Crafting Slides for Absent Audiences

You may face situations where you're asked to create a PowerPoint deck you won't have an opportunity to present. The audience will rely entirely on the content on the slides. For example:

• Students: Learning management systems display only slides to reviewers. Students submit presentations for faculty to assess without delivering them live. Students will also want to be aware of the following:
  • When using the learning management system to evaluate the slides, the faculty will only see the slide.
  • To view the Speaker's Notes, the faculty must manually download the slides to view them offline in PowerPoint.
  • In other words, the faculty stuck in 5x5 plus paper in Speaker's Notes mode is not only training students in limited practices, they're making their jobs more difficult. 
• Professionals: Executives or decision-makers may review your deck but skip your presentation or decline a personal pitch.
• Managers: You might design a training deck for employees to view online, not via live demonstration.
• Special Applications: Beyond traditional presentations, PowerPoint is a versatile tool for creating dynamic, multimedia-rich interactive modules to inform, persuade, train, or market. Tailor your approach to the situation and delivery channel, such as computer networks, online platforms, or trade show kiosks.

5x5 training wheels fall apart when crafting PowerPoint decks for these absent audiences. The approach lacks depth, relying on narration you can’t provide. You lose the opportunity to send your message and engage your audience. Conversely, overloading slides with text can cause information overload that overwhelms and confuses the audience. Remember, it’s PowerPOINT, not “PowerPaper." Aim for clear, concise slides that stand alone without excessive narration.

 Here are some tips for building self-sufficient slides:

• Stand-Alone Test: Ensure unfamiliar viewers grasp your point.
  
  • Look at each heading, bullet, and image on the slide from the audience's perspective.
  • Ask: "If I'm not there to present this, what message will the audience get?"
  • Craft each bullet and slide to stand alone.
  • Provide clear and concise bullets without excessive narration.
• Expand Key Points: Transmit full ideas in each bullet concisely.
  • If it's only three to five words, it might be acceptable as a heading or a category, but it likely needs to be expanded.
  • For example, from "Improve efficiency" to "Streamline processes to boost efficiency 15% by [date].
• Descriptive Headings: Opt for specific titles that transmit full ideas.
  • Set clear context, enhance comprehension, and ensure the heading stands alone.
  • For example, "Goals" to "2025 Growth Goals for Marketing."
• Concise Explanations:  Add a short sentence or two under each bullet to clarify intent and provide context.
  • Help the audience understand the “why” and “how” behind your point.
  • Make slides more informative and self-sufficient without overwhelming them with excessive detail.
• Visuals with Captions:  Pair charts or images with concise captions that explain their relevance.
  • Clarify the visual’s purpose, enhance the understanding, and ensure the slide communicates effectively.
  • Keep the message focused and engaging.
• Text-Space Balance: Use the PowerPoint Master Slide and Layout features to organize your bullets and images.
  
  • For example, place the image on one side and the descriptive bullets on the other using the Two-content Layout. 
• Deliver a strong conclusion: Conclude with an impactful summary highlighting key takeaways, benefits, and challenges to reinforce your message and leave a lasting impression on your audience.
  
  • Summarize the key takeaways.
  • Explain why your proposal is important to the audience and company.
  • Tell them what they should do.