Powerpoint vs Presentation: The Art of Communicating Effectively

A lot of people would say that the word "powerpoint" is the same as the word "presentation" and, sadly,  a lot more would define "presentation" with the word "powerpoint" embedded somewhere in that definition.

The truth of the matter is that a presentation can exist without a powerpoint and a powerpoint, unfortunately, can also exist without the presentation. Most companies can fill up rooms of powerpoint documents that failed in getting the message and the decisions across but don't blame the powerpoint for it - in most instances, it was a failure in the presentation and not the powerpoint.

I have learned (and I continue to learn now) that there is a process to a successful presentation that does not start with opening up powerpoint (gasp!). Here are some key tips I have learned so far:

1) Key Message - The thought process should start with the key message - what is the one primary objective of the presentation. It can be a sales pitch or a decision driver, for example.

2) Outline - Breakdown the key message into an outline. The art of the presentation starts with an objective and then goes first into a high level story telling approach - what are the key points that would support the objective.

3) Simplify - When you have the outline ready - review it and ask yourself the following questions - is the story build up good?Does it have direction? Does that direction logically lead the audience to the objective? Is there information that you can consider extraneous? Does it fit the time allotted for the presentation?

4) Approach - When you have the high level outline done and you understand what you want the presentation to do - decide next what is the best approach for the presentation. It is not always through a powerpoint document that a presentation becomes effective. It may be best to just stand in front of the crowd and talk them over it or maybe start with a video for that emotional build up or a series of photos to set the stage.

5) Effective Powerpoints - If you do decide on a powerpoint, keep in mind the following tips that I have learned over the years:

• Keep it simple - each slide must have one message and one message only
• Word it right - imagine that each slide is a billboard on an interstate and your audience is driving a car on that interstate at speed limit and think about how many words they can read on your billboard as they speed by - that is the number of KEY words that you should have on your powerpoint. Studies vary - from 8 to 10 words.
• Keep it tight - the message of your slide should be heard and understood within 5-8 seconds. Imagine that you are presenting your slide while inside an elevator - borrowing from the proverbial elevator speech - each slide should only take as much time presenting as a 2 floor ride in that elevator.
• Images help but don't overdo it - studies have shown that learning is enhanced if senses are involved in the process at the same time. The saying that "a picture speaks a thousand words" still hold.
• Bottom line - each element in your slide, from that picture to that movie to the words used, must have a distinct value and purpose to be on that slide. If you can't figure that out in 3 seconds - remove it.

What Difference 3 Seconds Make

Have you ever seen how politicians, CEOs and other famous people react during an interview after being asked an important question? They pause... for at least 3 seconds.

This 3 seconds technique is a very basic method but you would see it differentiates the mediocre interviewee from the great ones. Why is that?

The 3 seconds technique gives you sufficient time to

a. control your emotions. 1 second.
b. complete the translation of the question and straighten your thoughts. 1 second.
c. form in your mind how you would like to deliver your response with your intent in mind. 1 second

The 3 second technique gives its user better credibility and control and it gives the message better form and impact. Truly - what a difference 3 seconds make.

And My Knees Still Shake...

Today is another workshop day and this time for project requirements that require the participation of several global representatives from different regions.

I have participated in several of these in my lifetime. I coordinated several of these and I led several of these types of workshops as well and today was the simplest one I will participate in in the past 3 years - I only need to welcome the team, give them the vision of the end result, tell them why this project is important to the company, my team, and me and yet - my knees still shook prior to the talk - the same knees that shook during my first ever public talk. This time though - there is a difference. I knew it would happen and I knew how to control it.

Unknown to my team, I was actually preparing for the 30 minutes of talk for a few days now - forming the structure in my head, deciding what I needed to say and what I need to accomplish. I probably played the whole thing in my head for several hours already- each time tweaking - each time enhancing - I made sure I knew what my message should be, how to impress that message to the audience I knew would be there and ensure they leave knowing how important the project is and more importantly, how important they are in ensuring its success.

That is my mission - get them not just on board the boat - but rowing - rowing like no man has rowed before - rowing with a determination to reach the destination I need us to reach with ferocity and perseverance.

I need them to be partners, not spectators. I need them to be fully engaged, not a temporal being. I need them to know that without them, this project will not succeed. I need them to know that they are the team that will see this to the end - and that we will succeed together or fail as one.

I know that during this project, as the rest I led, problems will pop up, conflicts will happen but after today - they all know that we are all responsible for each other, for the project and for the company.

My knees shake no more...