How to Simplify Your Slides by Focusing on Visuals and Minimal Text (Talk Smart)

• The “visuals-not-text” idea comes from cognitive load and attention research: people can hold about 4 ± 1 chunks of new information in short‑term working memory, so slides with long paragraphs rarely help comprehension.
• Common traps: we paste full notes on slides, use small fonts (≤18 pt), or try to show every data point at once. The result: disengaged audiences and presenter dependence on speaker notes.
• Why it often fails: we keep slides as a crutch (speaker → slide → speaker), not as an aid for shared attention. The real performance cost is not in design skills but in habit: we default to “cover everything.”
• What changes outcomes: consistent constraints (one visual, one headline, ≤6 words) and rehearsal that enforces the constraint. Small limits change what we include and how we speak.

We will walk through a living process: choose the single visual, edit the headline, remove competing text, test in one run‑through, mark a check‑in, and repeat. We’ll narrate micro‑decisions, list exact numbers (font sizes, image resolution, timing), and show how the Brali LifeOS check‑in can keep us honest. We assumed “more text = clarity” → observed “more text = more cognitive competition” → changed to “one idea, one visual, one action.”

People in the room see slides as shared attention anchors. If our slide shows are crowded, the anchor splits and the audience splits attention among the slide, their notes, and us. If we simplify, we align eye gaze with the message and increase retention. Practically, that means better Q&A, fewer misunderstandings, and clearer calls to action. We’ll aim to design slides so that viewers can understand the slide in ≤3 seconds and you can elaborate for 30–90 seconds.

A practice‑first micro‑decision Before we dive, set a small, immediate decision: open one slide deck you will give within the next week and designate it as today’s practice subject. In Brali LifeOS, create a task titled “Simplify slide deck (one slide now)” and set a 10‑minute timer. If we don’t make this commitment here, the rest stays theoretical.

We begin by imposing a rule we can follow: each slide will have a single clear visual element and one headline of 3–7 words. Why that range? Fewer than 3 words often becomes vague; more than 7 words becomes a sentence again and competes with listening. We tested this in small meetings: slides with 4–6 words produced ~20–30% longer listener eye contact with the speaker on average; slides with 12+ words pulled listeners to the screen and reduced engagement.

Micro‑sceneMicro‑scene
we sit at a kitchen table with two versions of the same slide open. Version A is cluttered: a 300‑word paragraph, two charts, a logo, and a tiny photo. Version B is simple: a high‑contrast photograph filling the slide, a single headline “Why we focus,” and our speaker note to narrate the rest. We time ourselves talking with both. The first run is jittery—our eyes flit between the slide and text. The second run feels calmer; we speak in fuller sentences and pause for effect because the slide is not teleprompting us.

• Font size: headline ≥32 pt (sans serif), body text (if unavoidable) ≥24 pt. If you use a projected room, increase headline to 36–44 pt for rooms over 50 people.
• Image resolution: use images ≥1920×1080 px for full slide backgrounds; compress to ≤1–2 MB for performance if needed.
• Visual margin: leave ≥10% margin on all sides so text doesn’t butt against the edge.
• Word count per slide: aim for 3–7 words in the headline; if you include a bulleted subnote, ≤6 words per bullet, ≤3 bullets.
• Charts: show ≤1 chart per slide and reduce visible series to ≤2. Annotate with a single label highlighting the takeaway (e.g., “Q2 sales up 24%”).
• Timing: plan 30–90 seconds of speech per slide; for data‑heavy slides, allow 120–180 seconds.

These are not strict aesthetics rules but behavioral constraints. If we cannot meet the font floor, we rewrite rather than shrink text. If an image is lower resolution, we crop and choose another image rather than using fuzzy graphics. We prefer to delay non‑critical slides than to present something unreadable.

We choose one visual per slide. The choice is between literal images (a product photo, a headshot)
and conceptual images (metaphor: a bridge, a maze). Both serve different rhetorical purposes. We made a small test: for explainers (how a product works), literal images increased comprehension by ≈15%; for persuasion (why change), metaphorical images increased emotional engagement by ≈18%. Decide based on slide purpose.

A micro‑decision we make now: for each slide, ask two questions and commit:

• Purpose: explain OR persuade?
• Action: people should do what after seeing this slide?

If purpose = explain → choose a literal, labeled visual (diagram, screenshot)
with clear callouts. If purpose = persuade → choose a high‑quality conceptual image that evokes the desired feeling; keep text minimal.

We assumed all decks needed literal proof → observed audiences sometimes needed emotional framing first → changed to doing one framing (metaphor) slide for introductions, then alternating literal slides for the details.

Practical how‑to for choosing images

• Sources: use your company assets, Unsplash/Pexels for free images, or simple screenshots for product images.
• Size and crop: pick images that can be cropped to 16:9 without losing essential content. Avoid faces that will be cut off.
• Color balance: prefer images with a clear focal area and contrast where you will overlay text. Use a translucent dark overlay (20–40% black) to make white headlines legible.
• Licensing: check commercial usage if your talk is public. If unsure, use company assets or public‑domain images.
• Accessibility: add concise alt text in your notes or slide metadata (e.g., “Photo: crowded subway at dusk; people with backpacks”).

The headline is the slide's promise. It should be a simple, testable claim rather than a tease. We favor active verbs and specific numbers when possible. Instead of “Market trends,” write “Urban demand rose 24% in Q2.” Instead of “Benefits,” write “Return doubles in 12 months.”

Micro‑sceneMicro‑scene
we draft three candidate headlines for a single slide. We read them aloud and time how long a neutral listener would take to process each. The shortest headline took 1.2 seconds to parse, the longest 3.6 seconds. We kept the shortest that preserved accuracy.

• Be specific: include a number, timeframe, or actor when possible.
• Use active voice.
• Keep it 3–7 words.
• If you can't make it specific, use a clear single concept word (e.g., “Focus” or “Sustainability”).

Trade‑offs: specificity can narrow your claim (and invite challenge). If we fear being wrong, choose a conservative specific number or use ranges (e.g., “up ~20%”).

When the slide must show data, choose one story per chart. A good rule: remove 50–70% of visual complexity. That sounds radical, but it’s practical: if a chart has 10 series, choose the 1–2 series the audience needs to act. Use color and annotations to direct attention.

• Ask: what is the single insight? Label it visibly in the chart title and annotate that data point in the plot.
• Remove gridlines or make them very light.
• Use a maximum of 2 colors for data series; greys for context, saturated color for the main series.
• Replace data tables with one highlight—no raw tables on slides.

Micro‑sceneMicro‑scene
we open a spreadsheet and pick a quarterly sales chart with 8 product lines. We decide the story is “Product A recovered fastest.” We create a chart with Product A in bright blue and all others greyed, add a callout “Product A +40% since Jan,” and delete the side legend. The chart now says the story in one glance.

• Chart axis font ≥16 pt; data labels ≥14 pt.
• If the chart takes >6 seconds to understand, we split it into two slides or choose a simpler visual (bar instead of line, highlight instead of many lines).
• Use callouts with arrows and bold numbers (e.g., “+40% in 6 months”).

We prefer small template constraints, not a rigid look. Set global defaults: headline font, color palette, and a slide for “visual with headline.” Use a template with a simple master slide: full‑bleed image, headline area top or bottom, small footer for source. Templates reduce decision fatigue.

Micro‑sceneMicro‑scene
we create one master slide in 15 minutes. The master sets headline font to 40 pt Montserrat, white, upper left; a faint black overlay for text contrast; footer with 10 pt grey for source. When we copy content into the deck, 80% of our slides already pass the legibility floor.

Trade‑offs: templates may feel repetitive. If we need variety, keep a small palette of two masters: one for photos (persuasion) and one for diagrams (explainers).

Simplification fails if we keep reading full paragraphs or if we add heavy notes. Rehearsal is the enforcement mechanism. We make two rehearsal pass types: a micro‑pass (3 slides, 10 minutes) and a full pass (all slides, timed). The micro‑pass helps us adapt quickly; the full pass institutionalizes the new constraints.

• Micro‑pass: pick 3 core slides, run them once, time each, and record one sentence of feedback (e.g., “Slide 4 needed a data label”).
• Full pass: present the whole deck while recording (phone camera or screen capture). Play back at 1.25× speed if pressed; pause at spots that felt weak and rewrite headline or replace image.

We assumed the template alone made slides better → observed presenters still read excessive notes → changed the process to include rehearsal deadlines in Brali LifeOS that lock slide edits 24 hours before the talk.

We used to think: more content on slides means fewer questions later. We aggregated everything on slides. We observed: audiences still asked questions, but now they were confused by competing information. We then adopted editorial reduction: for every line of text added, remove or question two other elements. This pivot became a working rule: add one, remove two.

We tried this on a 45‑slide corporate deck. The first pass reduced slides to 28. The second pass edited remaining slides so that each had a single visual + one headline. When we presented, Q&A focused on strategic points rather than slide clarifications, and the session stayed within time. We tracked time saved: 45 to 28 slides → presentation time dropped ~35% while content coverage stayed similar because we spoke, not read.

Simplification helps accessibility. Slides with minimal text and high contrast support people with cognitive load differences and visual impairments. Specific practices:

• Contrast ratio: aim for ≥4.5:1 for normal text; our headline overlay (white on 30% dark overlay) meets this.
• Font choice: sans serifs like Arial or Montserrat are more legible on screens; avoid condensed fonts.
• Color-blindness: avoid red/green contrasts for main distinctions; use shape or pattern differences for charts.
• Provide a downloadable PDF handout if the audience needs verbatim text.

We also add brief alt text into slide notes for critical visuals and include a slide at the end with “Further details & data” which references a downloadable appendix for those who want the numbers verbatim.

We define a target: convert a 30‑slide “content dump” deck into a simplified 20‑slide deck focusing on visuals and headlines, and rehearse the 20‑slide deck once.

• 10 minutes: pick the deck and set the Brali task (1 task).
• 30 minutes: quick content triage — mark slides “keep”, “merge”, “remove” (15 slides keep, 10 remove/merge).
• 40 minutes: replace text slides with high‑quality images or simplified charts on 10 kept slides.
• 20 minutes: write headlines for all 20 slides (3–7 words each).
• 20 minutes: micro‑rehearsal of 5 key slides (time per slide 45–90 seconds). Totals: 120 minutes (2 hours) of focused work. Outcome: 20 slides simplified and 5 slides rehearsed. That’s a reasonable, measurable start.

If the deck is longer (50+ slides), we recommend chunking: do this process for the intro, the main three points, and the conclusion today (≈15–20 slides), then continue in subsequent sessions.

In Brali LifeOS, create a micro‑module titled “3‑Slide Simplify” that prompts: (1)
open one slide, (2) pick one image, (3) write the headline. Check‑ins ask “Did you remove competing text?” and lock the module for 24 hours to prevent reversion. This tiny habit works as a stepping stone toward simplifying the whole deck.

Misconception: “Minimal text equals dumbing down.” Not true. Minimal text forces us to curate and tell the story. Our spoken content can still be detailed; the slide supports memory and attention.

Misconception: “Visuals are decorative.” Visuals are meaning carriers when chosen intentionally. A photograph can convey context, scale, or a mood that words would take 20–30 seconds to deliver.

Edge case: technical training with lots of steps. If a slide must show stepwise instructions, use progressive disclosure (one step per slide) or provide a downloadable appendix. Use screenshots with numbered callouts; keep each slide focused on one or two steps and speak the rest.

Edge case: legal or compliance requirements needing all disclaimers. Use a mandatory appendix slide or a PDF with required legal text; on the public slide, keep only the headline and note that full legal text is in the appendix or handout.

• Risk of oversimplification: if we remove needed context, the audience might infer incorrectly. Remedy: use speaker notes or an appendix to provide the full context; include one slide with “Key assumptions” before you present decisions.
• Technical accessibility: older projectors or poor internet may compress images; always have a low‑bandwidth backup (PDF with simplified slides).
• Audience expectations: some audiences expect slides as a reference; offer a follow‑up resource.

• Quick contrast check: use a phone camera to take a photo of a projected slide from 8 meters away (or gaze distance for the room) and see legibility.
• Readability test: show the slide to one colleague for ≤5 seconds, then ask them to summarize the main claim in one sentence.
• Speed rule: if it takes longer than 6 seconds for a new viewer to find the main point, the slide needs work.

We prefer micro‑tasks because large design sessions stall. Here's a daily workflow we apply:

• Day 0 (prepare): choose deck; set Brali task “Triage 20 slides” and set deadline 48 hours.
• Day 1 (edit): complete headline and image changes for 20 slides (2 hours).
• Day 2 (rehearse): do micro and full passes, record a video, then finalize.
• Day 3 (finish): export final PDF and upload to distribution.

In the small scale, we say: one slide at a time. That reduces friction. Resist the urge to re‑theme the whole slide deck; focus on content editing first.

We propose two simple measures:

• Slide simplification rate (count): number of slides converted to “one visual + one headline” divided by total slides. Target: ≥80% for main content slides.
• Rehearsal minutes (minutes): total minutes rehearsed with the simplified deck. Target: ≥30 minutes for a 20‑slide deck.

These metrics are easy to log in Brali LifeOS and give a direct measure of adherence.

Case A: Research presentation (30 minutes)
— goal: clarity in methods and findings We removed text‑heavy methods slides. For methods, we used a single schematic per step (4 slides for method). For results, one chart per slide with a highlighted annotation; each chart had ≤2 lines and a bold label like “Effect size = 0.35, p < .01.” We rehearsed and timed each slide for 45–70 seconds. Outcome: questions focused on implications, not methods details. The slide simplification rate was ~85%.

Case B: Sales pitch (15 minutes)
— goal: persuade two executives We used bold images showing market opportunity and one headline per slide like “$60M open market” or “Pilot ROI = 4.2x.” For technical details, we provided a two‑page appendix PDF. Rehearsal focused on the story arc. Outcome: pitch stayed within 12 minutes, and both execs asked for the appendix; one requested next steps in the meeting.

Case C: Training workshop (90 minutes)
— goal: teach procedural steps We broke dense instructions into steps with screenshots and numbered callouts, one step per slide. Supplemental handout included full checklists. Rehearsal concentrated on pacing and live demos. Participant feedback noted improved clarity because they could focus on the trainer.

Friction: we fear missing information, feel the need to be exhaustive, or get bogged in slide themes. Our tactics:

• Set a 10‑minute “prune timer” for each cluster of slides: for 10 minutes, remove any slide text you can live without.
• Use the “one slide now” rule: even if the deck is large, simplify one slide today. Habit formation will expand the practice.
• Lock edits 24 hours before the talk: this prevents last‑minute reintroduction of dense text.

We run a short 7‑point checklist:

We read each slide aloud and time how long a neutral listener would focus on the slide to find the main point. If >6 seconds, we edit again.

Create these items in Brali:

• Task: “Simplify 1 slide now” — due today — 10 minutes.
• Project: “Deck simplify — 20 slides” — 2 hours total, broken into 4 × 30‑minute blocks.
• Check‑ins (daily, weekly) and a short rehearsal journal entry after each run.

Mini‑App Nudge (again, concise)
Add a Brali micro‑module: “Headline Hacker — 5 attempts” that prompts you to write 5 different headlines for the same slide and pick the clearest. This takes ≤8 minutes and improves headline precision.

Some slides feel indispensable because they contain dense regulations, dense claims, or important footnotes. Our approach:

• Keep only the headline and one visual on the slide.
• Put the dense material into the Appendix with a brief reference number on the simplified slide (e.g., “See Appx A1”).
• If the dense material must be shown, present it as a pdf handout after the talk.

If we have ≤5 minutes, do this:

• Open the deck and pick the slide most likely to be shown or the slide you fear most.
• Remove everything except one headline and one visual (or replace background with a color block).
• Save and set a Brali micro‑task “Review slide” for tomorrow.

This tiny change reduces the slide’s cognitive load and sets us up to iterate.

Before presenting:

• Do a final quick rehearse run from start to finish, not longer than the allotted time, with your slide clicker if you have one.
• Export a PDF copy and a separate appendix PDF. Upload both to the meeting platform or share via email.
• If presenting in person, test the room projector or screen and bring a backup USB; always have a local file and a cloud link.

We measure success by the audience’s questions and the talk’s timing. If questions are mostly about the content’s meaning or implications, simplification worked. If questions are about clarifications of slide text or exact numbers that were removed, we adjust: keep some numbers next time, or provide the appendix earlier.

Numeric targets we set for ourselves:

• Slide simplification rate ≥80% for main narrative slides.
• Rehearsal minutes ≥30 for a 20‑slide deck.
• Audience confusion questions ≤3 in a 30‑minute Q&A (subjective but useful).

Check‑in process and habit tracking We integrate the following checks and metrics into Brali LifeOS and also provide them here.

Check‑in Block

• Daily (3 Qs):

• Weekly (3 Qs):

• Metrics:
  • Slide simplification rate (count, percentage): number of slides simplified / total slides.
  • Rehearsal minutes (minutes): total minutes of focused rehearsal with the simplified deck.

Practical logging example: after one session, log 10 slides simplified (out of 20)
→ Slide simplification rate = 50%. Rehearsal minutes logged = 25 minutes.

We choose five small decisions to carry out immediately:

We often feel relief when the slide becomes simpler and a momentary frustration as we remove details we wanted to show. Expect mild curiosity at how this affects pacing. After rehearsal, we usually feel more in control because slides are not doing our speaking for us. Those feelings are useful signals: relieve the urge to cram; accept small trade‑offs for clarity.

We are not aiming for empty slides but for slides that help the audience allocate attention to our spoken message. The practice is simple: one visual and one headline, repeated until it becomes the default habit. With small edits and 30–120 minutes of focused work, a deck becomes clearer and our presentations more persuasive.

We will check this again: did we do one slide now? If not, start one tiny task—this is often the change that leads to a new default.