1. Successful Professional Presentation and Style: Tips & Hints Laura Cousino Klein, Ph.D. Department of Biobehavioral Health College of Health and Human Development The Pennsylvania State University P ENN S TATE U NIVERSITY December 12, 2008

2. Professional Presentation Overview P ENN S TATE U NIVERSITY I.Introduction II.Purpose of Professional Presentation III.Scope of Professional Presentation IV.Details Related to Professional Presentation V.Delicate Issues VI.Final Thoughts & Discussion

3. Why is it important to talk about professional presentation styles? Professional development Professional development Personal development Personal development Guide you in achieving your goals Guide you in achieving your goals Enhance your ability to contribute to your professional and personal community Enhance your ability to contribute to your professional and personal community I. Introduction

4. What is the purpose of professional presentation? Build confidence Build confidence Build trust Build trust Build relationships Build relationships Communicate with others Communicate with others Make an impression Make an impression Adequately convey your thoughts, opinions, knowledge Adequately convey your thoughts, opinions, knowledge II. Purpose

5. What is the scope of professional presentation? A. Causal interactions  formal presentations B. All modes of communication (e.g., face-to-face, telephone, email) C. Attire D. Appearance E. Speaking style III. Scope

6. What is involved in professional presentation? A. Level of Interaction Types of casual interactions…that might not be so casualTypes of casual interactions…that might not be so casual Types of formal presentations….the obvious and the not-so-obviousTypes of formal presentations….the obvious and the not-so-obvious IV. Specifics

7. What is involved in professional presentation? B. Modes of Communication 1. Face-to-Face - Posture - Eye contact - Hand shakes - Beginning and ending the conversation - One-on-one versus group interaction IV. Specifics

8. What is involved in professional presentation? B. Modes of Communication 2. Instant and Text Messages - company policy/culture - when appropriate, for what? - keep it short and simple - avoid cutesy symbols - avoid distracting wallpaper - avoid obnoxious away messages - avoid obnoxious away messages IV. Specifics

9. What is involved in professional presentation? B. Modes of Communication 3. Email - When appropriate? - Style and formality - grammar and spelling count - salutation and closing - grammar and spelling count - salutation and closing - signatures and quotes - signatures and quotes - stationary, font color & type - stationary, font color & type - language, colloquialisms, syntax - language, colloquialisms, syntax - Keep it simple! IV. Specifics

10. What is involved in professional presentation? B. Modes of Communication 4. Telephone - Answering the phone – Where? When? How? - Outgoing message - Leaving a message - speak slowly - speak slowly - leave name, date, time of message - leave name, date, time of message - clearly leave call back information - clearly leave call back information IV. Specifics

11. What is involved in professional presentation? B. Modes of Communication 5. Letter - Know your audience - Salutation and closing - Style and format - grammar and spelling count - grammar and spelling count - language, colloquialisms, syntax - language, colloquialisms, syntax - stationary - stationary - Strunk & White…buy one! - Strunk & White…buy one! IV. Specifics

12. What is involved in professional presentation? C. Attire 1.Clothes 2.Shoes 3.Accessories D. Appearance (e.g., hair, make-up, perfume) - What about “on-line appearance” (i.e., social networking sites)? IV. Specifics

13. What is involved in professional presentation? E. Speaking style 1.One-on-one conversation 2. Group setting (e.g., meetings, social gatherings) 3.Chairing or running a meeting 4.Formal presentations at work, conferences, etc. IV. Specifics

14. What is involved in professional presentation? E. Speaking style 1. One-on-one conversation - Supervisor - Peer - Subordinate IV. Specifics

15. What is involved in professional presentation? E. Speaking style 2. Group settings - Meetings (telephone, face-to-face, others? - Social gatherings at work - Social gatherings with colleagues outside of work - Office parties - Others? IV. Specifics

16. What is involved in professional presentation? E. Speaking style 3. Running meetings - Organizing meeting - Who needs to be there? - Meeting agenda - Where to sit? - Body language IV. Specifics

17. What is involved in professional presentation? E. Speaking style 3. Running meetings - Setting the tone - Laying down the ground rules - Giving feedback in public - Accepting feedback in public - Maintaining control of the meeting - Start and end on time IV. Specifics

18. What is involved in professional presentation? E. Speaking style 4. Formal presentations - Determine parameters of presentation - length, scope, type - Determine audience  who? how many? - Determine format & equipment needs - Have a back-up plan IV. Specifics

19. What is involved in professional presentation? E. Speaking style 4. Formal presentations - Practice, practice, practice! - timing - hand gestures - graphical presentation - answering questions - memorize opening and closing IV. Specifics

20. What are some special issues for women? A. Conversation rituals B. Dominance and control C. Sharing personal information D. Stress, isolation, social networks V. Delicate Issues

21. What are some special issues for women? A. Conversational style 1. Men and women communicating - Long-winded introductions - Apologizing - Asking for help - Questioning - Being indirect - Joking - One-upmanship - Extremism

22. V. Delicate Issues What are some special issues for women? A. Conversational style 1. Men and women communicating - Compliments and criticisms - Interpreting feedback - Challenge versus threat - Presenting one’s accomplishments - Bragging versus self-promotion

23. V. Delicate Issues What are some special issues for women? B. Dominance and control 1.Jumping in versus waiting for an opening or waiting to be asked 2.Asking permission 3.Volume 4.Intonation 5.Apologizing 6.Self-deprecation/speaking from authority 7.Appearing confident

24. V. Delicate Issues What are some special issues for women? C. Sharing personal information 1.Be circumspect 2.Perceptions of others 3.Gossip 4.What to share? 5.When to share? 6.With whom to share?

25. V. Delicate Issues What are some special issues for women? D. Stress, isolation, social networks 1.Gender gaps in the work place 2.Conversation and professional styles influence relationships 3.Develop mentoring relationships to learn how to navigate your environment

26. VI. Final Thoughts & Discussion