I haven’t mentioned PowerPoint or presenting in a while, potentially because I am increasingly speaking without the use of slides these days. However, a recent trade show visit put it firmly back on my radar, as I took to the stage and also caught some other speakers. Needless to say, the trip spawned a top 10 things not to do in PowerPoint list:

1. The First Epistle of Paul – on a single slide.

When preparing a presentation it can be very tempting to put lots of writing onto a slide. Then you shrink the font to add some more. Rinse and repeat. When you put up your slide the audience will read it, even if it is like a piece of microfiche (the technology libraries used to use to cram huge amounts of information into a tiny space).

When they are reading all that text on the PowerPoint slide, they aren’t listening to you. You can’t read one thing and listen to another. If you don’t believe me, try it. Still there? If you want the audience to listen, then don’t give them too much to read – just enough to remind them what you were talking about.

2. Dear People, Let Me Read to You From My Extensive Notes.

Don’t read from notes, other than glancing down to quickly remind yourself of where you are and what is next. In an ideal world, avoid notes. It makes for a much better presentation. Think of a presentation as a conversation where you happen to be doing most of the talking. It isn’t a great conversation, if it is read from notes.

3. Machine Gun Fire – Long Columns of Bullets.

See 1. I still use bullets, some times, but they are rapidly going out of fashion, and that is a really good thing. If you put up ten points on a slide, the audience is going to be mulling them over. They’ll be trying to figure out which point you are on, skipping back up the list and squinting to read the small text. Save them the pain. If you need to use bullets, then the fewer the better.

4. Untitled – A Seven Minute Masterpiece.

I watched someone present off a slide with no title. No problem with that, except that it had lots of text. There are times when a picture is worth a thousand words, but even with a picture slide, a key word or two helps to focus the audience’s mind. If there are bullets, or multiple points, make sure something on the slide calls out the overarching theme. It doesn’t have to be at the top of the slide, but it should be ‘the main thing’.

5. Here is Some Clip Art I Found Earlier.

Poor quality clip art doesn’t enhance your presentation. Even good quality clip art is as distraction, if it isn’t relevant. And this coming from a guy who uses his own photography in his slides – head:desk:head:desk. Have an independent witness give you an honest opinion about any clip art or pictures you use. You’ll be grateful.

6. “This is an eye chart” – or a small font rendering test.

What does that even mean? The last four times I have heard someone say this, it translated as, “I know this slide is appalling, but I really couldn’t be bothered to do anything with it for you.”

Dear presenter, speak to the hand, because the face isn’t listening anymore. If the slide is bad, cut it or redesign it. Most people would rather see seven bullet points, that a two hundred cell spreadsheet, or a diagram with fifty labels at a 6 point font size. Most audiences don’t bring telescopes, because good presenters ensure they don’t need them.

7. This Slide is So Good I’m Going to Talk to it.

Do glance at your slides, it reminds people they are there, but don’t get trapped talking to them. People might want to see the back of a bad presenter, but don’t be a bad presenter by showing them your back.

8. Design Scheme Carefully Selected by Feline Talent.

Apparently cats only see in black and white. Humans don’t. Bad choices can ruin an otherwise good slide. If you have a corporate palette, stick to that – it was most likely designed by someone more expert than you or me. Consistency across slides, without becoming bland, creates a more professional look.

Black on black, or grey, might be very cool in Hitchhicker’s guide to the galaxy, but not for a presentation. Text on a poorly contrasting background can easily become hard to read. Even if it looks alright on your screen, I have seen huge variations in how different projectors and screens render a slide. Better safe than sorry.

9. Whiz! Bang.

Sound effects? If I have to explain this one to you, you need more help than I can give you right now – Drop me an e-mail and we’ll book and appointment. Even if the sound is a stroke of artistic genius, the built in speakers on computers aren’t up to the job in a large room, and running sound from a PC into a speaker system is fraught with problems, even for experts.

Much of the same thoughts apply to 1980’s style animation. The clothes might be coming back into fashion, but the visual effects aren’t. Having some subtle animation and builds on slides is a good thing, but don’t go over the top.

10. Press Play. Let the Broadcast Begin.

Don’t make a presentation a one way broadcast, unless there is no alternative. Except for a very large audience, I have to disagree with telling people.

A presenter should always be listening, with their eyes, if not with their ears. What is the audience doing? What is their body language? If they look like they have a burning issue, pause and address it. By all means, group questions together into sections and redirect questions if they are going off at a tangent, but if the room is small enough to take questions, take them. You can’t read people’s minds before they arrive, and if they disconnect from you a few slides in, their attention won’t come back.

It wasn’t me.

I know that you wouldn’t do any of those things, of course, but that’s off my chest and its my top ten for this month.

For a bonus, I was pointed to this post on Fortify your oasis on Really Bad PowerPoint, it is a classic.

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I’m a regular follower of TED, watching as many of the TED talks as my Mac can take. The talks range from inspirational to informative, and sometimes they are both. Larry Lessig’s recently posted TED talk is fascinating, both for its content and for the way that he uses slides in his presentation. It was a post at Presentation Zen that prompted me to post on some of the techniques Larry uses. Larry is a professor of law at Stanford Law School, an author and blogs on the Lessig Blog.

Larry’s overview of the shifting world of content and copyrights and wrongs is truly thought provoking. The tectonic shift happening around creative commons is something anyone in the information industry should familiarise themselves with. The way that Larry communicates his message is noteworthy. Here are a few things he does that you can easy to apply to your own presentations:

1. Using visuals to emphasise your emphasis!
2. Illustrating using parallel stories.
3. Anchoring key concepts in order to back reference them.
4. Silence is more powerful that words.

Watch the talk, then read the explanations.

Use visuals to signal your emphasis

This is huge part of what your slides should be about, visually highlighting your verbal message. A slide with one word calls that word out when you speak it. It makes it stick and it makes it stand out. It works for short phrases too. Notice the use of black on white, then reversed white on black in the slides.

Illustrate using parallel stories.

We aren’t always great at getting things when they come at us head on, but we do get a story. Notice how Larry uses the story of flight and trespass, weaving it across into his message. If you want to get a complex issue across, it is easier to explain it in terms of something that is already familiar or that is less complex. Is there a parallel story to the one you want to tell? Tell that first, then link your concepts back to it. People will understand more and remember more.

Anchor key concepts then back reference them

Notice how Larry anchors his points with a word or a visual, then uses that later to reference back to his point. This is a great communication technique. When you make a point, anchor it with a visual or a distinctive phrase. You can then use this visual or phrase to remind people of that concept later in your presentation. It is a bit like creating a short cut or a bookmark that you can click later. Visual anchors make a rapid connection, in fractions of a second. As soon as you see the image of those planes in the last part of the presentation, you reconnect with his first story. Powerful isn’t it?

Silence is more powerful than words

One of the most impactful points I have seen made from a slide was made by not reading or mentioning the last point on the slide. In Larry’s presentation, there is the moment where he puts up a slide and mentions the TED ‘no commercials’ rule. Job done. Not reading a bullet point, or putting up a slide then not commenting on it, actually communicates something. In a smaller audience, it can cause people to ask about it, which is a great dynamic. Silence can be a communication tool.

Larry’s presentation is great, although he doesn’t engage with slides in the way that Al Gore does (see A presentation from Al Gore), which leaves you wondering when to look where. Also his eyes didn’t always connect with audience, but he makes very good use of pauses and word emphasis and is a pleasure to listen to all the same. Compelling content and presentation.

In your next presentation try anchoring your key points with simple visuals  and tell a clear story.

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I recently spent an action packed, laughter-filled weekend with Jack Milner, on his stand-up comedy course. The course was held at Diorama Arts in London, pictured here. Even the trees outside it are comic. Yes, they are 20 foot off of the ground!

I’m always looking to push my presentation and speaking skills, and Jack certainly did that! I’d highly recommend the course to anyone interested in comedy, especially if you are looking to go on to the stand up circuit.

People really can be taught to be funny – I’m convinced Jack could turn almost anyone into a comic. Stand up comedy is a good way to develop your creativity and to improve your confidence. The experience of being thrown on stage with an audience that is demanding a laugh from you is quite terrifying. It was the first time I have been nervous on a stage for a long time, but very rewarding all the same.

We can take ourselves far too seriously in the business world. It is a shame, as a good laugh can go a long way to defusing any crisis. Comedy is a creative art, but it is also a skill that can be learnt and honed. Some people are naturally funny, but that is just a temporary head start. Anyone can learn to get a laugh from an audience, even if not everyone will go on to become a world-class comedy superstar.

Some presentation trainers approach comedy with great caution. A blanket fear is misplaced, although some caution is required. It is true that there are some forms of humour that are simply not appropriate in a presentation. However, it is the content, rather than the context, that makes humour inappropriate.

I’ve worked with some of the world’s best leaders, and seen them use comedy to amazing effect. Victimless humour, or humour where you make yourself the victim can be great. Note (as mentioned in the Al Gore analysis) that you do need to be careful when you make yourself the victim of the humour – don’t do it in a way that is going to damage your credibility.

Comedy is a powerful tool for leadership and presenting, as Jack Milner says, “If they are laughing, they are listening”. Laughter provides a natural release mechanism for the tension that builds up in fraught situations. It is hard to be angry when you are laughing too.

To understand the role of laughter in leadership, check out Daniel Goleman’s book on Emotional intelligence: The New Leaders: Transforming the Art of Leadership into the Science of Results. Laughter is the fastest way to create emotional resonance in a group. This can be used to quickly get an audience on your side, or to bond a team you are leading.

Comedy is great for your mental health too, it has even been shown to fight off depression. Go on, learn to get a laugh. It will be a great investment of your time.

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Some of us are born hoarders, we keep hold of everything. As I grew up I was indoctrinated into the philosophy of “keep that, you never know when it might come in handy.” As I got older, and the house became ever more crowded, I realized that keeping everything you might ever need again is no use if you can’t find it when you do finally need it. And just to add insult to injury, sometimes that ‘finally’ never arrives for that lovingly saved bit of whatever.

I am currently in the midst of a decluttering project, reducing the amount of ’stuff’ that has accumulated over the years. I’m not quite keeping up with the rest of the family, but I have already made enough progress to confirm one of my newer values in life:

A few good things

Having a few good things means it is easy to find what you need. It also means that there are less distractions around you everyday. People with too much aren’t able to fully appreciate what they have. That is a bit of a generality, but I have a memory from a visit to Africa of a small boy playing with the one toy in his possession. He radiated contentment in that moment. The scene was a far cry from a British child surrounded by hundreds of discarded plastic toys, wanting to know when the next present would arrive. I am convinced that having a few good things increases our happiness and reduces our stress levels.

Making a wonderfully clear world – even in PowerPoint

There is another place that anti-hoarding measures can have a great return, the wonderful world of PowerPoint presentations. Some presenters seem to hoard bullet points, cramming in every simple point that comes to mind. They then add even more with each revision of the slides, almost turning a single slide into a mini-encyclopedia. Rather than trying to put every reason or benefit on a slide, choose ‘a few good things’. Tailor the points to your audience and pick just the most meaningful ones. Your audience will have a much greater appreciation of the points you make and they will be less stressed by your presentation!

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Isn’t it amazing the return we can get on our time? Well, sometimes it is. I was at the virtual worlds forum hosted SXSWi event last night. It was an interesting insight into a different world, quite literally. If you want to get a feel for what Virtual World technology can do, then check out Pelican Software’s site. I think the technology holds a lot of promise for connecting people, but that is a matter for a future post – I was talking about time.

Time is such an interesting thing, mastery of it is key for productivity, leadership and definitely for effective presenting. Lots of literature focuses on the idea that time can not be created or destroyed, and the fact that you can’t manage time, you can only manage yourself. I don’t know enough about quantum physics to verify that claim, but I do know that getting a grip on time is essential. How do you do it? Here is one approach: Make time your friend, by taking hold of it – look forwards and look backwards.

Take control of the Future

A plan is a to do list spread over time, together with a commentary or narrative. The most powerful property of time is that it stops everything happening to you at once, and for that I am very grateful! Take your list of what you want to achieve, and lay it out over time and record the reasons that items are there in that order. This is the fastest way to create a plan and the best way to take hold of long term time. Looking back through my life, I see a consistent pattern: The things I have achieved have been the things that I wrote down and planned to achieve. Sometimes they didn’t happen until long after I forgot about them, but they did happen. This will work for you too.

Take control of the Past

For whatever reason, I remember technical facts, faces and concepts really well. However, most days I can’t remember where I was at breakfast without deep thought. Maybe you are different, tell me about it. For me that means keeping a journal is an essential activity if I want to be able to look back over the past. I use my electronic diary and also create a journal entry to record the significant thinking or changes from that day. Again, looking back, the times I have made the most progress are when I have been diligent in keeping a journal. Those journals have been a rich resource for self-discovery.

Going back to last night’s event, I met Gavin from Rememble. , a thoroughly nice chap with a thoroughly nice life tool. The site’s strap line is “write your story from wherever you are”, which gives you a sense of what the site is about, and brings me to my last point. To quote from the site, Rememble “reinvent[s] the simple diary in a way that helps us make sense of the world and our journey through it, by putting the valuable digital evidence of the stories of our life into order” on a memble line, a bit like a washing line that you can hang txts, pictures and the like on.

Let Time Create the Story

Here’s the thing, this happened, then this happened and then this happened. That’s a story. If you are presenting, story is key to keeping the audience’s attention. If you are leading, story is key to creating alignment across the organisation. If you want to be productive, understanding the story is key to knowing what you need to do. A journal enables you to look back through your story and make sense of it. A plan is the map for your future.

What’s your story?

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You may remember that I am a big TED fan (not the cuddly animal – the amazing conference). Digging thought the archives recently, I rediscovered this gem from Al Gore. He has become a powerful communicator and this is a fine example. Here are some key things that he does, that you can do too:

• Start with them not you
  • Build rapport with the audience
  • Interact with them
  • Take them into your confidence
• Make your slides work for you and your audience
  • Work with your slides
  • Use simple graphics, not lots of text
  • Use colour – it enhances recall
• Use narrative
  • Use the power of story
  • Use the power of the unexpected
  • Use good humour
• Speak little and with big gestures

Start with them not you when you present

Right at the start he acknowledges the audience and thanks the organizers. It is good manners to thank whoever it was that invited you, and good practice if you want to be invited back. Be personal and personable. Even from the stage, you can build a relationship with the audience. Effective communication comes out of relationship. Invest time in building rapport with the audience, before trying to making your point.

Talk to the audience as individuals, as if you are having a conversation, but you just happen to be doing most of the talking. Make it a two way conversation by interacting with the audience and asking questions. For a large audience, a question with a show of hands works well. In a small venue a show of hands is less intimidating than asking someone to answer. Notice how Al Gore uses asides to the audience. Taking the audience into your confidence builds trust.

Make your slides work for you – they are your support

Work with your slides. Don’t let them control you, but don’t leave them as a random light show behind you. Notice how Al Gore engages with his slides. He gestures towards them, points at them, and even looks at them as each new slide appears. Let the slides join in the conversation . If you look at your slides, your audience will too. A note of caution though: don’t end up talking to your slides, facing away from the audience. It may be ok if you have a microphone, but without one people won’t be able to hear you. It also isn’t good for anyone who needs to lip read. Remember, when you look at the slides, you have lost eye contact with the audience. Too long with out eye contact and you will loose their attention.

Use slides with simple graphics, rather than lots of text, to support your point. But do avoid irrelevant photos and poor quality clip art. A photo of your dog might be cute, but if the dog isn’t your point, it distracts from it. Use graphics that make your point, not ones that say something else. Less really is more on a slide. I don’t like all of the slide designs in the talk, but they do work to support his points. Notice how colour (or even color ) is used. It increases information retention significantly, as long at it doesn’t look like an explosion in a paint factory.

Tell a story – use narrative in your presentation

Story telling has its own special power; ‘and then… and then… and then…. and then’. This natural flow creates a sense of progress, of getting somewhere. Humour is a fantastic communication tool as well, but not jokes that are in poor taste. Al Gore uses Self-deprecating humour. This is a safer bet, although don’t over do it. Remember that you don’t have the status of an ex-vice president. If you knock yourself down too many rungs, people will wonder why they are listening to you. Use a narrative, then break it. Saying or doing something unexpected can be humorous and will keep the audience’s attention, just don’t go overboard.

Less words, more action(s)

Speak little, but with big gestures. Al Gore uses pace and pause to great effect. Notice the gaps between sentences, this is thinking time for you and the audience. Think of the speed of your words like a car on a race track, slow down for the corners, pick up the pace on the straights. Use hand gestures, but go bigger than you would in a one to one conversation. For fans of Father Ted, think ‘big cow, little cow’. As Father Ted is always trying to explain to Dougal, a big cow that is far away looks like a little cow. Your big hand gestures on stage look like little ones from far away. Also, don’t go all symmetrical with those gestures. If both hands do the same thing all the time, it starts to look unnatural. Be you, just a little bit bigger.

Enjoy the video here…

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As promised, here are 10 PowerPoint tips:

1. If you can put it on two slides, rather than one, then do.
   Most people put far to much information on a single slide.
2. If you need notes, put them in the notes section.
   That is what it is for. You can then print and use the notes. Don’t force your audience to look at your notes or prompts.
3. If you need lots of punctuation, something is wrong.
   Bulleted lists aren’t great, but comma separated lists are definitely hard to read, difficult to follow, tricky to parse, tough to digest, easily lost, fairly ugly, you get the idea…
4. Try to have no more than 5-7 lines of text per slide, if any.
5. Stick to one key idea per slide.
   This stops concepts becoming muddled and also makes the deck more ‘usable’ when it is printed.
6. Slides are there to focus the audience’s mind.
   Design them to do that, ensuring that they don’t accidentally distract from the message you are trying to get across.
7. Builds control the rate of information delivery.
   This is good, as makes it easier for people to follow, but excessive animation will just distract from the content. Too many builds indicates too much on the slide. Strike the balance, err on the conservative side.
8. Slide transitions are good.
   A nice slide transition beats a straight cut. We are the movie generation and our eyes and brains have expectations. A transition reminds the audience that you are moving on to the next idea, just as a cut does in a move. Consider using a different transition to mark key sections of a presentation. Once again, be conservative, if the transition is too noticeable, it will distract and detract.
9. Remember your point and ensure your audience does too.
   If you can’t remember it, how will your audience? Powerpoint was designed to make points. Make yours and make them clear and memorable.
10. There are no country laws or legal requirements for you to use Powerpoint slides.
    If you are better off without them, then don’t use them. Many of the best ‘presentations’ I have seen were done without slides.

Can someone add another 91 to make it 101! Happy presenting!

Other posts that you might enjoy: 3 Things Not to Forget in a Presentation, A Presentation Lesson from Al Gore.

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On Seth’s blog, an interesting link to Pecha Kucha (Seth’s post here). Really Bad Powerpoint, which almost sounds like a phrase that should be trademarked, continues to take over the world. What can be done?

Seth’s Really Bad Powerpoint is a great starting point. I wish it had been a full book! I was just looking back at my See it, hear it – not the death of powerpoint post today, and remembering 3 Things not to forget in a presentation. There is lots and lots of good Powerpoint advice out there, but presenters don’t seem to be reading. There are some good blogs around too, from Presentation Zen, through Power Presentations (I did Jerry’s course years ago and loved it) to Powerful Presentation Techniques, and I am sure there are others too.

In fact most presenters aren’t presenters at all. More and more workers have PowerPoint thrown on to their machines, and are then left to get on with it. No PowerPoint training, and even worse, no presentation training. Note that those are two different things. Organizations under-invest in both, and reap the rewards. When will people realize what a false economy this is?

While you think that over, I will have a think and post my top ten PowerPoint tips next – for those who want to try and improve their presenting! I know I do!

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Very good article over on Presentation Zen: Is it finally time to ditch PowerPoint?

The actionable take aways and triggered thoughts for me:

• The research referenced is a good confirmation that it makes sense to draw a diagram (or create something visual) when talking with people. It helps to create focus. It also assists people who work visually rather than verbally, and speeds knowledge transfer.
• PowerPoint slides full of words are counter productive. I so often see PowerPoint used instead of a real document, when people are too lazy or scared to produce one. Text heavy slides take people’s attention away from what is being said…
• Never loose your audience to the slide, by putting up a screenful of text! I see this happen over and over. Huge slide of text. Audience lost READING, no longer LISTENING.
• Don’t read a word heavy slide to you audience. It can come across as insulting. Remember…
• The slides are there to support the speaker. The speaker is not there to support the slides!

I love the picture of a slide at a conference half way down the page. It is used as an example of poor PowerPoint use – I think might have I sat in on that presentation! Much of what is written there applies to communicating even when you are not the kind of person who uses PowerPoint.

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There was a post on the Instigator Blog: 5 Phrases You Never Want To Hear In A Presentation, which was picked up over on lifehack.org as What Not To Say in a Presentation. As opposed to things not to say, how about three critical things that you absolutely must not do:

1. Forget your audience.
   • This is a painfully common mistake. The number of times I have sat through 40 minutes of I/me/we blah. I really don’t care. I honestly don’t. To paraphrase Drucker, the only reason I care, is the reason that I care. You are there for the audience, the audience is not there for you. Connect with them. Make eye contact. Understand who are they and where are they coming from (culturally and physically). Understand why they have come and what they are expecting. They might not care about what you care about, but you must care about what they came for.
2. Forget your point.
   • If you forget your point, your audience stands no chance of remembering it. What is it that you are trying to get across? What do you want to achieve? If you wander, rat-hole or become distracted you will loose the audience. If they don’t know where you are going, they can’t follow you. Quite literally.
3. Forget to end.
   • Tailing off is a recipe for disaster. A strong and clear conclusion is your opportunity to press your points home and ensure the audience didn’t miss anything. The audience expects an ending, so don’t disappoint them. A strong ending also puts you in a great position to handle questions in a controlled manner. It might even get you a round of applause.

There… I got that out of my system… Normal programming will resume shortly…

Related posts: 10 Tips for better PowerPoint,  See it, hear it, not the death of PowerPoint.

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