Communication Tip 40: How to Use “Not Readable” as an Effective Communication Tactic
PowerPoint slides should be readable, but there are some exceptions
Sometimes you need to know how to bend a rule but not break it. This communication tip provides a quick example of when and how to use “not readable.”
A Case Example
“I like your approach on the slide,” the County Commissioner told me. “Just the other day, I was working with my guys to try to cram a bunch of stuff on a slide. It’s a better idea just to say you can’t read it.”
“It seems to work in certain situations,” I replied. “Obviously, you would like the slides to be readable.”
“Yeah, but in this case, you could not give too much information now.”
The Slides Should Be Readable
The number one rule about visualization is that your graphics should be readable. Other rules follow, including accessibility aspects like contrast size of text colors. Providing your information in advance is also another good practice.
However, sometimes everything cannot fit on a PowerPoint slide. Information that is part of a non-disclosure agreement is another reason. In some cases, it’s a matter of who sees the details first.
Waiting to Show the Information
In the case example, the county commissioners had authorized the project and were the decision makers. The presentation was to a task force of elected officials who needed a status report before the information was rolled out to the county commissioners the following week.
There were political reasons for the presentation, but it was not quite prime time (yet).
How “Not Readable” Can Be an Effective Communication Tactic
This tip is about bending but not breaking the rules. I made a table normally used for an information graphic into a decorative one. To make sure the audience understood this, I placed “Not Intended to be Readable” on the slide.
JD Solomon served in executive leadership roles at two Fortune 500 companies before starting JD Solomon, Inc., just before the pandemic. JD is the founder of Communicating with FINESSE®, the creator of the FINESSE fishbone diagram®, and the co-creator of the SOAP criticality method©. He is the author of Communicating Reliability, Risk & Resiliency to Decision Makers: How to Get Your Boss’s Boss to Understand and Facilitating with FINESSE: A Guide to Successful Business Solutions.
