Microsoft beyon d bullet points CLIFF ATKINSON using Microsoft Office PowerPoint 2007 to create presentations that inform, motivate, and inspire Get Cliff's custom templates. complete eBook, and more!
PUBLISHED BY Microsoft press A Division of Microsoft Corporation One Microsoft Way Redmond, Washington 98052-6399 Copyright c 2008 by Cliff Atkinson All rights reserved. No part of the contents of this book may be reproduced or transmitted in any form or by any means without the written permission of the publisher brary of Congress Control Number: 200793145 Printed and bound in the United States of America 123456789QWT210987 Distributed in Canada by H B Fenn and Company Ltd. A CIP catalogue record for this book is available from the British Library Microsoft Press books are available through booksellers and distributors worldwide For further infor mation about international editions, contact your local Microsoft Corporation office or contact Microsoft PressIntermationaldirectlyatfax(425)936-7329.VisitourWebsiteatwww.microsoft.com/mspress Sendcommentstomspinput(@microsoft.com. Microsoft, Microsoft Press, Aero, Calibri, Excel, OneNote, Power Point, SharePoint, visio. windows and windows Vista are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Other product and company names mentioned herein may be the trademarks of their respective owners The example companies, organizations, products, domain names, e-mail addresses, logos, people, places, and events depicted herein are fictitious. No association with any real company, organization, product, domain name, e-mail address, logo, person, place, or event is intended or should be inferred. This book expresses the authors views and opinions. The information contained in this book is provided without any express, statutory, or implied warranties. Neither the authors, Microsoft Corporation, nor its resellers, or distributors will be held liable for any damages caused or alleged to be caused either directly or indirectly by this book. Acquisitions Editor: Juliana Aldous Developmental Editor: Sandra Haynes Project Editor: Valerie Woolley Editorial Production: Waypoint Press Technical Reviewer: Andrew Cohen Cover: Tom Draper Design Cover Photo by bradford rogne Body Part No. X13-92839
PUBLISHED BY Microsoft Press A Division of Microsoft Corporation One Microsoft Way Redmond, Washington 98052-6399 Copyright © 2008 by Cliff Atkinson All rights reserved. No part of the contents of this book may be reproduced or transmitted in any form or by any means without the written permission of the publisher. Library of Congress Control Number: 2007931457 Printed and bound in the United States of America. 1 2 3 4 5 6 7 8 9 QWT 2 1 0 9 8 7 Distributed in Canada by H.B. Fenn and Company Ltd. A CIP catalogue record for this book is available from the British Library. Microsoft Press books are available through booksellers and distributors worldwide. For further information about international editions, contact your local Microsoft Corporation office or contact Microsoft Press International directly at fax (425) 936-7329. Visit our Web site at www.microsoft.com/mspress. Send comments to mspinput@microsoft.com. Microsoft, Microsoft Press, Aero, Calibri, Excel, OneNote, PowerPoint, SharePoint, Visio, Windows, and Windows Vista are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Other product and company names mentioned herein may be the trademarks of their respective owners. The example companies, organizations, products, domain names, e-mail addresses, logos, people, places, and events depicted herein are fictitious. No association with any real company, organization, product, domain name, e-mail address, logo, person, place, or event is intended or should be inferred. 7KLVERRNH[SUHVVHVWKHDXWKRU¶VYLHZVDQGRSLQLRQV7KHLQIRUPDWLRQFRQWDLQHGLQWKLVERRNLVSURYLGHG without any express, statutory, or implied warranties. Neither the authors, Microsoft Corporation, nor its resellers, or distributors will be held liable for any damages caused or alleged to be caused either directly or indirectly by this book. Acquisitions Editor: Juliana Aldous Developmental Editor: Sandra Haynes Project Editor: Valerie Woolley Editorial Production: Waypoint Press Technical Reviewer: Andrew Cohen Cover: Tom Draper Design Cover Photo by Bradford Rogne Body Part No. X13-92839
To my family: Andrew, Reuben, Hildegund, Reuben /r, Vicki, Tripp, Jenna, Christina, Jeremy, Bobby, and Stanle 一 clee atkinson
To my family: Andrew, Reuben, Hildegund, Reuben Jr., Vicki, Tripp, Jenna, Christina, Jeremy, Bobby, and Stanley. —CLIFF ATKINSON
Contents Acknowledgment Introduction Chapter 1 Making Headlines Beyond Bullet Points a Can I Really Change the World with a PowerPoint Presentation? a The perfect power Point storm a Stepping onto the Media Stage 5 A Singular Story 8 a Distilling the Essence 1 ■ Fade to Gray a Stark Choices 21 Winds of Change g The power of bbp in your hand: Chapter 2 Teaching an Old Dog New Tricks 25 Three bedrock tools of powerpoint Trick 1: Use Slide Sorter View to Manage the Volume In Search of"Research Reality Research Reality 1: You Have to Respect the Limits of Working Memory BBP Respects the Limits of Working Memory 35 The Old Way Ignores the Limits of Working Memory 38 Vhat do you think of this book? We want to hear from you! hearing your feedback so we can continually improve our books and learning resources for you. To participate in a brief online survey, please visit:
v Contents Acknowledgments xiii Introduction xv Chapter 1 Making Headlines Beyond Bullet Points 1 Q Can I Really Change the World with a PowerPoint Presentation? 1 Q The Perfect PowerPoint Storm 2 Q Stepping onto the Media Stage 5 Q A Singular Story 8 Q The Heart of the Problem 12 Q Distilling the Essence 15 Q Mixing Mediums 18 Q Fade to Gray 20 Q Stark Choices 21 Q Winds of Change 22 Q The Power of BBP in Your Hands 23 Chapter 2 Teaching an Old Dog New Tricks 25 Q Three Bedrock Tools of PowerPoint 25 Q Trick 1: Use Slide Sorter View to Manage the Volume 27 In Search of “Research Reality” 28 Research Reality 1: You Have to Respect the Limits of Working Memory 30 BBP Respects the Limits of Working Memory 35 The Old Way Ignores the Limits of Working Memory 38
a Trick 2: Use Notes Page View to Sync Pictures and Narration Research Reality 2: You Have to Address the BBP Addresses the two channels The old Way Addresses Only One Channel Trick 3: Use Normal View to Guide the Eye and Ear Research Reality 3: You Have to Guide Attention BBP Guides Attention 49 The Old Way Does Not Guide Attention ■AWe| rained Tool Chapter 3 Getting Started with BBP a What Does the road ahead look like? I Sewing Up Understanding with BBP 58 The Heart and Brain of BBP: The Story Template The Built-In Story Structure Theory Becomes Practical a Step 1: Choose a Story Thread and a Pattern to Follow 64 Step 2: Pull Through What's Most Important First 65 Step 3: Guide the Visual and Verbal Strands with Your Storyboard Sketching the First Five Slides Sketching the Rest of the Slides Applying Custom Layouts ing Graphics to the First Five Slide Adding Graphics to the Rest of the Slides 74 Stepping into the Screen 75 Presenting in Multiple Views ing Or menting the Experience 79 a Getting Started with the BBP Story Template a Writing Headlines Using Three Ground Rules Rule 1: Write Concise, Complete Sentences with a Subject and a Verb in Active Voice Rule 2: Be Clear, Direct, Specific, and Conversational 83 Rule 3: Link Your ldeas Across cells
vi Contents Q Trick 2: Use Notes Page View to Sync Pictures and Narration 40 Research Reality 2: You Have to Address the Two Channels 40 BBP Addresses the Two Channels 41 The Old Way Addresses Only One Channel 43 Q Trick 3: Use Normal View to Guide the Eye and Ear 48 Research Reality 3: You Have to Guide Attention 48 BBP Guides Attention 49 The Old Way Does Not Guide Attention 52 Q A Well-Trained Tool 54 Chapter 3 Getting Started with BBP 55 Q What Does the Road Ahead Look Like? 56 Q Sewing Up Understanding with BBP 58 The Heart and Brain of BBP: The Story Template 58 The Built-In Story Structure 59 Theory Becomes Practical 62 Q Step 1: Choose a Story Thread and a Pattern to Follow 64 Q Step 2: Pull Through What’s Most Important First 65 Q Step 3: Guide the Visual and Verbal Strands with Your Storyboard 68 Sketching the First Five Slides 70 Sketching the Rest of the Slides 71 Applying Custom Layouts 72 Adding Graphics to the First Five Slides 74 Adding Graphics to the Rest of the Slides 74 Stepping into the Screen 75 Presenting in Multiple Views 77 Presenting with a Tablet PC 78 Presenting Online 78 Documenting the Experience 79 Q Getting Started with the BBP Story Template 81 Q Writing Headlines Using Three Ground Rules 82 Rule 1: Write Concise, Complete Sentences with a Subject and a Verb in Active Voice 82 Rule 2: Be Clear, Direct, Specifi c, and Conversational 83 Rule 3: Link Your Ideas Across Cells 84
Chapter 4 lanning Your First Five slides a What Will You Show, Say, and Do in the First Five Slides? 86 a Starting with the Title and Byline ■ Choosing a st Orienting the Audience with the Setting Headline 89 Interesting the Audience with the Role Headline 90 Engaging the Audience with the point A Headline Motivating the Audience with the point B Headline 95 Creating Dramatic Tension Between the point A and point b headlines Focusing the Audience with the Call to Action a Choosing a Pattern to Follow a Closing the Curtain on Ac Reviewing the Five Headlines 106 Appealing to Your Audience's Emotions a 10 Tips for Enhancing Act I 108 Chapter 5 Planning the Rest of Your Slides 117 ems of rity a Three Columns of Clarity 120 Threading the Eye of the Needle Using a Hi Prioritizing Your Slides 125 Justifying the Call to Action Headline with the Key point headlines 127 Clarifying Each Key Point Headline with Its Backing Up Each Explanation Headline with Its Detail Headlines 136 a Pulling Through What's Most Important First our Story Template 146
Contents vii Chapter 4 Planning Your First Five Slides 85 Q What Will You Show, Say, and Do in the First Five Slides? 86 Q Starting with the Title and Byline 87 Q Choosing a Story Thread 88 Orienting the Audience with the Setting Headline 89 Interesting the Audience with the Role Headline 90 Engaging the Audience with the Point A Headline 92 Motivating the Audience with the Point B Headline 95 Creating Dramatic Tension Between the Point A and Point B Headlines 97 Focusing the Audience with the Call to Action Headline 99 Q Choosing a Pattern to Follow 101 Q Closing the Curtain on Act I 105 Reviewing the Five Headlines 106 Appealing to Your Audience’s Emotions 106 Focusing Your Ideas 107 Q 10 Tips for Enhancing Act I 108 Chapter 5 Planning the Rest of Your Slides 117 Q The Problems of Sequence and Priority 117 Q Three Columns of Clarity 120 Threading the Eye of the Needle Using a Hierarchy 123 Q Prioritizing Your Slides 125 Justifying the Call to Action Headline with the Key Point Headlines 127 Clarifying Each Key Point Headline with Its Explanation Headlines 132 Backing Up Each Explanation Headline with Its Detail Headlines 136 Fleshing Out the Rest of Act II 140 Q Pulling Through What’s Most Important First 143 Q Lowering the Curtain on Your Story Template 146 Q 10 Tips for Enhancing Your Story Template 148
Chapter 6 Setting Up Your Storyboard and Narration a What Will You Show, Say, and Do During Every Slide? 156 I Preparing the Storyboard Reformatting Your Story Template Manually 158 Using the BBP Storyboard Formatter 159 Practicing Scaling to Time Editing Your Headlines If Needed reviewing the storyboard a Planning for the Verbal Channel by Writing Down 166 a Planning for the Visual Channel by Sketching Your 170 a Storyboarding Using Three Ground Rules 173 lule 1: Be Visually Concise, Clear, Direct, and Specific 73 Rule 2: In Act ll, Sketch Consistency Within Columns and Variety Across Columns Rule 3: Sketch Outside the screen too 176 I 10 Tips for Enhancing Your Storyboard 178 Chapter 7 Sketching Your Storyboard 187 a What Do I Sketch on each slide? a Sketching the Act I Slides 189 Sketching the Title Slide sketching an Optional Introductory Slide etching the Setting Slide Sketching the Role Slid sketching the Point a and Point B Slides 196 a Sketching the Call to Action and Key point Slides 203 Tripling Your Impact with Three Panels 205 Propping It Up Adding It Up with Icons Using Video, Sound, or Motion Graphics( Carefully) Blacking Out the Screen 207 Raising Interest with Your Layouts 208 Keeping the Motif Flor Integrating the Interaction
viii Contents Chapter 6 Setting Up Your Storyboard and Narration 155 Q What Will You Show, Say, and Do During Every Slide? 156 Q Preparing the Storyboard 157 Reformatting Your Story Template Manually 158 Using the BBP Storyboard Formatter 159 Practicing Scaling to Time 165 Editing Your Headlines If Needed 166 Reviewing the Storyboard 166 Q Planning for the Verbal Channel by Writing Down What You’ll Say 166 Q Planning for the Visual Channel by Sketching Your Storyboard 170 Q Storyboarding Using Three Ground Rules 173 Rule 1: Be Visually Concise, Clear, Direct, and Specifi c 173 Rule 2: In Act II, Sketch Consistency Within Columns and Variety Across Columns 173 Rule 3: Sketch Outside the Screen Too 176 Q 10 Tips for Enhancing Your Storyboard 178 Chapter 7 Sketching Your Storyboard 187 Q What Do I Sketch on Each Slide? 187 Q Sketching the Act I Slides 189 Sketching the Title Slide 190 Sketching an Optional Introductory Slide 190 Sketching the Setting Slide 192 Sketching the Role Slide 194 Sketching the Point A and Point B Slides 196 Q Sketching the Call to Action and Key Point Slides 203 Tripling Your Impact with Three Panels 205 Propping It Up 206 Adding It Up with Icons 206 Using Video, Sound, or Motion Graphics (Carefully) 207 Blacking Out the Screen 207 Raising Interest with Your Layouts 208 Keeping the Motif Flowing 209 Integrating the Interaction 210
More than One Speaker 210 Going back to a and b 210 I Sketching an Optional Navigation Bar 211 a Sketching the Explanation Slides Explaining Ideas by Building a Diagram Building a chart Across a Series of slides 216 Sketching a Visual Organizer 217 Completing the Explanation Slides 218 Using a Screen Capture 218 a Sketching the Detail Slides Switching to Other Media Adapting Your Sketches to Your Profession ■ Ready. Set, sketch! Chapter8 Adding Graphics to Your Storyboard 227 Which Graphics do i Add to each Slide? 227 a Defining Your Design Constraints 228 I Adding Graphics Using Three Ground Rules 230 Rule 1: See It in Second Rule 2: Align the Aesthetics with the Audience Rule 3: Defend Your foundation a Starting the Production Flow 240 Getting the Graphi Already Getting the Graphics You Can Easily Find 241 Creating the Graphics You Can 242 a Applying Custom Layouts to Your Storyboard 243 Creating Layouts Manually 245 Applying, Reviewing, and Refining the Layou 256 a Adding Graphics to the Call to Action and Key Point slides 257 a Duplicating and Positioning Key point Slides l and 2 259 a Creating the Act lll Slides 260 a Preparing Slides That Dont Require Graphics a Adding Graphics to the Act I Slides 262
Contents ix More than One Speaker 210 Going Back to A and B 210 Q Sketching an Optional Navigation Bar 211 Q Sketching the Explanation Slides 213 Explaining Ideas by Building a Diagram 214 Building a Chart Across a Series of Slides 216 Sketching a Visual Organizer 217 Completing the Explanation Slides 218 Using a Screen Capture 218 Q Sketching the Detail Slides 220 Switching to Other Media 222 Adapting Your Sketches to Your Profession 224 Q Sketching Your Story Template 225 Q Ready, Set, Sketch! 226 Chapter 8 Adding Graphics to Your Storyboard 227 Q Which Graphics Do I Add to Each Slide? 227 Q Defi ning Your Design Constraints 228 Q Adding Graphics Using Three Ground Rules 230 Rule 1: See It in Seconds 230 Rule 2: Align the Aesthetics with the Audience 233 Rule 3: Defend Your Foundation! 237 Q Starting the Production Flow 240 Assigning What You Can 240 Getting the Graphics You Already Have 241 Getting the Graphics You Can Easily Find 241 Creating the Graphics You Can 242 Q Applying Custom Layouts to Your Storyboard 243 Creating Layouts Manually 245 Applying, Reviewing, and Refi ning the Layouts 256 Q Adding Graphics to the Call to Action and Key Point Slides 257 Q Duplicating and Positioning Key Point Slides 1 and 2 259 Q Creating the Act III Slides 260 Q Preparing Slides That Don’t Require Graphics 261 Q Adding Graphics to the Act I Slides 262
a Fine-Tuning and Finishing Up dding Graphics to the Title and cle Credits slid 268 Reviewing and Adding Graphics to the Notes Pages 269 a Reviewing and Finalizing the Storyboard 270 m 10 Tips for Enhancing Your Storyboard Chapter 9 Reviewing a Range of BBP Examples 279 a What Other Examples Can I See? Introducing a Case with the trial 280 Act 1: The Classical Storytelling Foundation 281 A Photographic Setting Slide Reviewing the act i slides for the trial wing the Call to Action and Key point Slides for the trial 284 a Keeping on Track with The Plan 286 ing Act I of the Researching and Adding Available Graphics for the plan Reviewing the act i Slides for the plan 288 Reviewing the Call to Action and Key point es for the plan The Plan Remotely 294 a Presenting Results with The Analysis Researching and Adding Available Graphics for The Analysis Reviewing the Act I Slides for The Analysis 298 Reviewing the Call to Action and Key point Slides Making Information Meaningful with The Report Researching and Adding Available Graphics for 305 Reviewing the Act I Slides for The Report 306
x Contents Q Adding Graphics to the Explanation Slides 264 Q Fine-Tuning and Finishing Up 268 Adding Graphics to the Title and Closing Credits Slides 268 Reviewing and Adding Graphics to the Notes Pages 269 Q Reviewing and Finalizing the Storyboard 270 Q 10 Tips for Enhancing Your Storyboard 272 Chapter 9 Reviewing a Range of BBP Examples 279 Q What Other Examples Can I See? 280 Q Introducing a Case with The Trial 280 Act I: The Classical Storytelling Foundation 281 A Photographic Setting Slide 282 Reviewing the Act I Slides for The Trial 282 Reviewing the Call to Action and Key Point Slides for The Trial 284 Q Keeping on Track with The Plan 286 Writing Act I of the Story Template 286 Researching and Adding Available Graphics for The Plan 287 Reviewing the Act I Slides for The Plan 288 Reviewing the Call to Action and Key Point Slides for The Plan 289 Delivering The Plan Remotely 294 Q Presenting Results with The Analysis 295 Researching and Adding Available Graphics for The Analysis 298 Reviewing the Act I Slides for The Analysis 299 Reviewing the Call to Action and Key Point Slides for The Analysis 301 Q Making Information Meaningful with The Report 303 Researching and Adding Available Graphics for The Report 305 Reviewing the Act I Slides for The Report 306