07 December 2009
Paul Smith

 

Flipcharts and white boards may seem low-tech, but they are very versatile training tools and, being simple pieces of equipment, are virtually foolproof and very reliable.

There's not a lot that can go wrong with a flipchart, though they are easy to trip over if you don't watch where your feet are, and I did once see one fall over onto someone which was distracting for the group and unhelpful to the safety message the trainer was trying to convey.

Wipe boards give you more room to write and draw than the standard flipchart sheet, but flipcharts are more mobile. Wipe boards are normally fixed to the wall (which may not be the best position in relation to the group) though some flipchart easels have a wipe board underneath the pad of paper, giving you the best of both worlds.

Flipcharts need to be set up in advance. Most are height adjustable, so make sure it's comfortable for you, and that it's in a good position for everyone to see what's on it. Equally, make sure it doesn't block trainees' view of the screen when it's not in use.

One option is to write your material on the chart in advance, or part complete it. So, if you are doing some work revising the management model in the HSE's HSG65, for example, you could draw the basic diagram on the chart in advance, but without the text, and then fill in the boxes with the group.

You can also use the flipchart as an aide memoire for yourself. If it's a topic where you need a bit of a prompt, write down the key words in your standard-sized handwriting on the pad but in pencil. When standing at the chart, you'll be able to read it but the group won't and they'll think you know it all!

As part of your preparation, check that you have enough paper, which may mean having a spare pad.

Making a mark

Permanent markers show up well on flipcharts but tend to bleed through into the back of the sheet making it hard to use both sides. Keep all pens especially permanent markers away from your clothes and anything else that must not be marked.

I once got into trouble when doing a training presentation in a boardroom by letting the flipchart pen in my hand get too close to some of the valuable works of art that were on display on the boardroom walls!

Make sure that the writing is large enough for all to read. The best way to practise this is to write in a variety of sizes on a flip chart and then go and sit for a moment where the audience will be. You'll quickly see what size works best and it'll probably be a bit bigger than what you thought was large enough.

Flipcharts are best used dynamically and interactively. So sketch the situation as you tell the story of an accident. Use the chart to capture feedback from the group. Split them into small teams and get each one to do a short flip chart presentation. This way, what they hear is reinforced by what they see - which means the training will be more effective.

When capturing people's comments on a flip chart, it's best as far as possible to use their exact words. Resist the temptation to edit or rephrase, it can annoy the person providing the feedback and also leave them with the thought that what they said wasn't somehow good enough for you. Using the speaker's exact words shows you value them and "praises" the contributor, which encourages further contributions and engagement.

Another technique that works well is to use Post-it notes in conjunction with the flipchart. If everyone contributes an idea on a sticky note, it's then very easy to organise them into themes or groups on the chart. A typical scenario might be that you're looking for solutions to a problem. Ask the group "If we could just do one thing here, what would it be?" then ask them to write down that one thing on a Post-it. You can then collect them in, put them up on the chart, see where there is agreement and also which ideas get the most "votes".

You can use the same technique at the end of the session to get feedback from the group about the training; ask them to put one idea on a note for "what you liked" and another for "anything you would change". That way you can capture everyone's views on one sheet of flipchart paper.

Using Post-it notes together with a flipchart is also a very effective way of capturing information during fault-tree analysis or incident investigation. The great thing is that it is very easy to move the notes around if you decide that something's been put in the wrong place.

A common error made by flipchart and wipe board users is to lose eye contact with the audience while writing, since to write requires you to face the chart/board and hence turn your back on the group. Learn to write on the board without turning completely away from the group and then you'll be able to look back at them from time to time and maintain the all-important eye contact. If you do turn away to write or draw, turn back again as soon as you can so as to regain the eye contact.

Next month: your body, the best visual aid

Paul Smith is a chartered fellow of IOSH and head of safety, health and environment at the E.ON Engineering Academy.

 

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