By Robert Lane and Dr. John Sweller

This article explores using PowerPoint to create dynamic, navigation-based slide shows that allow conversational, customizable delivery of visual content. The initial focus looks at why and when such strategies might be useful in your performances. The last paragraph directs you to a hands-on tutorial for building a particular navigation style called SHOWCASE.

Navigation example

There you are…the big conference is next week and you’re sitting in front of a computer, thinking about your PowerPoint. What will it look like? You ponder template options, points to make, the number of slides needed—but in the back of your mind, SOMETHING is still missing. Yes, in a few days you’ll face the audience, methodically plod through slides like millions of other people every day, and then sit down. Another typical PowerPoint performance will come and go—or will it?

You find yourself thinking, “You know what? I’m tired of being like everyone else. I really don’t like PowerPoint telling me what I have to say and when I have to say it. I want more freedom. I need the ability to skip slides along the way if time is running out. And if people start asking questions on topics I haven’t included in this show…well…I want quick access to ALL my slides in other shows also. Why not? That’s possible with other forms of media. Why not PowerPoint too?” And so begins your timid journey into an unknown world, where visually interactive strategies transform performances into truly dynamic—even conversational—speaking experiences.

Multiple slide shows

Add Navigation to Break Free from the Linear Model

The something missing in most PowerPoint performances is the ability to randomly move between pieces of content. Consider this: When speakers advance rigidly from slide to slide, in purely linear form, their delivery usually comes across robotic, unnatural, and machine-like. That’s because we humans don’t normally talk in such a straight line; we don’t think that way either.

Slide with link navigation options

Strictly linear presentation leads to passive, less-engaged viewers. Passivity, in turn, encourages wondering thoughts and boredom, a downward spiral. The situation is made even worse, heaven forbid, when speakers turn and read text appearing on slides. More on that in a moment.

Slide with slides as navigation options

It’s easy to be far more ‘human’ in front of audiences by adding simple navigation elements on slides that allow on-demand selection of content. Navigation elements are nothing more than shapes or pictures with hyperlinks added—very simple. An interactive presenter arranges such elements into what are known as navigation styles. In the tutorial available at Aspire Communications, we’ll take a comprehensive look at Showcase navigation style and step you through building and using this handy approach. You may also want to watch short video demonstrations of other navigation styles on the Aspire site.

Slide with button navigation options

Adding navigation in PowerPoint is easy and the software already contains all the necessary tools. It’s just sitting there waiting for you to get started. However, here’s a BIG caveat. Becoming an expert interactive speaker involves more than just slapping a few hyperlinks on slides and bouncing around. Experts strive for a smooth delivery state we call ‘visual fluency’, where visuals fly into place with little more thought than tying one’s shoes or pressing the gas pedal while driving. Not surprisingly, being THAT good doesn’t happen by accident. It requires strategic planning, effective navigation design, and practice.

Why Use Navigation?

You may be thinking, “Tell me again why I should bother with integrating hyperlinks when it’s so easy to just scroll through slides in a normal show.” There are many reasons, actually. Let’s explore a less obvious one that is nonetheless very important to you and your viewers.

Wordy bullet list slide example

In the tutorial, you will convert a hideously wordy bullet list (an all too common phenomenon) into a more flexible and effective, navigation-based display of condensed points. Our hope is that you will walk away from this lesson with a passion to forevermore KILL such text-heavy bullet lists and replace them with better communication strategies. Here’s why:

The human brain has a practically unlimited capacity to store information, what is known in cognitive psychology as long-term storage—think computer hard drive. However, its ability to rapidly process information streams in what is known as short-term memory or working memory—think computer memory (RAM)—is relatively limited. While completing tasks, we really can focus well on only one process at a time. For proof, try brushing your teeth with one hand while simultaneously combing your hair with the other.

Slide showing simplified bullet

This limited processing capacity is extremely important to you as a presenter. Think carefully about a cognitive effect called Redundancy. If a speaker displays a slide containing a large amount of text and proceeds to read or even paraphrase that text, people try to simultaneously reconcile what they see on the screen and hear from the speaker. Because we all read at different paces, which may be faster or slower than a speaker’s words, the result is dissonance. The necessary reconciliation process forces people to expend more processing capacity than they have (brushing teeth and combing hair), overwhelming their working memory. When that happens, you lose their attention and are little more than a robot talking to the walls. (For more information on this effect, and other related cognitive considerations, explore research literature on Cognitive Load Theory).

The best way to avoid inflicting such horror on your viewers is to first greatly simplify the text display and then tailor the results using navigation. In a future article, we will have much more to say on the design side of this equation—building efficient visual content that work well with interactive delivery.

When Should You Use Navigation?

The above being said, navigation-based presentation is not necessarily appropriate for every situation or every speaker. You first of all must truly WANT to interact with audience members. Clicking links just to look ‘cool’ won’t get you anywhere. And you need to really know your content—lazy, let’s just throw this together at the last minute presenters need not apply. Finally, realize that the navigation strategies you ultimately choose will depend a great deal on both your individual preferences and the nature of your presentation environments. For example, salespeople typically arrange interactive content very differently than trainers and teachers. For more on this topic, watch the short application demonstration clips here.

Accessing the Tutorial

Begin experimenting with interactive presentation by accessing the tutorial here. At this same site, you also can view and download before-and-after makeover examples from other presenters who have applied the techniques in different ways. Aspire further offers a free Guide to Relational Presentation by email request for learners who want to continue beyond the tutorial into more robust forms of navigational delivery. Self-study books, workshop sessions, and a blog, are available as well.

Robert Lane Robert Lane is a visual communications specialist and trainer with Aspire Communications and developer of Relational Presentation methodology. He is also the author of Relational Presentation: A Visually Interactive Approach, available for both PowerPoint 2003 and PowerPoint 2007 from Aspire Communications Books.

Dr. John Sweller is a cognitive psychology researcher at the University of New South Wales, Australia and developer of Cognitive Load Theory. He has authored and co-authored several books including: Efficiency in Learning: Evidence-based Guidelines to Manage Cognitive Load by Clark, R., Nguyen, F. & Sweller, J. (2006), San Francisco, CA: Pfeiffer.

Other articles by these authors

PowerPoint 2007

• Tailoring your message to the audience is everything!
• Unconventional tips for eliminating the fear of public speaking

Training by this partner

• Training for PowerPoint: Create dynamic presentations using PowerPoint

PowerPoint 2003

• And the research says? PowerPoint meets cognitive science
• Relational Presentation: the visually interactive side of PowerPoint