Help! My PowerPoint® Crashed and I Can’t Boot Up

By Karen Susman

Microsoft’s Bill Gates spoke at a large technology conference a few years back. Five minutes into his presentation, his expertly designed and choreographed PowerPoint® slide show coughed, sputtered, and stubbornly refused to respond. If it can happen to Bill, it can happen to you. In fact, it will happen to you.

Here are some ways to avoid having such a Bill Gates moment.

1. Assume that your computerized slide show will snafu in some way and have a Plan B.
   
   
2. Bring overhead transparencies of your computerized slide show as a back up. Request an overhead projector just in case.
   
   
3. Print a copy of your slide show for yourself in the three-on-a-page handout format to use as point reminders. (Don’t substitute copies of slides for handouts. If someone requests a copy, mail a duplicate.)
   
   
4. Create your program content before you create your visuals. Then look for places where slides or other visuals would add something to your content.
   
   
5. Reduce the number of slides in your show to the bare minimum. If you can do without a slide, hit the delete key.
   
   
6. Practice using a flip chart to clarify your presentation. Why? Three reasons: If your computer wing ding defaults and there is no overhead projector, you can still illuminate your remarks with a quick flip chart illustration. Secondly, since so many are using computer slide shows, you’ll be unique. Thirdly, a flip chart image, no matter how rudimentary, is spontaneous, energetic and gives the audience the feeling that you’ve customized the presentation just for them.
   
   
7. Be courageous and use an object, or demonstration to elucidate your point. Instead of projecting a slide that says, “Diversity is Important,” whip out a delicious box of 64 crayons. After the audience’s groans of envy die down, use the crayons as an analogy to show the value of all those gorgeous colours. Just imagine how unwelcome a box of 64 all forest green or all burnt orange Crayollas would be. Consider how dull an exclusively flesh toned flower garden would be. You get the picture? (That’s the idea. You get the picture much better with a tangible object than with a slide that has a headline and six shooting bullet points.)
   
   
8. Only six bullet points? If you’re creating a slide or transparency that is chock full of words, have no more than six lines with no more than six words per line.
   
   
9. Use a headline for every slide, transparency, or flip chart page.
   
   
10. Present only one point or idea per slide, transparency, or page.
    
    
11. Detailed charts, graphs, and lengthy text are best presented in handout form.
    
    
12. Whatever visual medium you use, keep the lights up as much as possible. You want the audience to see you, and stay alert.
    
    
13. Rehearse, rehearse, rehearse. Did I mention “rehearse?” Set up and check out your visuals and equipment way before show time.
    

Remember, a visual aid is only an aid. It is not your presentation. It is certainly not your message. So many people I coach are madly in love with the whiz bang possibilities of computerized slide shows. They are addicted to slides and bullet points flying up, fading out, splitting, cascading, zooming, and twirling. If their software offers sound effects, birds chirp, cymbals crash, horns blow -- and that was just the first slide. Some speakers become so dependent on their slide show being more dynamic than they are, they are lost if the show crashes. (Please give Bill my number.)

Be prepared to present your program by candlelight with only a stubby piece of chalk to scratch on the walls. If the cave man could get his message across about the features of the new Protecto Hit-‘Em-Over-The-Head Club 2000 Upgrade with only a charred stick to mark the cave walls, you can deliver your message sans whiz bang. The only thing that needs to be animated is you.

Karen Susman is a Speaker, Trainer, Coach, and Author of 102 Top Dog Networking Secrets. Karen works with organizations that want to maximize performance. Programs include Humour at Work; Balance In Life; Networking Skills; Presentation Skills; and Building Community Involvement. Order new guidebooks on humour, networking, time management, and community involvement by calling 1-888-678-8818 or e-mail Karen@KarenSusman.com.. www.KarenSusman.com.

Published in Networking Today, September, 2002.