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Presentation
skills
Introduction
At one time or another we may be called upon to make a presentation.
This could be to a group of clients, large or small. We may also be
called upon to present internally at a conference or meeting.
The majority of
presentations are a source of stress and sleepless nights for the
presenter. After all, standing up in front of a crowd goes against our
most basic programming (keep with the pack - don't stick your neck
out!). How dare we have the audacity to stand out from the crowd?
Presenting need not
be like this. It can be an enjoyable challenge; an opportunity to
educate, entertain and influence people.
Presenting is easy
when you know how; it's just a matter of learning some useful secrets
and practising them!
The aim of this
programme is to share those secrets and encourage you to use them.
1 The
four qualities of a successful presentation
- Planned - know in
advance exactly what you will say. If your content is completely clear
you can focus on delivery. Planning brings confidence.
- Structured - shape
your presentation in such a way that you draw in the audience, tell a
compelling 'story' and allow for interaction. Structure
brings clarity.
- Visual - create and
use images/props that appeal to the imagination. Illustrate your talk. Visuals
create impact.
- Inspiring - use your
body and voice to excite and engage your audience. You are
the 'feel-good' factor!
All of these
aspects need to be present for you to succeed. This programme will
explore each in detail and help you with the important question: how?
However, the single
most important thing for a presenter is to be authentic. Authenticity
means letting your true personality come through. Basically, everyone
in your audience wants to like you, have fun and see the person behind
the façade.
2
Planning
Confidence is built through sound planning; the secret lies in spending
time to ensure that the content of your presentation is solid.
2.1
Audience
Clearly, you cannot gauge how your audience will react, but you can set
the right tone by thinking about what sort of people they are. Decide
what you want them to think, feel and do at the
end of your presentation.
2.2
Brainstorm
Write down all those things you may need to say to make them think,
feel and do as you want. Note your ideas in whatever order
they come to you. Don't fuss about elegance or grammar at this point.
Give yourself plenty of raw material to work from. Remember: 'a thought
un-noted may disappear forever'.
2.3
Select
Keeping your goal in mind, and thinking of your time frame, prune your
content, keeping only those points that are crucial.
2.4
Order
Now start putting your presentation together. Order your points so that
they tell a good story. All good stories:
- Set the scene (intro);
- Explain a
situation/issue;
- Resolve it; and
- Conclude with a
message.
There are
essentially four chunks to your story, as above.
2.5
Link
Your speech. Have you chosen 'link phrases' to make the presentation
cohesive?
2.6
Underline
Decide which points you will emphasise. 'What are your key messages?'
Plan how you will underline these with visuals, voice tone etc (see
visuals and delivery).
2.7
Take off
Impact is vital, so think about how you will make them sit up and
listen. Your audience will decide within the first minute whether to
tune in or switch off. Take off with a bang!
2.8
End
In the same way, plan how you will finish on a high note. Don't end a
strong presentation with a weak ' ... thank you; that's me done!'.
3
Writing a presentation
3.1 A note on creativity
The best way to stifle ideas and develop a creative block is to take a
subject matter, start at the top of a blank sheet and try to write a
presentation from beginning to end. This really ensures that you have
no good ideas at all. Set aside a specific time to write your
presentation.
The mind does not
work in a simple linear fashion; it jumps constantly from one subject
to another, so simply note down ideas as they come to you in the form
of a mind map. Jot down ideas over a few days. The subconscious mind
will keep working on your presentation when you are attending to other
matters.
3.2
The structure of a presentation
Having collected all your ideas on the topic of your choice, the next
step is to structure it into a well-crafted presentation.
There are a number
of issues you need to consider:
- How to open the
presentation and get their attention;
- How to get your
message across;
- Making the transition
between key points; and
- How to end the
presentation.
4
Adding drama to content
There are three key areas:
- Opening;
- Linking; and
- Ending.
4.1
Opening
Your main goal here is to get their attention. Here are some ways to do
so.
- Compliment (genuine);
- Rhetorical questions;
- Starting
statement/statistic;
- Joke;
- Visual aids;
- Personal stories;
- Reference to a common
experience;
- Reference to a
current event; and
- Quotes.
4.2
Linking
To move smoothly from one chunk to another, try some of these
techniques:
- Trigger words - same
word ends one point that leads to another, eg 'These measures should
sustain 50% growth. Growth is now our primary objective';
- Question - eg, 'How
do we ensure that we maintain this phenomenal growth?';
- Flashback - 'You
remember at the start I told you ... ';
- Point by point -
'First ... Second ... Third ... etc';
- Visual aids;
- Pause;
- Physical movement -
eg, moving from one side of the room to another; or
- Tell a story - if you
have a relevant story which links two points - use it.
4.3
Ending
The point here is to conclude decisively and with a flourish. Try these
tricks:
'So in summary, I
strongly urge that we launch without haste and recruit a new sales team
before the end of July.'
'I would like you
all to use the research available in all your up-and-coming
presentations to clients.'
'If we can
persuade estate agents that the best value lies with the Guardian, in a
year's time we will once again lead the market.'
'Can you afford
not to act on this?'
'As I stated at
the beginning, yield is our primary objective and this is how we will
meet it.'
'Two types of
failures - those who thought and never did and those who did and never
thought.'
5 How
to avoid sounding like a robot
It is a travesty when someone who obviously put a huge amount of
preparation and thought into a presentation ruins it by delivering it
in a deadpan way.
The most common
reason for this is that people write a script and simply read it out to
their audience. There are two reasons why people do this; firstly the
fear of forgetting a key point; and secondly laziness - it is easier to
read out a script than prepare properly for the presentation.
When preparing, do
write a full presentation out initially; this focuses the mind and
gives you something to edit ideas and alterations. It also allows you
to time your presentation accurately.
Having written out
your presentation, edit it down to key points and trigger words which
you can then put onto a card which will act as reminders (stop that
fear of forgetting your lines) but will not stop you sounding like a
human being.
6
Structure
When you're on your feet, make sure your story actually moves through
the four phases of intro, issue, solution and conclusion. Use the four
Ps.
6.1
The four Ps
This is where you
set the scene. Introduce yourself, state your goal, explain the agenda,
time frames and the rules of the road. This last part is where you ask
the audience to keep questions to the end, and in so doing pre-empt
interruptions.
This part of the
presentation involves describing the audience's situation or position.
For instance, if you are trying to win new business you will describe
the prospective client's needs and strategy.
This segment is
the 'back bone' of your presentation. It is the part which you have
spent most time writing. It is your key message to your audience; your
solution to their issue/s. Ensure that you highlight your core points
with visuals and that you turn facts into benefits.
Like the PS in a
letter, this segment is like a footnote. It is the conclusion, but it
is interactive. At this point sit down, relax and invite the audience
to ask questions. It is your questions and answers forum.
7
Visuals
7.1 Making the most of visuals
Colour stimulates
our visual senses. We are conditioned to pay attention to colourful
things, eg adverts, films, photographs etc. Colour is seen as advanced
and up-to-date. How many films are still made in black and white? How
many computer screens only produce a mono image? How many newspapers
and magazines have no colour facility? Use colour creatively, and be
careful not to have too many striking colours on one image.
Text-based
presentations are boring and people switch off when they see a list of
bullet points. Use images to back up your points, clarify complex data
and create a mood.
- Don't just
read your visual out loud
Many presenters
go to a great deal of trouble putting together visuals which they then
simply read out to the audience. This has two effects:
- It patronises
your audience as you are in effect suggesting that they cannot read for
themselves; and
- Irritates your
audience because they can read faster than you can talk, so are always
ahead of you.
If your image is
a graph showing comparative sales figures - 'Us versus the
competition'. Instead of simply reading out the figures (your audience
can do that) explain the reasons why the situation has come about, that
way the figures back up the presentation rather than the other way
around.
Try to keep one
image per slide/page of your presentation.
- Keep text
simple and to the point
Try not to put
three or four points on any page/slide. This allows you to control the
pace of your presentation and the attention of your audience.
- Make sure that
you are aware of the acoustics prior to the presentation;
- Use extra
volume for emphasis;
- Avoid shouting;
- Arrange the
group to suit your vocal power; and
- Practice good
enunciation and projection.
7.2
Why visual aids work
When people attend a presentation they are usually genuinely interested
in the topic and the speaker. Unfortunately, a number of factors often
conspire to make them lose attention or fail to keep up with the plot.
The most common reasons for people failing to maintain their attention
are either that their senses are not sufficiently stimulated (we have
five senses, when someone's talking at us, we use only one) or that
they have become confused or missed a key point.
- Don't scribble;
- Don't talk and
draw;
- Don't talk to
the stand;
- Use colour;
- Use it
dramatically;
- Be creative;
- Write big and
bold;
- Use headlines
and underline;
- Use key point
lists; and
- NB - the
flipchart is a presentation aid, not a prop.
- Don't let the
slides dominate the presentation;
- Do establish
personal contact through introductions and summary without the slides;
- Keep slides
simple (no more than six points per slide);
- Use colour
dramatically; and
- Be creative.
Beware of doing the
same slide show over and over - do you sound fresh and enthusiastic?
8
Delivery
This is all about yourself and your behaviour 'up there'.
8.1
The voice
Good breathing is the key to a good voice. The sound created when we
speak is formed by the air breathed in, striking the vocal chords
causing them to vibrate. It stands to reason that the firmer the force
of the breath, the truer the sound.
Overcoming nerves
before a presentation is extremely important. When we feel nervous or
anxious our breathing becomes shallow and erratic. The muscles across
the chest contract to reduce the potential airspace as our lungs
expand, the result is a strangulated sound which rarely carries.
Before presenting
make sure that you get an opportunity to complete the breathing
exercise at the end of this section. It will add volume and richness of
tone to your voice.
8.2
Tone, projection and variety
There are three ways in which you may improve the tone, projection and
variety of your voice:
- Changes in pitch and
inflection;
- Changes of pace; and
- Use of pause.
8.2.1
Pitch and inflection
- Vary the pitch
throughout your presentation;
- Remember, a change in
inflection can change the whole meaning of a sentence;
- Be aware of your
natural range;
- Keep your breathing
even and make sure you are getting good full breaths (this removes an
unnecessarily high-pitched opening); and
- Stress key phrases
for full impact.
8.2.2
Pace
- Vary the pace;
- Speak at your natural
pace;
- Slow down or pause
for emphasis;
- Slow down for
complicated sections of your presentation; and
- Increase pace to
inject extra enthusiasm to the presentation.
8.2.3
Pause
The pause may be to achieve the following:
- Add emphasis;
- Raise questions;
- Control the group;
- Bring one stage of a
presentation to an end; and
- Grab the audience's
attention.
9
Personal presence development
People 'buy' confidence. They also like to see people who display calm
authority and a strong 'presence'. Think of celebrities or actors you
admire. They will probably exude ease and assurance, as if they do not
have to try too hard. The quality is highly magnetic and inspires a
feeling of security in the observer, as the performer seems to know
exactly what they are doing. The key here is to develop physical
presence. Don't worry if you don't think you were born with it. The
great myth about personal presence is that you either have it or you
don't. It can be worked on and it can be developed.
There are three
areas of examination
- Physical - how can we
work out on the body to boost our impact;
- Energy and emotion -
how can we control our feelings; and
- Mental exercises -
how can we use suggestions to help us to stay calm and confident.
9.1
Physical
There are six key areas of body language:
- The mirror of
the soul. They communicate powerful signals;
- Maintain steady
eye contact with people throughout;
- Look from one
person to another gently;
- Blink
occasionally to soften your gaze - do not harden up;
- Linger longer
than a split second; and
- Be meaningful!
- Smile!
- Avoid twitches
and 'goofs' - you are not in pantomime;
- Avoid frozen
expressions. The smile that turns into a leer, the raised brow that
stays put - all betray discomfort; and
- Show enjoyment
in your eyebrows and cheeks (sparkle!).
- Research has
shown that a moderate volume and gently varying pitch inspires
confidence;
- Do not hector
or gush. Be natural. A conversational tone is best; and
- Do not over-emphasise points.
- If sitting,
place the small of your back at the back of the chair. It is the centre
of energy for the body and you will feel and appear more alert;
- Watch that your
shoulders do not rise and tighten; this shows fear and tension;
- If standing,
put equal weight on both legs, do not hop from foot to foot;
- Do not lean
towards the audience. This is over-eager. Experiment with stillness.
This communicates that you expect them to 'come out and meet you'.
- Avoid frozen
gestures, eg the hand that makes a movement and stays in the air. When
you have gestured, bring the hand back to a point of rest;
- Use open
gestures (relaxed palms turned upwards);
- Do not fidget
or touch your face/neck/elbow etc;
- Supporting the
head or chin while listening signals weakness.
- Cultivate
stillness;
- Move only when
you need to;
- Contrast your
movement eg: make a rapid gesture, then remain motionless for a period
of time; and
- Use 'finished'
moves. In other words, don't hop, hover and fidget but be definite. Let
your move move and your still be still!
9.2
Energy and emotion
- It is normal to feel
a little fear;
- Do not try to
suppress your nerves, because you will do more damage that way. Let the
energy run through your body;
- Nervousness is close
to excitement;
- Adrenaline sharpens
the mind;
- Try to enjoy your
physical symptoms, butterflies, racing pulses etc;
- Identify where the
fear is, physically;
- Concentrate on the
sensitive area and breathe in slowly. Imagine the air is filling that
space. This should help to release the tension;
- Try 'tidal'
breathing. Breathe in for eight seconds, hold for eight, exhale for
eight and rest, empty for four. This slows down the brain pattern and
helps you to concentrate; and
- Do not scold yourself
for feeling unnerved. Remember that the best performances are based on
heightened state.
9.3
Mental exercise
Try to remember
an occasion when you were successful and achieved great things. It
helps if you on a specific image such as a handshake with a client or
the ball as it hit the net. Bring back as best you can the feelings you
had at the time. This will influence your behaviour in the present
situation.
Think of your
talents. Go through a mental checklist of things you are good at and
remind yourself why you deserve to succeed, not fail.
Many successful
people from all spheres use mind pictures to help them achieve
excellence. Margot Fonteyn used to imagine she was a butterfly to
improve her ballet. Daley Thompson apparently saw the running track as
a short hallway to help him cover the distance in seconds and Peter De
Savary (entrepreneur) imagines he literally towers above business
opponents prior to negotiations.
Although this
technique can take time to grow comfortable with, it is still helpful
to conjure up simple, encouraging images that feel powerful to us. The
idea is basically that we can be what we want to be.
10
Food for thought
- You might want to
consider your presentation style in terms of high or low status. High
status is created by sustained stillness, slow flowing movement and
alert posture with broad shoulders. Think of an emperor addressing his
people. Low status (opposite) is created by quick tempo, a lot of
movement, staccato gestures and the relaxing of the body posture. Think
of a Mediterranean waiter! Many people get stuck in one style but both
can be effective if we appear comfortable using them. Even low status
(seemingly submissive) can be charming and engaging. Experiment with
both.
- There are two main
energy styles in presentation. The first is known as outward or
motoric. In this style we 'play to the gallery'. We use volume, broad
gestures and move out towards our audience in an attempt to capture
them. The second is called inward or sensual (this does not mean
sexual). Gentler and softer than the outward style, inward energy uses
less volume, more beckoning gestures and subtle facial expressions to
draw the audience to the presenter. In short, outward presenters seize
their audience and inward presenters seduce them. You will probably
have a favoured style but this may be limited, so play around with its
opposite.
- You may also want to
think of your presenting style as a colour. Are you a red, yellow,
green or blue?
Red = Assertive
and commanding (Margaret Thatcher)
Yellow =
Flamboyant and entertaining (Ruby Wax)
Green = Sincere
and relaxed (Gaby Roslin)
Blue = Logical,
precise and reserved (Bill Gates)
11
How to deal with questions from the audience
T Thank the person for
asking the question. This is not only polite, but helps encourage
further questions.
R
Re-state the question succinctly to show the questioner that you have
heard and understood, and also to make sure that the rest of the group
have heard it.
A
Answer the question fully and clearly. If, for any reason, you cannot
answer, say so. Take the questioner's name and promise to find the
answer at a later date.
C Confirm
that you have answered the question fully.
T Thank the questioner
again.
11.1
Hints and tips on dealing with questions
- Lay the ground rules
early - set a time for questions and stick to it;
- Listen to the whole
question before answering;
- Hear from everyone
with a question before returning to the previous questioner;
- Recognise questions
in order;
- Always restate the
question;
- Maintain eye contact
with the questioner; and
- If possible involve
the audience by asking their opinion.
12
Practice makes perfect
There are some people who can just stand up and make a great
presentation, but not many of them.
The truth is that
to make a great presentation you have to make a lot of terrible ones.
If you want to avoid the embarrassment of doing this publicly, then
practice is the only answer.
Use a dictaphone
to practise your presentation; listen back not only to what you say but
how you say it.
Nothing works as
well as video feedback. Look for body language. Visual aids, see what
works and change what doesn't.
Finally, practise
your presentation in front of a friend who you trust to give you honest
feedback.
99% of natural
presenters do this; they just make the final presentation look easy.
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