The business presentation is an entirely different form of communication than a written document, and thats why you need a reliable PowerPoint Guide to get you through the rough waters of slide preparation.
For your presentation, do you ever throw together a half-dozen makeshift slides cut-and-pasted from a written report, with dozens of bullet points peppered throughout?
Guilty as charged? Most of us are at one point or another. The results can be heinous.
A PowerPoint Guide for You
The results are slides that confuse the audience rather than reinforce your major points delivered in awful, mind-numbing presentations. You bear a cost for serving up what designer Nancy Duarte calls “bad slides.” Nancy says in her book Slideology: The Art and Science of Creating Great Presentations:
“Making bad slides is easy, and it will negatively impact your career. Invest in your slides, but invest in your own visual skills as well. The alternative is to inadvertently commit career suicide.”
Absent specific instruction, you might believe that it’s acceptable to simply cut and paste graphics from a written report directly onto a slide.
Who says this is a bad idea? After all, the professor wants to see certain material on the screen, doesn’t he? Well, I’m giving it to him. ’nuff said.
This is awful for the reason that the slide presentation sometimes doubles for a written document, and this is an incredibly stupid mistake.
One . . . or the Other
Your PowerPoint can serve admirably one or the other purpose . . . but not both.
The presentation – or show – is dramatically different than the written document that is meant to be reviewed later. Never let one serve in place of the other.
Prepare two separate documents if necessary, one to serve as your detailed written document, the other to serve as the basis for your show.
When you commit the error of letting a written document serve as your public presentation, here’s what usually happens: You project a parade of abominably cluttered slides onto the screen while you talk about them. Usually prefacing what you say with the words “As you can see . . . .” [this is called As You Can See Syndrome, or AYCSS]
The results are often poor, if not downright ugly and embarassing. It is a roadmap to disaster.
But the insidious part is that no one tells you the results are disastrous. They don’t tell you what makes your creation an abomination. So let’s discuss the types of issues you face in assembling your show.
No Magic Pills
Start by recognizing that no slide show can substitute for a lack of ideas, a lack of preparation, and lack of a story to tell. PowerPoint cannot rescue you with its colors, sound, and animation.
This is akin to Hollywood filmmakers who spend millions of dollars on dazzling special effects and neglect the story. They bomb miserably.
On the other hand, you can craft a winning film with a superb story and drama, but with minimal special effects: See the classic Henry Fonda film 12 Angry Men. You cannot craft a winning film with no story or a bad story populated with people you don’t care about.
Forget the notion that slides are somehow the backbone of your show. They have no special properties.
Slides can enhance your show . . . and they can most assuredly help destroy it. Presenting coach Aileen Pincus makes this point in her 2008 book Presenting:
“Slides are not a magic pill; they won’t organize a disorganized presentation; they won’t give a point to a presentation that doesn’t really have one; and they never make a convincing presentation on their own.”
So is there a reasonably easy way to get around this busy-slide pathology?
Of course, and this leads us to one solution to the problem of overburdened slides. Remember three words when you prepare your slides, and you can eliminate 90 percent of your PowerPoint pathologies.
Orient . . . Eliminate . . . Emphasize
First, orient your audience to the overall financial context. If you take information from a balance sheet or want to display company profit growth for a period of years, then display the sheet in its entirety to orient the audience. Tell the audience they view a balance sheet. Walk to the screen and point to the information categories. Say “Here we have this number” . . . “Here we have this category.”
Second, eliminate everything on the screen that you do not talk about. If you do not refer to it, it should not appear on your slide. Strip the visual down to the basic numbers and categories you use to make your point.
Third, emphasize the important points by increasing the size, coloring them, or bolding the numbers. You can illustrate the meaning of the numbers by utilizing a chart or graph.
When you orient, eliminate, and emphasize, you polish your meaning to a high sheen. You dump distractors that leech the strength and power from your presentation.
Consequently, by substraction you infuse your presentation with the zest that make it especially powerful.
To learn how to craft masterful Business Presentations and deliver them with power and brio, reference my PowerPoint Guide, The Complete Guide to Business School Presenting.