David S. Read

For years I have struggled with the value of presentation software like Microsoft’s PowerPoint, OpenOffice’s Impress or AppleWorks, generically called presentationware.  Most presentations I see use presentationware to display the outline or script for the presenter.  I am certainly guilty of doing the same.  The slides being displayed don’t add any value.  Worse, when the presenter starts reading or reciting what is on the slide it makes the whole experience painful.  Is there a value offered through the use of this software during a live presentation?

Exploring this question, I just finished Presentation Zen by Garr Reynolds, a gift from my sister (thank you Beth!), and I have a fresh outlook regarding the use of presentationware.  Instead of viewing its role as a visual sort of “Cliff’s Notes” or outline version of my words, Garr suggests that it should augment my oration.

The core issue revolves around the value of the presenter and his or her participation in the process.  If the slides contain a significant amount of what the speaker intends to say, what value does the speaker add?  It is clearly less value if he or she is reading the slides or adding a small amount of information beyond the written content.  Also, the presenter’s value is further reduced if the audience is distracted reading a lot of text from the slide.  The audience members are forced to split their attention between reading and listening.

A presentation full of text also limits the ability of the presenter to adjust the message to the audience.  The presenter has laid out the script for a program and that is what the participants will expect to hear.  Removing this detail from the slide grants the presenter flexibility and it forces the audience to listen.  The requirement for the attendees to listen is a key concept to effective use of presentationware.

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