Working Smarter : Presentations

Visuals versus Text: What Makes You Say “A-Ha” Faster?

Rich — Wed, 27 May 2009 09:31:00 GMT

In a previous entry, “Why Communicate Visually,” it was asserted and backed by scientific study that communicating visually is a far easier and quicker way to comprehend both simple and complex information for 8 out of 10 people.

Skeptical? Would you like to see for yourself? Below are three side-by-side visual versus text comparisons of the same information. Which of these engages you more quickly and creates the “a-ha” moment first?

Restroom Location at a Family Restaurant

VISUAL

TEXT

Directions to restroom from front door

- Walk towards the kitchen for about 15 feet.

- Make your first right past the tall palm tree.

- The first door to your right is the restroom for Women.

- The second door to your right is the restroom for Men.

Company History

VISUAL

TEXT

- In 2005, Standard mobile phone sold approximately 22.1 million units. In the same year, 6.1 million units of Smart Phones were sold.

- In 2006, standard phones sales dropped by 7 million units compared to the previous, while Smart Phones increased by over 2.5 million units.

- By 2007, Smart Phones passed standard phones in total units sold by nearly double.

- In 2008, Smart Phones sold 24.7 million units, while standard phones continued to decline only selling 5.7 million units.

Department Organizational Structure

VISUAL

TEXT

- Bill Jones is the Marketing Director for the company.

- Natalie Ryan reports to Bill Jones and supervises the Graphics Coordinator Samantha Davis.

- Connor Michaels is also a mid-level manager serving as the Website Manager. Travis Duncan, the Web Coordinator, reports to Connor.

- Jan Smith is the head Copywriter and Editor and manages one other Staff Writer Jeremy Yates.

- Thomas Dodd manages the internet Marketing strategy and supervises Carlos Lopez, who serves as the team’s Marketing Analyst.

As you can see, bulleted information is not always the easiest way to absorb and comprehend information. With visuals, one is able to comprehend more quickly an abundance of information and recall it from memory more easily.

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New eCourse: How to Clarify Your Message and Engage Your Audience

Aaron Stannard — Mon, 02 Feb 2009 18:12:00 GMT

Too many presenters get in the way of their own message. They take basic PowerPoint® presentations and glob on unreadable data tables, unintelligible graphs, and tons of other ultimately counter-productive junk and transform a basic presentation into an hour-long midday conference room nap session.

The bottom line is that the best looking presentation slide in the world is worthless if what you are saying is not relevant to your audience. In John Windsor’s second eCourse, How to Clarify your Message and Engage your Audience, you will learn how craft and deliver more focused and meaningful presentations.

The eCourse consists of the following five lessons:

Under the Microscope
So Much Stuff
Where's the Action?
Don't Get in the Way of Your Message
Alternative Approaches

Click here to sign up for How to Clarify your Message and Engage your Audience.

Remember - all Working Smarter eCourses are free and delivered via email.

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New eCourse: Foundations of Persuasive Presentations

Aaron Stannard — Wed, 28 Jan 2009 06:35:00 GMT

Our latest addition to our growing collection of Working Smarter eCourses is Foundations of Persuasive Presentations, contributed by John Windsor, a former Broadway actor and author of The YouBlog, a fantastic presentations and communications blog. Rather than have me tell you what this eCourse is about, I’ll let John do it himself:

It’s easy to get caught up in the details, particularly when it comes to presentations. Things like: “Where should I put my hands?” “I’ve got to show them all these features.” or “Maybe I should go with a more ‘power’ font.” The list could be endless (and often seems like it is, from the audience’s point of view).

What’s most important is rarely found on most presenters’ slides, however. What’s most important are the points which will be most meaningful to your audience. Things like: “How will this help me?” and “Why should I care?”

It all comes down to where the focus is. If your presentation’s focus is solely on yourself, your company, or your offering then you could be making your job harder because the audience doesn’t have sufficient reason to care about you yet. On the other hand, if your focus is on their needs, goals, or interests, you’ll be making things easier for them and yourself.

The eCourse contains five lessons in total:

The Big Picture
Visions of the Future
So Many Choices
Yeah, but...
Don't Take My Word for It

Click here if you’d like to sign up for Foundations of Persuasive Presentations.

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Don’t Let PowerPoint® Ruin Your Presentation

Aaron Stannard — Wed, 21 Jan 2009 17:30:00 GMT

Our good friend and WSN partner Rick Altman has authored a Working Smarter eCourse for us entitled “Don’t Let PowerPoint® Ruin Your Presentation,” which you can sign up for by clicking here. This is the first lesson of his eCourse, entitled “Too Much Too Easy.”

First are the dues to pay. As a good friend and messaging guru Jim Endicott like to remind us, good storytelling is often about first identifying the pain. And as tennis great

Martina Navratilova once said to me personally, “No pain...no gain.”

She was talking about physical fitness, not creating slides, but I couldn’t pass up a chance to name drop...

The 30-Minute Syndrome

If only I could earn the proverbial nickel for every time I have heard the following:

“PowerPoint is easy. I learned it in less than half an hour.”

Let’s start by acknowledging that the statement is generally true: PowerPoint® is not difficult to pick up and begin using. Both of my daughters created slides for school projects before the age of 10, and indeed, a reasonably astute grownup can begin making slides within 30 minutes.

Microsoft® might have you believe that this is a virtue of the software. In fact, it is bad. It is very, very bad.

Creating a presentation can be an extraordinarily creative experience, but it rarely starts out that way. And that is because PowerPoint’s default settings are not very creative and because most PowerPoint users do not come to the software from a creative field. They start out elsewhere in the Office® suite. They are Excel® crunchers, Outlook® gurus, Access® junkies. When they encounter PowerPoint and discover that they can begin using the program with effect in less than an hour, they are like kids with new toys.

But again, this is not a good thing; it’s a bad thing. These people declare themselves proficient after their requisite 30 minutes. These same people who get really good at their 30-minute skill set call themselves advanced. And those who get really fast at these same skills call themselves gurus. Those who teach it to others are gods.

But they don’t get beyond those first 30 minutes of skills. And then they go forth and commit high crimes against innocent businesspeople everywhere. Yup...Death by PowerPoint.

With PowerPoint, you practice your craft in public, and this craft is forever linked with death and taxes as the three things humans fear most. This is much more than the converted Excel user bargained for. It’s possible, make that likely, that she had no experience at all speaking before a group; she simply taught herself how to make bullet slides.

And herein lies the biggest disconnect of all. The company that this innocent Excel-***-PowerPoint user works for might spend millions of dollars on its brand. Expensive design firms to create glossy brochures...P.R. firms with lots of names on their door, hired to spin messages...high-powered marketing firms to ensure maximum exposure.

And this same company then sends someone out with 30 minutes of proficiency to make what will likely be a company’s first impression: the presentation in a boardroom.

Companies have simply not made enough of an effort to identify, define, and cultivate the role of the presentation professional. Therefore, it usually is assigned in haphazard fashion to anyone willing to step up to the plate, including the person who is simply good with Microsoft Office.

The Cram-Everything-In Obsession

I recently watched an episode of The Apprentice, where a handsome, well-dressed twenty-something man pleaded his case to Donald Trump by reciting every business slogan he could possibly think of, as fast as he possibly could, interspersed with the robotic “I’ll be great for your organization, Mr. Trump” at every breath. And it worked: Trump fired the other guy.

This is a very real phenomenon in today’s culture—the sense that it’s better to say everything than risk forgetting to say the one thing that you really need to say. And nowhere is this more evident than in the typical slides that project onto the whiteboards and white screens of America today.

This plays out in a fairly predictable way by those who prepare their own slides for a presentation:

They sit down at their desk.
They open PowerPoint.
They start thinking of every point that they need to make.
Soon they start thinking of how they are going to make each point.

End result: they have written a speech.

This is not such a bad proposition for the uninitiated public speaker; as we all know, it’s a horrible proposition for her audience. The woman from Scottsdale Arizona probably thought she was on the right track when she perpetrated the slide below:

It said everything she wanted to say.

No question about it: one of today’s most acute pain points is when speakers use their slides as notes. In many cases, it is because they have no idea that the Notes view exists.

This leads to Universal Axioms No.1:

If a slide contains complete sentences, it is practically impossible for even the most accomplished presenters to avoid reading the entire slide word for word.

Watch for it the next time you attend a presentation: the more verbiage a slide contains, the more likely is the speaker to read all of it. Talk about your double-whammy, because Universal Axiom No. 1 leads directly into Universal Axiom No. 2:

When you read your slides word for word, you sound like an idiot.

The slide shown above is the result of a five-minute makeover. We did nothing more than parse out the main ideas and add a rule. If you take 10 seconds, you’ll get the gist of what this presentation is about, but you probably would not have invested even one second trying to sift through the original slide. More important, we might stand a chance of hearing the real person come out if she speaks to this slide, as opposed to the drone who would have read the first slide. Gone is the compulsion to recite the slide verbatim; now she’ll have to actually collect her thoughts and deliver them. Scary? Perhaps at first. But the five-minute slide makeover will also make her over into a better presenter.

But we’re getting ahead of ourselves. First, more pain in lesson 2...

If you liked what you’ve read thus far, then click here sign up for Rick Altman’s eCourse “Don’t Let PowerPoint® Ruin Your Presentation.”

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Three Ways SmartDraw 2009 Can Make Presenting Easier for You

Aaron Stannard — Tue, 16 Dec 2008 00:24:00 GMT

Given that we just published a free eCourse all about creating presentations with captivating introductions, I think now is a good time to remind some of our readers about all of the cool ways that SmartDraw can make life easier for the average businessperson. Most of us are not regular presenters—perhaps a few times a year we have to present a proposal, report, marketing piece or training seminar.

I certainly fall into that class of presenter and I suspect that most of our readers do also; fortunately, our product, SmartDraw, can make life a lot easier for average presenters like you and me. Here’s how:

Plan Your Content Using Storyboard Templates

The key to having a good presentation is having your material organized in a logical, coherent fashion. Storyboards are an effective way of achieving this type of organization quickly, easily and efficiently.

If you want a refresher on why it’s a good idea to use storyboarding when you’re planning a presentation, check out this earlier post I wrote entitled “Having Trouble Putting a Presentation Together? Try Storyboarding.”

In SmartDraw 2009, you begin by opening up a new instance of SmartDraw and select the “Storyboards” template from the SmartTemplate Selector on the left.

Then you click on the blank storyboard template.

Add new boxes for each main topic. If I’m presenting a new project proposal presentation, I might want to build six slides explaining:

Who is responsible?
What are we doing?
When is this due?
Where are we allocating resources?
Why is this important?
How do we do this?

So I will go ahead and place that onto my storyboard.

And then add the topic-specific details beneath the box of each topic.

And from here, I have a good, rough outline of my entire PowerPoint® presentation. In fact, here’s what this outline would look like in PowerPoint® 2007’s “Outline View:”

Export any Diagram or Chart to PowerPoint® Easily

One of the most popular features that SmartDraw has had over the past several versions is its interoperability with Excel®, Word® and PowerPoint®. With the touch of a single button, you can export any diagram, whether it’s a flowchart, a floor plan, or anything else directly to Microsoft Office®.

To export from SmartDraw to PowerPoint®, simply open up your diagram in SmartDraw.

Click on the “PPT” button on the Quick Access Toolbar.

And then your diagram will appear in your current instance of PowerPoint®. Or if you don’t have a running instance of PowerPoint®, SmartDraw will start one for you.

And that’s it!

Animate Your Charts and Diagrams in SmartDraw for More Effective Deliveries

If you’d like to have even more control over how you deliver your SmartDraw diagrams during a PowerPoint® presentation, you can pre-animate them directly within SmartDraw 2009 before you export them! Here’s a two minute video which explains how you can sequence any diagram in PowerPoint using SmartDraw:

This SmartDraw screencast requires plug-ins enabled and the latest Adobe Flash Player installed.

And that’s it. This is the last planned blog entry for 2008, so I hope you’ve enjoyed reading! We’ve got a lot planned for 2009 already so we’ll have plenty of great content ready for you when you all return home from the holidays. Thanks for reading and Happy Holidays!

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New eCourse: Better Beginnings – 3 Ways to Capture Your Audience’s Attention Immediately

Aaron Stannard — Thu, 11 Dec 2008 18:42:00 GMT

Over the past few months, we have been developing a number of free, online eCourses with the cooperation of a number of knowledgeable experts in various fields. Today we are proud to announce the first one of these eCourses, Better Beginnings – 3 Ways to Capture Your Audience’s Attention Immediately, written by Dr. Carmen Taran.

About Better Beginnings

Too many presentations begin with generic and vague beginnings that do not generate any emotions. Better Beginnings shows you how to build better introductions, the kinds that attract immediate attention, are more memorable, and ultimately result in a better presentation overall.

Dr. Carmen Taran is an international presenter, executive coach and co-founder of Rexi Media, a company that teaches outstanding presentation skills. In 2008, she published a book called Better Beginnings - How to Capture Your Audience in 30 Seconds, which explains how you can utilize powerful introductions in your presentations to immediately grab the attention of your audience and retain it for the duration of your presentation.

This eCourse, which Dr. Taran has published with us, Better Beginnings – 3 Ways to Capture Your Audience’s Attention Immediately, summarizes the core concepts of her book. It provides immediately applicable and usable instruction on how to create more captivating presentations using better beginnings.

The eCourse consists of three lessons:

Specificity – How to Engage the Senses Using Specifics
Incongruity – How to Use Surprise to Build Intrigue
Ease of Comprehension – How to Take Something Complex and Make it Memorable

The eCourse is free and is deliverable to you via email.

Click here if you are interested in signing up for this free eCourse.

About Working Smarter’s eCourses

All of our eCourses are free and delivered via email. You will receive the first lesson immediately upon sign-up and you should receive the others via email every two to three days, until you have read all of the lessons. If you would like to skip ahead to read other lessons immediately, you can do so.

We will be publishing several more eCourses at the start of the new year, but we thought it best to provide Working Smarter readers with a quick taste before the end of 2008.

Thanks for reading!

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How to Make Your PowerPoint Presentation Come Alive With Props

Aaron Stannard — Tue, 02 Dec 2008 18:00:00 GMT

This is a guest blog entry by Sean D’Souza, a seasoned copywriter, marketer, and author of The Brain Audit. You can read more about Sean and his work at his website, Psychotactics.com.

Yes, we all have to give PowerPoint Presentations.
But PowerPoint presentations often tend to be two-dimensional.
You talk. The audience listens.

And no matter how talented you are as a speaker, it's hard for an audience to focus for too long on what you're saying.

Unless you add props to your PowerPoint presentation.

Props wake up the sleepiest of audiences in a matter of seconds. Yes, even if the prop isn’t remotely connected to your business.
So here’s what I do when I’m presenting the ‘Brain Audit’ presentation.

I set a chair in the centre of the room.

I then proceed to sit down on the chair.
Then I stand up.
Then I sit down.
Then I stand up.
Then I sit down.
Then I stand up.

It doesn’t matter what the audience was doing/thinking about/fiddling with before I put that chair in the centre. Now they’re looking at me. And in an instant, I’ve got their attention. They’re wide-awake. Aha, and it’s all because of the prop I’ve used.

But the prop won’t work by itself.

The prop will indeed get the attention of the audience, but it’s now up to you to create the connection with that prop.

So here’s how I connect: I ask the audience a question that’s impossible to goof up.

I say: “Who among you expected the chair to break?” I then wait for a few seconds and ask another ‘impossible-to-goof-up’ question. And say: “Why didn’t the chair break?” And after an initial hesitation, I do get a response.

Sometimes two or three responses.

And then it’s time to create the connection:

“The chair didn’t break because it was built on science. Our communication, however, is not built on science. It’s built on randomness. This is why so many people misunderstand what we say.

This is why we spend thousands, tens of thousands, even millions of dollars, and still don’t get the message across. This is because our communication is built without parameters.

The Brain Audit, however, is built with parameters. It’s built with benchmarks. And like the chair, it’s built on science. Which means that you can be sure if you use the concepts outlined in the Brain Audit, you’ll get specific, consistent results”.

So you see, using props is a three-step process:

You pre-determine the prop you’re going to use.
You take the prop out of context (if you can) to create drama.
You then make the connection and snap your audience out of la-la land.

Pre-determining the prop is important.

If you don’t prepare in advance, your presentation may get their attention, but you’re more than likely to goof up on the connection, and make a hash of your presentation.

And taking the prop out of context is also important, because a chair is a chair, is a chair—until you put a chair in the middle of the room. The prop out of context is what creates the drama.

But the question that may arise is: Does the prop need to be connected to your business? So if you’re presenting a phone, do you need a phone? Or should you always use something that’s not quite connected, like a sneaker, or a cup of coffee instead?

I’d always use the prop that’s not connected to my business. The reason is drama. When you stand up to talk about phones, the audience is expecting you to talk about phones.

But a sneaker or a cup of coffee, or some completely unrelated object throws them off guard in mere seconds. And creates instant drama.

But hey, you don’t have to listen to me. You can use props that are connected to your business, as well as props that are not connected. And here are two solid examples.

Example 1: Connected to your business:

Imagine you’re presenting an Icebreaker garment. Now Icebreaker is a brand of garments made from pure merino wool. And what’s cool about them is that you can sweat, and sweat and sweat, and they don’t stink. So in effect, an Icebreaker garment itself can become a prop.

The marketing executive can stand up in an audience and say: “I have a secret. I’ve been wearing this t-shirt for the past thirty-five days.”

Boof! She’s got the attention of the audience. And she continues:“And guess what? It doesn’t stink.” In fact, the late Sir Peter Blake wore it for forty-five days and forty-five nights, while he was yachting. And it still didn’t stink.

See the connection? Icebreaker’s uniqueness is that their garments just don’t stink. And they used the prop that’s connected to their business. This of course, takes us to the second example.

Example 2: A prop that’s not connected to your business

Let’s imagine the marketing executive removes a stuffed skunk and places it on the table. And then says: “If you were to wear your t-shirt for the next thirty-five days, your t-shirt would smell like this skunk.

But not with Icebreaker. You could actually wear an Icebreaker t-shirt for thirty-five, forty, or even forty-five days, and do the most rigorous activity…and still not stink.”

Got your attention didn’t it?

It most certainly did. And props—when properly used—will always get the attention of the audience, no matter whether you use a prop that’s connected or disconnected to your business. So the next time you’re making a presentation, don’t just blah-blah.

Use a chair.
Or two large pieces of paper.
Or a skunk for that matter!

Why Do Customers Buy? And What Causes Them To Back Away at the Last Minute? Find out how we lose customers
because we don't know how the brain works. Go to www.psychotactics.com.

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How Not to Make a Marketing Presentation

Aaron Stannard — Fri, 21 Nov 2008 17:23:00 GMT

Recently, one of my coworkers slid a handout from a marketing presentation he had attended across my desk and asked me what I thought of the material. This company was trying to sell us something that would increase our revenue, cut our costs, etc… the typical promises in every business-to-business pitch. This company was trying to sell us on some new advertising opportunities, specifically, and we receive at least a dozen proposals of this sort per week.

The marketing materials were very polished and it was clear that the salespeople from this company had done their homework on the nature of our business—well, most of their homework anyway. The pitch was very detailed; it told us exactly what we were paying for and outlined how we would potentially benefit from this company’s services. It was, in my book, one of the best-presented pitches I’ve ever seen. But it contained a handful of fatal errors that forced me and others to say “no thanks.”

Error #1: Make Your Customers Feel like Soviet Space Dogs

The first mistake this company made was not including any testimonials from other customers who tried this service and had a good experience. The proposal in this instance was extraordinarily expensive, and the company didn’t do much to assuage our concerns over the price tag by way of sharing the hopefully positive experiences of other customers.

No customer wants to feel like a guinea pig or a Soviet space dog. They want to know that other customers who’ve tried your product or service have achieved positive results and satisfaction. If you fail to provide that kind of reassurance over the course of your presentation, it leaves each potential customer feeling exposed. No amount of good presentation skills or masterfully-designed PowerPoint® slides will be able to overcome the lack of assurance left by not including any meaningful, specific testimonial information.

Error #2: Don’t Stand By Your Product

If a customer asks you “so, if we agree to spend all of this money on your product, what will you do if it doesn’t deliver everything that you’ve promised?” during the course of a marketing or sales presentation, you should probably avoid all of the following responses:

“We can’t guarantee that it will work, but we’re pretty sure that it will work!”
“Well, it may not work out the first time; you might actually have to use the service a couple of times before you get the results that you’re looking for. But we’re sure that we can deliver them eventually.”
“Well we won’t be able to refund your money, but we will be able to help you figure out how to use the service better down the road!”

The little handout I read made it clear that we had to pay for the service upfront and all of the risk was on us. When faced with a risky or expensive proposal, customers want to know that there’s a degree of shared risk between both the vendor and the buyer; it helps ease whatever concerns customers may have about purchasing your product, knowing they won’t absorb the full damage if the product or service doesn't pan out.

There are a number of ways to let customers get a taste of whether or not your product will work for them, and it’s an easier sell when you can offer them a guarantee or a trial of some kind. Telling your prospects to essentially roll the dice on you, however, is the last thing you should do—unless you’re presenting to tourists in Las Vegas.

Customers want to feel safe and confident when they commit to a purchase—especially large ones. And this company, despite their professional-looking slide deck and knowledge of how our company works, actually made us feel more uncomfortable about committing to a large advertising purchase. This is because they did nothing to mitigate our concerns about the risks. This presentation didn’t fail because of bad design aesthetics or because it looked unprofessional; the presentation failed because it lacked the critical substance of testimonials and risk-sharing opportunities. Presentation can’t mend the gaps created by lack of substance.

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Presentations are not Limited to PowerPoint®

Aaron Stannard — Thu, 25 Sep 2008 16:54:00 GMT

PowerPoint® is great – it’s probably the easiest tool for cranking out presentations, regardless of purpose. However, I think it’s worth mentioning that PowerPoint® isn’t the end-all, be-all of presentations.

Allow me to share a relevant anecdote: in my final semester of college I was involved in a behavioral sciences class and each week two groups of students had to give presentations to the class on some of the subject matter. The professor made it clear that each presentation had to be more than just a recitation of the material covered in the class and that there had to be some degree of observable interactivity between the presenters and the audience. He also made one point in particular especially clear: PowerPoint® may not be the best presentation mechanism.

What did most of the students do? Exactly what the professor told them not to do: they created thoughtless PowerPoint® presentations and robotically recited all of the mundane details of the pre-designated subject matter. Needless to say they did not do well. These students were simply lead astray by the default PowerPoint® presentation method: reporting and recounting of information. PowerPoint® is not an innately interactive tool unless it is done so explicitly by the presenter himself or herself, thus those students failed to meet the core requirement of interactivity in their team presentations.

PowerPoint® is not a Good Place to Begin a Presentation

As I pointed out in “The Proper Care and Planning of Presentations,” PowerPoint® is not a good place to begin planning a presentation – it can get you off on the wrong track and lead you towards reducing your complex ideas into meaningless lists of bullets, which is what happened to my classmates.

PowerPoint® is a great presentation tool when used properly but it’s not the solution for every single conceivable presentation need. There are some situations where PowerPoint® is simply not the right tool for the job.

Getting Away from PowerPoint®

When it came to be my turn to present I had my group do something that was “radical” in the eyes of my classmates – we did a presentation without PowerPoint® at all. The members of my group were initially resistant to the idea of abandoning PowerPoint® even though the tool had caused all of the other students in the class to fail. That’s how attached they were to the tool: they would use it even if it meant getting poor marks.

The decision to abandon PowerPoint® early on in our presentation planning process turned out to be a major blessing in disguise because it forced us to move outside of our comfort zone. Without the conformity of PowerPoint® we were able to come up with something really original – an interactive game with our audience where we had them determine how to arrive at the correct outcome given a hypothetical situation posed by our subject matter. It was an astonishing success and it was so good, in fact, that the rest of the groups of students in the class mindlessly copied and imitated our presentation from that point onward.

The lesson here is twofold:

PowerPoint® isn’t necessary to have a great presentation; it can certainly help when used properly, but it is by no means a requirement.
In many cases planning your presentation outside the confines and comfort of PowerPoint® can be an effective means to build an innovative, original presentation, even if you end up using PowerPoint® as your eventual presentation platform.

The point is that your universe as a presenter should not be limited to the just the scope of PowerPoint®, as PowerPoint® can be an inhibitor to creativity, rather than a catalyst.

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