Ready, AIM, Fire! Delivering a Winning Presentation Rhonda A. Syler, PhD Assistant Professor of Management, MIS University of Arkansas at Little Rock

What’s the Big Deal? If your audience can’t understand your talk, they will conclude either that: 1. “I am too stupid to understand this speaker,” or 2. “This speaker is too stupid to make his/her presentation understandable.” Either conclusion is disastrous for your career.

You must first take AIM! AIM * MessageAudience Intent *Munter, M. & Russell, L. (2002). Guide to Presentations. Prentice Hall: NJ. Analyze Your A udience Clearly Identify the I ntent of Your Presentation Make your M essage Stick

Good Talks….Bad Talks GOOD: Spoken clearly Easy to follow Ends on time BAD: Mumbled speech Difficult to follow Goes way too long

PRESENTATION STRATEGY FIRST…. Analyze Your A udience AIM * Message Audience Intent *Munter, M. & Russell, L. (2002). Guide to Presentations. Prentice Hall: NJ.

A : Analyze Your Audience KNOW WHO THEY ARE Size Work experience Level of Education Other Demographics – age, gender, race, culture, political affiliation What is their familiarity with the jargon?

A : Analyze Your Audience Discovering WHO they are…. Gather secondary data (e.g., rosters, registrations). ASK them… talk to people who will actually be in the audience. Talk to people who know the audience. Visit groups or talk to people with similar characteristics (e.g., ROTARY ).

A : Analyze Your Audience KEY DECISION-MAKERS Identify who has direct power or influence Find out what makes them tick Are they for or against your idea Tailor your message accordingly DON’T IGNORE THE SECONDARY AUDIENCE Who else might hear or see this? How will they react? Is any information confidential?

A : Analyze Your Audience What do they know & expect? What do they know about you? Do they consider you an expert? How is your credibility with that audience? What are their expectations Format of presentation Time Formality What do they feel? Are they interested in your topic? If so, how interested? What is their attitude toward your topic?

PRESENTATION STRATEGY AIM * MessageAudience Intent *Munter, M. & Russell, L. (2002). Guide to Presentations. Prentice Hall: NJ. Next… Know your PURPOSE

I: Determine Your Purpose (Intent) Determine General Purpose INFORM PERSUADE ENTERTAIN Develop Specific Purpose To explain how to give a speech Outline the “Presentation Objective” As a result of my presentation, the audience will gain a clear understanding of how to develop a presentation strategy, how to design their presentation and how to add the final polishing touches to their presentations.

I: Determine Your Purpose (Intent) Once you’ve determined purpose & objective… Critique your Objective; Is it Specific Measurable Audience-centered Refer to Audience Analysis Insight… is your objective Attainable Worthwhile

Finally…. Create a memorable message! PRESENTATION STRATEGY AIM * Message Audience Intent *Munter, M. & Russell, L. (2002). Guide to Presentations. Prentice Hall: NJ.

Make Your Message Stick Tell them what you’re going to tell them… TELL THEM Tell them what you told them!

INTRODUCTIONS ‘R Critical! Prepare an effective opening Set the stage Grab their attention Paint a vivid picture Ask a question Share a startling story Provide the audience benefits for listening Use humor with caution Include a preview State your main points clearly

CONCLUSIONS ‘R Remembered Prepare an effective closing DON’T be abrupt!! Summarize your main points Leave them with something memorable

Make Your Message Stick Other tips for retention: Limit it to 3 to 5 key points Include a preview Use transitions Use repetition Flag information “if you only remember one thing today….” Throw in the unexpected (humor, audio/video) Involve the audience

Designing Your Visuals Use visuals, but don’t over use them Make sure they represent what you intend for them to represent Clearly label charts, figures, tables, etc. Use color with a purpose Use fonts large enough to be seen Don’t crowd or make it overly busy

Using POWERPOINT for Your Presentations

Presentation Dos & Don’ts DO pick a background (slide layout) that is appropriate DO use bullets DO use visuals, as appropriate DO make it visually appealing DO make it easy to read; be consistent in your formatting DO create logical transitions DO insert blank slides when you know you will pause

Presentation Dos & Don’ts DON’T make it too busy DON’T be wordy DON’T use visuals or animation just for the sake of it (Spy Kids III… arrgggg!) DON’T use dark colored text on dark backgrounds DON’T end abruptly

PowerPoint Features Ability to hyperlink to other pages in the presentation, web sites, files, etc. Ability to create “builds” for more effective presentations Ability to add graphics, pictures, video, and audio easily Ability to PACK & GO!

Understanding Non-Verbal Communication Non-verbals say more!! Begin practicing & analyze your Non-verbal tendencies Stance & movement Gestures Eye contact Facial expression Vocal Traits Volume * Rate * Inflection * Enunciation * Fillers

Understanding Non-Verbal Communication IMPROVE your non-verbal delivery PRACTICE!! Speak from an outline (PPT) PRACTICE!! Check your timing Watch yourself in the mirror or video PRACTICE!! Familiarize yourself with equipment, visuals, room, etc.

Nonverbal Tips Smile a natural smile Avoid extreme mannerisms Waving hands back and forth Rocking Adjusting glasses, hair, object on podium Apologizing Tapping on the desk Twirling a pencil

Connect With Your Audience  Don’t address the audience as a whole.  Speak to individuals.  Look at one person. Establish eye contact. And speak to that person for 5 to 7 seconds.  Then find someone else to look at and repeat the process.

Why Does Proper Speech Matter? It detracts from the dignity of your message. It detracts from your dignity. It can destroy your credibility. It can make you seem uneducated or make you look like your making fun of the uneducated Talk to quickly, people assume you’re nervous, and they become nervous. If you talk slowly, with pauses, people assume you’re brilliant

Verbal Tips Slow down Speak loud enough so the person in the last row can hear you, but don’t yell. Speak as if you are holding a conversation. Say “I”, “you”, and “we”. Tailor your voice to the type of speech. Sound confident and definitive when delivering an instructional lecture. Use a conversational voice for one that is more entertaining.

More Verbal Tips Avoid a monotone drone. Vary the pitch and volume (loudness) of the voice to emphasize points. Avoid slang..ya’ll, ain’t, etc. Watch pronunciation…ridin’, goin’, etc Speak in complete sentences and don’t hesitate between words. Never use inappropriate or offensive language.

And Still More… When you are going to say important things, you should keep quiet for some seconds before saying the point, it will hold the attention of the audience. Then after you've said the point, you should again keep quiet, it will give the audience time to digest what you said.

How to Avoid the “Hmm” Syndrome Don’t feel obligated to fill in the empty spaces. Practice talking “into the void” Be comfortable with the sound of your own voice Practice looking around the room Time your talk

Controlling Your Nerves Be Audience-Centered Be Prepared The 6 Ps --- Proper Prior Planning Prevents Poor Performance! If you’re prepared…. You will be more confident. More confidence = less nerves!

Controlling Your Nerves Identify your nervous symptoms Techniques to calm nerves Exercise Breathing exercises Progressive relaxation exercises Stretching/relaxing specific areas Think positive!! Self talk… pep talk Visual a calm scene Connect with your audience

Controlling Your Nerves Tips for keeping your voice clear…. Get a good night’s sleep & get up early Take a hot shower AVOID milk Drink warm liquids (but avoid caffeine) Hum Breathe deeply Drink tap water (not cold!)

In Summary Develop your strategy based on audience analysis and intent FIRST Compose your presentation to be memorable Add visuals Add practice, practice, practice to refine non- verbal delivery and calm your nerves Questions?

References Gardner, T. (1998). Munter, M. & Russell, L. (2002). Guide to Presentations. Prentice Hall: NJ.