McGraw-Hill/Irwin Copyright © 2006 The McGraw-Hill Companies, Inc. All rights reserved. Lectures Based on Leadership Communication By Deborah J. Barrett, Ph.D. Creating and Delivering Leadership Presentations

Leadership Communication by Deborah J. Barrett Chapter The Three P’s of Oral Presentations  Determine strategy  Analyze audience  Select medium/ delivery method  Organize speech and establish logical structure PlanPreparePresent  Get nerves under control  Deliver, using PPT effectively  Handle Q&A’s  Conduct post- presentation assessment  Develop introduction, body, and conclusion  Create graphics  Test the flow/logic  Edit/proofread  Practice, checking timing, room, equipment

Leadership Communication by Deborah J. Barrett Chapter Prepare Present Plan

Leadership Communication by Deborah J. Barrett Chapter Determining the Strategy Feedback Audience Messages Media/ forum Timing Spokesperson Strategic Objectives Context

Leadership Communication by Deborah J. Barrett Chapter Analyzing Your Audience 1. What is your primary purpose in delivering this presentation to this audience? 2. Who is your primary audience and what do they know, expect, and feel? Who is the secondary audience? 3. What is motivating the audience to attend the presentation and how do you motivate them to listen to you? 4. What do you expect the audience to do and to feel based on your presentation?

Leadership Communication by Deborah J. Barrett Chapter Selecting the Medium and Delivery Method  Stand-up extemporaneous  Overhead  Computer  Round-table discussions  Flip charts or white boards  Video or phone conferencing  Team presentations

Leadership Communication by Deborah J. Barrett Chapter Selecting the Extemporaneous Format  Characteristics  Most difficult and most effective form of presentation  Require a lot of preparation  Advantages  Allow you to maintain eye contact  Permit adjustments to audience  Help you to appear confident and knowledgeable

Leadership Communication by Deborah J. Barrett Chapter Deciding to Use a Round-Table Presentation Format  Encourages an informal, interactive discussion  Builds consensus or gains agreement  Allows the checking of facts or identifies sources of missing facts  Surfaces and resolves issues  Accommodates providing a lot of information in a short amount of time

Leadership Communication by Deborah J. Barrett Chapter  Hand out the presentation before you start  Direct your audience to the specific page  State the major message of the exhibit  Explain any legends or symbols  Guide the audience through complex exhibits  Provide transition before turning page Delivering a Round-Table Presentation

Leadership Communication by Deborah J. Barrett Chapter  Establish eye contact with your audience  Be flexible and responsive to the discussion  Give your audience time to skim the page  Be alert to audience’s body language Delivering a Round-table Presentation (continued)

Leadership Communication by Deborah J. Barrett Chapter Presenting Effectively as a Team  Clearly determine roles before presenting  Use a very tight, logical structure  Introduce each speaker and topic  Provide strong transition from speaker to speaker  Watch time carefully  Work out a method for handling Q&A  Check presentation space  Practice as a team

Leadership Communication by Deborah J. Barrett Chapter Establishing an Effective Structure  Use appropriate structure for your purpose, audience, and subject  Limit presentation to three or four main topics  Make sure each point logically follows the previous one and leads to the next one  Use adequate, even obvious, transitions  Use more repetition than you would in writing

Leadership Communication by Deborah J. Barrett Chapter Developing the Introduction, Body, and Conclusion Tell them what you are going to tell them, Tell them; Then, tell them what you have told them.

Leadership Communication by Deborah J. Barrett Chapter Present Prepare Plan

Leadership Communication by Deborah J. Barrett Chapter Creating an Effective Introduction  Establish your credibility and competence by appearing confident and creating a rapport  Do not apology  Arouse the audience’s interest in your topic  Use anecdotes, reference context, or review reasons for presentation if appropriate  Announce the subject and list your main topics  Start quickly and get to the point

Leadership Communication by Deborah J. Barrett Chapter Developing Effective Body Content A good presentation  Is concise and specifically focused  Follows your outline and does not drift off course  Covers only what needs to be covered  Balances the general with the specific  Emphasizes what you can do for your audience  Does not contain anything to which the audience can say, “So what?”

Leadership Communication by Deborah J. Barrett Chapter Creating an Effective Agenda Slide Today’s Agenda  Introduction  Understanding of current situation  Competitive analysis  Niche capabilities  How you measure your success  Project objectives  Overview of approach  Proposed approach  Team Structure  Next steps  Conclusion  Q & A Today’s Agenda  Understanding of current situation  Project objectives and approach  Team structure and our capabilities  Next steps NO! Yes!

Leadership Communication by Deborah J. Barrett Chapter Concluding Effectively  Summarize by going back over main points  Make a recommendation or repeat it  Do not stop abruptly with the statement, “That’s all.”  Make the most of the presenting opportunity by emphasizing main messages

Leadership Communication by Deborah J. Barrett Chapter Practicing  Go through your presentation at least twice  Try to recreate the speaking situation  Practice in the same room if possible  Try to practice at least once in front of a mirror  Time your presentation at least twice  Organize your presentation to allow last- minute adjustments  Be prepared, be flexible, and anticipate the unexpected

Leadership Communication by Deborah J. Barrett Chapter Present PreparePlan

Leadership Communication by Deborah J. Barrett Chapter Presenting with Confidence  Using appropriate eye contact, facial expressions, and body language  Avoiding common body language problems  Using an effective speaking style  Delivering effectively with visual aids  Handling the Q&A  Achieving a positive ethos

Leadership Communication by Deborah J. Barrett Chapter Using Effective Body Language  Move out beyond the podium if possible  Focus your energy  Maintain a comfortable, relaxed stance appropriate to the situation  Stand with your feet comfortably spaced  Keep your body positioned facing your audience (never turn your back)  Demonstrate your message with gestures

Leadership Communication by Deborah J. Barrett Chapter Avoiding Common Body Language Problems 1. Slouching or assuming other informal stance 2. Leaning to one side or the other 3. Pacing up and down or around the room too much 4. Clasping hands in front or behind 5. Standing with hands on hips

Leadership Communication by Deborah J. Barrett Chapter Avoiding Common Body Language Problems (continued) 6. Gripping the podium 7. Gesturing too much, too little, or when not appropriate 8. Fidgeting with keys, rings, pens, pointer, etc. 9. Rocking or shifting your feet 10. Leaning on the lectern or sitting on the table

Leadership Communication by Deborah J. Barrett Chapter Using an Effective Speaking Style  Do not speak too loudly or too softly  Articulate clearly  Pronounce each word correctly  Place accents where they should be  Vary your rhythm appropriately  Watch the “uh’s” or similar fillers

Leadership Communication by Deborah J. Barrett Chapter Delivering Effectively with Visual Aids  Face forward, maintaining eye contact  Avoid looking back or at your laptop screen  Position yourself for easy access to mouse or keyboard to advance slides  Stop talking when advancing slides  Introduce slides before they appear

Leadership Communication by Deborah J. Barrett Chapter Handling Q&A’s  Anticipate likely questions in advance  Plan who will answer them (in a team)  Announce timing of questions before speaking  Listen very carefully to the question  Repeat the question  Keep your answer short and simple  Avoid dialogue with a single questioner  After answering the last question, conclude by repeating your main message

Leadership Communication by Deborah J. Barrett Chapter Achieving a Positive Ethos The best ways to project a positive ethos:  Believe in what you are saying  Be prepared  Create and maintain a rapport  Adopt a secure stance  Use comfortable gestures  Establish and maintain eye contact  Adjust pacing based on audience response