February 18, 2026

5 Rules for Using Images in Training and Facilitation

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We have all sat through that presentation. You know the one—slide after slide of bullet points, perhaps accompanied by a grainy piece of clip art from the early 2000s. It is difficult to stay engaged, and even harder to retain the information once the session ends.

As a trainer or facilitator, your goal is to transfer knowledge and spark behavioral change. Text alone rarely achieves this. The human brain is wired for visuals; we process images 60,000 times faster than text. When you pair a relevant image with a verbal explanation, retention rates soar. This concept, known as the “Picture Superiority Effect,” suggests that information is much more likely to be remembered if it is presented as a picture rather than a word.

However, simply slapping a photo onto a slide deck isn’t enough. The wrong image can actually confuse learners or damage your credibility. To truly harness the power of visual learning, you must be intentional. Here are five critical considerations when selecting images for your next training or facilitation session.

1. Contextual Relevance

The most common mistake in training design is using images as “decoration.” If an image does not directly support the learning objective, it is a distraction. Your learners will subconsciously try to decode the meaning of the image. If there is no meaning, you have wasted their cognitive energy.

Consider the specificity of your audience. If you are conducting compliance training for a specialized medical team, generic stock photos of doctors in lab coats might feel inauthentic. For example, if you are designing a hygiene protocol module for an Eagle River dentistry practice, using a photo of a massive, urban hospital emergency room will create a disconnect. The learners won’t see themselves in the training. Instead, using visuals that resemble their actual work environment—smaller, specialized dental operatories—will make the content feel immediate and applicable.

Ask yourself:

Does this image clarify a complex concept?
Does it evoke the specific emotion I want the learners to feel?
Does it accurately reflect the reality of the learners’ daily work environment?

2. Emotional Resonance and Tone

Images are the quickest way to set the emotional tone of a session. Before you even speak a word, the image on the screen signals to the audience how they should feel.

If you are facilitating a workshop on conflict resolution, a cartoonish graphic of two stick figures fighting might trivialize the topic. Conversely, a high-quality photograph showing subtle, realistic body language of two people in a tense conversation immediately grounds the session in reality. It signals that the training will be serious, practical, and human-centered.

Be wary of “happy corporate people” stock photos. You know the type: a group of ethnically diverse models in perfectly pressed suits laughing hysterically at a salad. These images often trigger cynicism because they feel manufactured. Authentic, candid-style photography usually resonates better because it feels honest.

3. Diversity, Equity, and Inclusion (DEI)

Representation in training materials is not just a “nice to have”—it is a learning requirement. If learners do not see people who look like them in the materials, they may unconsciously disengage, feeling that the training is not “for them.”

When curating images, audit them for diversity in:

Race and Ethnicity: Go beyond tokenism. Ensure a wide range of backgrounds are represented in positions of authority, not just in support roles.
Age: Workplaces are multigenerational. Include visuals of older employees contributing and leading, not just young professionals.
Ability: Include images of people with disabilities in standard work settings, not just in contexts specifically about disability.
Body Type: Avoid using only “model-standard” body types. Real workplaces have people of all shapes and sizes.

This consideration builds psychological safety. It creates an environment where everyone feels seen and validated, which is a prerequisite for effective learning.

4. Image Quality and Resolution

Nothing undermines a facilitator’s authority faster than a pixelated image. Using a low-resolution image that becomes blurry when stretched to fit a slide screams “amateur.” It suggests a lack of attention to detail, which can make learners question the accuracy of the content itself.

In the age of 4K monitors and high-definition tablets, audiences are accustomed to crisp visuals.

Technical tips for quality:

Avoid watermarks: Never use an image with a visible stock photo watermark. It looks stolen and unprofessional.
Check the size: For a standard 1920×1080 slide, ensure your image is at least that size in pixels.
Watch the aspect ratio: Do not stretch an image disproportionately to make it fit. If a photo is vertical, don’t force it to be horizontal by stretching it wide. Crop it instead.

5. Copyright and Usage Rights

It is tempting to hop on Google Images, right-click, and save. However, just because an image is on the internet does not mean it is free to use. Using copyrighted material without permission can expose your organization (and you) to legal risk.

Beyond the legal ramifications, respecting copyright is an ethical issue. Photographers and designers deserve to be compensated for their work.

Where to find safe images:

Public Domain / CC0: Websites like Unsplash, Pexels, and Pixabay offer high-quality images that are free to use for commercial purposes without attribution (though attribution is always appreciated).
Paid Stock: Subscriptions to services like Shutterstock or Adobe Stock provide legal protection and model releases, ensuring you are in the clear.
Create Your Own: Sometimes the best image is one you take yourself. A photo taken on a modern smartphone of your actual team or product is often more effective than a polished stock photo.

Elevate Your Next Session

Visuals are a language. Like any language, they can be used to write poetry or they can be used to write gibberish. By prioritizing relevance, quality, diversity, emotional resonance, and legality, you transform your images from mere decorations into powerful pedagogical tools.

Take a look at your next slide deck or training guide. Audit your visuals against these five considerations. You might find that swapping out a few pictures does more than just make the slides look better—it might just be the key to making the learning stick.