Communication is not a one-way street: Present efficiently and convincingly in a dialogue style.
"Human self-realization occurs in dialogue: in the dual ability to speak and listen, to respond, but also in allowing oneself to be moved by words. In other words: dialogue means the willingness to cooperate."
August Heinrich Henckel von Donnersmarck, theologian and business ethicist
The presentation: When one person talks and the others listen...hopefully!
"This afternoon, a colleague's presentation is on the agenda in the meeting – again. How many is that this month? The sixth? The seventh? And they all felt the same. Even if the topic was interesting and the presentation well-prepared, it was sometimes hard to keep your eyes open. Too much soporific routine. Well, at least we're all the same in that respect, and at my next presentation, the others can be bored..."
A line of thinking that will be familiar to many. And some might ask themselves: "Is this really necessary?" But what would the alternative be? Forgo presentations altogether? Simply cancel them? Perhaps just send all the information by email? No, that would be too cumbersome, too time-consuming, and also too non-committal.
And what happened to communication and interpersonal interaction? The questions and discussions? So, back to the presentations after all – but perhaps they could be designed differently? Yes, they can.
Presenting today – what are the requirements?
Although many of us are sometimes tired of them, presentations are more in demand than ever. They are simply too effective a means of conveying information directly, concisely, and effectively, persuading, and illustrating. And the more widespread presentations become, the more complex the requirements are. Simply entering a few text snippets into a PowerPoint presentation and rattling off the appropriate text is no longer sufficient if the presentation is to be well-received.
You need relevance to the target audience, images, storytelling, rhetorical skills, a suitable design, and much more. Presenting has become a science, the presentation itself infotainment, and the speaker, to some extent, an entertainer.
One thing, however, has mostly remained the same: the role of the audience, which more or less passively "let the whole thing happen." From this realization arises an approach that fundamentally changes the very idea of presenting...
There are other ways to present: dialogue instead of monologue
We all know the feeling that our minds are particularly alert and attentive when they are challenged. During passive activities, such as listening to a long monologue, we tend to let our minds wander. This effect is easily observed in many presentations: at the beginning, everyone is engaged, but then glances at smartphones, watches, or out the window become more frequent.
But at the end, when it comes to the Q&A session, most participants are fully engaged again. Interaction and participation have an activating effect, as confirmed by learning research. So why not use this effect in presentations as well? That's precisely what a dialogue-oriented presentation does. Here, the presentation is designed to be interactive. The audience is actively involved. The presentation becomes a dynamic process between presenter and listeners.
How does the presentation function as a dialogue?
Many presentations fail because the presentation and the target audience don't align perfectly. This can happen despite good preparation and planning, because the audience response can never be completely predicted. Therefore, the concept of the dialogue presentation begins even before the presentation has started.
It is designed from the ground up to be flexible. While in a monologue presentation the presenter moves linearly from slide to slide, in a dialogue presentation the relevant information is selected flexibly.
The course of the presentation is only determined once it's underway. For example, the opening of such a presentation might involve asking the audience about their areas of interest, problems they need to solve, or current concerns, in order to then tailor the presentation to their needs. This principle runs through the entire presentation. It's built on mutual questioning, the sharing of views and opinions, and opportunities for discussion.
There are various ways to structure the dialogue:
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Ask introductory questions:
What do you hope to gain from this presentation? What would you like to learn? Which aspects of the topic are particularly relevant/interesting to you?
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Check and ask follow-up questions:
What experiences have you had with this? Do you see it the same way? When you say XY, what exactly do you mean?
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Clarify any questions of understanding:
Does that help you? Is that understandable to you?
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Request your assessment/opinion:
Do you think that makes sense? What do you think the market situation will be like?
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Request descriptions:
What are your processes? What problems arise?
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Votes/surveys (e.g. by show of hands):
How many of you are familiar with problem XY? Who has ever worked with this method/technique?
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Encourage the audience to ask questions/make comments:
Please let us know if anything is unclear or if you have any objections! Feel free to ask questions in between!
What can dialogue presentations do – and what can't they do?
A dialogue-oriented approach might sound daunting to many speakers. And potential listeners might also wonder whether a topic can still be conveyed effectively in this way. The uncertainties seem significant: Doesn't the open structure also mean chaos? What if an important point is forgotten? How does a speaker prepare for an unclear process?
But let's ask it another way: How efficient can a presentation be if hardly anyone follows it attentively throughout and if it perhaps also misses the mark with the audience?
Admittedly, the dialogue-oriented situation is somewhat unusual and can be challenging for both sides. But that's precisely the crucial advantage of this type of presentation. It demands genuine attention, focuses on immediate interests, and thus enables a productive exchange. Of course, even this form of presentation isn't perfect.
Here's an overview of the advantages and disadvantages:
The advantages of a dialogue-oriented PPT presentation:
- Highly precise, flexible adaptation to the target group is possible.
- This automatically attracts attention and interest.
- More intensive and individual engagement with the content is possible.
- A focused approach saves time
- Interaction fosters a sense of community
- There is no script in which one can get tangled up.
- Objections or criticisms are not only raised at the end, therefore they can be addressed more effectively.
Possible disadvantages:
- It requires some courage and spontaneity.
- intensive preparation is needed
- There is no linear script that a presenter can follow.
- An unclear sequence of events can (but doesn't necessarily) be irritating.
Dialogue or monologue? When is which appropriate?
First of all, it should be made perfectly clear that the monologue form and the dialogue form of the presentation are not contradictory and do not automatically exclude each other.
The possibility of a dialogue-oriented presentation doesn't necessarily make the classic presentation a worse or superfluous option. A monologue can also be extremely interesting and well-crafted, captivating the audience. And in some contexts, it can certainly be the better choice – for example, when a clear argumentative structure is essential.
In principle, both formats are open and can be combined. A presentation can therefore certainly consist of parts of both. The ability to confidently use both formats can even be a great advantage if it becomes apparent during a presentation that one variant works better than the other.
In many contexts, especially in the business environment, dialogue presentations usually offer enormous advantages and should definitely be considered.
A dialogue-oriented presentation is particularly advantageous when...
...the priorities and interests of the target group cannot be accurately predicted.
...individual problems and solutions should be addressed.
...the topic is particularly complex, or allows for different approaches.
...the target group is not homogeneous and the presentation of the topic must be variable.
...it depends on targeted information dissemination.
What is needed for a good, dialogue-oriented presentation?
Open design
Anyone who wants to conduct a presentation in a dialogue-oriented manner must design it accordingly. Admittedly, this requires a certain amount of effort. The presentation must be created in such a way that it's easy to make quick and spontaneous "jumps" without losing the overall context. Materials, images, links – everything must be readily available if needed.
A structure should be in place, but it must also be flexible.
The advantage: While this does require some work, it can also save time. Especially when a presentation topic is repeatedly addressed to different audiences, it's generally recommended not to "recycle" the presentation, but rather to adapt it to the needs of each target group. With an open-ended format, this effort is naturally much less, since the needs of the target group are not entirely predetermined anyway.
Intensive preparation
Speakers should be knowledgeable about their topic and presentation style and be able to navigate through it confidently. Since the presentation will not follow a linear script, it must be possible to jump in spontaneously at any point.
Those who feel too insecure without notes can also use them in interactive presentations. However, they should be very clearly organized, as cumbersome searching through notes makes one appear distracted and lacking in confidence.
Storytelling
Even in dialogue-oriented approaches, a lively and engaging presentation of content is crucial. While consistent storytelling can be challenging in an open-ended format, anecdotes, images, videos, and other design elements can be used to create an emotionally compelling design.
A consistent design approach is particularly essential here to clarify the coherent structure despite the open layout.
Courage to face the challenge
Those who are insecure about public speaking probably break out in a sweat at the mere thought of a dialogue-based presentation. After all, it's precisely the detailed preparation and clear structure that can provide a sense of security. But it can be worthwhile to take on the challenge. Thorough preparation is especially helpful here, and experience shows that other anxieties often resolve themselves.
In retrospect, the supposed difficulty sometimes even turns out to be a relief when speakers realize that they are no longer standing alone in front of a silent audience during their presentation, but find themselves in a much more natural conversational situation with genuinely interested listeners.
proximity to the audience
The unique presentation setting should also be reflected spatially, emphasizing that speaker and audience are on the same level. For the audience to truly perceive the situation as an open dialogue, there should be no barrier separating them from the speaker. A lectern, a large distance, or a high stage can be counterproductive. In a smaller room with a smaller audience, this is usually not a problem.
In a large room or even a hall, speakers should strive to create a sense of intimacy despite the spatial constraints. A lectern should ideally be avoided. If a stage is available, the speaker should approach the audience and, if possible, occasionally step away from it to be on the same level. Kneeling, sitting on the edge of the stage, or similar positions are also acceptable. During discussions, a feeling of closeness can be fostered by asking interested questions and responding to what has been said.
Preparing for problems
Especially in interactive presentations, speakers should be prepared for and able to react to deviations from the plan and problems. For example, they might encounter a very quiet, reserved audience. In that case, it may be necessary to use open friendliness to break the ice – or perhaps to rely more heavily on a monologue.
Another possibility: very outspoken participants seize control of the conversation, and everyone else – perhaps even the speaker – is unable to speak. Friendly but firm intervention may be necessary in this situation.
Ultimately, there are numerous potential points of disagreement, and it's impossible to be truly prepared for all of them. The general rule is: always remain calm, friendly, and respectful, but also don't relinquish control. Yes, it's a dialogue, but it's still being led by the speaker.
Preparing for criticism
This point applies to every presentation, but even more so to a dialogue-oriented one. If a presentation is delivered as a monologue, questions are only allowed afterward, and perhaps their number or time frame is also limited, then much criticism can be avoided.
Dialogue, on the other hand, allows for much more space, and anticipating potential objections is correspondingly important. However, this shouldn't necessarily be seen as a disadvantage. Even if it might initially be more uncomfortable for the speaker, an audience that has been given the opportunity to speak and has been heard will ultimately be more satisfied.
Appealing presentation design
Dialogue is inherently more engaging for the audience than a monologue; however, the presentation design shouldn't skimp on aesthetics. Consistency and clarity are particularly important here, as the structure is less rigid. Trends in presentation design also come and go.
While 3D effects were the ultimate design element just a few years ago, the focus has now shifted back to simple, flat design. Morph effects, animations, and videos are also used. All of these can be employed – but they don't have to be. More important than following trends is always an appealing and effective presentation of the content that both the speaker and the audience can easily understand.
Skillful communication
Speakers find themselves in a changed role here, because it's not just the speaker who's needed, but also the person. Dialogue doesn't just mean talking, but also listening, asking questions, responding, and perhaps sometimes even being unable to respond at all. Dialogue requires interaction, and interaction requires communication. This is far less difficult than it sounds, because it's actually exactly what we do in our everyday interactions anyway.
Respectful interaction is absolutely essential. A dialogue-based presentation is only effective if the audience feels taken seriously and valued as communication partners. Nevertheless, the speaker must be able to guide the conversation efficiently.
Speakers can use various communication techniques:
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Paraphrase, repeat, and mirror:
What a listener says is repeated in the same or different words. This serves to clarify points and is useful in front of a larger audience so that everyone can follow the conversation. Example: "So you mean the product isn't suitable for this application, correct?"
Posture, intonation, facial expressions, and gestures can also be adapted to the conversation partner to signal agreement. For example, a smile is returned with a smile.
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Verbalization:
Unspoken thoughts and feelings of the other person are voiced. This also brings clarity and demonstrates understanding. For example: "It must have annoyed you that it didn't work out."
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Comparative structuring:
Statements are repeated in a structured manner and compared with other aspects. This technique is well-suited for accepting criticism and objections while simultaneously putting them into perspective. For example: "Of course, there might be isolated cases where problems arise with the product, but statistically speaking, it's very safe. I can show you some figures to support this."
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Recap and ground yourself:
One aspect is picked up to explore it in more depth or to steer the conversation in a different direction. This can be useful, among other things, to bring a digressing contribution back to the present moment without ignoring it. For example: "So you've had bad experiences with this technology in the past. What requirements do you therefore have for a product today?" or: "You just mentioned that this aspect is causing you particular problems. I'd like to know more about that."
A delicate touch
Wherever dialogue takes place, the usual pitfalls of communication lurk: misunderstandings, faux pas, misjudgments – many things can cause irritation and problems. This is normal in human interaction and also occurs in monologue-style presentations.
However, the risk is greater in dialogue, as communication is more direct and doesn't follow a set pattern. A little tact is therefore advisable.
This applies particularly to questions that speakers pose to the audience. They can quickly be perceived as inappropriate, too confidential, unanswerable, or too obviously answerable. Speakers should also be careful to maintain a professional tone despite the closer connection with the audience and avoid becoming too personal.
direction and goal
Even if the structure and flow are flexible, the focus remains on conveying content. The audience shouldn't feel like they're simply filling the speaker's allotted time. The dialogue must therefore be focused and genuinely serve to select and communicate specific content. Drifting into unproductive discussions or irrelevant chatter would be a waste of time and should be avoided.
Visualization can be very helpful here. For example, if you start by asking about the audience's interests, you can note the points mentioned on a flip chart or whiteboard, refer to them during the presentation, and check off the points. This way, nothing is forgotten or overlooked, and the presentation becomes more comprehensible for the listeners.
Exercise
The interactive presentation follows a different approach than traditional presentations, and the use of technology is also somewhat different. The exact sequence is difficult to plan, and speakers should practice this unfamiliar method to ensure they can deliver a confident performance. This includes familiarity with their own content, knowing where everything is located within the presentation, and how to access it.
Since dialogue and monologue are quite compatible, the transition doesn't necessarily have to be from zero to one hundred. It's perfectly acceptable to start by conducting only parts of a presentation as a dialogue, as an exercise.
Basic principles
Whether it's a monologue or a dialogue ultimately doesn't matter if the fundamental structure of the presentation fails. Presenters should therefore adhere to the usual basic principles for creating a presentation:
- Structuring content
- Formulate key messages and highlight added value
- Do not overload slides (with text).
- Focus on essential, relevant points
And what about the technology?
Presenters are familiar with working through prepared slides in a linear fashion. Graphics, videos, and effects are also now well-known and usually pose no problem. However, when it comes to the open-ended, non-linear design of a dialogue presentation, the question of technology often arises. How can the requirements be implemented technically? What possibilities does the software offer?
Presentation software can be effectively used for interactive presentations with a few tricks. For example, hyperlinks allow you to navigate between individual slides. The ability to hide slides is also helpful. This way, slides can be used as needed without giving the audience the impression that content is being skipped.
Infographics, in particular, often prove useful for explaining complex relationships in interactive presentations. A zoom function allows you to create slide overviews from which content can be zoomed in as needed. This also makes non-linear work convenient.
Prezi is a tool frequently mentioned in this context. However, such structures can also be created effectively with PowerPoint 365, provided you have a little know-how. Users don't need to switch to specialized programs. Technically, transitioning from monologue to dialogue is also straightforward.
Presenting as a dialogue: Courage to collaborate
The interactive presentation offers numerous advantages and meets the demands placed on presentations today. Its implementation is far less difficult than one might think and is technically quite feasible with common software like PowerPoint 365.
So why is presenting in a dialogue format still so rare? Perhaps it's simply a lack of courage to deviate from the familiar and well-known – even though that's precisely what often creates that "not again" feeling in presentations. So why not try new approaches and a different presentation format?
This could help us all rediscover our interest in and enjoyment of presentations. This applies to both sides, as both audience and presenters can realize that they are not actually dealing with something new, but rather with one of the most natural processes in the world: talking to each other.