The Power of Paper: Enhancing Discussions in Meetings
The Power of Paper
I’ll just say it. Presentations aren’t effective for communication.
Vilifying PowerPoint is nothing new. But if no one likes sitting through a presentation where the speaker reads every single word on the slide, why on this green earth do we keep doing it? It’s monotonous, ineffective, and insulting to the intelligence of the participants.
Of course there are exceptions. Truly great presentations can make their way into the mainstream. TED Talks are a great example. But if you look at the number one TED Talk of all time, Do Schools Kill Creativity? by Sir Ken Robinson with over 77 million views, he didn’t use a PowerPoint. He spoke extemporaneously. He told stories. He connected emotionally.
I live right next to Washington, DC. One of my favorite things to do is to attend the lectures at the National Geographic Society. There, you can hear the stories behind the stories that make their way into the magazine with the yellow border. Writers and photographers go behind the scenes and in depth into their stories.
But these presentations are the exceptions. Most PowerPoint slides are loaded with bullet points, crammed with text, or collapsing under the weight of their own chartjunk. And moving from one dense slide to the next while expecting your audience to actually remember it all, hold it in memory, or even synthesize and understand it is sheer folly. Brains just don’t work like that. According to studies by McGill University, your short-term memory can hold up to 7 items at once, but even that number is “...highly volatile. Many psychology experiments have shown that our short-term memory can hold only a limited number of separate items. The average is about 7 items, plus or minus 2, depending on the individual.”
But what’s the alternative? If your goal is to shovel information into the heads of your audience, what’s out there besides PowerPoint?
One answer comes from data visualization guru Edward Tufte. Remind people that they read four or five times faster than you talk. Rather than reading to your audience the text of your PowerPoint, write a paper, print it, hand it out, and say, “Take a few minutes, read this, then we'll have a discussion.”
Why the printed word works:
It’s faster.
By allowing your audience to read the material at their own pace, you transmit information much more quickly than reading it aloud.
It’s memorable.
Printed materials hold attention better than listening to a briefing. It might seem counterintuitive, but simple printed text on paper is more engaging than a flashy PowerPoint on a screen, and it’s easier to remember.
It answers questions before they come up.
When you provide the full context upfront, it resolves premature questions that might have derailed a presentation.
It facilitates true synthesis and understanding.
Silent reading provides space and reflection to those who want to expand and focus on certain points, allowing for a deeper and more meaningful discussion after the reading.
Rather than reading to your audience the text of your PowerPoint, write a paper, print it, hand it out, and say, “Take a few minutes, read this, then we'll have a discussion.”
It’s more than hitting “Print:” practical tips for preparing readings
Be brief.
Err on the side of brevity. Cicero once apologized for having written a long letter, saying he had not time to make it shorter. Covering all the key points, but less is better when it comes to making a compelling argument.
Hold space for silence.
When you hand out the printed papers, say, “I want to have a good and thorough discussion about this, but before we do, I also want to make sure that we’re on the same page. Here’s the research I’ve done into this topic so far. Please take a few minutes and silently scan through this. Please note anything that stands out for you, anything you agree or disagree with, or any gaps you might notice. It’s not a race, there are no points for speed reading. Take your time, think, and really consider what’s here. Then, we’ll talk.” You may have to quietly and respectfully remind the extraverts that this is time for silent reading and reflection.
After I introduce silent reading, I like to say, “When you’re finished, just shoot me a glance, so I’ll know you’re done.” When they do, I give a small nod to acknowledge their eye contact.
Facilitate the discussion:
Once everyone has finished reading, open the floor for a discussion.
At Lizard Brain, we specialize in visual and experiential methods for group decision-making, strategic planning, team building, change management, and organizational development. Our approach includes innovative techniques like silent reading to make meetings more productive and engaging.
Ready to transform your meetings? Contact us today and learn how our facilitation services can help you achieve your goals.