Microsoft Office Reference Guide

Mar 26, 2004

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What the Heck do I Say?

This is the question facing many potential presenters. After all, PowerPoint is synonymous with presentation in many offices, but there is still the issue of what goes into those slides.

To be sure, PowerPoint offers some help. In one of my first articles, when I introduced PowerPoint, I mentioned a cool feature called the AutoContent Wizard, which helps new presenters get ideas of what to say.

I've also dealt with content issues in terms of what others might call "soft skills." I highlighted Gene Zelazny's work in "Say It With Charts" as a great resource for how to present quantifiable information effectively – in other words, concrete advice on what to chart and how.

Then, in a more recent article, "Taking on Tufte," I got deeper into the soft skills area and discussed different theories of effective presentation content.

In most cases, there is a disconnection between "soft skills" books on content and technology books. That's why I want to mention Cliff Atkinson's new book, Beyond Bullet Points: Using Microsoft PowerPoint to Create Presentations that Inform, Motivate and Inspire.

In the Tufte article, I mentioned Atkinson and his Web site Sociable Media. He is a dynamic speaker and keynoter at PowerPoint LIVE who consults with major corporations about going beyond the PowerPoint culture (of bullets).

While I don't necessarily agree with everything Atkinson says (if I did I might be out of clients), his emphasis on a simplified storyline and his de-emphasis of technology for the cool factor is right on target.

What I like about Beyond Bullet Points is that he not only provides very specific soft skills concepts and frameworks for creating an effective presentation, but he shows you how to do it in PowerPoint. This is the sort of book I have been contemplating for some time, but once again, with different techniques and other specific program features.

There is no question, however: the more of these theories to which you subject yourself, the more likely it is that something will resonate with respect to your own message and get your creative juices flowing.

Atkinson uses the Hollywood storyboard analogy to show the best way to conceptualize a speech, and shows you the importance of a Storyboard as part of a three-step approach to "finding the story."

He also blends his technique with the standard Hollywood "Three Act" structure, and provides ten specific story variations to get you thinking about the dramatic aspect of what you will present.

Then, unlike most other soft skills authors, he shows you how to do it. He demonstrates how to actually construct your slides according to his theories, using the features of PowerPoint (such as Slide Sorter View, the Notes Panel, the Outline panel, and animation) in tangible ways to promote the communication of his message.

Like many authors, Atkinson uses the example of a mythical company case study (in this case, a pharmaceutical firm), which is both effective and illustrative.

To get an idea of the kinds of specific resources that Atkinson's book provides, take a look at some supplementary downloads on his Web site. These include a Story Template, Storyboard Guides, Storyboard Formatter, and a Four-Column Story Template in the form of a chart.

I remember from my own screenwriting days that it was drummed into me that "story is structure," and Atkinson's work gives you the concrete tools to structure your story for maximum impact.

Another resource for presenters in large organizations is Terrence Gargiulo's new book, The Strategic Use of Stories in Organizational Communication and Learning. (Easy for me to say). You can read the first chapter on his Web site.

As you can imagine from the title, this is a nuts and bolts "how-to" book for executives and managers on how to communicate with their colleagues and subordinates. In contrast to the very dry and textbook-like title, the subject matter of Gargiulo's book is both playful and inspiring. At the same time, Gargiulo's case studies and examples are grounded in pragmatism; each chapter is about a common business scenario, and each story is designed to get a job accomplished.

Unlike Atkinson, Gargiulo never really gets into PowerPoint specifically. But if you've followed my updates, you know that I see video and images as storytelling tools par excellence in PowerPoint. Using case study videos in PowerPoint in accordance with Gargiulo's concepts would be a great way to begin to implement his ideas. Charts, graphs, pictures and other tools would further serve to enhance a presentation grounded in sound storytelling concepts.

Gargiulo's book is mainly centered on training; he speaks frequently at the American Society of Training Development. Atkinson targets executives and the "numbing PowerPoint bullet culture." What you can learn from both of them is not to begin the PowerPoint presentation until you've done some homework.

Like my colleague, Jim Endicott of Distinction Services, who also speaks widely on these topics, both Atkinson and Gargiulo frame presentations and stories in dramatic terms. Like a good mystery writer, they sometimes counsel to begin with the climax and build backwards.

In one of his many tips, Atkinson suggest that the speaker keep the final result in his mind through out the speech, and visualize the last slide.

As he interviews executives who use the nine basic story types he describes:

Stories empower a speaker
Stories create an environment
Stories bind and bond individuals
Stories require active listening
Stories negotiate differences
Stories encode information
Stories acts as tools for thinking
Stories can be used as weapons
Stories are medicine for healing

Gargiulo discusses in detail with these leaders what the results are that they hope to achieve by communicating using anecdotes, symbolism and analogy.

Using stories is fun and helpful for both Atkinson and Gargiulo. And it can do wonders for your presentation skills as well – particularly if, God forbid, PowerPoint crashes and you need to wing it while you reboot.

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