No doubt you have been into meeting rooms and seen flip charts covered with scribble or some unintelligible diagram. Often you’ll see scrawl across a flip chart and wonder what on earth it was all about.

On other occasions you have probably been in meeting rooms where the person using the flip chart has written in such a way that you can’t read or interpret what was on the page.

Used badly, flip charts will reduce the impact of your presentation. Indeed, used badly flip charts can have a negative effect, making it much less likely you will get your point across. However, used well, flip charts can make your presentation shine.

TEN REASONS TO USE FLIP CHARTS

1. They make your presentation appear to be interactive, enhancing audience involvement.
2. A flip chart is unlikely to break down or go wrong, unlike computers and projectors.
3. Flip charts can add spontaneity to your presentations, making them much more “alive”.
4. Flip charts do not need the lighting in the room lowered
5. Flip charts can be used in any room – you don’t need a special layout
6. Anyone can use a flip chart – you don’t need technical skills
7. Flip charts can be used for group exercises and audience involvement unlike a projector and slides
8. Flip charts are cheaper than most other audio visual equipment
9. People can make instant copies of your flip chart pages using their phone camera
10. Flip charts can be used together with other visual aids, such as sticky notes.

‘The flip chart is the most commonly used audio visual aid in business, yet it is the only one that people think they don’t need to be taught how to use,’ says Graham Jones. ‘Yet the amazing scribble we see each day on flip charts is testimony to the fact that there is a clear lack of understanding on how to get the best out of them.’

Aim for Clarity
‘For most meetings the only audio visual aid is a flip chart, hence if you use one you need to make your material as clear as you can,’ says Mr Jones. This means planning in advance what will appear and how much space you will give to each item. If possible draw up your flip chart in light pencil in advance of the meeting and then just go over it with a marker pen as the meeting proceeds. This is particularly important for diagrams or charts. ‘Frequently these end up as little scribbles, which can’t be seen from the other side of the room.’

Use Big Letters
‘People often write their flip chart text in letters that can be read by them. But they are only inches from the paper. People in the meeting often are unable to read the text,’ says Graham Jones. To be sure that your flip chart text can be read aim for letters that are at least three inches high and use lower case, non-joined-up writing as this is easier to read than capitals. Avoid underlining your text as this makes it more difficult to see the letters; for clarification use a different colour.

Prepare in Advance
If you want to be really impressive in a meeting and get your point across well, prepare some flip chart pages in advance using plenty of colours. Separate these pages with a few blank pages so you can make notes as the meeting progresses – then turn to your pre-prepared page for impact.

Whatever you do though, advises Graham Jones, is to write your flip chart material, then stand to one side and face the people in the room. That way you can talk to them and not the flip chart! Plus they get the chance to see what you have written.

Pre-write your notes on the flip chart page in faint pencil so you can refer to them as you present. (Your participants will not be able to see your writing, but you will.) Test your markers in advance.

1. Pre-write your notes on the flip chart page in faint pencil so you can refer to them as you present. (Your participants will not be able to see your writing, but you will.)
2. Test your markers in advance. Better yet, travel with your own markers.
3. Use dark-colored markers. The contrast between dark ink and paper will make your writing easier to read.
4. Print in large letters so people can easily see your words. Use a mix of capital and lower case letters.
5. Remember the KILL principle: Keep It Large and Legible
6. Use no more than 5 words across or 5 lines down the page.
7. Use two flip charts to display contrasting ideas or “pros and cons”
8. Write only on the upper two-thirds of the page (it is difficult to see the bottom third from the back of the room.)
9. Ask for a volunteer to write for you so you can focus on the participants. But, be sure to help the volunteer interpret what is being said and help them edit the participant’s responses.
10. The most important tip: “Touch, Turn and Talk.” Have you ever seen anyone read from his or her flip chart while talking? All you see is the back of their head while they block your view of the page. Instead, stand beside the flip chart, TOUCH the bullet point you are about to discuss, then TURN and face the audience (so they can see you clearly) and lastly, TALK. If you remember to “touch, turn and then talk,” you will always be facing the audience while you are speaking.

Use these 10 quick tips for using flip charts to make your next presentation a success!

�2008 Reflective Keynotes Inc., Toronto, Canada

Mike Aoki is a trainer and motivational speaker with 20 years of experience in the telecom industry. For more free tips on public speaking, sales and call center techniques, visit http://www.reflectivekeynotes.com/articles.htm

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Whiteboards and flip chart notes can easily get lost – here’s a fast tip to capture them so someone (not you) can type them out and distribute them for ACTION!

Oops! I broke my own rules and did not follow a checklist on my last public speaking engagement. It was two minutes until start time and I realized there was no flipchart in the room. Oh oh!. Better think fast. I was not using an overhead projector either, so I could not simply write on a blank transparency. Now one and 1/2 minutes left . . . . I thought, “Never let ‘em see you sweat.” So, I went into the hall way to sweat. I saw a flipchart in use by the Air Force folks who were in the next room. I borrowed one piece of flipchart paper and went back into my room. Now one minute left. I put the paper on the floor still not knowing what I would do with it. So I hit the stage and begin the program. 30 minutes in it was the moment of truth. I had a spare marker in my prop box. Ok so far. I had masking tape too. . . . but the way the room was set there was no place to put the piece of paper that would allow both sides of the room to see it.

I guess it was time to have some fun. I asked for three volunteers to BE my flipchart. I qualified the request to include one person with a black shirt (incase the marker leaked through the paper). This got a good laugh. I had the person with the black shirt turn their back to the audience. The other two helpers held the flipchart paper against blackshirt’s back. We had a blast! The three volunteers were laughing. The audience was laughing. Ad-libs were flying. The blackshirt person was getting tickled with the point of the marker. And I still got the point across that I had planned all along. OK I’ll admit I messed up by not checking for the flipchart before speaking. However, if you are willing and able to stay flexible in the face of the inevitable challenges you will face as a fun public speaker, adversity can turn positive very quickly.

Learn to make a home run presentation everytime!