Effective Presentations

“The ability to speak well can enhance your career, clinch a sale, sell a point-of-view and increase an executive's productivity.” Sandra Schrift, Career Telecoach

Stages to an Effective Presentation: Planning Preparation Outlining Important Elements Practice Presentation You’re On! Handling Questions

Stage 1: Planning Type of talk Time allotment Type of audience Audience expectations

Type of Talk: Informal chat Seminar discussion Formal presentation Long talk Short talk Question and answer period Time Allotted:

Type of Audience: Who? Who are they? How many will there be? Why are they coming? What do they know? Why are they interested? How are they related to you?

Audience Expectations: Why? The General Purpose:  To inform  To persuade  To “sell”  To introduce  To motivate The Specific Purpose:  The result you want to achieve

Stage 2: Preparation “In all things success depends on previous preparations, and without such preparations there is sure to be failure.” Confucius, Philosopher

Preparation: Tips Start early Write a clear statement of the problem and its importance Identify the issues you wish to discuss Arrange issues in a logical sequence Use clear transitions between issues

Preparation: Tips Define basic concepts clearly and early Identify and address problems your audience might have Edit - eliminate all that is not essential Choose least complex medium Rehearse

Outline: Organization Good Organization:  Helps you remember  Helps them remember  Helps them understand  Helps you keep to the point  Helps you reduce your nervousness

The Beginning Relate your subject to your audience Give purpose Be brief  Capture attention

The Middle Present main points Note: They will not remember more!  Take 80% of the time  Have signposts and summaries

The End Summarize main points Relate conclusion to your audience Don’t present new ideas Be brief Leave your audience with an impact

Stage 4: Important Elements Rate Opening Transitions Conclusion Length Language Body Language Visual Aids Voice Fears

Rate: Points To Remember Speak slowly - Optimal time for a scientific talk is 100 words a minute. Note: Second language = speak even slower!  Use pauses  Repeat critical information

Opening: Points To Remember Make a good first impression - Dress - Facial expression – SMILE - Posture and gesture - Eye contact  Avoid jokes  Don’t apologize  Announce time  Announce handouts

Opening: Make It Visual Quote Surprising fact Story Anecdote Question Identify your product = who, what, why

Transitions: Link successive elements Carefully Smoothly Logically

Conclusion: Memorize your final statement for maximum impact Never rush the ending Summarize before you conclude Relate ending to beginning Leave them with a bang!

Length: Never run overtime!  Shorten your talk by eliminating detail, information and concepts, not by eliminating words, and NOT by talking faster!  Leave time for questions and answers at the end

Language: the don’ts Avoid:  unnecessary jargon complex phrases long sentences overly formal or overly casual tone assumptions

Language: the dos Use everyday language Use concrete words Use rhetorical questions Make it interesting Use anecdotal stories Explain by analogy Involve your audience - Ask questions - Pause for reply

A lot of research has been done into the impact on an audience of three elements: content, tone of voice and body language. Which is the most important? Content 7% Tone of voice 38% Body Language 55% Business Week - February 8, 2007 Body Language:

Body Language: the dos Move hands and arms Move around the room Move towards audience Move your eyes around the audience Remember that moving is normal

Body Language: the don’ts Don’t point at anyone Don’t rock back and forth Don’t stay rooted to the spot Don’t leave your hands frozen Don’t avoid eye contact Don’t talk to the screen Don’t overdo gesture

Visual Aids: Flip Chart & Whiteboard Overheard Projector Transparencies Power Point Presentations

Visual Aids: Power Point Presentations "There are so many little details that make the difference between a mediocre presentation creation and an effective presentation creation and delivery. And they really do go hand in hand. How you create the presentation will have a direct bearing on how you deliver it.“ Martin Schaffel, President and CEO of Audio Visual Innovations, Inc.

What Is The Purpose of Power Point? Visual & Organizational Aid

KISS: Keep it Sweet and Simple Follow the 666 rule  6 words per bullet  6 bullets per image  6 word slides in a row

Voice: “The right word may be effective, but no word was ever as effective as a well timed pause.” Mark Twain, Author

Voice: the dos Project your voice – aim for the back Emphasize importance - say one word louder - repeat important words  Make it interesting - go faster to excite - go slower to show importance - pause often and look around the audience - give emphasis with voice and body

Voice: the don’ts Don’t talk too softly or too loud Don’t use a high pitch or raise your pitch at the end of sentence  Don’t talk in a monotonous, boring voice  Don’t splatter your speech with erms, errs, ‘you knows’ & yanis  Don’t use incorrect grammar  Don’t mispronounce important words

Fears: “Those rare few who are not nervous at all are usually not good presenters.” Malcolm Goodale, Author of “Professional Presentations”

Fears: Tips for Controlling Breathe deeply Envision yourself presenting Meet and greet your audience Remember you are the expert Remember everyone wants you to succeed

Stage 5: Practice “ Practice is the single most important factor contributing to a good presentation.” Jeff Radel, Ph.D., University of Kansas Medical Center

Practice: the dos and don’ts Read through the text first Stand in front of a mirror Relax Stand with feet slightly apart and one foot slightly forward Hold note cards in one hand

Practice: the dos and don’ts Use your notes only to keep you on tract; don’t read Don’t memorize Speak slowly and clearly Use gestures Project your voice Remember: If you are speaking in a second language, you should speak even more slowly!

Practice: the dos and don’ts Practice making eye contact Don’t single out one person Watch your reflection Look for odd and distracting habits Check often to make sure that your audience understands you and is paying attention

Practice: the dos and don’ts Videotape yourself – it is the most useful tool for feedback Look for variations in speed and tone Listen for the dreaded ‘um’s, er’s, you know’s and yani’s Don’t pace, twirl your hair, play with your clothing Don’t look at the floor, ceiling or projector Don’t stand behind lectern or desk

Stage 6: Presentation A few last minute things to do Run through your speech once more Tour the room you’ll use - Check your equipment - Ask for help with the equipment - Try out the microphone - Check: chalk, eraser, markers, pointer

Stage 7 You’re On: Monitor your behavior Enthusiasm for your subject is contagious, but don’t overdo it Converse with your audience; include them by posing questions and making eye contact Keep your eye on the clock; don’t run over – ever Be prepared for interruptions

You’re On: Don’t turn the lights off completely; turn them back up as soon as you can Don’t apologize for any aspect of your presentation Don’t criticize your trip, the facilities, the city, etc. Remember, you are a guest!

You’re On: Strive to have a prepared and memorable final statement When you get to the end – Stop! Resist the temptation to add a few last words  Don’t be afraid to give yourself credit, but remember to give others credit where due

Stage 8: Handling Questions Always repeat question so that entire audience is involved Above all, wait for questioner to finish before you begin to answer Answer questions that will clear up confusion during the presentation Answer questions that may distract from the presentation at the end

Handling Questions: Avoid: - prolonged discussions with one person - extended answers - arguments

Handling Questions: If you can’t answer a question: - don’t apologize - offer to research the question and get back to the questioner later - suggest resources to help the questioner find the answer - ask for suggestions from the audience

"Even the greatest speakers were once rank amateurs." Mario Cuomo, former governor of New York Giving a good speech or making a good presentation doesn't come naturally to anybody. Above all, keep trying.