PowerPoint Technology . . . Bah, Humbug!

by

David W. Richardson, CSP

Brian just returned from a meeting with the marketing department where he received 32 "slides", as he refers to them, for the presentations to be delivered to his prospects and clients.  His job now . . . to design, develop, and frame a presentation around these PowerPoint visuals.

Sound familiar?  These days it's all too familiar.  Brian is a client of mine and one of many who engage my services as an executive speech coach to help them organize a meaningful presentation to achieve the results they are looking for. 

A recent statistic reported that PowerPoint presentations have become 18% less effective because all of the fancy graphics distract the listener from the real message being delivered by the presenter.

Don't get me wrong . . . I'm not trashing PowerPoint, but am merely suggesting, and have evidence which clearly demonstrates, that many presenters are using it as a crutch to overcome their concerns, fears, anxiousness, or whatever when delivering an important message to a group.

Here are some points to consider as you prepare visual aids, either technical or non-technical, to support and validate your next presentation:

1. Many people, during the presentation, get so caught up in the visuals that they are unable to successfully reach their desired outcome.  Edmund Hillary, who in 1953 was the first person to climb Mt. Everest, has often been quoted saying, "Anyone can climb Mt. Everest . . . it is getting down safely that really counts."  That is certainly a testimony to the many highly-skilled, famous climbers who successfully reached the summit, never to be seen alive again.

PowerPoint visuals are much the same:  You may impress them with the flash, but if you don't get the desired end result, what good was "making it to the top"?

Many presenters design mind boggling PowerPoint presentations which are fancy and very gimmicky but are so overwhelming the objective is never reached and a potentially great business strategy is passed over.

If you're going to try to outdo the competition, do it with your presentation style, your power and passion of persuasion, not PowerPoint.

2. Contrary to popular opinion, PowerPoint is, and will always be, only a visual AID.  Fearing that they might leave something out, or that the client won't "get it", presenters frequently lump so much data on a chart that even the most highly qualified eye doctor would have trouble reading it.

It is an undeniable fact that no individual, even the greatest of all multi-taskers, can read and listen at the same time.  People, tenacious as they are, will struggle to do both and ultimately achieve neither. 

Of course, there's an exception to that rule.  That is when part of your PowerPoint presentation includes an audio/visual demonstration.   In that single instance, and for that brief time only, PowerPoint truly becomes the presentation.

The bottom line is that people really want to hear what you have to say, how committed you are to what you are saying, and how it relates to them.  With PowerPoint, less is more.

3. During a presentation to a small group of two or three people, consider stepping back into the stone age and using a flip chart.  What's that, you say???  A flip chart!!!  Surprise, surprise!  Flip charts are alive and well and, for the most part, are available for use in boardrooms all throughout corporate America.  And the nice thing about a flip chart . . . it doesn't plug in, no projection bulbs can fail, and the only way it will ever "crash" is if you inadvertently knock it over.

If not a flip chart, then one of those erasable whiteboards in the front of the room. You know, the one usually covered by the screen upon which the standard PowerPoint presentation is projected.

When you take a pen and draw or write the explanation of your concept, your listener will likely assume that this "spur of the moment" action has been designed to further customize your message.  You might be amazed to find that people will follow along with you step by step as you take them through each specific detail.  If you're seated with a group at a table, stand up and completely change the mood of the room by drawing out key elements of your message on the flip chart.

When making a presentation to a computer software company, selling a very complex solution to both technical and non-technical decision makers, I took out a pen and listed the key objectives and benefits of my training program.  It was very simple and to the point, but made a significant impression on them.  I ultimately ended up with a customized presentation skills workshop and executive speech coaching for key players in this firm.

Here is a useful hint:  When using an erasable whiteboard, make sure you are using an erasable, not a permanent, marker.  Take it from one who knows -- been there, done that.  Permanent means permanent!

4. Use an overhead projector, or at least be prepared to use one.  Attending a meeting where PowerPoint was being used, I observed every presenter's nightmare.  The computer crashed . . . the screen went black . . . his face went white, then red . . . but, worst of all, his presentation was now dead.  With great anguish, the presenter and several others fiddled with it to no avail.  It's not the first time I've seen this happen, but the results in this case were probably the most disastrous I've had the misfortune to witness.

If you insist on using PowerPoint, then you must have a contingency plan.  Probably the safest plan is to duplicate your visuals on transparencies which can be used with an overhead projector.  It also helps to have an overhead projector nearby so that you can bring it into action quickly.

Absolute worst-case scenario, be prepared to deliver your presentation either without visuals or by writing/drawing your key points on a flip chart or erasable whiteboard.

Years ago I attended a presentation in which the presenter had planned to use 35mm slide projector.  The projector bulb failed and no replacement could be found.

This extremely creative presenter began addressing the group by acknowledging that the slide projection unit had failed, but not to worry, we wouldn't miss a thing.  Holding up a small 2 inch slide in his hand, he held it up for all 150 attendees to see, and said, "The first slide I want to show you is . . ."   He got a great laugh and went on to deliver one of the finest recovery presentations I have ever seen.

Technology is great and certainly can enhance a presentation.  But don't limit yourself.  Consider every option to make each presentation your best presentation.

Would you like to receive a free copy of Dave's "Endless Ideas for Using a Flip Chart to Support Your Winning Presentation"?  Fax a copy of your business card with the words "Strategic Questions" and your fax number written on it to (480) 585-4417.

 speaking@richspeaking.com.

To Schedule a Speaking Engagement or 
Free Twenty Minute Consultation with David W. Richardson, CSP 
Call 1-800-338-5831 or e-mail us at
speaking@richspeaking.com