Slide make over emergency surgery

Sometimes a horrible-looking deck lands in your inbox that needs to be presented in a couple of hours. What can you do in the last minute? Here are some rescue tools, with specific instructions for PowerPoint 2011 running on a Mac.

1. Squeeze all slides into the same slide template so that titles are all lined up across pages. Select a slide and go to the layout button at the top left of the PowerPoint ribbon. Strip the template of background watermarks
2. Pick 1-2 colours that fit the graphical language of the organisation that is delivering the presentation and use them to replace all standard Microsoft Office colours across the deck
3. On each slide, select everything/every object and set the font consistently to a decent sans-serif
4. Take out excessive drop shadows, gradients, reflections, rounded edges if you can
5. Un-stretch images by selecting them, right-clicking, go to the format picture dialogue, select size, and make sure that the height and width percentages are the same to recover the original aspect ratio. Re-crop if necessary.
6. Cut text, change prose-style text into headline style text. Remove exclamation marks, italics, and underlining. Remove excessive use of bold type.
7. Align and distribute objects as much as possible to get some order back into the slide
8. If you have time, start breaking up busy slides into multiple slides
9. Fix data charts: remove ticks marks, gap width to 50%, replace the Microsoft Office standard colours, round up numbers, put in the consistent font, scale up the chart to fit the biggest area possible.

The importance of starting

You have that big presentation coming up in a few weeks from now and you are a bit scared. It is easy to put off working on it, forgetting it, until a few days before the event. Wrong strategy.

Start the design process early on even if the brilliant ideas do not flow, then put it away for a while. Your subconscious mind will continue to grind on the presentation and you will be surprised what you can come up with later. If you start this process 48 hours before the event, this creative energy will never be released.

Stage fright: tips from TV

The first ever guest post on my blog! The contribution below is by Roger Kethcart,  a writer for Cable.tv who “fell in love with public speaking watching courtroom dramas as a boy”.

Overcoming the Fear of Public Speaking: Tips from TV

Public speaking is perhaps one of the scariest, most frightening things that one can experience in their lifetime. Sweaty palms, shaking hands, stuttering, queasiness- all unfortunate symptoms that public speaking can have on you.

Whether you are a seasoned public speaker who still gets the occasional jitters, or an amateur seeking a way to stay calm through the storm, taking cues from beloved shows may be just the tranquilizer you need.

Go Slow

One of the reasons people suffer from public speaking is the feeling that they need to speak quickly to get the speech over with. In reality, however, the faster you speak, the more likely you are to mess up, stumble over your words, or skip parts of your speech. By simply slowing down, breathing and relaxing, as best you can, you will greatly enhance your speech. The King's Speech was a great example of what slowing down can do for one's public speaking. He's a clip of the original speech by King George VI, where you can see his pauses when a stutter would have incurred.

Tip: If using note cards for reference, write "BREATHE" and "SLOW DOWN" at places where you find yourself speeding up. The written note will help you relax and focus on what you are saying and your speed.

Practice

There is no way anyone can become great at anything without practice. Practicing not only makes you more confident in what you are saying and doing, but it also helps you get a natural rhythm you otherwise wouldn't have. This can be seen over and over again on cable TV, especially from news anchors and other public speakers like pastors. The repetition they endure is what truly makes them great public speakers. You will never get anywhere with your speech if you do not practice.

Tip: Practice in front of the mirror or for family and friends. You may still be nervous, but practicing in front of those you love will only help your speech in the end.

Appreciate your audience

In public speaking situations, many people fear that they will have to speak in front of, and for, people they do not know. Your mind may become flooded with ideas that these people are judging you, not paying attention to what you are saying, noticing your flaws or other negative thoughts. Ignore them all. You are your own worst critic, but you don't need to be. Look at the audience as your friends, colleagues and people who are interested in what you have to say, because they are. Realizing that everyone is interested in what you are saying will help you relax and be more confident in your speech.

Tip: If you are still nervous at the thought of speaking in front of a crowd, ask a good friend to sit in the middle for you. Make eye contact with them periodically, and scan the room the rest of the time. You'll seem like you're engaging everyone, while keeping your composure.

A great public speaker is not born overnight. Public speaking is a learned skill that requires practice and patience. By slowing down your speed and focusing on your words, you will succeed in your next public speaking engagement.

Flickr image search

Hey, Compfight is a neat Flickr image search engine.

Humanising the story

I discussed a presentation with a company the other day that was in the field of measuring and analysing human behaviour in companies. My main recommendation for their sales presentation: humanise your story and translate the pages and pages of cold statistics about people into case example and organisational behaviour situations that anyone can relate to. Because that is how people will use the tool in the end.

iPad without the new car smell

Immediately after the iPad launch, doing a presentation on the device was cool and innovative. Now that the new car smell has worn off, the iPad has become another common device in our IT setup (light, small, touch, crappy file system). What are the implications for presentation design?

• More people do not carry their lap tops everywhere anymore. As a result, you might find yourself running a presentation from an iPad in a 1-on-1 meeting. Not because of it is cool, but because it is the only screen around.
• Increasingly, people open email on mobile devices. Remember that a PPT file does not look great when opened on an iPad without the right apps. And it is unlikely that your boss, or potential customer, or potential investor has this software installed. 

So what I end up doing is saving a animation-free PDF version of my important presentations (no font rendering issues) and keep them in Dropbox alongside the PPT master file. The iPad has become a workhorse.

"I get it"

Yesterday, Seth Godin posted about us thinking that we can absorb anything in 140 characters. Part of it is true, but part of it is that we fail to fully immerse into something.

Busy venture capitalists often show this behaviour. In the first few seconds they try to put your idea inside the framework of other similar ideas in your field of business and they get it, they think.

Think about this when you prepare your investor presentation and put emphasis on those aspects that are different, not that obvious. Even to the point where you make it extremely explicit: “I see what you are thinking, but no, this is not the [FILL BLANK] for [FILL BLANK]. Let me explain why.”

The 5 minute meeting

Some venture capitalists might invite you for a “5 minute meeting”. The idea is not to conduct a full formal pitch, but rather have a casual get together to get to know you and start a longer-term relationship that could end up in funding later on in time.

Of course the meeting will be a bit longer than 5 minutes, the time limit is just a deterrent for your to craft a huge 1 hour pitch deck. Also, the 5 minute meeting enables to VC to interrupt and question more without coming across as rude by cutting you off all the time. This dialogue is a quick way for her to zoom in on issues.

How to prepare?

1. Prepare a very short verbal pitch: cover yourself, and cover the idea. 
2. Cover the idea. Make sure that the VC actually can understand what it is your doing (I have seen many pitches in pitch competitions where the presenter failed on this very basic requirement). This means, using normal buzzword-free language, and cutting content that is not yet relevant in this stage of the fund raising process (detailed financials, system architectures, etc. etc.) 
3. Present yourself in an interesting way. There is all the professional stuff, but maybe add a bit of unusualness, so the VC will remember you as the guy who likes to monocycle (for example). And do not forget that the main way you present yourself is in between the lines, how you come across in the meeting.
4. Only prepare slides when your really cannot describe things with words: a 2x2 matrix of all the competitors in the field for example, which takes 30 seconds to describe but can be communicated in 2 seconds with a drawing. Have these slides in your back pocket: either on an iPad, or - yes - as a paper print out.
5. When the VC is not deciding whether to invest right now at this moment, it is actually OK to show some uncertainty and vulnerability and ask advice about how to build your business. 
6. Listen. Pay attention to what feedback you get, answer the questions you get asked rather than pressing play on your standard pitch. This is a dialogue and a test case for what it is like to work with you in the longer term

Consultants cannot pitch

The other day I was asked to provide input on a pitch deck prepared by a respected consulting firm. The idea was the result of a consulting project, the results of which for document in a hefty, detailed, and structured document that everyone agrees was great for reading background material, but not really right for presenting/pitching. The team took the first step by cutting down the number slides (not changing them) in an executive summary presentation.

My advice for consultants who want to pitch: start from scratch and design a completely new presentation specifically aimed at selling, pitching, fundraising and leave the big data Bible as back up.

What goes usually wrong in executive summary decks that are created by chopping slides out of a master pack? Some examples.

• The team has probably been working for months on the project and as a result, they see the discussion of the problem as totally trivial and cut down a lot on the charts that adress the issue, most of them probably generated early on in the project, or even during the project definition phase. The consultants forget that to the outsider who hears about the issues for the first time, it is not that trivial. On the contrary, it is often easier to pitch the problem, than to pitch the solution.
• The problem section usually involves data, and consulting data charts are loaded with facts and figures and tables. Most consultants actually violate one of the cardinal rules of one message per slide. Go back to your drawing board and pick one statistic/trend that is really crucial to sell your problem and make a super clean/clear data chart that just shows that, nothing else
• As we get to the solution the consultant often forget to describe what it actually is. We show histories of how the initiative has been used in other parts of the world, who is involved, but hey: what is it that you actually want to do? To the consultant it is obvious, to the audience not.
• Describing the initiative or its impact can be done in dry text bullets with low emotional appeal. But why not use pictures? Show the project in action. Profile the people that benefited from it in big page filling images. Create human stories. People relate to this much better than dry data. Yes, I want to help this girl in the picture!
• Consultants are always shy, and hesitant to take a strong position. (Yes, you could take option B but it has these disadvantages and it depends on this scenario C panning out that way). As a result, it is actually unclear what is expected from the audience: contribute this amount of money to do X, Y, and Z. Get over your shyness, and spell it out the call of action bluntly.

In short, make your deck more emotional, to the point, and put your own credibility on the line by selling the idea wholeheartedly. 

Micro economic charts

Line graphs with supply and demand shifts, pricing, are great for a round the table discussion of micro economics, but they are less suitable for presentations for large audiences. Take the example below. It takes time before you get the picture (what is on the axis, what do the crossing lines mean). Once you understand the framework you can have a great discussion about it. But in a big audience setting, not many people will get there, unless you build it up slowly, slowly one step at a time.



This image was taken from a presentation by Mark Suster, which in general was an excellent presentation. Not consistent in formatting, but I think the audience will forgive a busy VC harvesting charts from multiple sources, it is the content that matters.

NSA slide deck makeover!

Colleague Emilland de Cubber shows how the leaked slides should have looked.

Dear NSA, let me take care of your slides. from Emiland

First impression of iOS7 (design)

As I am making steady progress with the design of my PowerPoint killer app, I have become very interested in user interface design for mobile and big screen applications. Apple showed its new iOS7 design yesterday. (iOS7 is the operating system that runs iPhones and iPads). Some observations.

I love the flattening of the design, out with excessive shadows and fake textures. The use of transparency is clever, to get a sense of layers throughout any app you use on the phone.

But there are things that I think are less good. The color palette is very bright, almost screaming, and the home screen looks like a sparkling X-mas tree. The use of gradients is inconsistent, with different directions of light sources. Some icons have gradients, some have not. I am also no fan of the more pronounced rounded edges. Grids on some screens are not completely consistent. The thin font looks classy, but might be hard to read in glaring sun light. And finally, the look and feel is not consistent either across all applications (some apps look great, others less so).

In short, a big improvement over iOS6, but iOS8 might just iron out the current imperfections. Weirdly, I actually still think the minimalist design of Microsoft’s mobile platforms looks great in terms of use of grids, simple colours, and sharp edges.

But then, people say never to argue about taste...

The look and feel of PCs running Windows software has greatly influenced the design of PowerPoint slides. In the future, I expect the same influence from mobile platforms on the way the average amateur design will create presentation slides. Helvetica Neue Light will become a popular font.

Overcoming pitch fatigue

A post by VC Brad Feld about pitch fatigue: when people have told a story too many times, they get bored and lose the passion to present it with all they have got. Your audience hears the story for the first time though, and they probably evaluate you 50% based on content, and 50% on the emotional delivery of the story (your body language). A bored presenter will not convince. What can you do?

• Do not run off a standard script like a tape recorder, but as you get more experienced with your story, deviate from predictable patterns
• Make the story a dialogue rather than a monologue. Try to make it very specific to the audience. Use case examples, analogies that are tailor-made to that client, or that potential investor.
• Now that you know the story in and out, you can rely less on slides and visuals. Make more eye contact, and tell your story verbally
• Fire yourself up before the pitch, and think about the outcome you want to achieve, getting that investment or signing up that customer. The objective your meeting is not to deliver the pitch, it is to reach your objective. That should bring that spark of adrenaline back into your system
• Make sure you are not physically tired (eat a snack 30 minutes before, have a coffee)
• Do a make over of your deck, after 999 run throughs you have probably some pretty good ideas how to delivery the story better, but you somehow never have time to sit down and implement them. Create the time, and make more minimalist, bolder slides and create a piece of true art that makes you excited to deliver your pitch.

Prezi as an attention grabber

Sometimes, making the effort to communicate well is almost as good as doing the real thing. Effort gives you instant audience credit.

My wife is a venture capitalist and received her first Prezi investor pitch last week. “This movements make you a bit dizzy, but I must say that the team got points for trying something different”.

For this very short introduction presentation that was competing with an overloaded inbox full of other pitch decks, she was OK with some motion sickness. For a second, longer interaction this is probably not the case.

Scientists speaking over dinner

Yesterday evening I attended a dinner in honor of a famous scientist who received a honorary doctorate from Tel Aviv university. The setting was a beautiful coast-side villa of a successful businessmen, the audience: scientists and healthcare technology investors (corporate and venture capital). On the menu: some good food and 6 presentations. Here are some suggestions for scientists who get put “on the menu” for these types of events.

Investors. You have 6 minutes, you have 2 audiences: scientists and investors. This is probably not the right time to get insightful feedback from your science colleagues, however, you might hook the attention from a potential investor in your research you would not have met otherwise. So take the investor as your target audience and shape your content for her. Out with the detailed methodology, the detailed statistics, the history of your research, but in with the need (why is this such a horrible disease and how many people suffer from it), why is what you did so clever (other technologies fail, yours takes a fundamentally different approach), and why the early trial data shows that it works. And oh, if you are raising money for your project, say so.

Only charts when you need them. Six minutes: no bullet points, just pictures you need (statistical data, pictures of team members). Put black slides if you do not need the projector. A huge white screen in a dark garden completely overpowers the presenter.

Simplified statistics. Putting up the full scientifically responsible data chart over dinner is not effective. Laymen do not know how to read it. First explain what benchmark matters (survival rate for example). Then, make an incredibly simple char that compares the 2 benchmarks without the footnotes, n values, p values, standard deviation. All that can be discussed over coffee, not a glass of wine.

Stick to your time. If you have 6 minutes, use 6 minutes. Bringing along your 45 minute deck and trying to speed things up by talking faster and skipping slides does not create a compelling experience.

Stories. Put in some anecdotes to make your story more memorable.

Cut the gore. Images can be very powerful in presentations, but some medical photos are better be seen before dinner, not during.

More than 3 pages

Many presentation I come across start out great with the cover slide, and maybe a page or 2 after tat, then the whole thing slides back into bullet point mode. Why not continue the good work beyond page 3?

Skip the methodology

As a management consultant (or a scientist) you had to crack a very difficult issue: what approach to take to solve a particular problem or get to some insight. Once the approach was nailed, the rest of the work was relatively easy (sweat work rather than think work).

It is tempting to use this thought process as a structure of your presentation. Here is the problem, here is the theory behind it, here is our methodology, here is the data analysis, and finally, here is the conclusion. Most scientific papers are structured this way and kids get taught this approach in school/university.

This works if your audience also consists of management consultants and scientists. In most other cases, just talk about the problem you tried to solve (the actual one, not the approach issue) and then go straight to the conclusion and results.

Business models in a VC pitch

Fred Wilson wrote an interesting blog post yesterday about the sequence in which a startup should nail the following items:

1. First the product
2. Only then the strategy (who is your target market, and how are you reaching them)
3. Only then the business model (how you charge for things)

Most VCs will ask you about the business model and strategy in your early-stage investor pitch. The true answer: “I do not know yet”. Stopping the discussion there is not a good answer. Making up something and selling it is the truth and the only truth might cost you credibility points.

The middle ground is better. Admit that things are early, and discuss 1-2 strategy/business models scenarios that seem sensible given the stage of development you are at and what you know about the market at the moment. It shows that you are a sane person and a trusted pair of hands as you embark with your investor on an uncertain journey in which everything will deviate from plan for sure.

A bit of ambiguity in your pitch is OK.

Too vague or too detailed?

The corporate strategy of a big company is always complex: many countries, many products, marketing, sales, manufacturing, organisation, finance, tax optimisation, M&A. Writing all that stuff down in an investor presentation does not make compelling prose.

Most companies understand that but swing the other way: a big vague broad mission statement that says we will conquer the world of [ENTER MARKET] and make the plant a better place at the same time.

Here is a potential middle ground. Start with the 3-5 really big ideas that will create growth for your company, pretty much like a startup would present its ambitious plans. Then follow with a more organised, structured, traditional overview of all the programs that are going on. Not to be discussed in detail, but merely to show that you have put them in place.

Trying out Medium

Medium is a new publishing platform and I gave it a try with a first post on how bad design habits from the 1990s still cause dammage today (overhead transparencies, word processors).

Medium allows you to create collections and I started one about presentation design, pitching ideas, and public speaking under the name “Seeing is believing”. Feel free to contribute.

Although I like the clean design and focus on writing of Medium, it is too early for me to give up the good old Blogger platform, with many of you reading my posts via RSS and email updates.