PowerPoint and the Technical Presentation

Devon slunk out of the all-employee meeting after a failed PowerPoint presentation, leaving 500 people to wonder what happened. Devon, a talented quality assurance expert, committed every PowerPoint “Don't” in his annual report, mumbling through a series of slides that no one could see, let alone read and absorb. Devon failed to communicate important data and resigned two weeks later under pressure.

By contrast, Blake began with a short parody on PowerPoint presentations, showing dense, complicated, unreadable slides. The audience laughed and groaned as they recalled sitting in meeting after meeting, assaulted by slide after slide. Then Blake launched into an effective presentation that followed the guidelines outlined in this article. Blake communicated important information effectively and enthusiastically, using PowerPoint only for visual support. Blake was promoted two weeks later.

In short, you are judged and judged harshly by your ability to communicate technical data.

When used appropriately, PowerPoint is a powerful tool in helping technical presenters achieve their goal: simplifying and communicating complex information.

PowerPoint Fundamentals

Before designing presentations, speakers must consider the following four fundamentals:

1. When the slide is on, the presenter is not. There is no substitute for a presenter's clarity and enthusiasm. The fewer slides you use, the more you engage the audience.

2. The more complex the information, the simpler the slide must be. The presenter's job is to put data into a clear and meaningful context.

3. Slides provide visual representations for talking points; they ARE NOT a script. The Deadly Sin is to read slide after slide after slide.

4. Every element on a slide, from font size to graphic, serves one purpose—to clarify information for the audience.

PowerPoint Guidelines for Technical Presentations

Templates and Fonts

• Design or select a template with a dark, solid background and white, beige, or yellow fonts.
• Test colors. For instance, red does not show up well on a dark blue background.
• Test the presentation on the monitor or screen you'll be using. Colors rarely appear as they do on your monitor.
• Use a common, true type font like Times New Roman that transfers well from one computer to the next.
• Use no more than 2 or 3 font sizes on a slide.
• Use at least a 24 font. Go no lower than 18.

Text

• Use text for talking points only. Do not put everything you say on a slide.
• Avoid jargon and acronyms.
• Tone down diction. Use the ten-cent word over the fifty-cent word. The fewer syllables the better.
• Follow the rule of six. No more than six words to a line, six lines to a slide.
• Place text in the top 2/3 of the screen.
• Reveal talking points one at a time so the audience knows where they've been and where they are.
• Use consistent terms throughout the presentation. For instance, if you use “enter,” do not use “input” next time.
• Be sure bulleted items are parallel in grammatical structure. (If you start one line with an “ing” word, every line must begin with an “ing” word, etc.)

Graphs, Diagrams, Charts and Data

• Show only basic data on slides. Highly detailed charts, graphs and diagrams belong in a handout.
• Keep diagrams simple and large. Use photographs when appropriate. Words AND pictures are six times more effective than words alone.
• Use easy-to-read pie charts, bar and line graphs. Be sure labels are large and clear.
• Find ways of making important information “pop” through color, simple animation, sunbursts, etc.
• Allow enough time for your audience to absorb information.

Graphics and Animation

Use graphics and animation for one purpose - to enhance understanding:

• Do use icons to signal different types of information.
• Don't use graphics or animation merely to entertain or impress.
• Do use graphics as memory devices. People remember pictures more than words.

The Presentation

• Speak to the audience, NOT TO THE SCREEN. The audience should never be looking at your back.
• Devote time to designing transitions so that you move fluidly from one topic or slide to the next.
• Use the PowerPoint notes page so that you can see what slide is coming up before it appears.
• Avoid glancing at the screen and announcing the topic, “Next we're going to talk about…” If you rely on the next slide to provide your transition, there will be unnerving dead time.
• Rehearse; rehearse; rehearse! Rehearse standing up. Things change when you're on your feet and nervous. The more you know your topic and technology, the better you'll do under stress.
• Set up early and test the available technology. Incompatible fonts or color can ruin a presentation.
• Place the monitor so it's easy to see and facilitates eye contact with your audience.
• Use a non-directional remote.
• Always have a back-up plan should technology fail.
• Have back-up transparencies.
• Or have hard copies available; print six or three slides to a page.
• Remember, the audience only wants your authenticity and expertise. Put them and their needs first, and the rest will follow.

The most important aspect of any presentation is the relationship between you and your audience. PowerPoint has a lot of bells and whistles, but too many bells and whistles can be just a lot of noise. As you design your presentation, constantly ask: “Will this meet my audience's requirements for simplicity and clarity?” If the answer is “yes,” you have a winning presentation.

Jennifer Sohn has been an educator, trainer, and executive coach for over thirty years. She designs and delivers seminars to corporate audiences throughout the United States, including Starbucks, Heinz Frozen Foods, Washington Mutual, and Plum Creek Timber. Topics include team building, management development, business writing, and advanced presentation skills. Jennifer especially enjoys helping people communicate technical data to non-technical audiences. www.jennifersohn.com