If your new tires fell off after installation, whose fault would it be — the mechanic or his tools?
If you’re a U.S. general, you blame the tool. At least that’s what they’re doing in an article in today’s New York Times about the military’s use of PowerPoint. Lost amid all the jokes and criticism of a “tool that has spun out of control” is a simple fact: PowerPoint done right enhances rather than undermines the quality of communication.
Great PowerPoint presentations seek to persuade rather than dump information. Great presenters crystallize their message long before they sit down to design slides. I was a multi-bullet, heavy-copy PowerPoint people in my previous life, but I now find myself spending more time thinking through the message and the appropriate visuals. I think about the story, the audience, the decision-making journey, and how to make my points as simply as possible.
It’s a joke to see these senior officers moan about the quality of presentations and the time wasted delivering them. As you read the quotes from the “PowerPoint Rangers” about the time spent preparing slides, ask yourself whether the generals delivering them had anything to do with crafting the message…or whether they even looked at their decks before delivering the presentation.
Hey, generals! Fixing this problem is simple:
- Limit the number of slides you can use in a given period of time. General McCrystal, you’re the leader of American and NATO forces in Afghanistan, for God’s sake. Tell your people that their slide limit for a 30-minute briefing is five. Period.
- Teach junior officers the right way to present. Start them at West Point, in ROTC classes, and at Officer Candidate School. Highlight the people who do it right; re-educate those who don’t. Reinforce the message at the senior-officer schools.
- At the beginning of a presentation, ask presenters to explain their objective. If they can’t communicate it quickly and briefly, send them back to the drawing board.
- Teach junior officers — and their bosses — how to WRITE clearly and persuasively. There are times you use PowerPoint and times you use memos. My high-school English teacher prevented us from graduating until we could put together a well-reasoned essay (thank you, Mrs. Banikowski). Our children hit college (and eventually the work world) with expertise in Twitter (how persuasive can you get in 140 characters?) and IM’ing. Ugh.
- Know your audience. I’ve spent time with Tyler on his college essays over the past few months and if he’s learned nothing else from our calm, collaborative sessions (he would characterize those conversations differently), it’s that you have to consider who is reading your paper (or listening to your presentation). I hope he brings the memory of our time together to college with him this fall.
Of course, these tips don’t apply only to our soldiers in Afghanistan. You can use them on your own personal and corporate battlefields. Click here for other posts I’ve written about bringing brevity, clarity, and simplicity to your communciations.
What advice would you give the generals?