Don't hypnotize your chickens: getting the most out of PowerPoint
July 12, 2023
If you draw a line in the dirt in just the right way, a chicken will hyper-focus on it until it is hypnotized and can't look away. And if you've ever sat through a poorly-done PowerPoint presentation, you probably know what that feels like! So, what separates a good presentation from a bad one? In our May webinar, CarriersEdge CEO Jane Jazrawy reflects on almost 40 years of using PowerPoint-what it's for, what it isn't for, and how to engage rather than hypnotize people.
Is PowerPoint Bad?
The simple answer is no. It's a system that's great at visually organizing information quickly - it's easy to use and easy to add more content as you see fit. "PowerPoint is going to help you," says Jazrawy. "But that's also what's bad about it: PowerPoint's helpfulness."
Having a lot of information on your slides (which PowerPoint lets you do very easily) can work against you in a few different ways. For one, it discourages notetaking. All of the information is there anyway, so people look and read and then forget about writing things down. But notetaking actually helps people learn better—the physical action of writing helps with memory retention and understanding, and so does the repetition of seeing and hearing information, and then seeing it again as you take notes.
Another problem with information-rich slides is that, between the slides and the presenter talking, the audience struggles to figure out which one to pay attention to. This is exactly the kind of multitasking we warn against when talking about distracted driving: there is simply too much to pay attention to.
Templates, Tips and Traps
But how much of that is PowerPoint's fault? More than you'd think. One reason the tool can lead you astray is the slide templates it offers. While the blank template gives you a lot of organizational freedom, most of the other templates encourage the use of bullet points.
The problem with bullet points in this system is that they can lead you to bury the most important information. PowerPoint invites you to hit the tab button when you want a new bullet point. But as Jazrawy points out, "As you tab, you will get a different bullet point, but the font will also shrink." Given that people tend to leave the most important idea until the end, this default in the platform not only shrinks the font but also the impact of the most important idea, like this:
- The first idea (general)
- Something interesting about that
- The second idea
- The third idea
So, if you are relying heavily on the slide deck to carry all of your information and you are not paying attention to the way the system is organizing it, the thing you want your audience to focus on the most ends up having the least impact. This is such a significant problem that in 2005 it led then-Brig. Gen. H.R. McMaster to famously ban PowerPoint presentations.
Knowledge Theater: It Just Looks Like Knowledge
The second way that PowerPoint can lead you astray is its ability to make information look good. The beautifully-structured organization of a PowerPoint presentation can create the illusion that the presenter knows what they are talking about. Even more, if the audience doesn't understand it, the assumption is that it must be their fault.
With multiple slides, cascading bullet points and slick transitions, a PowerPoint presentation can make poorly cobbled-together ideas look like knowledge. Even to the presenter. A person putting together a presentation could easily gloss over a part of the material that they themselves are not clear on because it has the appearance of being clear.
In fact, this was another problem McMaster (among others) had with it. Army decision-makers were either just assuming that what they were being told was correct, or they had to waste valuable time trying to decide for themselves what was relevant and what wasn't. Or they were just lulled into acceptance. And that's a process that even the Army calls—you guessed it—hypnotizing chickens.
So What Do We Do?
If you want to deliver clear, effective training or presentations, PowerPoint really can be an excellent tool for the presenter. But like any tool, you need to know how to use it correctly. In light of all the potential pitfalls we've discussed so far, here are some tips and strategies for getting it right.
- Hit your main idea
Keep the content on each slide to a minimum and focus on the core idea you want to convey. Once the audience understands the main point, shift their focus back to you for an in-depth discussion. The slide should serve as an introduction, while you, as the presenter, provide the substance.
- Multiple points of contact with the content
Engage your audience by involving them in the learning process. Use handouts, worksheets, and interactive activities alongside PowerPoint slides. The slide deck should be just one tool among many to reach your audience.
- Consider an image
Sometimes, a powerful image can effectively convey the main idea without relying on written text. Visuals can anchor the discussion while keeping the audience focused on your words.
- Plan ahead
Before creating the slide deck, spend a significant portion (about one-third) of your planning time clarifying the points you want to make. Once you have a clear understanding of your message, you can devote the remaining time to designing the PowerPoint presentation.
- Audience
Tailor your material to suit the specific needs and preferences of your audience. Whether you're presenting to executives, safety professionals, or new drivers, ensure that the content is relevant and engaging for your target audience.
- Time management
Consider how long you have to present and make sure your content is adjusted for it. If you are repurposing a longer presentation for a shorter session, remember that the scope of your material should match the allotted time.
PowerPoint really can be an important resource for presenting and delivering training. But there are some unique features that can lead you astray if you are not paying attention (or are not used to them). It's important to understand that PowerPoint should complement your presentation, not replace your role as the presenter. Remember, it's not just about the slides; it's about engaging your chickens rather than hypnotizing them.
For more on how to make the most out of PowerPoint, check out our blog stories here and here.