beyond bullets

Show Me the Money Slide

If you put your conclusions first, people are more likely to stay with you until the end.

I recently analyzed a market research presentation, and its structure went something like this:

1. Background and methodology (Slides 2-6: charts, diagrams, bullets)
2. Key metrics summary (Slides 7-15: charts, diagrams, bullets)
3. Conclusions and implications (Slides 16-20: bullets)

Slide 20 was the "money slide", or the slide that recommended to the audience exactly what they should do based on the research. This slide was clear, concise and easy to put into action.

But why wait until the end to show the most meaningful slide?

Whenever we structure a presentation, we often want to walk people through the same steps that we followed in order to arrive at an answer. We might do that because we're proud of the thinking process that we went through, or we think it brings credibility by explaining the details before coming to the conclusion.

The only problem is that if you wait until the end to present your conclusions, you make it much more difficult for your audience to stay with you. In the outline above, you're forcing the audience to hold 19 dense slides of information in their working memory, before you get to slide 20 where you tell them why it's important to them in the first place. 

But when you flip the outline around and present your conclusions first, then your audience knows up-front where you're going, and they can pay attention to the reasons why or how they should decide to do what you recommend.  You still present the same information, but present your conclusions first and your reasoning second.

The BBP story template introduces a discipline to help you restructure a presentation this way so that it's easier to understand. The Solution statement forms the basis for your "money slide", where you clearly state what you recommend; and the 5-minute Column statements form the basis for the 3 or 4 slides that explain your top-level reasoning behind what you recommend.

When you use a presentation structure like this to clearly focus on the conclusion first, you're much more likely to help your audience profit from the meaning of your work.

Presenters are from Mars, Audiences are from Venus

How wide is the gap between how you see yourself as a presenter, and how your audience sees you? Probably very wide, according to a survey conducted by Andy Goodman for his new book coming out in December, When Bad Presentations Happen to Good Causes.

In a survey of 2,500 people described in his recent PDF newsletter, Andy tallied the percentages of respondents who rated typical presentation elements “good to excellent” for presentations they give. Then he tallied the percentages of respondents who rated the same parts "good to excellent" for presentations they attend. The results:

 

According to Andy:

"As you can see, respondents consistently gave themselves higher marks, with nearly half believing their presentations fell into the good to excellent range overall. They were far less generous to their colleagues, however, with less than a fifth earning good to excellent scores. These numbers suggest that audiences are frequently dissatisfied with what they see, but presenters simply aren’t getting the message. And that may be one reason why bad presentations continue to plague good causes."

This is important information that should give all of us PowerPoint pause, as we step back from the remote and start thinking about how to close the gap between perception and reality.

The CEO's Secret PowerPoint

If CEOs count communication skills as central to leadership, how much do you and your organization invest in developing them?

The cover story of the July 2005 issue of Business 2.0 magazine describes an unpublished set of business guidelines in an article titled, "The CEO's Secret Handbook":

"It started decades ago as flashes of insight scribbled on loose scraps of paper. Then it morphed into a PowerPoint presentation that distilled years of business wisdom into a handful of easy-to-remember aphorisms. Last year it became a 76-page spiral-bound booklet clad in a plain gray cover. Eventually, Warren Buffett received a copy -- and liked it so much that he asked for dozens more to give to his CEOs, friends, and family.

"The tiny handbook has become an underground hit among senior executives and management thinkers. Written by Bill Swanson, CEO of aerospace contractor Raytheno, Swanson's Unwritten Rules of Management is part Ben Franklin and part Yogi Berra, with a dash of Confucius thrown in."

How often do communication skills pop up in the list? Out of the complete list of 25 rules, here are at least five:

1. Don't be timid; speak up. Express yourself, and promote your ideas.
2. Practice shows that those who speak the most knowingly and confidently often end up with the assignment to get it done.
3. Strive for brevity and clarity in oral and written reports.
4. Be extremely careful of the accuracy of your statements.
5. Cultivate the habit of "boiling matters down" to the simplest terms. An elevator speech is the best way.

With at least 20% of the top 25 skills directly related to communication skills, it makes sense for any organization to invest at least 20% of its training budget to developing them.

The Slide-Free PowerPoint

When your PowerPoint process helps you to clarify your ideas, it turns out you can make an effective presentation whether you use your slides or not.

Garr Reynolds tells a great story about someone who used the Beyond Bullet Points approach to structure a presentation. When the presenter met with his potential client, the conversation naturally transitioned to the main points he wanted to cover, and before he knew it he had won the business and the meeting was over. He left disappointed that he didn't get to use his slides, until his wife reminded him that closing the business was his objective, not showing the slides!

Where does your own center of confidence reside -- in you, or on your slides?  When you undergo a critical thinking process that clarifies your ideas in your mind, it shifts the center of confidence from your slides to you. With the center where it belongs, you will be clear no matter what tool, technology or medium you use to expand your ideas outward.

Welcome new bloggers!

A couple of new blogs you may find interesting:

Jim Rait had so many good comments to add to the BBP discussion board, I encouraged him to start a blog. He apparently had already been considering it, so he finally took the leap - welcome Jim, to Design_at_the_edge.

A number of presentation professionals (and friends) have started a new weblog titled Visual Being. It's definitely worth a visit if you make your living designing presentations, and are interested in a like-minded community that is focused on professional development.

Although it's not a new blog, Tony's PowerPoint Weblog continues to be the most comprehensive collection of PPT-related news, posts and links.

I highly recommend using one of the free tools like Bloglines to manage your blog feeds. I personally didn't understand the power of blogs until I installed Bloglines and could see all of the updated blog posts in a single window. One of the first things I do when I start the day is to check Bloglines to see what's new in blogland.

The Heart of Story Structure

Last year I told Steve Niederhauser about Jim Bonnet's excellent Storymaking Seminar here in Los Angeles - I also wrote a post about Jim's work here in "Storymaking vs. Storytelling".

Well it looks like Steve made it to Jim's workshop last month. Here's some of what he had to say:

"During the seminar, we learned how to artistically treat metaphors so they become relevant and real. We learned how to create a story by looking at story through the eyes of the problem. And we learned that the problem is the heart of a great story’s structure.

"Along with Jim’s storywheel (a global positioning system for writers), these techniques assure that your story structure is based on the story problem.

"If a writer bases her story on an invalid structure she will probably find her story in trouble. So when she tries to fix the story, it falls apart because the story is built on a foundation of sand. A foundation that shifts with each change, creating a flaw in another room of the story."

Reading Steve's writeup reminds me of how influential Jim's screenwriting ideas were on BBP - I continue to highly recommend his screenwriting book.

Jim Bonnet and I have stayed in touch since last year. If his workshop sounds interesting to you and you're thinking about attending the next one, let me know and maybe Jim & I can talk about doing some sort of storymaking session together.

Finding Free Photos

Robin Good recently posted a list of great resources for free photographs. One of his listings is a Hungarian site called Stock Exchange, which many readers tell me they like and use frequently.