well as aurally. What’s most powerful about using presentation software and other visual aids is the ability to use imagery to bridge cultural and language gaps and arrive at a shared understanding of the message.
Using multimedia—images, photos and video and animation—that supports your point also provides repetition and can increase retention. A memory research pioneer, German psychologist Hermann Ebbinghaus, found that we forget approximately 50 percent of new information within 18 minutes, with retention falling to 35 percent after a week. However, Ebbinghaus also discovered that repetition of the new information at key intervals can change this trajectory, a discovery known as the spacing effect. [1] Specifically, repeating the information at a 10–20 minute, 24 hours and 7 day intervals countered the initial memory loss and reduced the subsequent rate of memory loss. The lesson for presenters: work repetition into your presentation and your follow-up.
Adapt to Listeners' Learning Styles Using the VARK Model
The VARK model identifies four main types of learners: Visual, Auditory, Read/Write and Kinesthetic. Consider listeners' learning style when determining the types of visuals to use in your presentation.
- Visual learners prefer to see pictures, photos, graphs, charts, and diagrams.
- Auditory learners prefer listening and speaking, so choose vivid language and use vocal variety such as raising or lowering your voice to emphasize or de-emphasize key points.
- Read/Write learners prefer written information such as handouts, summaries, or lists.
- Kinesthetic learners prefer hands-on activities. You can incorporate these activities by asking listeners to raise their hands if they agree with you or to imagine holding an object in their hands.
Be creative! Track the types of visuals that appeal to certain audiences, and don't forget the element of surprise! For example, a speaker might perform a magic trick in the opening before explaining that the company's new product works like magic.
The Power of Visual Communication
Visual communication, the art of conveying information through images, is a powerful tool that enhances clarity, engagement, and memory retention. Visual aids make complicated ideas easier to understand and remember. Visuals have the power to tell a story, evoke emotions, and capture attention in the way that words alone cannot.
Presentation Tools
Presentation software elevates oral presentations, engaging your audience verbally, visually, and aurally. Below are the top 10 tools used today. Notice that PowerPoint is listed first because it is considered one of the most robust tools for creating presentations due to its design capabilities, custom templates and formatting options. Google slides are often used by teams working on collaborative projects. Each tool has a best purpose.
- PowerPoint – One of the most widely-used presentation tools in the U.S.
- Tool: Microsoft PowerPoint
- Learning Resource: Microsoft PowerPoint Training
- Google Slides – A free cloud-based alternative to PowerPoint
- Tool: Google Slides
- Learning Resource: Google Slides Help
- Canva – A design-focused tool with presentation templates
- Tool: Canva Presentations Figure 2: Wall of Slides
- Learning Resource: Canva Design School
- Prezi – A tool for creating dynamic, non-linear presentations
- Tool: Prezi
- Learning Resource: Prezi Training
- Visme – A tool with infographics and animation features
- Tool: Visme
- Learning Resource: Visme Learning Hub
Eight Principles of Visual Communication
Design your slides to have the most impact. The most basic advice is to follow the Rule of Thirds. As a compositional guideline, it encourages dividing an image into nine equal parts (see the example below). The Rule of Thirds is used in art, painting, photography, and design. The table below illustrates more key principles of visual communication, definitions, and how to apply the principles in presentations.
| Principle | Definition | Example in a Presentation |
|---|---|---|
| Balance | The distribution of elements to create a stable and visually pleasing layout | Ensuring text and images are evenly distributed across a slide to avoid clutter on one side |
| Contrast | The use of differences (e.g., color, size, shape) to highlight important elements | Using a dark background with white text for readability or bolding keywords |
| Emphasis | Drawing attention to the most important part of the visual | Using a larger font or a bright color for a critical statistic on a slide |
| Movement | Guiding the viewer’s eye through the design in a natural sequence | Placing arrows or numbering steps in a process to direct attention logically |
| Pattern | The repetition of visual elements to create consistency | Using the same font and header style across all slides to maintain a professional look |
| Proportion | The relative size and scale of elements to show importance | Making the title larger than body text to indicate hierarchy and focus |
| Repetition | Reinforcing key messages by using consistent design elements | Repeating a company logo or a key phrase throughout the presentation to strengthen the message |
| Unity | Ensuring all elements work together cohesively | Using a consistent color scheme and design style throughout the slides |
Best Visual Aids for Presentations
As with any visual, less is more. You don't have to overwhelm your audience with your artistic flair. Which type of visual will resonate with your specific audience? If you are delivering your talk to more than one audience, will you need to add, remove, or adapt your visuals?
- Slides with Minimal Text – Ensure readability and avoid information overload
- Charts and Graphs – Use to represent data clearly and visually
- Images and Illustrations – Reinforce key points and make content engaging
- Videos and Animations – Enhance storytelling and provide real-world examples
- Infographics – Summarize complex data in an easy-to-understand format
- Props and Physical Objects – Help demonstrate concepts hands-on
- Diagrams and Flowcharts – Show relationships and processes
Guidelines for Using Visual Aids Effectively
Focus on your audience and purpose. SEE and HEAR your talk from the audience's viewpoint. Your audience will influence your choice of primary and supplemental tools: handouts, product samples, giveaways, worksheets, and even snacks.
Audience: Diverse college students
Purpose: To persuade them to donate to an edible garden in their community
Possible Visual Aids: Statistical chart showing food insecurity in our community, photo of garden created in another community, handout of seed packets
You can distinguish yourself by your knowledge and application of learning and design principles. Even basic facts and figures can be rendered beautifully. Instead of typical online photos or charts and graphs, consider creating an infographic that distills the insight. For inspiration, visit David McCandless’s Information is Beautiful website. To understand the possibilities for presenting complex data in a compelling manner, explore the resources on Edward Tufte’s website(opens in new window) or one of his classic books on data visualization. For perspective, The New York Times described Tufte as the “Leonardo da Vinci of data.” Not to be outdone, Bloomberg labeled Tufte the “Galileo of graphics.”
- Keep It Simple – Use minimal text and focus on key points
- Use High-Quality Images – Avoid pixilated or distracting visuals
- Be Consistent – Stick to a uniform color scheme and font style
- Limit Animations – Use them sparingly to avoid distractions
- Ensure Readability – Use large, clear fonts with good contrast
- Explain the Visuals – Don’t assume the audience will interpret them correctly
- Test Before Presenting – Ensure all visuals function properly in the setting
Displaying Visuals Using Communication Platforms Such as Zoom or MS Teams
When sharing your screen on a communication platform such as Zoom or MS Teams, remember that YOU are a visual. Your personal appearance and placement within the frame will convey your confidence and credibility. On her website, the Science of People, author and speaker Vanessa Van Edwards provides a great deal of advice for presenting online,[3] including:
- Keep your eyes wide open. Eyes express likeability
- Smile to suggest competence and friendliness.
- Dress for success to boost your influence factor.
- She advocates filming from the waist up so the audience can see your posture and gestures.
- Use a warm-tone background.
- Position yourself from the waist up, as illustrated below.
Learn more on her website: Digital Body Language [Digital Body Language: 24 Tips to Build Rapport (w]
Resources for Engaging Your Audience
Other Tools
Consider other tools that show your creativity or thoughtfulness. Focus on providing valuable, relevant elements that will engage the audience. As technology evolves, you can explore interactive elements, games, and even alternate endings (think about movies--they could have a fairy-tale ending or tragic finale).
- Before and After Photos
- Add Ins: Polling
- Handouts (i.e., infographic, quick reference)—Not your presentation!
- Giveaways, including snacks
- Flip Charts and Dry Erase Boards
- Memes and GIFs
- Live-action videos
Final Thought
John Medina stated, "Visuals engage the mind, ease understanding, and are most remembered." [2] A well-crafted presentation blends strong content, strategic repetition, engaging visuals, and thoughtful audience interaction. Mastering these elements will enable you to connect with your audience, enhance your credibility, and emphasize key points in both online and live presentations.
Additional Resources
Barker, Philip. Using Visual Aids in Presentations. New York: Routledge, 2019.
Duarte, Nancy. Slide:ology: The Art and Science of Creating Great Presentations. Sebastopol, CA: O'Reilly Media, 2008.
Garr Reynolds. Presentation Zen: Simple Ideas on Presentation Design and Delivery. Berkeley, CA: New Riders, 2011.
Weissman, Jerry. Presenting to Win: The Art of Telling Your Story. Upper Saddle River, NJ: Pearson Education, 2009.
Footnotes
[1] Harry Cloke. What is the Forgetting Curve? Definition, History & Key Strategies [2025]. Growth Engineering. Growth Engineering [www.growthengineering.co.uk]
[2] Peg Arnold. Using Visual Aids to Engage Your Audience. SpeakUp Conference. n.d.
Contributions and Attributions
- Presentations and Other Visual Aids. Authored by: Nina Burokas. Provided by: Lumen Learning. License: CC BY: Attribution(opens in new window)
- Choosing the Best Presentation Tools and Visual Aids. Provided by: Rae Ann Ianniello License: CC BY: Attribution(opens in new window)
- Figure 1: VARK Illustration. Provided by: Rae Ann Ianniello License: CC BY: Attribution(opens in new window)
- Figure 2: Include a Roadmap. Provided by: Rae Ann Ianniello License: CC BY: Attribution(opens in new window)
- Figure 3: Rule of Thirds. Example 1 of Slide Design. Provided by: Rae Ann Ianniello License: CC BY: Attribution(opens in new window)
- Figure 4: Place Subject Strategically. Example 2 of Slide Design. Provided by: Rae Ann Ianniello License: CC BY: Attribution(opens in new window)
- Figure 5: Positioning on a Communication Platform. Provided by: Vanessa Van Edwards.