The importance of simplicity in a presentation cannot be overstated. One way to simplify is to eliminate jargon. One way to eliminate jargon is making sure that the audience understands any acronyms in the presentation.
These days, acronyms are everywhere. Here is one list of business and finance acronyms. Some of them (CEO – Chief Executive Officer; B2B – Business-to-Business; YTD – Year to Date) are fairly well known; others less so.
Regardless of the level of sophistication of the audience, the chance for misunderstanding increases with the use of acronyms. For example, some people know COB (close of business) but not EOD (end of the day) and vice versa. Thus, COB—which is close to COD (cash on delivery)—may or may not be clear to the recipient of an email requesting that a product be delivered COB.
Indeed, people often make mistakes with acronyms that they use all the time:
As I write this post, I am in the middle of Ashlee Vance’s terrific biography of Elon Musk, the founder of Tesla and SpaceX and one of the most brilliant minds of the 21st century. The book is engrossing and offers many insights into the man and how he is reinventing the way in which business is done.
I particularly enjoyed Vance’s recounting the time, in May 2010, when Musk sent an angry email to all the employees at SpaceX. He was concerned about the excessive use of acronyms in the company. The subject line of the email was “Acronyms Seriously Suck” and this is how it read:
There is a creeping tendency to use made up acronyms at SpaceX. Excessive use of made up acronyms is a significant impediment to communication and keeping communication good as we grow is incredibly important. Individually, a few acronyms here and there may not seem so bad, but if a thousand people are making these up, over time the result will be a huge glossary that we have to issue to new employees. No one can actually remember all these acronyms and people don’t want to seem dumb in a meeting, so they just sit there in ignorance. This is particularly tough on new employees.
That needs to stop immediately or I will take drastic action—I have given enough warnings over the years. Unless an acronym is approved by me, it should not enter the SpaceX glossary. If there is an existing acronym that cannot reasonably be justified, it should be eliminated, as I have requested in the past.
For example, there should be no “HTS” [horizontal test stand] or “VTS” [vertical test stand] designations for test stands. Those are particularly dumb, as they contain unnecessary words. A “stand” at our test site is obviously a *test* stand. VTS-3 is four syllables compared with “Tripod,” which is two, so the bloody acronym version actually takes longer to say than the name!
The key test for an acronym is to ask whether it helps or hurts communication. An acronym that most engineers outside of SpaceX already know, such as GUI, is fine to use. It is also ok to make up a few acronyms/contractions every now and again, assuming I have approved them, e.g., MVac and M9 instead of Merlin 1C-Vacuum or Merlin 1C-Sea Level, but those need to be kept to a minimum.
This passage struck a chord with me. I worked for five years as a lawyer at the World Health Organization. The organization has hundreds of acronyms for different departments, processes and systems and I was probably able to remember two dozen or so at most. My favourite was GSM, which stands for Global Management System, an important online administrative tool. The acronym GMS was already taken, so a modified acronym was created.
Think about acronyms in the context of your presentations. It is one thing to use them with people who understand them; it is an entirely different matter when speaking to an outside audience. What is obvious to you will not necessarily be obvious to them. And if your audience is confused, the chances of you getting your message across are diminished.
Here are eight tips when it comes to using acronyms in a presentation:
- As Elon Musk wrote, “The key test for an acronym is to ask whether it helps or hurts communication.”
- Keep the number of acronyms in a presentation to a minimum.
- Well-known acronyms (e.g., USA, CEO, SOS) can usually be said or written without further explanation.
- The more sophisticated the audience is with regard to the topic, the more leeway you have using acronyms.
- Notwithstanding Nos. 3 and 4 above, it is still possible that people from the same field or profession will be confused by an acronym. Thus, err on the side of caution.
- The first time an acronym is used on a slide, it should be written out in full and then defined by the acronym; e.g., “We need to hire a Certified Public Accountant (CPA).”
- Once a term has been defined, the acronym may be used on subsequent slides. However, it is a good idea to repeat the name in full, at least from time to time, to ensure that the audience understands.
- Be especially careful when using acronyms or abbreviations that can have multiple meanings. For example, “n/a” (also written “N/A”) can mean “not applicable”, “not available” or “no answer”.
Acronyms can be very useful in a presentation. Just be sure that they are a help and not a hindrance. Otherwise, you might well get a question from the audience like this one from Robin Williams in a classic scene from Good Morning Vietnam.