Don’t Ban PowerPoint: Learn to Create Thoughtful Presentations Instead

Ban PowerPointThere are few things so irredeemably bad that they are banned outright, no exceptions. You would think that torture should be, but our own government has found a workaround for that by redefining the word when it’s convenient. Killing endangered animals seems like an obvious candidate for a ban, but every few months I see stories about someone defending their right to pay to “hunt” elephants, rhinos or giraffes. We can’t even stop Adam Sandler from making movies. But should we ban PowerPoint?

A Washington Post piece by Katrin Park (self-consciously illustrated with PowerPoint slides) argues that PowerPoint should simply be banned. While I agree with most of her points about how the seemingly inescapable software is misused (and many of her examples are eerily similar to posts I’ve previously written), a ban isn’t the answer. Lots of tools can lead you to a bad result if you don’t know how to use them. Chainsaws. Nail guns. Ladders. That doesn’t mean we should just get rid of them.

Park points to TED talks as examples of presentations that have moved away from slides (which she calls “presentations”) to storytelling, but many TED talks are accompanied by slides. The difference is that the speakers have learned (or been coached) not to let their slides take the focus away from themselves. And, sure, there are other great products to help you create visual aids for your presentations, like Prezi, but they won’t make your presentations better if you don’t put in the effort. It’s just as easy to make an awful presentation with Prezi as it is with PowerPoint. Actually, Prezi is the only presentation software I’ve know to make people physically ill. Some presenters get so excited about its ability to swoop and spin around the screen that they literally make their audiences nauseous.

So what should you do?

First, don’t ban PowerPoint. Simply eliminating a tool, one with which many people are comfortable and that has been useful to them for a long time, doesn’t make sense. Besides, a lot of these “bans” just don’t work. As Park points out, former Secretary of Defense Robert Gates found that PowerPoint was so ingrained in the culture of the Pentagon that even he couldn’t root it out.

But maybe it’s time to take a break.

A PowerPoint hiatus could be a great idea at your organization to help bring out creative responses to the problem of presenting and teach people that they don’t need to approach every presentation the same way. Try eliminating PowerPoint during one meeting, at your office for a week, or at your next company retreat to see what happens. But make sure that everyone knows what you expect from them and provide examples of other presentation software or formats that they might try. Otherwise they may have a serious panic attack. Remember, the only way many people know how to give a presentation is with slides.

So try other presentation software. Or try doing without slides and use storytelling, a whiteboard, or a demonstration instead. But don’t blame PowerPoint itself for lazy, un-engaging, and ineffective presentations. Those are the speaker’s fault, not the software’s.

If you’re looking for ideas on how to create better presentations, this blog is a good place to start.

Katrin Park: PowerPoint Should Be Banned

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Steph Curry’s Daughter Steals Interview, Scores

According to the news, Tuesday night’s postgame interview where Riley Curry stole the spotlight from her MVP dad was either the most adorable thing ever, or a travesty of sports reporting. Some people take basketball really seriously!

The measure of success for any public speaking event, whether you’re presenting a pitch, conducting training, running a meeting, or being interviewed is always the same. Did you accomplish your goals? If so, congratulations.

So what are the objectives of a postgame interview? It really isn’t about conducting “serious” journalism. The reporters asking questions aren’t going to dig up important facts during the interview or discover that the Rockets actually won. These events are more like those press tours that actors do where they go around promoting a movie on every possible talk show. They’re designed to give fans more access to the players, showcase their personalities, build their brands and that of the team. Ultimately, they exist to sell tickets, shirts, and cable subscriptions.

Did Riley Curry help with that? Absolutely. She was all over the morning news programs and somehow managed to make her enormously likable dad seem even more charming. It certainly won’t hurt him when it comes to winning endorsements from sponsors, and I wouldn’t be surprised if Riley is offered a few of her own. She already has her own custom version of her dad’s signature shoes.

Now, that doesn’t mean I want athletes to regularly start dragging their kids to interviews any more than I think it’s a good idea for anyone other than Maya Rudolph to sing impression-studded versions of the national anthem at commencement ceremonies. The charm of each event comes from being so unusual and unexpected.

http://www.usmagazine.com/celebrity-moms/news/stephen-currys-daughter-riley-steals-spotlight-at-press-conference-2015205

http://thebiglead.com/2015/05/20/reminder-on-complaints-about-steph-currys-daughter-sportswriting-is-entertainment-reporting/

 

Vampires In Tennis?: Ask For The Question To Be Repeated

Answering questions during or after a presentation can be stressful, and sometimes it’s hard to even hear what you’re being asked. If there’s a language problem, if you’re not sure what you’ve heard, or if you need a few seconds to invent an answer, there’s no shame in asking for the question to be repeated. Otherwise you might end up talking about something like getting rid of vampires in tennis, as Latvian tennis player Ernests Gulbis did at Wimbledon this week.

In case you’re wondering, he’s against vampires, but for “freedom of choice.”

Vampires in Tennis

 

PowerPoint At GM: How Slideshow Culture Buries Critical Information (And Costs Lives)

People are Dying.002

You’ve probably heard the phrase “death by PowerPoint,” but didn’t take it literally. No one has ever died because of PowerPoint, right? Think again. It may have happened–but probably not the way you imagined.

A post from Joseph B. White on wallstreetjournal.com asks whether General Motors’ corporate culture of over-reliance on PowerPoint presentations is responsible for their current recalls, safety scandal and, ultimately, the deaths of customers. As White explains, slideshows are a pervasive part of GM’s communications:

References to PowerPoint and “slide decks” show up throughout former U.S. Attorney Anton Valukas’s brutal, 315-page dissection of how GM executives failed to act on evidence of deadly defects in its cars. There’s a good reason. Lengthy slide presentations have been a substitute for meaningful communication at GM since before Microsoft’s ubiquitous PowerPoint software was invented.

During the late 1980s and early 1990s, company executives would lull outside directors with slide shows about their strategies to boost sales and stop growing losses in the U.S. operations – until the directors woke up as the company veered toward collapse in 1992, ousted the top management and promoted a new team committed to…changing the corporate culture.

One of the problems with relying on PowerPoint to convey critical facts or ideas that are uncertain is that the people who write these presentations often create so many slides with so many bullets that it’s hard to tell what’s important. Viewers who need to understand what’s going on would usually be better off with a written report that analyzes and distills the issues at stake instead of a barrage of bullets that are, ultimately, forgettable:

In one example of the numbing barrage of slides that obscured important information about safety risks, the Valukas report says that in March 2009, as GM was sliding toward its government-led bankruptcy, former GM CEO Rick Wagoner “may have viewed” a 72-slide presentation that mentioned, in a “back-up slide,” a change in the design to the Chevrolet Cobalt’s key that replaced a slot for attaching key rings to a small hole.

Now, of course, it’s clear those complaints were a vital clue to a grave issue. If the switch turned off just before a crash, there would be no power to the airbags, and no power assist for steering and brakes. GM now connects 13 deaths to the defect; lawyers for victims say the number is much higher.

In any case, Mr. Valukas’s report states that Mr. Wagoner doesn’t recall reviewing “any part of the slide deck.”

It’s just too easy to stop paying attention when you’re presented with such a huge amount of information (72 slides worth) that doesn’t highlight what’s really critical (like fatalities caused by something as seemingly innocuous and easy to fix as the design of a hole in a key). Why, you have to wonder, were references to deadly accidents relegated to backup slides and kept out of those shown to executives? No one at GM seems to know:

 An engineer who’d been investigating the problem presented PowerPoint slides – but apparently didn’t discuss “backup” slides that made reference to five deaths and some serious injuries.

The report details confusion among the engineers and executives over what was in the slides, which slides were presented and which were not.

One engineer told Mr. Valukas he did present the slide. Three other executives at the meeting said they didn’t recall fatalities being discussed. Others who attended the meeting said they didn’t learn about the deaths until later.

Alicia Boler-Davis, GM’s senior vice president for quality and a member of the committee, told investigators that “backup slides” to presentations usually aren’t distributed or presented, but that death and injury data “should always be included” in a discussion of a proposed recall.

Ms. Boler-Davis also told investigators “that had she known at the time of the December 17, 2013 EFADC meeting that fatalities were involved, she would have treated the issue with more urgency.”

You would certainly think that fatalities would be included in such a briefing. In his post White wonders:

What if someone had simply stood up, without a visual prop, and said: “People are dying.”

But there’s another cultural problem at GM that also seems to be responsible for allowing this scandal to grow. And evidence for it is also found in one of GM’s ubiquitous PowerPoint presentations. Looking at some of the actual slides that were released as part of a government order, it’s amazingly clear how employees were instructed to understate risks and how that policy could lead to disaster. These slides from a GM recall briefing show how their guidelines for writing internal documents–obviously intended to help protect the company from lawsuits–actually led them to avoid “emotional” words that would have helped highlight the importance of the problems they faced. Ultimately, this strategy increased the threat to GM itself and may have cost more lives.

GM Slides.001 GM Slides.002 GM Slides.003Unfortunately, this isn’t the first time that over-reliance on PowerPoint has been implicated in failed communications that led to disaster. After the loss of the space shuttle Columbia, professor Edward Tufte conducted a study of NASA communications and filed a Freedom of Information Act request that included slides that had been used in briefings about the final flight. An article from Government Executive by Shane Harris describes how:

Among those he received were three briefings to NASA senior managers by contract engineers with the Boeing Co. about possible damage to Columbia’s wing, caused by impact with foam debris.

Tufte was aghast. The slides were a muddle of banner headings and bullet points. Important findings were buried in subheadings. Information in data tables was squished into tight cells, making it hard to read. The engineers wrote in a mishmash of acronyms and parenthetical notes that didn’t clearly convey that Columbia was in danger.

“I couldn’t believe it,” Tufte recalls. So he posted the slides on the Internet.

The members of the Columbia Accident Investigation Board couldn’t believe it either. Their final report cited Tufte’s analysis and excoriated NASA for favoring slides over prosaic explanations.

The investigators singled out one slide that proved pivotal in the failure of NASA executives to grasp Columbia’s jeopardy. It is classically bad PowerPoint, a “festival of bureaucratic hyper-rationalism,” Tufte writes. It contains six levels of hierarchy: A banner title followed by a big bullet point, a dash, a diamond and a little bullet point to denote subpoints, and finally, a set of parentheses.

“It is easy to understand how a senior manager might read this PowerPoint slide and not realize that it addresses a life-threatening situation,” the Columbia investigators wrote. “The board views the endemic use of PowerPoint briefing slides instead of technical papers as an illustration of the problematic methods of communication at NASA.”

PowerPoint slides aren’t usually a matter of life and death. (In fact, a huge number of presentations don’t seem to have any reason to exist at all). But these examples of catastrophic results have a lot to teach us about how relying too much on PowerPoint can obscure what’s really important.

Instead of using slides as a container for vast amounts of data, in the place of a complex report, or as a script for a speech, try to use them as they were meant to be used–as the visual aids that accompany a presentation instead of the whole thing. Try to keep them simple in order to make the biggest impact.

After all, a slide that says “People are Dying” is pretty clear.

Every Meeting Needs An Agenda (But Maybe Not An Agenda Slide)

DSC04780I was happy to see this blackboard welcoming guests to the wedding reception for my friends Sarah and Joey because it illustrates one of the most important rules for any meeting, presentation, or formal gathering. They all need to have an agenda. You don’t want to leave your guests in the dark about what your meeting is about, why they’ve been invited, or when the food trucks are going to start serving dinner. Otherwise people may feel anxious, annoyed, or cranky from their low blood sugar.

That doesn’t mean your agenda has to be a formal document that’s distributed in advance (though that’s often best). Agendas can take many forms, including a few bullet points in a calendar invitation, an overview of goals and topics to be discussed at the opening of a meeting, or a brief outline written on a whiteboard at the front of a conference room. An entirely appropriate agenda might just exist in the head of the meeting planner. But all meetings need to have an agenda in order to keep them on track and make sure they have a legitimate reason for happening. As a general rule, the more important the meeting, the more important it is to have a formal agenda and share it with attendees to make sure that everyone’s goals are being met.

Unfortunately, too many meetings don’t have an agenda at all. Some meeting organizers are just bad planners and think they’ll wing it, while others don’t like the structured formality of a written agenda. But the most frequent excuse I hear–by far–is that writing an agenda and distributing it in advance takes too much time. Of course this idea is terribly short-sighted. Creating a good agenda allows you to use the time you and your co-workers spend in meetings much more efficiently, and should even allow you to cancel the meetings that you really don’t need to have.

Agreeing that every meeting should have an agenda, that it’s shared in advance, and that it’s used to make sure the meeting stays on track is probably the single-most effective thing you can do to improve the productivity of your workplace. Have you ever sat through an entire meeting wondering why you’d been invited? Have you been to a weekly status meeting where no one had anything new to report? Chances are no one had taken the time to write agendas for those meetings. If you find that you or the people you work with are having a hard time coming up with agendas, it might be time to start thinking about whether you should be having those meetings at all. Cancel them instead and use the time you reclaim to actually get some work done.

What you might not always want to do is include an agenda slide in your presentations. An agenda slide can be a great tool to give attendees a quick idea of what they’re going to hear, but many presenters wind up spending so much time explaining their agenda slides that they effectively give their presentation twice, once when they talk about the agenda, then again as they read through their slides. Few things are more boring for an audience. If you can give your entire presentation just by discussing an agenda slide, consider doing it that way. Your audience will appreciate it.

Bill Murray’s Impromptu Bachelor Party Speech

Here’s Bill Murray wandering into a stranger’s bachelor party and giving the rowdy guys the thrill of their lives–no strippers necessary. It’s a short clip, but that’s part of what makes it great. Murray is a real pro, and he shows that you can make a terrific speech in less than a minute. Longer isn’t always more meaningful; sometimes it’s better to say one memorable thing and get out off the stage. This is probably especially true if you’re the star of Stripes and Ghostbusters and you’re surrounded by drunk dudes who clearly worship you.

Bill Murray’s Impromptu Bachelor Party Speech

 

Commencement Season Commences: George Saunders On Kindness

It’s almost that time again.

Each year commencement season gives us some of the most memorable, funny, and thoughtful speeches that we’ll hear all year. To kick things off, here’s a version of George Saunders’ 2013 speech at Syracuse that has now been turned into an animated video and a book called Congratulations, by the Way: Some Thoughts on Kindness. Obviously the video here isn’t the live performance from the commencement speech, but it provides a great example of economical storytelling.

Saunders is one of our best writers, though he’s often a lot darker than what you see in this video. If you don’t know him from his stories in The New Yorker, check out Tenth of December.

George Saunders on Kindness