SCHWARTZ CROSSROADS

Simplify. Please.

For the past two weeks, after work, I have been participating in Framingham Town Meeting. Over the course of six nights, we have been privileged to receive no fewer than 35 PowerPoint presentations. Since I also serve on Ways & Means, I have seen a dozen more. Unfortunately, the end is not in sight. It makes me feel like I am on an analyst or VC tour, and I have new sympathy for the VCs who sit though more than I ever will.

Many of these presentations are given by experienced professionals in financial servers and other business services companies. Some have been outstanding. Some have driven me to my BlackBerry and to think about what I like and dislike about the presentations in general. Following are three guidelines that even the most experienced presenter can forget:

• Simplify – Most presentations try to do too much. The best thing to do is pick a few points and make them. Adding more detail often creates confusion. Yes the presentation may be your one and only chance to share your views, so the temptation is to throw in the kitchen sink. But an empty kitchen sink works better than one clogged with dishes.
• Handouts are a beautiful thing – A presentation should help you tell a story or communicate an idea. Nothing can bring that to a screeching halt like three columns with 20 rows in 12 point font on a single slide. Even if someone is presenting business cases or budget proposals – leave behinds and handouts help communicate the key elements and answer likely questions without detracting from the presentation.
• If you read your slides, you have lost already – Your back is to the audience, passion is leeched from your voice and you end not connecting. This also means you don’t need complete sentences on every slide.

These three reminders are common sense. But even the most experienced professionals occasionally stray from the path.

If you are using a PowerPoint to supplement your meting with media and analysts you need to ask yourself three additional questions:

1. Do I really need a PowerPoint?
2. Is the PowerPoint a crutch or does the PowerPoint add value?
3. Am I ready to close the presentation and engage in dynamic discussion and debate? (You better be.)

By asking those three questions and following the three guidelines above, people will be more effective, communicate their ideas more clearly and have more productive meetings. If you would like additional information, consider checking out Presentation Zen and The Back of the Napkin among other books.

Posted by Mark McClennan on May 12, 2009 at 8:57 AM