Virtual Workshop · message, write a powerful opening and a strong close, storyboard your slides,...

Virtual Workshop

iSpeak, Inc. 2018© i

Spontaneous Presentations Virtual Workshop

iSpeakTM prepared this workbook for use in the area of Training and Development for continuing education. It is intended that these materials will be used to assist students in the learning process during a workshop, after the workshop for review, and continued learning as a reference guide.

ACKNOWLEDGMENTS Curriculum Developers: Russ Peterson Jr. Kevin Karschnik Copyright Notice Copyright © 2005-2018 by iSpeakTM. All Rights Reserved. iSpeak_Dell_Spontaneous Presentations_VIRTUAL_07312018 This document was developed to be delivered in a Virtual iSpeak Workshop at Dell. Except as permitted under the United States Copyright Act of 1976, no part of this publication, including additional handouts, reference guides, or any part thereof, may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without the prior written permission of iSpeak™. Disclaimer While iSpeak™ makes a sincere effort to ensure the accuracy and quality of the materials described herein, all material is provided without warranty, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. iSpeak disclaims all liability for any direct, indirect, incidental or consequential, special or exemplary damages resulting from the use of this product or the products described in this workbook. Trademark Notices iSpeakTM, ispeak.com, Corporate Ovations, Message Builder, Visual Storytelling, Spontaneous Presentations, Sales Discovery, Sales Influence, Leader Presence and the iSpeak logo are registered trademarks of iSpeakTM. All other product names and services identified throughout this book are trademarks of their respective companies. No such use is intended to convey endorsement. Thank You Thank you for your purchase. We are committed to delivering a successful training program in a productive, efficient, and positive manner. Enjoy the workshop. Order iSpeak Workbooks To order copies of the Corporate Ovations Book, visit Amazon.com, or contact the iSpeak offices at 512.671.6711 or [email protected] for bulk orders.

ii iSpeak, Inc. 2018© www.iSpeak.com

Table of ContentsSpontaneous Presentations Virtual Workshop

Thinking on Your Feet..................................................................................... 2

Thinking on Your Feet Presentation ............................................................... 3

Leader Presence ............................................................................................ 4

Structure Your Response ................................................................................ 5

Organize the Key Points ................................................................................. 6

Team Meeting Presentation ............................................................................ 7

Responding to Questions ................................................................................ 8

Defusing Difficult Questions .......................................................................... 10

Spontaneous Presentations Virtual Workshop Summary ............................. 12

Implement to Improve .......................................................................................... 13

iSpeak After the Class .................................................................................. 14

Recommended Reading List ......................................................................... 15

iSpeak Webinars and Workshops ................................................................. 16

iSpeak, Inc. 2018© 1

Virtual Workshop

“Improvisation is too good to leave to chance.” – Paul Simon

he ability to present well is vital to achieving advancement for yourself and for your ideas. You can enlighten your audience about a particular subject or move them to take a particular action. Few skills in life will contribute to your success as much as being able to stand and speak in public! This applies to both spontaneous presentations, or “thinking on your feet”, as well as

planned presentations.

Usually, when you are called to make a presentation, you would follow a predictable process: You would prepare your presentation by identifying your purpose and audience, develop the body of the message, write a powerful opening and a strong close, storyboard your slides, create the PowerPoint slides, and after rehearsing a few times, you would present the message.

A spontaneous presentation involves developing a message - in a compressed timeframe.

T

S P O N T A N E O U S P R E S E N T A T I O N S V I R T U A L W O R K S H O P

2 iSpeak, Inc. 2018© www.iSpeak.com

Thinking on Your Feet “You can't improvise if you are tense. Or thinking too much. You have to really let it go.” - Joy Bryant, American Actress

We have all seen spontaneous conversations and presentations that were ineffective or poorly delivered. What makes thinking on your feet so difficult? How would you describe the impact of a poorly delivered presentation? How would you describe the impact of a well delivered presentation? What makes communication great? It could be the words, vocals, or body language.

Exercise: Effective Communication

In the space below, list the characteristics and attributes of a person who effectively communicates when spontaneously speaking. How would you describe that person?

Exercise: Ineffective Communication

In the space below, list the characteristics and attributes of a person who ineffectively communicates when spontaneously speaking. How would you describe that person?



Thinking on Your Feet Presentation “No matter how many plans you make or how much in control you are, life is always winging it.” - Carroll Bryant

You will be taking part in a number of practical exercises throughout this workshop. You will have the opportunity to progressively build your speaking confidence and competence during the class as you deliver multiple presentations.

Your first presentation will be a brief introduction of yourself, your role, and you will address one of the situations provided by your instructor. Potential topics include: an update on a current project, an overview of your department, your goals for next quarter, or share your accomplishments from the previous year.

This first spontaneous presentation will allow you to receive feedback on your current delivery skills. At the end of your brief introduction, the facilitator will ask the audience to provide positive feedback on what worked well in your presentation. The instructor will share feedback for you on what he/she saw as your personal strengths and on what you can change to make your presentation more effective in the future.

Exercise: Presentation Evaluation

After you deliver your spontaneous presentation, it is important to recognize both your strengths and areas to improve through self-evaluation. After your presentation, take a moment to analyze your strengths and what you will do differently in your next presentation.

What do you feel were your strengths?

What would you do differently for your next presentation?



Leader Presence “Leadership presence isn’t about personal power, but about empowering others.” - Ken Blanchard, coauthor of The One Minute Manager

What is executive presence or leader presence? You might think of someone who commands a room, someone inspiring, someone authentic, someone who is decisive or maybe someone with charisma. In the space below, write characteristics that define each of the three ingredients of leader presence.

http://www.ted.com/talks/amy_cuddy_your_body_language_shapes_who_you_are



Structure Your Response “Don’t tell people everything you know. Tell them what they need to know.” - Jerry Weissman

It is important your response is well organized so the audience can follow the progression of your ideas. You want to present the facts, backup information, arguments and other necessary information that will ultimately bring the audience to the intended goal of your message.

The biggest mistake we see from presenters is the speaker’s perceived need to provide all the details about the topic. The assumption seems to be that if you

provide a little bit of everything, there will be something for everyone.

Bumper Sticker Distilling the essence of your message as you prepare to respond can help you create a theme that will resonate with your audience. Using the concept of a bumper sticker, you can distill the essence of your message by summarizing it in only a few short words. The discipline of using the bumper sticker idea will help make the theme or main ideas stand out more boldly. Document your bumper slider below:

The Rule of Three This “rule” is based on the fact that people tend to remember three things (more than three and retention suffers). By focusing your message on only a few significant points (it’s okay to have less than three), you will help guide your audience to remember and retain the main purpose of your presentation. Aristotle introduced this concept in 350 B.C. when he referred to “three forms of proof” in Rhetoric.

Put yourself in the shoes of the audience and think about a speaker you have seen who delivered information in a well-structured, easy-to-follow format. How did the structure of the content in the delivery affect your perception of the speaker? A presentation (spontaneous or planned) need to be well organized so that the audience can follow the progression of your ideas. A well-structured message will be much more effective, making it memorable and thought-provoking.



Organize the Key Points “Organizing is what you do before you do something, so that when you do it, it is not all mixed up.” – A.A. Milne

An effective presentation guides your audience through a sequence that makes it easy to comprehend the key points of presentation. Organize the key points so your audience can clearly follow your message.

The genesis project rolls out next quarter…

We are doing this because…

Here’s how we plan to implement the project…

https://youtu.be/a3X4aXIo44I

What-Why-How Response Russ Peterson Jr. uses the What-Why-How structure to respond to a question about why a corporate customer should choose iSpeak for professional development.

Exercise: Presentation Structure

If asked about a current project, how would you respond using the What-Why-How structure?

What

Why

How



Team Meeting Presentation “I have a theory about the human mind. A brain is a lot like a computer. It will only take so many facts, and then it will go on overload and blow up.” - Erma Bombeck

Exercise: Team Meeting Conference Call

Provide a structured response to one of the following situations, where you are attending a department meeting via Skype for Business with 15 participants.

Tell us about your department and your role

Provide an update on a current project

Tell us about your plans for next quarter

Review a meeting or a class you recently attended

Exercise: Conference Call Evaluation

At the conclusion of your spontaneous presentation, provide feedback by answering these questions.

What new techniques did you incorporate?

How did this spontaneous presentation compare to your previous presentation?

What will you do differently in your next presentation?



Responding to Questions “I wish I had an answer to that because I’m tired of answering that question.” – Yogi Berra

Prepare If you plan to answer questions during your presentation, you need to prepare for the types of questions your participants may have. You cannot prepare for every question, but you can anticipate most of the questions that might arise. It would also be beneficial to have someone observe your presentation and express the questions they might ask if seated in the audience. It is best to practice answering these questions out loud so you’ll be able to answer them with ease. You can uncover your audience’s likely arguments by asking yourself which parts of the idea you would question yourself, reviewing the ideas with another manager, or meeting with an audience member before a presentation to see what they might object to. Consider these questions:

• What would be the hardest-to-answer question or doubt that might be asked?

• Is there anything about your logic or process that is questionable?

• Would anyone have issues with you or your team?

• Are there specific people in the room who will have individual concerns?

Once you’ve identified the most likely questions, write out your responses. Answer the doubt the best you can and note all the benefits of going forward in the way you’ve proposed. Talk about what could be gained and what losses might be avoided if the group cooperates.

Types of Questions Questions can be broadly classified as open ended or closed ended questions. Socrates is well known for contributing knowledge in the aspect of questioning. There are four types of Socratic questions:

_________________________________________________

_________________________________________________

_________________________________________________

_________________________________________________



Exercise: Preparing for Questions

What questions might be asked by audience members during your next presentation or meeting?

Question Response Process Utilizing a three-step process for responding to questions can help the presenter maintain control and credibility as a speaker.

1) Acknowledge When a question is asked, the speaker should acknowledge the question from the audience member. The speaker can say, “Thank you for the question.” Avoid saying, “great question” every time because it appears as if you are grading the questions from the audience.

2) Repeat In a larger audience, repeating the question for the benefit of all who could not hear is appropriate. In smaller groups and one-on-one situations, the speaker can repeat just to clarify the understanding of the question.

3) Respond Finally, provide your response to the question. Look first at the person who asked the question, then step back and answer the question by making eye contact with all of the audience as you finish the response to the question.

https://youtu.be/f7-w6wmrYaE

Handling Questions Bill Kreiger teaches when and how to take questions from your audience. He also explains how to handle the questions for which you have no answer.

When You Don’t Know the Answer Always tell the truth. You never want to attempt to answer a question that you don’t know. It is okay to tell a participant, “Thank you for that question. I don’t have that information. I can certainly research it and get back to you.”



Defusing Difficult Questions “Whenever you’re in conflict with someone, there is one factor that can make the difference between damaging your relationship and deepening it. That factor is attitude.” - William James

Responsive acknowledgement is used when an audience member asks you a difficult question or brings a complaint to your attention. Our tendency is to jump right in to answer, argue, or defend the point instead of truly offering empathy. It’s challenging to discuss an issue when emotions are running high. If those emotions are not defused, people in conflict tend to be irrational and unwilling to listen openly to each other’s side. The first step of providing empathy can help defuse that anger, anxiety, or resentment so that both parties can focus on the topic at hand or the task of managing the situation.

The Formula

1. Empathize (use the words ‘understand’ and ‘because’)

2. Transition (use ‘and’ or ‘pause’)

3. Respond with a question or the explanation

Empathize

• “I understand where you are coming from BECAUSE….”

• “I appreciate your point of view BECAUSE…”

• “I can see why you think that BECAUSE…”

• “I don’t blame you BECAUSE …”

• “I hear what you’re saying BECAUSE…”

Transition

• “… AND …”

• “… (PAUSE) …”

Respond

• Ask questions to further understand the situation:

- “Let me ask you a few questions to understand the situation better.”

• Explain the big picture and the reason why the situation is the way it is.

- “Let me show you why that is happening…”

- “Let me explain why we made that decision…”

- “Let me give you the details on the process…”



Exercise: Handling Aggressive Questions

In the space below, write two objections, complaints or tough questions you might receive from an audience member during a meeting or presentation.

Question #1

Question #2

Empathize

BECAUSE

“AND” or <PAUSE>

Response Statement or Response Questions



Spontaneous Presentations Virtual Workshop Summary “There are no mistakes, only opportunities.” – Tina Fey

The ability to speak extemporaneously can influence how people think and can influence the decisions they make. These short presentations provide an opportunity to communicate information with impact to audience members. If you are able to master this skill, you can deliver a powerful and professional message in one-on-one conversations, team meetings, and over the phone.

In this virtual workshop we learned the following: It is important your response is well organized so the audience can follow the progression of

your ideas. An effective message guides your audience through a sequence making it easy to comprehend the key points of presentation.

Distilling the essence of your message as you prepare to respond can help you create a theme that will resonate with your audience. Using the concept of a bumper sticker, you can distill the essence of your message by summarizing it in only a few short words.

This “rule” is based on the fact that people tend to remember three things (more than three and retention suffers). By focusing your message on only a few significant points (it’s okay to have less than three), you will help guide your audience to remember and retain the main purpose of your message.

Speech fillers, words such as “um” and “ah”, interrupt the message and confuse the listener by creating run-on sentences and garbled messages.

Proper use of pronunciation, articulation and the expression of sounds are keys to an audience’s understanding of your message. When audience members have a hard time hearing or difficulty understanding, they will disengage from the speaker.

Your body language is an important communication factor when speaking to an audience. Use your stance, posture, facial expressions, hand gestures and other movements to align with your words and enhance the overall interpretation of your message.

The ability to effectively facilitate a question-and-answer session will enhance your audience’s understanding of your topic and make the information relevant to them individually.

Utilizing a three-step process for responding to questions can help the presenter maintain control and credibility as a speaker.

1. Acknowledge the question from the audience member

2. Repeat the question for the benefit of all audience members

3. Answer the question by making eye contact with all of the audience.


Implement to Improve “Knowing is not enough; we must apply. Willing is not enough; we must do.” - Johann Goethe

n business, to be a successful, you must have a plan. This iSpeak course has provided you with the information and the inspiration to improve yourself towards personal success. The final two steps are up to you. You must implement what you have learned and that will lead to improvement.

While the implementation phase can be the most trying, it is also the most significant. Without implementing the new knowledge and skills that you have gained, improvement will be impossible. To assist you in the transition from classroom to real world experience, iSpeak offers this section to record how you will implement what you have learned in this course.

Implement

I

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iSpeak After the Class “We shall neither fail nor falter; we shall not weaken or tire... give us the tools and we will finish the job.” - Winston Churchill

iSpeak University At iSpeak University we are always adding videos, downloads and tools for you! iSpeak developers continually enhance our curriculum with modern tools and job aids. As the tools and videos are created, they are added to the iSpeak University site. If you want a refresher on any of the iSpeak content, you will find it available at iSpeak University!

http://www.ispeak.com/ispeak-university

iSpeak on Facebook When you “like” us on Facebook, we will keep you posted on free training tools and instructional videos with posts to our wall.

http://www.facebook.com/iSpeakInc

iSpeak on Twitter Twitter is our tool for communicating relevant and timely information to you for aiding in your own professional development. Read motivational quotes, links to leadership blog posts, links to instructional videos, and announcements of upcoming events.

http://twitter.com/iSpeakinc

iSpeak Instructor Blog Our content experts not only deliver in the classroom, they also document their research and insights on our iSpeak Blog. Be a part of the conversation and post your comments and replies to our instructors!

http://www.ispeak.com/news.asp

iSpeak YouTube Channel Informative videos (and some just for fun!) of our instructors are placed on our YouTube channel. You can view a sample of some of our instructors to get a feel for the energy they bring to the classroom. Each of our instructors has a unique style they love to share with the students.

http://www.youtube.com/ispeakdotcom



Recommended Reading List “What we become depends on what we read after all of the professors have finished with us. The greatest university of all is a collection of books.” – Thomas Carlyle

You’ve got to be Believed to be Heard, Bert Decker, St. Martin’s Press, 1992

Presentation Zen: Simple Ideas on Presentation Design and Delivery, Garr Reynolds, New-Riders, 2008

Secrets of Successful Speakers: How you can Motivate, Captivate & Persuade, Lilly Walters, McGraw-Hill, 1993

Corporate Ovations: Your Roadmap To More Effective Presentations, Russ Peterson Jr. and Kevin Karschnik, Discovery Tree Press, 2013

Speaking Secrets of the Masters, Speakers Roundtable, Executive Books/Life Management, 1995

The Articulate Executive, Granville Toogood, McGraw-Hill, 1996

Success Secrets of the Motivational Superstars, Michael Jeffreys, Prima, 1996

Everyone Communicates, Few Connect, John C. Maxwell, Thomas Nelson, 2010

Made to Stick: Why Some Ideas Survive and Others Die, Chip Heath and Dan Heath, Random House, 2007

Communicating for a Change: 7 Keys to Irresistible Communication, Andy Stanley and Lane Jones Multnomah, 2006

The iSpeak Presentation Planner

Presentation Purpose

Audience Analysis

Opening and Close

Developing Key Points

Delivery Techniques

QR code link to the Presentation Planner PDF file

www.iSpeak.com/wp-content/uploads/Corporate-

Ovations-Presentation-Planner-20140825.pdf



iSpeak Webinars and Workshops “The instructor’s depth of knowledge and experience went far beyond what this course was about, which added a richness of experience and many more tips and advice that flowed easily and was extremely useful. I like that it was easy to mix levels of experience and everyone learns!” - Mark Bakke, Dell

Presentation skills for today’s business professionals need to be customized to the individuals and their role. Our webinars and workshops are designed and delivered for maximum impact and behavioral change. iSpeak provides communication and presentation skills training for business professionals. Whether you are an executive casting a vision for your department, an engineer communicating a project update for your team, or a sales professional communicating to potential customers, iSpeak can help you prepare, develop and deliver that message.

1-Hour Webinars Professional Presence Learn to communicate and present more effectively with your words, voice, and body language.

Visual Aids Create simple and effective visual aids, learn storyboarding, and apply proven design elements.

Corporate Storytelling Apply storytelling to business presentations, learn the elements of a story, and how to deliver a story.

Presentation Preparation Learn a process to prepare for your next presentation or conversation and how to open with power.

Presentation Structure Avoid the lull in presentations, organize your message, support your points, and close with confidence.

Spontaneous Presentations Learn how to think on your feet, how respond to questions, and how to defuse assertive questions. 8-Hour Workshops

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