Comfort Zones are Overrated

Posted by Rick Altman on July 20, 2010 · Leave a Comment

This is the greeting that I offered in the published proceedings from last year’s conference. In the run-up to this year’s Presentation Summit, we think it makes for interesting reading…

My daughter Jamie is a capable and confident softball player, having just completed a third consecutive all-star season. This fall, she tried out for a competitive traveling team, comprised of highly-skilled eighth- and ninth-graders, and in her own words, “I used to be one of the best players on my team—now I suck.”

I’m not sure if she was angling for sympathy, but if so, she didn’t get any from her dad. I think this is one of the best things that she could have possibly done. The humility, the wake-up call, and the realization that she now has to work harder will all serve her well. Perhaps we’ll look back and see that the comfortable little bubble of being the big fish in a small pond was holding her back.

We aren’t suggesting that you use the S word to describe your proficiency with presentation development, but we love to watch our patrons leave their own comfort zones. “I can’t believe I called myself advanced when I signed up,” one woman said last year. “There is so much I don’t know. Can I please change that to beginner?”

Oh, the parallels I can draw, watching Jamie bunt for the first time. She can’t just stick the bat out there any longer; now she has to read the motion of the shortstop to determine where to bunt the ball. Now she can’t just hit; she needs to know how to hit the ball to the right side of the infield to move a runner from second to third. Now she must know to hit the cutoff or throw through to a base. She had no clue about any of that before she was pushed.

Lest you think you have signed up for boot camp or something, we won’t bark at you as Jamie’s new coach does. We find that our patrons supply their own motivation to further their skills, and we consider it pure joy to be witnesses to it. We love watching you make your first custom show, identify an “audience-centric” message, post your slides online for sharing, and a couple hundred other pearls and nuggets that together we will uncover across these four days.

So many in the presentation community are content with the skillset they have now, comfortable knowing that they meet their deadlines and perform their tasks.

Comfort zones are overrated. Stepping outside the box is where the action is, and we are so incredibly pleased and grateful that you have chosen to take that journey with us.

We promise to make you dizzy with new ideas and to encourage you to rethink everything you took for granted about presentation design, creation, and delivery. And we promise to do it without once telling you that you suck or making you run the bases blindfolded.

Filed under Editorial · Tagged with Design, PowerPoint, Technique

Printing Animations: Can you spell oxymoron…?

Posted by Rick Altman on June 9, 2010 · 5 Comments

Jeffrey Kontir of Deloitte LLP asked an interesting question the other day on the Powerpointers group at LinkedIn. “How do you print a final copy of a slide deck that has a lot of builds and animation?”

Central to Jeffrey’s dilemma is the nature of object animation. Unlike a slide transition — where motion takes place only after all of the slide is visible — animation on a slide involves objects coming and going and objects often being layered one atop the other. Were you to print the slide, you would see every object on the slide, without regard for when and where the objects made their entrances or exits. If an object were supposed to fly in from the left and then exit stage right, neither of those events would be represented accurately in print. If Jeffrey wants to represent the builds in a printout, he needs to be able to print a slide while right in the middle of it.

The stock answer to this problem is to tear down the animation on a slide and instead create a series of slides, each one representing a part of the build. That would be a perfectly fine approach were you to think of it before you started, not so good as a mid-course correction. But who ever thinks of these things out of the gate?

The strategy I would suggest instead does not require a total upheaval to your normal slide-creation style. All it requires is screen capture software, such as TechSmith’s Snagit and the following procedure:

Configure your screen capture software to activate with a hotkey and to save to sequentially-named files on your system.
Run the slide show.
At the critical points in a build, capture the screen image.
Keep capturing as the build of a slide progresses, pressing the hotkey at the appropriate times.
When done, locate all of the JPG files that represent the builds. It will be easy to follow the sequence, thanks to the sequential filenames.
If you own Adobe Acrobat, combine the JPGs into a single PDF file and print.

There are plenty of ways to print JPG files, but the little-known technique with Acrobat is the best. Versions of Acrobat released within the last four years place a command on the Windows context menu (the right-click menu) named “Combine supported files in Acrobat.” That is perfect — gather and print, and you’re set.

Essentially, you are converting each build to a static image, much like if you were to convert each build to its own slide. But this is done on the fly and does not involve any tearing down and rebuilding of the slides. Try it the next time you encounter the challenge that bedeviled Jeffrey.

Filed under Editorial · Tagged with PowerPoint, Technique

What Happened to My Animation??

Posted by Rick Altman on May 19, 2010 · 1 Comment

Lori Gauthier is with St. Clair County Community Health in Port Huron MI. She shared her latest angst with us:

I have created a complex animation in version 2003. A group of photos appears in a grid and then the date of an event fades in next to the photos. When I click the Play button in the Animation task pane, the date appears as expected. However, when I view the full slide show it doesn’t appear. I have a lot of animation on the page and this is the last one to appear before the show transitions to the next slide. Is there some kind of limit to the number of animations on a slide? But even if there were, why would it work with the Play button but not in full screen?

___________________________

Lori gave two important clues here to the problem:

The animation in question behaves properly when viewed by the preview button in the animation task pane, but not when the slide is played.
The animation is the last one scheduled to play on the slide before the slide transitions away.

First, if there is a limit to the number of animations that can appear on a slide, no human has reached it without first being felled by his or her own sanity limit. We have literally seen hundreds of animations placed on a slide. So that’s not it. If the animation previews properly, it almost certainly means that Lori created it correctly. But what is different about previewing a slide and running a show? In the case of the former, you only watch one slide’s worth of animation. In the case of the latter, you watch the concert of slide business and transition business, and as Lori points out, the slide is designed to transition away to the next automatically.

Lori has been victimized by PowerPoint’s inconsistent behavior when slide transitions are set to Automatic instead of the more typical On Mouse Click. They become TOO automatic—the entire slide marches down the street, without waiting for anything. When a slide’s transition is set to Automatic, any animations set to On Click behave like After Previous, and any duration time that the slide is supposed to wait for before transitioning is often ignored. Lori thought she was covering her bases by adding five seconds to the slide transition:

This should have allowed the final animation to do its thing and have its affect before the slide changes. However, PowerPoint 2003 is prone to failure. Slide advancement set to Automatic is just too automatic.

Lori’s animation of the date actually does play; it’s just that the slide transition happens at the same moment so nobody sees it. She could see this for herself by setting the slide transition back to On Mouse Click.

Lori needs to outsmart PowerPoint and its tendency to not wait before transitioning. This is a job for the “invisible rectangle” strategy:

Set the slide transition wait time to 0 (because every so often, that setting is honored, and then it becomes even more infuriating).
Draw a small rectangle off the slide.
Animate it with Appear, After Previous, and a delay of five seconds.

No matter how impatient PowerPoint is, it won’t transition away from a slide until all of the slide’s business has been conducted. Therefore, this slide will not transition away until the rectangle “appears” and while PowerPoint waits for it to appear, the event date will have its five seconds of fame. Instead of asking PowerPoint to wait the five seconds AFTER all of the slide elements appear, PowerPoint waits the five seconds BEFORE the final animation takes place. That final animation is invisible, taking place off the slide, seeming to us to be a delay before transition.

You’ll find many useful purposes for the invisible rectangle. It can be used to great effect within a series of animations set to With Previous when careful timing is required. Slip in these rectangles just like a carpenter adds shim to a home project.

Filed under Editorial · Tagged with PowerPoint, Technique

PowerPoint 2010: Building a better toaster

Posted by Rick Altman on May 13, 2010 · 8 Comments

To say that Office 2007 weathered difficult conditions in its five-year run is an understatement. Despite an impressive feature set and relatively high stability and performance, legions of Word, Excel, and PowerPoint users resisted the move, in some cases with all their will and might.

These people never had any reason to complain about their File, Edit, and View menus, and yet Microsoft took them away. These people regard Microsoft Office as an appliance—a device that they don’t have to think too hard about before using. And then the appliance became unfamiliar. With all of your projects due yesterday, the last thing you want is for your toaster to suddenly start operating like a food processor.

My friends at Microsoft will look unkindly upon my equating PowerPoint to a $35 kitchen appliance, while my friends in the PowerPoint community have taken a dim view of Microsoft’s failure to do the same. Both sides should rejoice, therefore, in the likelihood that Version 2010 promises to put an end to all of the toaster talk. With five years to have become accustomed to the Ribbon, users of PowerPoint 2010 can focus not on how it looks, but on what it does. And when they do, odds are they are going to like what they find. You can see for yourself in the ongoing public beta.

Better Multimedia

Topping the headlines is dramatically better handling of audio and video. Simply put, PowerPoint now knows what the heck to do with imported media, instead of pawning the job off on Windows Media Player and going into virtual hibernation. Taking ownership over multimedia has enabled PowerPoint to join the 21^st century. To wit:

The range of formats supported is much wider.
Files can either be embedded or linked to, and you get to choose at the time of import.
Clips can be trimmed within the program, with intros fading in and outros fading out.
Videos can run simultaneous to other slide events and objects can be placed atop a video.
You can insert videos directly from YouTube and other online sites (done live, requiring an Internet connection).
When embedding a clip, the Optimize Media Compatibility command automatically improves playback quality.
Slide decks can be saved out as stand-alone video files.
Videos can be cropped and placed inside non-rectangular shapes.
Bookmarks can be defined within a clip and other elements can have their animations triggered to those bookmarks.

This last feature is the likely sleeper in the bunch as this brand new concept will be foreign to many. But the creative control that bookmarking a video can give you over training material or mood-evoking content is potentially dramatic. Those who are already working with the beta (or who just downloaded it—see link above) can see an example I have created at

http://www.betterppt.com/media/version2010.pptx

In this file, I use techniques that would never have occurred to me prior to version 2010.

PowerPoint 2010’s improved support for video includes a dedicated ribbon and on-slide playback controls.

Customization: Baby Steps

Of those who have shown disdain for the Office Ribbon, many have done so simply because the Ribbon is not as flexible as version 2003 menus. Indeed, in version 2003 you can place a command anywhere you want; in version 2007 you can only add a command to the Quick Access Toolbar, the row of tiny icons along the top.

In version 2010, you can add a custom group to a ribbon and place commands there. It would be better if commands could be added to existing groups—for instance, the cool new Shape commands belong in the Drawing group, and instead I had to create a new Shapes group to house them. I wish that I could remove elements also, as program developers do not know as well as I which commands I use and do not use. And ideally, we could turn off the auto-switching of the Office Ribbon and then make one killer ribbon with everything we normally use that would always be visible. (LOL, this would get us back to version 2003 functionality!)

But this is progress—we can now create better access to critical commands. The version 2010 interface is also more keystroke-friendly. That’s like tactile gold for us keystroke-aholics.

The Customize dialog box includes dozens of commands that you won’t find on the standard interface. To add them in, you create a custom group on your ribbon of choice.

Slice and Dice your Slide Deck

Another potential sleeper in the new version is Section control. Would that I could have earned a nickel for every time a client has moved slides within a deck and messed it all up. By adding sections to a deck, you make it easier to modularize and organize your slides. You can move entire sections around, hide them from view when they are not relevant to the task, rename them, and see an organized structure of your deck in Slide Sorter view.

This is not the same as a custom show, which defines a subset of slides that you could treat as its own slide show, and it is not the same as hiding a slide. This is strictly for organizational purposes, and as such, promises to preserve the sanity of those who create slide-heavy decks.

This slide deck has been defined by four distinct sections, each of which can be named, hidden from view, and moved to another place in the deck.

Insert Screenshot

Using PowerPoint to create technical documentation or application tutorials just got much easier with this cool new feature. Go to Insert | Screenshot and you will be greeted with a small drop-down of thumbnails of every application that you have open (must be displaying, not minimized). Choose the desired one and in arrives a clean bitmap image of that app window. No cursor or freezing a menu while it is being pulled down—for that you would need dedicated screen capture software like TechSmith’s SnagIt—but for 90% of screenshot work, this new function makes the task a breeze.

The Insert Screenshot command is now the fastest way to get a picture of an app onto a slide.

Clone Animations

Like the Format Painter command that clones visual attributes from one object to another, the Animation Painter will pick up the animation of one object (the one you select) and apply it to any other object (the one you click on). The Animation Painter will not pick up triggers, but it will pick up multiple animations. For instance, if an object has both an entrance and an exit fade applied to it, the new object will inherit both when being painted. While I continue to wait impatiently for a set of animation styles that can be defined and applied to objects, the Animation Painter will do for the time being

Alas, my other big wish-list item for animation was not addressed, either: directional fade. If Wipe and Fly can both move in a specific direction, why can’t Fade? My favorite text animation—a cascading fade, whereby each element fades in a moment before the previous one is finished—remains a tedious maneuver using With Previous and careful timing. If I could designate that a string of bullets are to fade in from the top to the bottom, I could save hours of tiresome mousing per project.

New Transitions…Run for the Hills!

Objectively speaking, PowerPoint’s transition engine has received a nice infusion of functionality. Most important is the ability to set the duration of the slide transition in fractions of seconds, instead of the comically-blunt choices of slow, medium, and fast.

Subjectively, the new transitions will get more attention. In fact, they might steal the entire show, as thousands of users will not be able to resist adding the Vortex, Shred, or Ferris Wheel transition to one of their slides.

Oy vey.

In fairness, existing transitions have been improved and several have more choices and options. And a few of the new ones are quite useful—I have long wanted a transition like Cube (where the slides appear to be pasted onto two adjacent sides of a cube while it rotates) to show that two slides are closely linked by a common idea. But the amount of abuse that will result from this is likely to be staggering, so brace yourself.

Get ready for a whole new round of transition abuse…

Broadcast a Slide Show

You can stage mini webinars from within PowerPoint 2010, thanks to this new feature. When you broadcast a slide deck, it is sent to the Officeapps Live server and you are provided with a URL to share. All those who ping the URL can watch in real time as you drive the slide show. In order to broadcast, you must have a Windows Live ID, but your audience needs only the URL and a browser.

_____________________________

Add to this list about two dozen small tweaks, such as better nudging, laser pointer control via the mouse (good for webinars), better editing of points on a curve, refinement to the Crop tool, better Paste, and a true SDI interface, where each open file gets its own interface.

With version 2010, Microsoft builds on the development successes of version 2007. Whether Microsoft is guilty or not of forcing a user interface upon users that didn’t want it is an open question. It is also a moot one: the Ribbon is here to stay, and with version 2010, Microsoft makes a credible effort to make it more accessible and usable to the masses. You might go kicking and screaming or shrieking with delight; either way, version 2010 is likely to make the new Office user interface everyone’s everyday appliance.

Filed under Editorial · Tagged with PowerPoint, Technique

It’s Never the Violin

Posted by Rick Altman on May 7, 2010 · 5 Comments

I was on the road all of last week when the New York Times published its article about the Pentagon and its commission of Death by PowerPoint (“We have met the enemy and it is PowerPoint.”) This is my first opportunity to comment on it, which suggests that my blogging techniques are below subpar if I can’t post from the road. (I know, I’m pathetic.)

What struck me about this whole affair is not so much the article itself. Those of us in the presentation community are used to semi-annual PowerPoint is horrible articles. The New York Times, Wall Street Journal, Washington Post, USA Today, and dozens of online outlets have all written on this subject.

What impressed me the most about this recent article was the reaction. By all of you. At last count, I have received over three dozen emails from friends and colleagues, four postings on my FaceBook wall, a half-dozen text messages, and three requests for interviews from journalists writing follow-up articles.

What was different this time? “It made it to the highest echelons of government,” answered my friend Charlotte. “Even Jon Stewart did a bit about it.” But the first fact isn’t new and the second fact proves my point. This is not the first time that Death by PowerPoint has touched our political leaders. NASA was on the hot seat for poorly-crafted visuals that might have masked the inherent flaws in the Space Shuttle’s tile design. Colin Powell used PowerPoint-derived charts to make his case for war to the United Nations, prompting Newsweek to suggest that a set of slides drove us into Iraq. And when that happened, Jon Stewart did not consider it worthy of a satirical response. This time, he did.

This time, you all did. This time, you all considered this worthy of conversation. Why is that? Why did you all care so much this time? We are experiencing a collective rise in our consciousness about bad presentation design and I see it everywhere I go. My client list has lots of new names on it, our registration numbers are up for this year’s Presentation Summit, and this week on the softball field, my centerfielder asked me about it…and he’s a plumber.

It’s as if we all reached a simultaneous collective saturation point on bad PowerPoint and we’re not going to take it anymore. But why do we treat PowerPoint differently than other software tools that we use? When you write a bad letter, is Microsoft Word to blame? If you crunch numbers poorly, do you curse Excel? That crappy email you just composed…all Outlook’s fault? And what about all of those ridiculous tweets about what you had for breakfast…okay, well, maybe that is Twitter’s fault, but you see where I am headed here.

It is rarely the violin responsible for the performance — it is almost always the violinist. But we hold in different regard our relationship with PowerPoint. We even use it as a generic — “please create a PowerPoint for next week’s sales meeting.” Few tools have permeated our way of thinking as has this one, and perhaps that is because, unlike with Word and Excel, we practice this craft in public. You create slides as part of an extroverted activity and many people bear witness to your success or lack of same with the tool.

And we’ve had it. We all say no mas.

The disconnect continues, however, with our view of the solution. You would consider it foolhardy to take a class in Word in the hopes of becoming a better writer, and would take a similarly dim view of the notion that accomplishment with Excel qualifies you as an accountant. But that is precisely the expectation people have for PowerPoint: they expect that learning it will turn them into good public speakers. No mas.

Your goal as the presenter is to remove all barriers between you and your audience members so you can share your ideas and expertise with them in the most natural and direct way possible. Conventional slides rarely contribute to that pursuit; they usually become a barrier. They usually work against the presenter, and our first impulse is to blame the slides. Connecting with an audience and delivering a compelling message has very little to do with the software you choose. It has everything to do with how prepared you are to speak to the facts, how in tune you are with your audience, and how much passion you bring to the process.

If we could think of that first, before creating slides, there would be no more Death by PowerPoint.

Filed under Editorial · Tagged with PowerPoint

Can a Notes Page Have no Notes?

Posted by Rick Altman on April 20, 2010 · 2 Comments

This from Janice, a presentation coordinator for Wisconsin-based AMSOIL, INC, makers of synthetic motor oil:

“I need to print the notes pages of a PowerPoint slide deck without the notes. I know that sounds silly — why not just print the slides? I need the slide at the top of the page, just as it appears when you print the notes page, and I need the space at the bottom, where the notes usually are, to be blank.

We are doing handouts this way so that our students can take down their own notes in those blanks as opposed to reading along during presentations. If we print out just slides, it prints the slide large and in the center. I’ve tried messing around with page layout, but haven’t had any luck.”

Upon reading Janice’s email, I figured the answer would be simple. Perhaps not obvious, but simple: remove the notes placeholder from the notes master. I was wrong.

First, let’s review. The appearance of the notes pages in a slide deck is controlled by a notes master, just as the look of your slides is governed by the slide master. Few people pay much attention to the notes master because they rarely care about redesigning their notes. I don’t spend much time there, either, and my first inclination was hasty. I figured that I could instruct Janice to enter Notes Master view, select the placeholder that holds the notes, and delete it.

As I said, I was wrong.

When you eliminate a placeholder altogether, PowerPoint does not behave well. Like when a limb gets amputated, the brain wants to believe that it is still there. Remove the title placeholder from a standard slide master and PowerPoint 2003 will defy you and keep the titles on the slide. Remove the slide image from the notes master and PowerPoint puts it back. Remove the notes placeholder from the notes master and PowerPoint pretends that it is still there and continues to show you your notes.

The not-so-elegant workaround requires that you placate PowerPoint by not removing the placeholder: instead, just make it invisible. Shrink it down to a manageable size and park it off the boundary of the notes page, like this:

PowerPoint is okay with it being useless, as long as it exists. Now when Janice prints her notes pages, she gets exactly what she was hoping for: the slide image on the top half of the page, and open space on the bottom half.

Filed under Editorial · Tagged with PowerPoint, Technique

Images by Committee

Posted by Rick Altman on January 12, 2010 · 1 Comment

There will be times in the life of any content creator when the desired image doesn’t exist and needs to be created. Those are the times when it’s good to know about objects—photographic images that consist only of a central foreground object, removed entirely from its background.

Our quest is to create an image of a healthy woman working out. Despite scouring all of my standard stock photo houses, we were not able to find the perfect image. But we did find the perfect woman:

She is an object; she has no background. And once we imported her into our image-editing program of choice, with one click of the automatic selection tool, we had her being sent out as a PNG file, the format that supports transparent objects like this one. Then we searched through traditional photographs for a dance studio or a clean, well-lighted gym, and found a great one. And by marrying the two photos, we ended up with this:

We had succeeded…and we had failed. The woman came in transparently atop the studio, all right, but she appears to be floating, as if she doesn’t really belong.

This is a common problem when trying to integrate an object into a photo that it didn’t come from originally. The room is pretty well lit, but where are the shadows? They need to be added, and for that you would need to return to your image-editing software…or be using the current version of PowerPoint, 2007.

Version 2007’s upgraded graphics engine offers support for realistic shadowing of any image or object. By applying a soft shadow to the woman and then a slightly darker shadow where she would be touching the floor, we have done a much better job of faking this scene:

This effect can be produced in any version of PowerPoint that can import transparent PNG files, with the help of your image-editing program of choice. But this is an instance where the edge clearly goes to Version 2007 for its built-in ability to shadow an object.

Your eye is probably drawn right to the vulnerable parts of this photo (shadow underneath the ball is perhaps not dark enough) and that is always challenging when trying to create realism: you’re your own worst critic. Pretty good chance, however, if you didn’t know what to scrutinize, you wouldn’t notice anything wrong. Your goal is not accuracy but plausibility and realism.

Download the version 2007 PowerPoint file to see how shadows are handled natively within the application.

Filed under Editorial · Tagged with Design, PowerPoint, Technique

The Lunacy of the Leave Behind

Posted by Rick Altman on November 17, 2009 · Leave a Comment

I am a pragmatic being. At my core, I understand the values of efficiency and expedience. I embrace the art of compromise and understand that life often gets in the way of ideals and theories. Reality is often harsh and not adjusting to it often harsher.

Yet there is one principle relevant to our community on which I do not yield. One ideal to which I hold stubbornly. At this windmill, I gladly tilt: it is the notion that a presentation content creator can create one set of slides that will function ably for the projected content and for the printed material.

This is an impossible notion. Everything else in life might be possible if you work hard, but not this one thing. In my 15+ years as a presentation consultant, I have not once seen it done successfully.

Not once!

When you set forth to create content for a presentation, you work with two forces that are fundamentally at odds with one another. You want to create projected content that is compelling and you want to provide information that is useful. The pragmatic being in you usually prevails, and in the interest of time, you look for a happy medium.

Unfortunately, that twain shall not meet. Nary.

As discomfiting as it may be for content creators, a properly-prepared set of visuals for a presentation will fail as leave-behind collateral. Your slides are supposed to be incomplete; they are supposed to be no more than the tease for the words that you will speak. If they say too much, they inhibit your ability to tell the story.

My colleague and friend Dave Paradi (www.thinkoutsidetheslide.com) conducts an annual survey of the most annoying qualities of a PowerPoint presentation. The current survey lists the following as its top three:

Speaker reads the slides to the audience
Speaker creates full sentences instead of bullet points
Text is too small to read

All three of these annoyances are inevitable when content creators attempt to have their slides double as printouts. In other words, this one issue might be responsible for ALL THREE of the sins that have been voted most egregious.

And I’ll go one step further: overladen slides that try to tell too much turn otherwise smart people into blithering idiots. Can PowerPoint make you stupid? When there is too much blather being projected, the answer is most decidedly yes.

It is practically a litmus test that we all must take. How are your visuals? Would they make really lousy printouts? Yes? Great, you’re all set to go!

We live in a world of compromises, but this is one place where you cannot succumb to the expedient route. You must think of your projected content and your printed content as two distinct projects. Otherwise, they both might fail, and you will fail.

A perfect example of this dynamic came to us recently during our ongoing invitation to see work from the presentation community. One organization created a short slide deck on the all-important topic of tire safety. There is probably a lot that you do not know about tire maintenance; I learned several things from surveying a few slides in this deck. Any soccer mom or softball dad would be heavily emotionally invested in this topic. Here was the first slide in the deck:

When this first figure arrives on screen, is it going to have an impact? Of course not. And when the well-intentioned presenter begins to speak, it will be almost impossible to avoid reciting the slide. And before you know it…instant Death by PowerPoint.

Set aside the dubious design motif used here—the real crime committed was when the creator tried to have it both ways and create a presentation deck that could double as printouts.

Here we see the continued decline in what could have been a noble effort: educating an audience about the different qualities of tires and how understanding them would make your car safer.

All of these words make it impossible for a presenter to get to where he or she really needs to be: appealing to the emotional side of a story and getting the audience to feel its weight. Very few audience members are moved to action by what their brains tell them; there must be an emotional component to the story. Tire safety is low-hanging fruit to any parent of a young child who needs to be driven hither and yon to this playdate and that gymnastics class.

My makeover of this deck attempts to make the emotional case, while allowing the presenter to inform the audience on the important specifications of tires.

If these slides were printed and delivered, they would not be very helpful. They require more complete leave-behind information.

Here are a few ideas and techniques to help you deal with the unavoidable fact that you will need to prepare your material twice—once for the presentation and once for printouts.

1. Acknowledge it early

The best time to prepare the detail for handouts is before you go anywhere near PowerPoint. Taking notes…composing your thoughts…fleshing out your ideas…these are all great things to do long before you think about how you might engage your audience on multiple levels. When you prepare the meat of your presentation first, you are more likely to pick a better tool for the printouts, like a publishing application or a word processor with a good design template. And having poured over the details to this degree, you are in a better position to then choose more compelling visuals to help you tell the story to your audience.

2. Use Notes View

If you or your boss committed the popular sin of writing out an entire speech on the slides themselves, you are just one cut-and-paste maneuver away from salvation. That verbiage belongs in the Notes view, but this is not to suggest that it be there for the speaker to refer to. Having complete sentences in your notes is just as dangerous as displaying them on screen—it could turn you into a drone either way.

The idea here is that your Notes pages become your printouts, to be delivered to your audience members during or after the presentation. Notes view has its own master and can be customized far beyond what most users realize.

The Notes page's formatting rivals that of a full-featured word processor.

Here you see the degree to which Notes view can be designed for optimized leave-behind material. The text here is a direct splice from the original slide.

3. Use Version 2007 Slide Masters

The current version of PowerPoint—still foreign and unfamiliar to many—has several compelling features that merit your taking a closer look. One of them is the flexible layouts that are now part of the slide mastering creation process.

Here is a layout that is actually rotated 90 degrees, making it optimal for standard printouts. When you apply this layout to a slide, all of the content is rotated to fit a standard portrait layout.

In this scenario, you would either keep hidden the slides that are part of the printouts, or create two custom shows, one for display and one for print.

The value of these strategies, using Notes view or V2007’s slide masters, is your ability to keep the printout material in the presentation file itself, instead of having to deal with two separate files.

But that’s the only free lunch you get here. If you try to cut a corner with leave-behind content, you are guaranteed to fail. If you just suck it up and accept the fact that you need to go the extra mile, your audience will love you for it, and your presentations will be much, much better as a result.

Filed under Editorial · Tagged with Delivery, PowerPoint, Technique

The “Last” PowerPoint Live

Posted by Rick Altman on October 23, 2009 · Leave a Comment

More than any other year, the PowerPoint Live User Conference was all about looking ahead, including the news that the conference made about itself.

In a year in which travel budgets have been decimated and training conferences were canceled at an alarming rate, the 2009 conference was attended by 180, just 10% down from its average across the previous six years. Of that number, over 60% of them were first-time attendees, although many came from companies that had sent other people in previous years.

For my opening remarks, I poked a bit of fun at the growing phenomenon springing up around Twitter—in particular, an audience’s ability to provide commentary about a presenter in real time and even be able to comment directly to the presenter. When my mother texted me about checking the zipper on my fly, it got a good laugh (especially because my mother was in the room—she has been our registration manager since 1989).

Moments later, however, Cliff Atkinson’s keynote address would punctuate the message that Twitter is to be taken seriously by the presentation community. His subsequent session entitled Back Channel (coinciding with a similarly-titled book due out by him soon) provided a compelling argument for monitoring Twitter activity during a conference and even during a particular presentation.

This was an entirely new concept for those in attendance, most of whom had never tweeted at all. During the three days together, quite a few new Twitter accounts were opened, mobile phones configured, and the #PPTLive backchannel quite active.

Another forward-thinking concept that was highlighted at the conference is the notion of the “cloud” and its implication for content creators. With so many online sites available for sharing, storage, and collaboration (living in the ether, the cloud, if you will), boundaries are being redefined for how and with whom PowerPoint users can work. Dave Paradi, Richard Harrington, and Geetesh Bajaj all spoke with authority on this topic.

Many in attendance were familiar with the cloud; few, however, had considered the notion of presenting naked. Tuesday’s keynote speaker, Carmen Taran, advocated that very position. Innuendo aside, she spoke eloquently about the imperative for being genuine and real in front of your audience—naked before the crowd.

Then there were the tried-and-true sessions that have been long-time favorites over the years: Glen Millar’s impressive animation techniques, Julie Terberg’s makeovers, Rikk Flohr’s digital photography field trip, and the guru session, hosted by Microsoft’s Ric Bretschneider. For many, this late-night session (running from 9p until midnight) was a first opportunity to learn about and see Version 2010 of PowerPoint, due out the first half of next year. Patrons were bowled over by what they saw:

More image-editing options
New rich slide transitions
Evolution of the Format Painter tool to be able to apply existing animations to other elements
Native support for video, offering much better control over playback
And my favorite, full export of your slides to one of several digital video formats. Hallelujah!

The conference had its share of levity as well, with the annual trivia contest showcasing a hilarious version of PowerPoint Karaoke and the Tuesday evening concert and garden party culminating in a fully-clothed dip in the pool for about a dozen party-goers, including the host. You can live vicariously through our short video:

Get the Flash Player to see this content.

For many, the biggest news was about the conference itself. I ended hours and hours of speculation (I get asked more about “next year” than anything else at the conference) when I greeted everyone Tuesday morning:

“Welcome to Day Two of the seventh and final season of PowerPoint Live.”

There were a few gasps, some pregnant pauses, a few hoots of derision, and several “yeah right” comments. The sarcasm was well-placed, as I went on to reminisce about the conference’s seven years and our gradual evolution from staid PowerPoint instruction to a broad-based support network for the presentation community, covering all aspects of presentation design, creation, and delivery.

In 2010, we reintroduce ourselves as The Presentation Summit (Oct 17-20), reflecting this metamorphosis. We elaborate on our transition at www.pptsummit.com/faq, and if for no other reason, watch the two-minute slide show just to see our breathtaking oceanside setting for next year at our west-coast home of San Diego CA.

I never tire of marveling over how well our patrons blend and mix over the four days they have together. As mentioned, we were almost 65% first-timers this year, and yet by the second day, it was as if they had known each other for a decade and were attending a school reunion. We don’t exactly know how to explain this phenomenon and would rather not try. It’s better if it just continues to happen magically. And we’re grateful for the magic—it’s what makes our conference different than just about any other business event.

Filed under Editorial, News & Events · Tagged with PowerPoint