Keep these 3 things in mind when using PowerPoint in informal settings

Here’s a question I found intriguing on LinkedIn. It’s from a woman named Alexis.

We do mid-year meetings with our customers to review the services we’ve delivered and make sure expectations are being met/exceeded. In the interest of consistency, we’ve developed a PowerPoint template with key topics to include – the expectation is that it be customized based on the customer. Often, we don’t project but rather use the slides as a handout to ensure all key points are being met and to leave the customer with a takeaway in writing. Some of our employees are naturals at referring to slides when needed, in whatever order the conversation goes. However, a few are struggling with using PowerPoint and not just following through, slide by slide, letting the presentation dictate the conversation (rather than the other way around). I would be grateful for any tips or articles anyone has that might help these folks.

Alexis:

First, I really like the way this question is phrased. It’s clear that you know these meetings are conversations, not one-way presentations of information. The challenge you’re talking about—centering on how a slide or a handout should be used during an informal meeting—is common. In some ways, these sorts of meetings are more difficult to manage than a formal presentation to a larger group because the chances are very good the conversation will go off in an unexpected direction.

Here are a few best practices.

1. Frame the Conversation: At the beginning of the meeting, the presenter (I’ll call that person the “presenter” even though this is an informal conversation) should take control of the conversation by quickly establishing context, a goal for the meeting, and the takeaways for the audience. Include this information on the first slide in the deck. This will build a framework for the conversation. As the conversation proceeds, the presenter simply needs to be aware of how what is happening spontaneously fits (or doesn’t fit) into the frame. They should also refer to the frame by saying things like: “We’re meeting today to talk about how things have been going in the last couple of months …” and “Should we move on to my next point?”
2. Bring Visuals into the Conversation: As the conversation moves along, be sure to draw attention to the visual when appropriate. It’s important to let the customer know when they should look at the visual and what they should be focusing on. For example, saying something like: “Let’s jump ahead to the third slide in the deck. As you can see across the top, we’ve been doing well meeting the deliverables we discussed last fall.” This will help presenters take advantage of the focus and clarity the visual is there to provide.
3. Be Aware of Your Default: You mentioned in your question that some of the presenters are comfortable going with the flow of the conversation, bringing the slides into it as needed, and that others move forward slide by slide by slide. This is extremely common. People approach these sorts of conversations differently. We’ve come up with labels for the most fundamental distinction and found that most people fall somewhere between them. We call the first type “Improvisers” because they thrive on the give and take of the interaction. We call the slide-by-slide people “Writers” because they are most comfortable when there is a plan they can follow. Neither Default is better than the other. Just different.
   • Improvisers: It’s easy for an Improviser to get the conversation going and then … get lost in it. The good thing is their level of engagement with the customer is high, and they’re very responsive. The downside is that they often get caught in the weeds. Improvisers need to trust the plan they have created to help them stay focused. For an Improviser, doing well often feels like they’re being restricted. While that might be slightly uncomfortable for them, it’s usually a good thing because it means they’re more focused and concise.
   • Writers: Flexibility within the frame is crucial for Writers. Having a plan is a good thing, but it shouldn’t be allowed to squelch the conversation. Before the presentation, Writers should take a step back and consider how the information they’re delivering fits into the frame. At this point, don’t worry about the details, just the overall shape of the presentation. Imagine delivering content in a different order, in response to a specific question, or with a different emphasis. Doing so will help a Writer look at the content in different ways and build flexibility.

As you know, there is no perfect presentation or perfect meeting. Unexpected things happen during a lively conversation. The thing to do is to have a strong plan and be ready to adapt it on the fly.

Thanks for the question, Alexis!