PowerPoint How Much Text Belongs on a Slide?

Frequently, I’m asked how many lines of text should grace a presentation slide. My answer remains consistent: as few as possible, preferably none! Generally, the amount of text on a slide inversely correlates with the effectiveness of your presentation.

On BeyondBullets, Cliff Atkinson posed a poignant question: “As an audience member, do you find yourself increasingly engaged or disengaged during slide presentations?” Being an eternal optimist, it pains me to admit that there’s no discernible improvement in the realm of PowerPoint presentations, at least not in Japan.

The traditional approach to crafting slides—lengthy, tedious, aesthetically displeasing, text-heavy, and sleep-inducing—has persisted for far too long. This method, unfortunately, has become ingrained in our culture, an integral part of the ‘way things are done.’ Altering culture is notoriously difficult and time-consuming; habits, once formed, are stubborn. Just like many writers instinctively double-space after a period, believing it to be correct protocol, despite the standard being a single space (unless using a monospaced font like Courier).

In Japan, new employees undergo training that advises minimizing text on slides for presentations. Sounds like sound advice, right? However, ‘minimal’ in this context often translates to 7-8 lines of complete sentences! Should someone dare to use just one or two words or, heaven forbid, a blank slide, it’s perceived as a sign of incomplete work. Conversely, slides brimming with text and adorned with large, colorful icons signal dedication, regardless of audience boredom, as long as they appear intricate.

My bookshelf is lined with English and Japanese books on presenting, all advocating for minimal text usage. Paradoxically, most define ‘minimal’ as 6-8 lines. No one, not even Steve Jobs or Richard Branson, can deliver a compelling speech with slides cluttered with paragraphs. Text belongs in documents; in multimedia presentations, it should be sparingly used to maximize impact.