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Hot 5: Avoiding Power Point Overkill

I have a love-hate relationship with Power Point.  To be honest, it’s more of a hate-hate relationship.

I love using visual images to enhance a message.  They can stimulate, illustrate, & highlight good content.  More and more, however, I’ve seen the medium used and misused beyond its intended purpose and effectiveness.  You may use Power Point, Keynote, Pro Presenter, whatever—the software may vary, but the issue is the same.

I recently was producing an event for business professionals.  As I connected with the Keynote Speaker before the session, he informed me that he had 282 slides in his presentation.

“That’s a lot of slides,” I observed, trying hard to be understated.

“It’s okay,” he responded, “It covers 3 hours of training.  Besides, they go by pretty fast.”

“Go by pretty fast?”  I’ll say.  During a 3-hour training session, that’s more than 1.5 slides per minute.  Think about it.  A new graphic every 40 seconds.  That’s assuming that every graphic is equally spaced out, with no hesitations in the presentation.  A new slide every 40 seconds for 3 hours.  My head is still spinning.

Honestly, I think we’ve become lazy.  We have a classic example of the tail wagging the dog. The medium has become the message.  We’ve taken the focus off of our need to tell a compelling story and replaced it with a graphic delivery system.

A lot of presenters I see these days simply use Power Point as a public Teleprompter.  Consider this: if all your content is on the screen, then you, as the presenter, become unnecessary.  As a participant, I really don’t want or need to read your crib notes.  As with many other aspects of good communication, less is more.

As you prepare your next presentation, I encourage you to ask yourself these “Hot 5” questions:

1. Is this graphic really necessary? Would my presentation be substantively any different without it?  If not, eliminate it.
2. Will it distract from my message? It may be cool, hip, edgy or beautiful, but if it becomes a distraction, it shouldn’t be there.
3. Will it increase or hinder the credibility of my message?
   • Is the design and composition of high quality?
   • Is it easy to read?
   • Is it easy to digest?

   If not, why give your audience any unnecessary reason to discredit you or your message?

4. If the projector lost power, would my message suffer? Sure, it may lose a little zip, but if it suffers, then you’re relying too heavily on the graphics.
5. Will it take emphasis off of me? Don’t ever forget that, as the presenter:

You are the story.  YOU are the show.  You are the star.

The message is much more important than the medium.  If you’re not convinced that you can deliver the goods on your own merit, then no amount of graphics will make a difference.

Let’s give Power Point a little rest.  It’s overworked, tired and needs a break.

The Friendly Skies…Really?

I was recently on an airplane.  As we were readying for departure, the Captain came on the loud speaker and said,

“Ladies & Gentlemen, I just wanted to make you aware that our flight attendant, Amy, has recently been nominated for Regional Jet Flight Attendant of the Year.  Let’s all give her a big hand,” which we did.

My first thought was, “Really? This girl?”  From what I had already observed, Amy didn’t appear to be the model of a great Flight Attendant.  I hardly saw a smile, she stumbled over the announcements and she coolly ignored the questions & requests of the young man seated behind me with Down Syndrome, all the while chatting it up with some other Flight Attendants (who were catching a ride on our flight—flying for free, by the way).

Then Amy delivered the safety instructions.  I don’t believe I’ve ever seen less energy or passion delivered during this standard speech (and I’ve been on my share of airplanes).  While pedestrian, at best, these instructions are still supposed to be the instructions on how to save our lives in the case of emergency.  You would have thought Amy was reading the phone book.

“How could this woman be nominated for an award?”  I thought.  A few moments later, I got my answer.  I overheard a fellow traveler congratulate Amy, who then scoffed and replied that the pilot was simply joking and having a little bit of fun.

The airlines are getting some tough press lately (and rightly so, in my opinion) because of several things:
•    Escalating ticket prices
•    Eliminating snacks
•    Fuel surcharges
•    Charging for baggage
•    And now some are even charging for soft drinks

Each of these cost-cutting measures is driving down the experience the airlines are providing.

But the airlines can greatly improve their customers’ experience at little to no additional cost—and it lies in the hands of their Flight Attendants.  It costs nothing to:

•    Smile
•    Treat people with respect
•    Be passionate about your job, and the service you provide
•    Be friendly
•    Act like you actually want to be there

I’m sure it’s tough to give that same safety speech day after day.  It reminds me of some years back when I used to be involved in theatre (yes, I did a little acting in college—don’t judge me).  The Director would inevitably give a speech to the cast somewhere in the middle of our show’s run and say, “Now, I know we’ve done this show lots of times, but there is a whole new crowd tonight who is seeing this for the first time.  They don’t care how good we were last night.  What matters to them is tonight.”

It’s easy to forget these simple things that can go a long way.  I think the airlines would do well to remind their Flight Attendants of this.  Maybe next time they’ll find a way to deliver that safety speech with a little zest, interest, or dare I say, even humor.  The power to create a good experience lies firmly within their grasp—if they will only seize it.

What can you learn from the airlines?  What are you doing to improve the experience you provide for your customers?  What can you be doing that doesn’t even cost money to accomplish?

As always, I’d love to hear your thoughts and comments.

Never Get Too Cocky

Remember that great clip from Star Wars (the original) where Luke Skywalker shoots down his first TIE starfighter?  All excited and a little proud, Skywalker turns to Han Solo and exclaims, “Got him!  I got him!”  Solo responds with a cool, “That’s great, kid…don’t get cocky.”

This past week I was producing a national conference.  While it wasn’t a wild show, by any stretch of the imagination, it did have its share of complexities, from a production stand point:  lots of cues, live music, video roll-ins, music bumps, interactive elements and more.

Just before the last session began, an attendee came up to the production booth to thank us.  He said that he’d been to two other similar shows in the past few months and neither of them had the high level of production values, excellence and quality that we had shown.

I thanked him and asked what made the difference.  He said,

“You know, the basics.  Hitting the cues right. Mics being turned on when they are supposed to be.  Tight transitions.”

I thanked him again for his kind words, then passed on his appreciation to my crew.

“That’s right,” I thought to myself, “We’re good.  We’re not like all those other hacks out there.”

Wouldn’t you know it, but we blew two small cues in that last session.  Nothing big and disastrous, and nothing that I think the audience would have noticed.  Just small things that can make the experience a little more enjoyable.  Or not.

We can never lose focus—even when we are confident of our abilities and have a proven track record.  Every little cue is important.  The moment we begin to rest on our laurels is the moment the unexpected can sneak up on us and take us down a notch.

Thanks for the reminder, Han.

Sony Walkman Project

Talk about a cool experience. Sony has taken a risk in promoting their latest Walkman media player.

Their website says, “The Walkman Project is an incredible musical collaboration that lets you make and share music with other people around the world.”

Sony has created a vehicle where people can collaborate on a piece of music together—each one adding his/her own part. You can sing, play or mix tracks. You then upload your contribution. Little by little, the musical piece grows, morphs and changes as each part is added. A very, very cool idea.

To promote this collaborative project (and their product), Sony created a video highlighting how even the most seemingly insignificant contribution makes an impact on the whole.

It’s brilliant.

The video features 130 musicians, all gathered in one place, performing a musical composition where each musician plays only one note at a time. The piece moves by beautifully as you watch each musician playing their one note, but the whole coming together fluidly and flawlessly.

It’s amazing.

I can’t imagine the immensity of the challenge of wrangling 240 microphones, handling 130 sensitive artist egos and juggling the logistics of such an endeavor.

Watch the video. It will blow your mind (at least it did mine).

Sony could have just done a regular product launch for their new Walkman. But instead, they created an experience for people to jump into, and also created a cool experience for the 130 musicians who played on the video, and then shared that experience with us.

Sony reminds us of the need to break the mold on our status quo events, projects or media. How about you? Is it business as usual, or are you creating an experience that will involve and impact your audience and not soon be forgotten?

Let the Sun Shine… or The Best-Case Scenario Rarely Is

Most of the clients I work with approach a project, event or media with big plans and high hopes.  After all, unlimited ideation, creative thinking and dreaming big are great ways to approach a new project.  Some of our clients, however, become a bit deflated when they realize that those big plans often come with corresponding resource requirements and challenges.

Great ideas and wonderful new creations usually require funding and human resources commensurate with the idea.

I’m not just talking about the costs for things we charge for.  In many cases, it’s the costs or situations that are unrelated to us (or outside our scope) that bring the most drain or frustration.

“Hmm.  Is it really going to cost that much, or take that long?”  I’ll often hear.  “Yes, that’s what it’s going to take to do this,” I’ll reply.

The client then sometimes enters into a theoretical bargaining of sorts with us.

•    “Well, what if we could get a vendor to agree to this.”  They’ll say, hoping they might find some as-yet-undiscovered bargain.
•    “By then, travel costs will probably have come down.”
•    “Hopefully the economy will have turned around by then.”
•    “What if we did some of this internally?”

We are often backed into a corner and asked to create guesstimates based on these hopeful, yet improbable, scenarios.  It’s what I call, “Best-Case Scenario Planning”.

And it’s dangerous.

I hate to even enter into it.  I explain to my client that it’s highly unlikely this and that will go our way, but they often twist my arm and ask me to create schedules or show them numbers based on such assumptions.  These unrealistic estimates then morph into the deadlines and budgets they plan for.

Here’s the catch:  “Best-Case Scenarios” almost never happen.

•    Shipments get lost in transit.
•    Unions go on strike.
•    Someone, somewhere drops a ball.

The planets rarely align in our solar system (either every 200 years, 5,000 years, or never, depending on your definition) and there’s no Age of Aquarius.

And the actual best-case scenario is more rare than a Kevin Costner blockbuster.

Regardless of how many disclaimers I list or try to prepare the project manager, anything that falls short of this new best-case scenario expectation becomes a disappointment, or even worse, is looked upon as a failure.

“Remember, we said that it would only work this way under a best-case scenario,” I remind them.

Doesn’t matter.

All they know is that they got their heart set on things happening a certain, albeit unrealistic, way and then got their heart (or budget) broken.

Moral of the story:  Next time you’re dreaming up a great new project, forget about the best-case scenario.  Plan for the most-probable scenario, and then budget a little more or set a realistic deadline.  Then, if the planets do happen to align, you’ll be a hero, everyone will be happier, and you can all join in on a chorus of “The Age of Aquarius”.

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