3 Golden Rules Of Using Visuals In Meetings

Business woman giving a presentationWhen you are hosting a large meeting, it may be hard to communicate effectively with the attendees.

First, unless you have a microphone, not everyone may hear you.

Second, a large number of people can take up the time with questions and comments, not leaving you with enough time to finish everything you want to get through.

Aside from these predicaments, it may be hard to incorporate visuals into your presentation.

However, using imagery is very beneficial to present alongside oral speech. Not only do visuals help foster comprehension, but they bring what you are talking about to life, in a way.

However, using visuals in a large space is often difficult because not everyone can see them. Therefore, utilising these tips can help you during your meeting.

Copies – The easiest way to make sure that everyone has access to a visual during a meeting is to make copies. Distributing duplicates allows every individual to take his or her time with the copy, noting whatever is necessary. In addition, making copies allows you to either make the original item larger or smaller in the duplicate for maximum comprehension. For example, if you are trying to show a photo of a new restaurant location, it would take time to pass this single image around to a large number of attendees, but presenting each person with a visual solves this problem.

Projection Screen – A projection screen is a must in any conference room. This piece of technology allows presenters access to show any visual from a computer screen, which can be magnified and shown at a meeting. Projection screens are large, making it easy for everyone in the room to see the visual. In addition, these screens also help presenters to share outlines or general meeting points with the listeners, which aids in their comprehension and helps attendees keep up with the meeting. 

Virtual Meeting – One of the latest technological developments makes incorporating images in meetings easier than ever. Presenters can share visuals through collaboration software, or apps, such as Basecamp or Google Docs. Invented originally for virtual meetings, more and more managers are asking their team members to come to meetings with their own computers in order to coordinate their screens to see the same image.

According to Billion Dollar Graphics, “studies find that the human brain deciphers image elements simultaneously, while language is decoded in a linear, sequential manner taking more time to process.” It is very helpful to your audience to see visuals in a presentation. Although it can be challenging to employ images for large groups, it is possible with the three tips above.

Many thanks

Mark Williams

Head of Training

MTD Training   

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Updated on: 15 April, 2015

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