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Let’s be honest. We’ve all seen the default PowerPoint templates that are used over and over again. The colors look like they came straight out of the box. These presentation scream, “I DID NOT TAKE THE TIME OR EFFORT TO DO ANYTHING SPECIAL FOR YOU. PLEASE BEGIN DOODLING OR CHECKING YOUR BLACKBERRY RIGHT NOW.”

There is a great website for choosing color palettes that look great in PowerPoint and will add an element of sophistication to your presentation.

http://kuler.adobe.com/

This site has a wealth of color palettes that have already been designed and are available for your inspiration.

If you have a reoccurring image or logo, you might want to base your overall color palette using the color of that logo as a baseline. Large blocks of simple solid colors work great for title slides. You can select colors from your palette for type as well as solid color “shapes” in PowerPoint. Keeping in mind that you probably don’t have professional design training to call upon when you’re developing your presentation, it’s safe to assume that you might have difficulty selecting a series of colors that will work very well together. The Adobe Kuler website solves that problem for you. You can steal from someone else’s color choices (the site allows users to generate their own palettes and up load them to be rated by the public) or blaze new trails and whip one up for yourself. Wait a minute; didn’t I just say that chances are that you’re not a professional designer? Then why would I trust you to come up with your own colors you say? This website guides you through the process. All you need to do is select your favorite base color (or anchor color as I’m fond of saying) and then click on the options given to you. The Kuler site will suggest colors that work well with your anchor color selection.

Now here’s the really cool part. Before you head off to Home Depot or Lowe’s to select which colors to paint your bedroom so that the walls look nice with the bedspread and throw pillows you just got at Bed Bath and Beyond, crank up the Kuler site and enter in the colors of your bedspread and throw pillows. See what the site suggests and then print it out and be on your merry way to becoming an amateur interior designer. Use the colors to select lamps, wall art and matching sweaters for your pets (just kidding).

Can you imagine if someone emailed you the screens that appear behind the evening news anchor person? You would get a series of images tied with words like “Fire”, “The Middle East”, “Earthquake”, “Cell Phone Alert” etc.

Good luck making sense of any of that without the anchor person to elaborate on the on-screen graphics.

Anchor people use these on-screen graphics to support their story and indicate when they have changed topics (or in our world, PowerPoint slides). Your slides will probably have a little more detail than an anchor person’s graphics, but you want to make sure that the focus is on you, the presenter, not a slide that is cluttered with information.

I hear this all the time…

“Can you send me a copy of that PowerPoint presentation?”

or

“Could you print your PowerPoint slides out so that I can share it with…”

The bottom line is this. If a presentation is effective with you standing there and delivering it, then it should not be able to stand alone without you. If it can stand alone without you, then what did you add by being there to present it?

Essentially, your slides act as visual support to your message. Printing out these support slides will leave anyone reviewing them guessing what your real point is.

The rule of thumb that I go by is this:

If your audience can get all the messages that you need them to understand by reading through a printout of your slides, then you are wasting their time by standing there and presenting them. They could almost pull someone up from the audience to read your slides with the same effect.

If you intend to present your PowerPoint slides in-person, then your slides should act only to reinforce your spoken word with simple phrases and images.

If a printed leave behind is necessary or requested after a live presentation, then you should write and design a comprehensive document that captures each salient message in more than bullet points. Paragraphs and bullet points, images and captions = an effective leave behind.

If your slides were effective during a live presentation to only reinforce your verbal messages, then you can guarantee that they will be useless as a handout alone. Even if your audience heard you speak and only want a copy of your slides as a reference, they will forget the majority of your spoken word when reviewing the slides 2 weeks later.

I recently gave a PowerPoint presentation (using PowerPoint 2007 of course) to a national sales team. One topic that we touched upon was something I call PowerPoint Billboard Theory. Essentially PowerPoint Billboard Theory focuses on delivering a message with speed and clarity.

Let’s role play for a second. Let’s assume that you are a billboard designer. If it is your job to design a billboard that stands next to a highway or interstate, you have to ask your client a few questions before you begin to sit down and design.

1.) Who is my target audience?

2.) What matters to them right now?

3.) What action do you want them to take as a result of seeing this billboard?

These questions will help you focus on a design that will capture the target audience’s attention, quickly convey a clear message and deliver an actionable next step.

The key here is that you basically have 3 seconds to do it.

Let’s take a look at two billboards.

I’m really not sure what the billboard above is trying to communicate. I could guess that there are 2,800 good employees at Woman&Infants hospital making it a great place to work. Maybe I would be right, maybe it would make more sense to me if I lived in the area and currently worked at a competing hospital. That would be an assumption considering that the word hospital does not appear anywhere on the billboard. I’m making these assumptions based on the fact that I can sit here and analyze this billboard from the comfort of my office at my leisure.

Let’s assume now that you’re driving at 75+ mph past this billboard and happen to glance up at it as you drive by.

1.) By the time that you are close enough to read all the type, you’re out of time to take in the entire message.

2.) The images used to convey the message are small and complicated. It’s impossible to really get a handle on everything that is going on with the imagery in 3 seconds.

3.) If they are hiring… What positions need to be filled?

4.) Do they just want women and infants to feel good about the people that work at Woman&Infants?

5.) There is no clear call to action.

6.) The only information that is actionable (sending viewers to the website) also happens to appear in the smallest typeface. Could you really count on drivers recalling that tiny website URL in 3 seconds? I seriously doubt it.

Now have a look at this billboard.

Let’s assume that you’re driving at 75+ mph past this billboard and happen to glance up at it as you drive by.

The target audience is clearly hungry people. Let’s define that a little further, hungry people who are looking to grab something right now.

What does this billboard communicate?

1.) Joe’s is a restaurant that serves hamburgers and fries. Based on your experiences with restaurants that serve this sort of American fare, you might assume that that Joe’s also serves other American staples.

2.) The location of Joe’s will be immediately apparent to you if you get off at the next exit on the interstate.

3.) Hey, if I’m hungry right now and can’t wait one more exit. I’m pretty sure that I can “Eat at Joe’s”

4.) The call to action is communicated in two words, “Next Exit”. Put on your turn signal now if you want to eat.

Is this billboard particularly sexy? No. Does it communicate several messages effectively? YES!

Ok, ok, I hear you. What the heck does this have to do with my PowerPoint presentation?

Imagine that your audience’s brains are moving at highway speed. Now mix in the possibility that our entire society is suffering from culturally induced ADD (just ask Dr. Hallowell http://www.drhallowell.com/store/crazybusy.html). Then add in a Blackberry, iPod, work stress, and home stress.

If your slides contain multiple messages, images and general clutter, you’ll miss the opportunity to engage your audience. They will tune out.

Your audience will get lost in attempting to decipher the slide and completely lose focus on what you are saying. When they transfer their attention back to you, they are playing catch-up and their minds may have already moved on.

You might say, “All the information I need them to understand is on the slide. If they get that, I’m golden. I don’t need them to listen to my explanation.” Then what the heck are you doing there? If your slides communicate everything, then you could have saved everyone the trouble and emailed it. If you want to make a personal one-on-one connection with your audience, they better have their focus on you.

Putting up one bullet at a time until the slide is full may also cause your audience to drift and lose focus. They will continue to glance at the screen as you deliver your PowerPoint presentation. Guess what? They’re losing focus. Too much to distract them.

So what can you take away from my “Eat at Joe’s” billboard example?

PowerPoint Billboard Theory is essentially taking the best practices from good billboard design and applying them to your slides.

1.) Determine what key message you are trying to convey

2.) Capture your audience’s attention with a phrase, short sentence or simple statistic that can be supported by a chart or image that makes the message more clear or helps slant the message in your intended direction.

3.) Make sure that message is conveyed in 3 seconds (test it on some friends)

4.) Now draw the attention back to yourself as you expand on this important point. Keep their focus on you, not the screen.

You’ll find that you’re audience will retain more of your content if it is delivered using PowerPoint Billboard Theory.
Crank up retention a little more by integrating brief stories and short personal anecdotes… More on that later.

Last winter I was scrambling to get ready for work, while changing my youngest son’s diaper and struggling to pin him down long enough to get some clothes on him. While I was doing this, I was running through a series of “bullet points” that I wanted my older son to accomplish while I struggled with his brother.

• Get dressed
• Brush your teeth
• Go to the bathroom
• Don’t forget to flush the toilet
• Make sure that you put on something warm
• Don’t forget your socks
• Your breakfast is on the table
• Put your backpack by the door

To me, this was all routine, elementary stuff. To him, it was a mind numbing cacophony of information designed to confuse him. For a six year old he did a great job. He knew I was late and rushing, so he ran off to accomplish what I had asked him. He was waiting by the door with his backpack as I ran down the stairs with his eclectically dressed brother. I strapped them both into their car seats and off we went.

I made sure my oldest son’s winter coat was zipped up tight and kissed him goodbye. As he walked off toward his school I noticed that he wasn’t wearing any socks.

That’s when I realized that I should practice what I preach.

I talk about information overload all the time. It’s so important to keep your PowerPoint slides brief and simple. People can’t process slide after slide jammed with bullet points and arrows etc. It’s more important to get each key point across singularly before you move on, then it is to cram all the information you can in on one slide to save time or space. Make each point as simple and as clear as you can before you ask your audience to build on it or change gears for the next key point.

Yes, I was sucked in to listening to Steve Jobs speak about the mobile phone revolution. He is truly a master presenter. His Keynote slides are beautiful in their simplicity, and he performs with them seamlessly. I found the familiar angel sitting on my right shoulder and a devil on my left (funny how the angel usually sounds like my wife and the devil sounds like my buddies from college.)

The devil says things like, “Wow! That is kick ass technology!”

The angel responds, “Yeah, and I’m sure the meth head standing next to you at the metro stop will think so too. He could easily grab it and shove you in front of an oncoming bus. Worse crimes were committed for cabbage patch dolls.”

Devil, “You can watch wide screen movies and surf the web without the crappy mobile web interface.”

Angel, “It doesn’t have a boatload of hard drive space for movies and music, and the only way the web is usable is wifi.”

Devil, “You can check email, chat etc. It’s like a mobile office.”

Angel, “But will it work as well as your Blackberry with MS outlook?”

Devil, “It’s a hell of a lot cooler than your friend’s Sidekick.”

Angel, “It ain’t $600 bucks plus service plan cooler, and weren’t you supposed to pick up some patio furniture? You can use the $600 bucks for that.”

With that last statement I dropped my head in defeat. Yes, let’s be honest the device is cool as hell. Would I take one if it were given to me? Sure. Am I going to shell out $600 bucks for cool as hell? No. Especially when I’m sure that iPhone 2.0 will have a user serviceable battery, 60+ gigs of hard drive, the ability to run it with out cell phone service (sans hack), and a lower price point.

Or maybe I’m just trying to justify the fact that my patio furniture is a better purchase than an iPhone. Maybe I need to hang around Hank the Tank from Old School for a little while and re-consider.