Viewing Distance - vc.wisc.edu

TIPS FOR VISUAL AIDS

SUBMITTED BY JIM GRAY, HUMAN RESOURCE DEVELOPMENT, UW-MADISON
This chart provides guidelines for how large letters should be based on the viewing distance.

25 ft 50 ft 100 ft

Viewing Distance

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POWER POINT PRESENTATION

Techniques for use:
• Set up all equipment beforehand; run through all slides and practice procedures.
• It is fine to vary the content presentation (i.e. bulleted list, 2-column text, text & image), but be

consistent with other elements such as font, colors, and background.

• Dark text on a light background is best. Patterned backgrounds can reduce readability of text.
• Use no font size smaller than 24 point.
• Use bullets or numbers when listing your points on slides.
• With your least visible slide on, test visibility from the back of the room.
• Introduce each slide just before you show it.
• Make sure the number of slides is right for the time allocated for your presentation.

Advantages Disadvantages

Power point slides look professional. The equipment can fail. Slides cannot be
written on.
The pace of your presentation can be easily
varied with power point slides. The order of presentation cannot easily be
changed.
A power point can show colorful photos and
illustrations. Power point slide presentations work better in
a darker room.
Power point slides can be used for artistic,
multi-image presentations. Eye contact is lost.

Manuscript delivery might be overused.

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HANDOUTS

Techniques for use:

• Use handouts only if they are the best way to deliver your information.

• Use a bullet-point format on the handout. Leave space for the

audience to take notes. Decide when to pass out handouts:

1. Before the presentation (usually best)

2. During the presentation (see if someone else can pass them out for you)

3. After the presentation (generally used if information is necessary for follow-up
assignments after the meeting)

• If possible, put the handout on the tables in front of participants before you start.

• At the beginning of your presentation, give the audience a brief synopsis of your

presentation by walking them, page-by-page, through the handout.

• During your presentation, refer periodically to the page number of the handout so the

audience will be able to follow along with you.

Advantages Disadvantages
Handouts are useful for:
The audience may focus on the hand out
• Summarizing information instead of the presentation.
• Ensuring organization
• Taking notes Handouts are easy to overuse.
• Illustrating paperwork procedures

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FLIP CHARTS

Techniques for use:
• Position the flip chart close to the group, where you can write on it conveniently.
• Adjust the height so that the entire group can see the flip chart and you can still write on it

comfortably.

• Make sure the pad has enough paper.
• Remove used pages if you don't need them; if you wish the group to refer back to them,

tape used pages at the sides and back of the room.

• Stand to the side of the flip chart as you write or speak.
• Speak to the group, not to the flip chart.
• Write legibly.
• Write key words and ideas, not long sentences.
• When recording participants' responses, write their exact words.
• Use a variety of colors; use dark colors for writing and lighter colors for highlighting and

drawing.

• To avoid ‘bleeding,’ write on every other page. (When you flip pages, you'll reveal blank

sheets, rather than information you plan to reveal later.)

• Index your pages with tape tabs.
• Use ‘whispers’—prompt notes for yourself, lightly penciled onto the flip chart page.
• When you can, prepare pages in advance and cover them with blank pages so

participants can't read ahead.

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PROFESSIONAL PRESENTATIONS

Guidelines for Graphs
• Use graphs to depict numerical data and to show trends, cycles, cumulative changes,

relationships, and distribution.

• Label each axis.
• Use a scale that accurately represents the data.
• Place tick marks at appropriate intervals.
• Make data lines heavier than axis or grid lines.
• Use multiple lines if necessary and differentiate between them with line patterns.
• Orient all labels, numbers, and letters horizontally.
• Use action captions.

Ten Year Sales Trend

Kiwis Gobots

Sales (in $Millions) 10
8
6 1998 2000 2002 2004 2006
4
2
0
1996

Sales Year

Sales of Gobots have steadily increased; Kiwi sales have been erratic
over the same period.

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CHALKBOARDS AND WHITEBOARDS

Techniques for use:
• When possible, print on the chalkboard or whiteboard before the presentation begins.
• If a screen is mounted above the board, pull the screen down to conceal the board until

you're ready to reveal it.

• Print in large, legible letters.
• When you must write during the presentation, write or draw for a few seconds at a time

and then face the group.

• Stand to the side of the board as you write or speak.

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GUIDELINES FOR PIE CHARTS

Techniques for use:
• Use pie charts to show how parts relate to the whole.
• Identify each sector and, if appropriate, its percentage.
• Alternate fill patterns and/or colors.
• Ensure that the size of each sector accurately represents the data.
• If appropriate, group several small percentage items under a general label.

How Chief Executives Spend Their Time

All Other
Activities

31%

Scheduled
Meetings

59%

Unscheduled
Meetings
10%

Nearly three-fifths of an executive's time is spent in meetings
(Source: The Nature of Managerial Work)

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GUIDELINES FOR GANTT CHARTS

Techniques for use:

Use Gantt charts to schedule projects and tasks over long periods.

• Use vertical lines to mark major time periods.
• List activities in chronological order.
• Clearly label all bars.
• If appropriate, indicate milestones.
• Identify related activities with bar patterns and provide a legend.

Jan Feb March April May

Define Objectives

Assign Subtasks

Contract Labor

Purchase Hardware

Develop Product

Review

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