Category Archives: Design

VizThink NYC

Last week I finally had the opportunity to attend a VizThink workshop. VizThink is an organization that advocates and teaches visual thinking.

This event, “The Power of Visual Communication” was hosted and run by Todd Cherches and Steve Cherches of BigBlueGumball, and it was a fun evening involving VizBiz Pictionary, VizProvisation and visual notetaking. Here are my visual notes taken while listening to MLK’s “I Have a Dream” speech. (A presentation, by the way, that has a GREAT bumper sticker.)

Here are some more pics from the event courtesy of MJ Broadbent, Managing Director at VizThink.

And Amanda Lyons took live graphic notes from the event and has posted her work here. Thanks, Amanda!

 

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Less Screen, More You

Good slides are important, but nobody will ever walk into a room to see your slides. An audience—be it your sales team, your clients or a conference audience is there to see and to hear YOU. Your presentation, like it or not, should be all about YOU.

Your slides are your backup singers. And nobody ever pays to hear the backup singers.

Here are a few ways to make your presentation more about YOU…

Wait to Turn on the Projector

If you begin your presentation with information on the screen, you’re already training your audience to focus on the screen and not you. A presentation that starts with an empty screen sets the expectation that your slides merely support the presentation, rather than being the presentation itself.

I keep a title slide up while my audiences are filing in (so they know they’re in the right room), but then put up a black slide just before I’m about to start. The first slide appears about 60 seconds into my presentation, but if you don’t need a slide for 10 minutes, there’s no reason to have one until then.

Let Your Slides Make No Sense

If you design your slides so that they make no sense without your narration and presence, then they serve as questions to your audience—questions that they will focus their attention on you to have answered. Like this slide to the right that comes from a seminar I give. The Twinkies serve as a visual metaphor for making the point that you should use stories to communicate your ideas. Still doesn’t make any sense? Good. That’s why my presentation needs me in the room.

No See-Say Slides

Don’t read your slides. If you put entire sentences on the screen it is nearly impossible not to read them. You can’t paraphrase sentences. But you can easily expound upon short phrases and words.

Use the “B” Key

When presenting in PowerPoint or Keynote, pressing the “B” key at any point will black out the screen for your audience. Since humans are naturally drawn to change, putting up a black screen during your presentation immediately refocuses their attention (especially if they’ve just seen 10 slides of bar charts.) A black screen is an awesome way of changing the pace and guiding your audience’s attention: to a prop, a handout, another speaker, to an asked question, etc. But mostly, a black screen brings attention back to YOU. Instantly, you will have all eyes back on you for a crucial point or message that you need to give. A black screen says, “Pay attention. I’m the presentation.”

Note that you can also press “W” for a white screen.

Be a Better Public Speaker

Okay, this one can be daunting: “Public Speaking Training” returns 11 million hits in Google and “Public Speaking” returns 7,326 entries on Amazon. Toastmasters is even still around.

There are a lot of corporate speech coaches and trainers out there and even more books on the subject, but I want to point out two particular resources that I love. Six Minutes is a fantastic website dedicated to speaking and presentation skills. There’s so much on the site (+ an email newsletter), that you should just browse around it when you can.

The second resource is a book I recently read. Scott Berkun’s Confessions of a Public Speaker uses sticky stories from the author’s own time on the speaking circuit to impart everything from larger general lessons to smaller tips and tricks. It a fun, quick read.

I’m starting to do more and reading and research specifically on public speaking. If you’ve got recommendations, send ’em on…

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Categories: Design, Presenting Live.

Nobody Wants to Pay for Simple

Maybe the worst thing a designer (or anyone charging for their work) can hear is, “Well, even I could have done that.” The implication being, “Your effort isn’t worth my money.” I’ve heard that in the past about my own work, and I heard it again in a meeting last week in which I was defending another designer’s work. And this attitude gets to the heart of one of corporate America’s worst attitudes:

Nobody Wants to Pay for Simple.

If a company engages a consulting firm for millions of dollars, the board doesn’t want a simple solution that they could have come up with themselves—or worse, that they already knew.

We all remember the military consultant’s solution for Afghanistan, right? 

When it comes to design and presentation, I believe in simple and uncluttered (remember, it’s information that we’re communicating, and information is most often best communicated simply.) But, engaging the services of a presentation designer when he or she is charging by the hour or the day, can get expensive—especially if content is being simultaneously written and rewritten while the designer is on the clock. As a result, there often is an inclination to want a heavily designed, Photoshopped and complex presentation—something the paying client most certainly could not have done themselves. They want their money’s worth in visual glitz, even if the visual glitz runs counter to good communication.

It’s no coincidence that some of the most effective and lasting works of art and design are remarkably simple. Take Milton Glaser’s I Love NY logo. After the American Flag itself, it’s probably the most iconic American branding ever created. But can’t you just picture the meeting at which this was first unveiled… “That’s it? I could have done that.” Yes, Mr. New York Tourism board member, you could have.But you didn’t. 

Or how about arguably the most famous music in the history of film—John Williams’ theme for Jaws. It’s only two frickin’ notes. You can almost hear the studio executive screaming, “We’re paying him how much? My kid’s piano teacher could have composed that!” Well, yes, his kid’s piano teacher could have composed that, perhaps. But the piano teacher would not have the skill and knowledge to know that less was more in this case, to know how to practice restraint and to be capable of much, much more complexity if the situation called for it.

There’s an apocryphal story about a woman approaching Picasso in the park and asking him to draw a portrait of her. Picasso quickly sketches the woman and hands the portrait to her. “That will be $5,000,” he says. The woman is indignant. “But it only took you 5 minutes!” To which Picasso replies, “No, madam. It took me all my life.”

But even if you don’t have a Picasso’s lifetime of experience, it still does not mean that simpler is not better and ultimately more informed and effective. Take Maya Lin. She was an undergraduate architecture student in 1981 when she designed what I consider one of the most perfect pieces of art of the last century: The Vietnam Veterans Memorial. Unlike the above examples, the controversies over and objections to the memorial are well documented (and partially racist to boot), but from a purely artistic perspective, this too was something that “Even I could have done.” But Lin was the one to actually do it, and to say, “It’s okay, simple is appropriate.” (Although there is actually more symbolism than meets the eye.) And to be fair to the selection committee, the Memorial design was the result of a blind and completely open competition, so the committee did choose her design over many others that were probably much more “complicated.”

Any memorial design is fraught with the horrors of design and decision by committee, and so I’m amazed that Lin’s work made it to fruition. As a counterexample, take the recently completed WWII Memorial on the Mall in DC. Many will disagree, but for me it is one of the most underwhelming monuments in Washington. There is so much embedded symbolism addressing so many interests that “simple” is the last word that comes to mind when viewing it—if one can view the entirety of it at all, except by helicopter. This is most certainly a monument that “I could not have done.” But the lack of simplicity means that it will never stand on a par with the Washington, Lincoln and Vietnam Memorials.

What’s the takeaway? Remember your ultimate goal—don’t let your checkbook dictate the end product.

Sometimes it takes a designer to assure you that simple is good—as was probably the case with Milton Glaser’s logo. And sometimes you don’t need that designer at all. If your name is Gino and you’re opening up a pizza shop, you don’t need to pay a branding firm to tell you that “Gino’s Pizza” is probably a good name (if that’s the direction you want to go in.) Similarly, if you have the skills to find a powerful image and the discipline to use only a few words, you probably don’t need a designer to put those together as an effective presentation slide. 

Believe it or not, I’m thrilled any time a client sends back to me a new version of a presentation with a half dozen newly added slides already designed according to my established look. Usually, they’ll say, “I just followed what you already set up in the rest of the deck, but feel free to make it better since I’m not a designer…” I might be able to tweak things here or there, but 9 times out of 10, they’ve already done what I would have. In those cases, yes, you could have done that. And more importantly, you did.

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Categories: Design, Reducing Text.

Don’t Show Data. Show the MEANING of Your Data.

The visual display of data can be an art form, and the field of infographics has really started taking off the last few years. But you don’t need to have a graphics or information design degree to improve the storytelling of your own data. 

The goal of a chart or graph is simple: Don’t just show the data itself; show the MEANING of the data. The two below slides show the exact same data, but neither have any message. 

So, let’s give this data some context and meaning (and in the process take out a lot of the PowerPointyness.) 

Without adding or removing any of the data, the story starts to take shape visually. Obviously, we are showing that the US is by far the most obese country in the world at 31% of its population. This might very well do for this fictional presentation, but we can take it even further if we like…

Again, we haven’t changed the data at all, we’ve just given it MEANING. Also note that removing 3D, tick marks, needless axes and colors has actually focused the audience more on the important information.

The consulting firm McKinsey has an internal rule that any chart placed in a presentation or report must contain the meaning of the chart at the top left of it (i.e. “West coast sales lag the rest of the country.”) 

Still, while it is most often best to explain the meaning of on screen data like McKinsey does, there are times in guided presentations where it can actually be stronger to have a slide that requires explanation. But if you’re going to do this, then it’s often best to severely limit the data that you do show…

Regardless of how you present, try your best to show the visual story of the data and not just the data itself.

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Categories: Design, Showing Data.

You Don’t Need a Header Bar

Yes, I have a lot of pet peeves with regard to presentation design, but at the top of the list is header bars. Often–though not always–it is necessary and/or helpful to have a title to your slide (a “header”). But when it comes to designing a “look” or a template for a presentation, it is almost never a good thing to design your slides so that they require a header. We’ve all seen templates like these…

Designs with dedicated headers should be avoided because they…

  • Waste valuable screen real estate
  • Force the user to write headlines when they may not be necessary, leading to cluttered and over-written slides
  • Create an inorganic “PowerPoint-y” look

Even good presentation designers often fall into the header bar trap, and I place the blame largely on Microsoft. PowerPoint is the only program I can think of in which the default “empty” page tells the user what kind of information should be placed on the page. Open up a blank PPT doc and you are immediately told to insert a header and body copy. Microsoft Word doesn’t tell you what kind of words to put down; it just gives you a white page. Photoshop doesn’t give you a page at all, less they bias you against a teal or a zebra-striped canvas.

But back to the waste of space. Take a look at this Microsoft-design template that comes pre-installed with PPT.

If you used this template for each page, after you inserted your mandatory header, you would have only 51% of your entire page left for actual content. If you always used Microsoft’s recommended “click to add text” content area, you’d only have 38% usable space! Note that on this template, Microsoft has added in a further, unnecessary gray bounding box (your screen should be your bounding box…) that further reduces usable area after you account for needed padding on the edges–text will always need a cushion of negative space around it to be readable.

Yes, Microsoft does provide a header-less layout for this template design, but the natural instinct is to keep the background the same for all slides, which then leads to unnecessary and often visually redundant headlines. Last weekend I was at a wine seminar on a Spanish wine region called Ribera Del Duero. I’ve recreated one of the slides showing the growing region. Since we talked about no other geography other than Ribera, my reaction to the use of a header bar on this page was a resounding, “Duh.” The header bar design in the template forced the presenter to include a header even when it was painfully unnecessary, forcing the content smaller, and distracting from it.

Even if you reduce the size of a header bar design, you’re still bound for trouble. The above examples are large enough to account for 2 line headers (if you absolutely must have a 2 line header…), but if you try to minimize the header area as shown here, you’re just going to run into problems with that one slide that just must have 2 or 3 lines for some reason.

 

 

So, what’s the solution? Keep as open and blank a canvas as you possibly can that allows for a header or title to come and go as needed. And if you can find or create a design that doesn’t fore the use of headers, you’ll be on your way to making slide headers the exception rather than the rule. Which is a good thing…

 

 

 

 

 

 

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Icons

Photographs, text and data charts are not the only tools you can use to communicate information on screen. Iconography, used correctly, can often massively distill concepts so your audience’s brain immediately “gets it.” Most often, I use iconography for repetitive concepts that can be introduced and explained once, then reinforced each time simply by displaying the icon. 
Here are a few slides from a pitch deck that presented 4 research-driven stategies to a client. The bulk of this presentation revolved around these strategies, each slide falling under one of them. Originally, these 4 strategies were not even introduced all together on one slide, and once introduced on a single divider slide, were not referenced again within their section. It was very difficult to keep track of and remember the essence of this pitch. And so I asked my friend Tim (who designed much of this presentation) to create simple icons that were not only introduced at the top of the pitch and on section dividers, but provided running navigation at the bottom left of each slide to indicate which strategy we were on at any moment.

 Icons can also be photographic as in this example created by my friend Gideon.

And they’re not just for navigational or organizational purposes. They can stand on their own as complements to text. Take a look at a before and after with icons capabilities slide…

And a consistently designed icon library created as part of a template system…

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Categories: Design.

Book Review: The Non-Designers Presentation Book

I wish I had an equally high recommendation for Robin Williams’ The Non-Designers Presentation Book as I do for PresentationZen Design. While Robin has some useful things to add to the discussion, her latest book just serves as a reminder that talented designers are not necessarily good presentation designers. I’ve often seen great graphic designers suddenly lose all their design training when they open PowerPoint. Often, when art directing traditional print designers on presentation, I’ll just say “Imagine you’re designing a billboard…” (And sometimes it even works.)

Robin is an excellent design writer (I particularly like her Robin Williams Design Workshop), but though she gives presentations often herself apparently, I found the book to be a scattered and cursory collection of thoughts and principles, oversimplified and lacking in a true understanding of the power of communication through on screen presentation.

Okay, that sounds harsh. She does have a grasp of the basics, which always bear repeating:

  • Reduce, reduce, reduce your text
  • Don’t be afraid of spreading your information across many slides
  • Eliminate superfluous stuff
  • White space is okay
  • Use full screen imagery instead of wimpy small pictures
  • Distribute separate detailed handouts

And she also caught my eye with a couple of interesting thoughts such as:

  • Design your slides so that they make no sense on their own; make them require elaboration
  • Use animation to define sections of your presentation

But overall I just feel as though Robin is way too enamored with using funky fonts; using contrast on individual slides, but not enough overall in a presentation; allowing too much repetition; and just settling too often for slides that fix the big problems, but still are way too PowerPoint-y.

The average person will definitely learn something from this book, but your time and money are much better spent reading Garr Reynolds and Nancy Duarte.

Oh, and apparently the one rule Robin insists you must adhere to is: Never use Helvetica. Get ready for the Garr vs. Robin cage match…

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Categories: Books, Design.

Book Review: PresentationZen Design

Two new books all about presentation design for non-designers have just hit the scene. The first is Garr Reynold’s follow-up to his essential 2008 Presentation Zen,called PresentationZen Design. If you missed it, you can read my discussion of his first book here. 

Garr’s new one is a highly thought-out and impeccably researched guide to designing effective, clear and powerful on-screen presentations that look professionally designed (and written), but that can be created by the non-designer without fancy tools.

The themes here, obviously, are simplicity, directness and beauty. The book, like so much in this world should be, is divided into thirds:

1. COMPONENTS
In the first section, Garr introduces the mantra of “Think communication, not decoration” and discusses limited use of text and typography (suggesting a limited number of fonts that should be part of your presentation toolkit). He even gives a spirited defense of Helvetica (which I wholeheartedly agree with.) He follows this with a primer on color usage and theory, giving some practical tips for quickly and easily finding color schemes. Then it’s on to imagery, perhaps the most important aspect of presentation. Finally, he addresses how to simplify and present your data so that, as I always say, you present not data, but the meaning of your data.

2. PRINCIPLES
Here Garr dives into some larger, but simplified design theories, and applies them to presentation. Using negative space, creating focus and balance, and grids are all covered.

3. THE JOURNEY
Finally, Garr discusses a path for continuing to improve your presentations and skills. 

The book is absolutely littered with effective (and non-effective) slide examples, almost on every page. The last section also gives a half dozen more complete presentation samples. Presentation Zen had wonderful examples, but the new book takes a major step up in showing hundreds and hundreds of real-world slides and the reasons why they are infinitely more effective than just bullet points. 

PresentationZen Design is a more in depth book than Presentation Zen. But it belongs on the desk of anyone who fires up PowerPoint regularly. It also belongs on the desk of the professor who, Garr recounts, graded down his student for presenting an effective, complete academic presentation (with a detailed companion handout), because the student did not use bullet points and because it did not look “like a PowerPoint.”

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Categories: Books, Design.

Using Creative Commons Imagery

More and more people are coming to accept the “less text, more imagery” philosophy of presenting information, but finding quality imagery remains a challenge–often a financial one.

Below, I’ve listed a number of pay and free sites for imagery, but lately I’ve been seeking out imagery available under Creative Commons licenses. Wikipedia can give you a good definition, but in a nutshell, CC imagery is put up on the web by amateur and (sometimes) professional photographers with varying usage licenses that most often allow anyone to use the image if accompanied by attribution and prohibits commercial usage (they just don’t want you making money off their work.)

Flickr and Compfight are the two places I generally go to find CC imagery. On Flickr, you’ll want to do an advanced search and filter for only CC imagery. When you find an image that is CC, it will be accompanied by various symbols indicating the level of usage allowed. Usually, all you have to do is give attribution by listing the image URL or the photographer’s name. I generally place this information on the image hidden in a corner as much as possible.

Yes, you’re going to find a lot of amateur, poor photography in the CC pool, but I’m continually surprised at the quality of some of the photography, and if you look hard enough (especially on Compfight), I think you’ll find some gems, including highly specific pics from events and the like.

Here are a few slides from a recent presentation we created here using mostly CC imagery. Note that this was a print/e-mail deck, hence the small type.

 

Where to Find Imagery

Royalty-free and Rights-Managed
Getty Images (the biggie)
Corbis (the other biggie)
iStockPhoto (one of the best cheaper sites)
Veer 
Jupiter Images (also has a subscription-option)
Masterfile
Dreamstime (cheap)
Fotolia (cheap)
Photocase (cheap)
StockXpert (good and cheap)

Subscription-based Services
Shutterstock 
Creative Express (Getty’s subscription service)
Photospin
Photoshop Tutorials list of free photo sites

Search Aggregators
Fotosearch 
Punchstock

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Categories: Design, Imagery.

The Beauty of Shift-Return

As much as I’d like to be, I’m just not a big keyboard shortcut guy. I know one presentation designer who hardly ever uses file menus, and does nearly everything with keyboard shortcuts.

But if you learn only one keyboard shortcut, make it this one:

 

SHIFT-RETURN

This is the shortcut for inserting a soft return into a paragraph of text. You should always look at how your text looks and reads on a page. If, within a single paragraph or bullet point, you need to move a word or words to the next line for better reading or to visually even things out and fix an orphan*, DON’T use RETURN. This will create a new paragraph which can create a new bullet point and space before the line if your line spacing is set up for this. And DON’T just hit the spacebar 20 times in a row. This will cause even more problems. 
SHIFT-RETURN inserts a soft return which maintains the integrity of the paragraph and spacing.
 

Before…

After Shift-Returns (indicated by blue arrows)…

*An orphan is a word, part of a word or very short line that appears by itself at the end of a paragraph.

 

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Categories: Design, Keynote, PowerPoint.
visual training presentation