Www.convergencecoaching.com ©Copyright 2000-2011 ConvergenceCoaching, LLC All rights reserved....

www.convergencecoaching.com©Copyright 2000-2011

ConvergenceCoaching, LLC All rights reserved.

Conducting Powerful Presentations

Presented byMichelle Baca

ConvergenceCoaching, LLC



Number One Fear

• Public speaking – or giving a presentation – is the number one fear in America according to the Book of Lists– Above dying

• The fear stems from: – A fear of failing (looking bad in front of peers or colleagues)

– Not seeing yourself as “expert” enough– Not wanting to be “center stage” – Fear of not knowing what to say or forgetting what you were going to say



• What is your single most significant presentation challenge? – I don’t have enough experience conducting presentations

– I don’t like to have attention focused on me – I am afraid I will make a mistake or be embarrassed– I don’t know how to make my technical topics interesting

– I don’t feel expert enough or prepared enough

Poll #1



What’s Possible When Presenting?

• You’ll meet or exceed expectations others have of you in your role

• You’ll be positioned as the “expert” – because there are topics that you know better than anyone else on your team

• You’ll take on challenging responsibilities nobody else is vying for

• You’ll learn by preparing for and producing the presentation – improving your skills



What’s Possible When Presenting?

• You’ll have a better possibility to make a difference -- even change the world – In the end, presenting really is NOT

about you– It’s about the difference your message will make for others – really!

– And if you make a difference for only one person, then you’ve done your job



Everyone Presents Something• You’re presenting all of the time to:

– Educate – Relay information – Motivate and persuade– Sell ideas, products or services



• What are you typically presenting? (Check all that apply.)– Sales/proposal/client deliverable presentations – Training sessions including seminars or web seminars– Public speaking at associations, networking organizations– Presentations at firm meetings or to your leadership team– Other

Poll #2



Developing A Compelling Presentation



Building Confidence

• Get present to the difference you’re committed to make for your audience

• Gain confidence in doing so by: – Developing and preparing a compelling presentation

– Practicing– Anticipating the unknown– Delivering positive self-talk



Four Steps to Build Your Presentation

• Pick your topic • Identify your audience • Research and develop your message• Formulate your presentation



Start With the Goal in Mind• Decide what topic you will be presenting• Then, identify what you want to accomplish in your presentation– Do you want your audience to learn something or gain understanding of something? If so, what specifically should they know more of when you’re done?

– Do you want to motivate or inspire them? If so, how do you want to make them feel?

– Do you want your audience to act? If so, what is the specific action you want them to take?



Identify Your Audience

• Determine who you will be presenting to and: – Their knowledge level related to your topic– Their interest in your topic – What stake your audience has in this subject– What they need to know about your topic– The worries or concerns they have related to the topic



Research and Data Gathering• To develop a presentation you can have confidence in, you’ll gather data, information and evidence to support your central objectives or crux issues

• Be sure to only make claims supported by data you have access to

• Search hard to find information that contradicts your position as well as information that supports it

• The amount of time this step takes will depend on your topical knowledge and the amount of information you need to convey



Developing Key Points

• Once you’ve completed your research, you’re ready to refine your central theme, objective or key message

• Then, create an outline – Tell them what you’re going to tell them– Tell them (key points go here)– Tell them what you told them

• Be sure to include benefits and WIIFM throughout your presentation



Presentation Medium

• PowerPoint is the most common business presentation medium – It’s easy to use, read and follow – Whether you use it depends on the medium

• Without a physical presence or video, it is critical in a web forum –but not necessary in small, in-person group meetings

• It can be helpful in organizing your presentation even if it’s only for your use in preparing

• Other presentation mediums include: – Just you (free form, or with note cards or and outline)– Reports – Software (especially for training purposes) – Multi-media



A Word About PowerPoint• Pay attention to the grammar and consistency of the

language used in your bullets • A rule of thumb is seven points maximum per slide • Plan to spend about 2 minutes per slide during your

presentation• Clean fonts such as Arial, Book Antiqua or Sans fonts should

be used• Use slides as a tool to support and reinforce your message,

not to serve as your speaking notes



A Word About Graphics• Graphics should support - not detract - from your

presentation • Use the internet to find suitable images

– Free images can be found at Google images but vary widely in terms of quality and still need to be properly attributed

– You can also purchase stock photos at sites like iStockphoto.com and Shutterstock.com

• Graphics are a great way to help your message stick with your audience because it creates a visual to accompany your verbal message and any text that you use



Handouts

• Identify handouts and the timing you want your audience to have them (before, during and after your presentation)– Determine if your audience needs to review anything in advance

– Provide all participants a copy of your presentation during or after your presentation

– Identify any “leave-behinds” that your audience can take with them as supporting material

• Be sure to plan in advance so you have sufficient time to print these materials



A Few Presentation Don’ts• Don’t plagiarize someone else’s work

– Even when paraphrasing – use quotes and cite sources! Include the name of the source, the author, date of publication and who published it

• Don’t forget to spell check• Don’t apologize

– For nervousness– For lack of preparation– For not being “good at” presentations



Prepare Yourself



Practice! Practice! Practice!• Don’t wing it – even when you are intimately familiar with your topic – Your fear will be reduced when you are prepared

• Conduct several dry runs to prepare for your presentation

• Begin by reading your presentation aloud, covering your key points and checking for logic flow and transitions



Several Dry-Runs

• Develop an introduction for your topic that you practice several times– This is more important than any other preparation technique – to make sure that you have something you really know during the initial “rocky start” period

– Consider whether your introduction will include humor, important “set up” or housekeeping information or simply “telling them what you’re going to telling them”



Several Dry-Runs

• When doing in-person presentations, conduct a dry run in the mirror– Talk to the mirror as if it was truly your audience – Use the words you will use in the real presentation

• Perform a second dry run in front of a live audience – Your spouse, a best friend, a colleague– Time your presentation – Ask for feedback – especially on any body language or nervous

quirks you may have– Consider recording or video taping yourself



Engage Your Audience

• Determine how you can engage your audience early on – Get them to raise their hands or give you information– Have them give you examples– Have them write down something– Use appropriate humor

• The amount of time you have and the size of your audience will determine how much you can engage them



Handling Questions

• Determine in advance if you’re going to entertain questions during your presentation or after

• If you’re taking questions during the presentation, let the audience know that you’ll address them – Reserve the right to “park” a question or take it off line if you need to manage discussion scope or time

• Always say you don’t know when that is the answer– Offer to find out and get back to the person asking



Meeting Facilitation

• Use these 6 questions to keep meetings (and all discussions) on track:– What did we decide here?– If we didn’t decide, who owns driving to a decision after the meeting?

– If we did decide something, what is the action?– Who owns the action?– By when?– When will we meet next?



Poll #3

• What are the physical manifestations of your butterflies?– Rapid heartbeat/sweaty palms– Tight stomach/feel sick – Talking too fast – Fidgeting/Pacing– Other



Managing Your Butterflies• The more you present and the more familiar you are with your topic, the less nervous you will be

– Although you will likely always have some feelings of discomfort just prior to presenting

• Notice the physical things that occur when you’re nervous and see what you can do to manage them– But don’t acknowledge them to your audience unless they create an undeniable disruption as they really do not notice them most of the time!



Managing Your Body

• Let your arms hang naturally or move as you speak if that is your style– Don’t put your hands in your pockets– Don’t fidget with things (especially change!)– Don’t pace like a tiger or stand frozen like the tin man

• Look each individual in the eye when you’re speaking – Talk to one individual for a sentence or two – Include all sides of the room – Find friendly faces but don’t get “stuck” on them– Beware of the “sprinkler head” syndrome



Drum roll, please!



The Day of the Event • Show up early!

– This allows you to ensure you’re on time and set up without rushing

• Set your clock and test your equipment– Set up your laptop, pointer mouse or other technical equipment

to make sure it works • Hand out your materials for each participant if it’s not done already

– Keep a copy for yourself– If presenting via the web, make a hard copy of the presentation

for yourself in case you lose your connection



A Word About Wardrobe• Since you’re the expert, you can’t go wrong presenting in

a suit • You may want to tailor your dress to your audience, but

be careful not to be too casual – It could come across like you don’t take your presentation (or

your audience) seriously– Business casual means something different to everyone – Always dress a level “above” what you expect your audience to

wear• Try on what you’re going to wear to make sure you’re

comfortable and that you can move easily in it – If you’re giving a larger group presentation where you may wear a

lavaliere microphone, check to be sure you have a place to clip it



Consider These “Supporting Materials”

• Glass of water• Kleenex• Pen and pad of paper• Markers for flip chart, if applicable• Clock• Remote mouse



Get Centered

• You were the one chosen for a reason to deliver the presentation you are about to deliver – you’re the one

• Take a moment to remember what you intend to accomplish with each of your attendees– And, remember that they want you to succeed

• Center yourself – Breathe deeply– Visualize the positive outcome of your presentation– Remember the difference you’re there to make– Pray or meditate if it will given you more power



Knock Their Socks Off

• Be yourself – and more importantly trust yourself • Speak half as fast as you think you should

– But manage your time – audiences HATE being kept longer than promised

• Get up on your tip toes (figuratively) for the points you are most passionate about

• Remember your end game



Conclude Powerfully

• At the end of your presentation you should specifically tell your audience what their next steps are – If it’s an educational or motivation presentation, you may give them ideas for further research or what to do first

– For sales presentations, identify how the client can engage you

• Let the audience know you’ll be available afterwards for specific questions they may want to come talk to you about



Evaluations

• Evaluations are typically used for motivational and educational presentations

• They provide an opportunity to identify what you did well and areas you can improve the next time

• Excluding sales presentations, an evaluation should be handed out to all participants to complete and turn it before they leave (or a web survey should be sent to your participants)



After Your Presentation• Thank your host when you leave

– And consider sending a personal thank you note or e-mail when you return to your office

• Keep any commitments you make during or immediately following your presentation



Questions?



Where Do You Start?

Identify the types of presentation you deliver Begin to explore the difference you’re trying to make with each

Use the suggestions to develop a compelling presentation

Practice your presentations Consider joining an organization or taking additional courses that can help you develop your skills See resources at the back of this presentation



Thank You!

• Contact us at any time!

Michelle Baca (505) 217-2094

[email protected] http://www.linkedin.com/in/michellebacaprofile

http://twitter.com/michellebaca



Resources

• Presentations: Proven Techniques for Creating Presentations That Get Results by Gary McClain, Ph.D. (Adams Media, 2007)

• Presenting to Win: The Art of Telling Your Story by Jerry Weissman (Pearson Education, Inc., 2006)

• The Complete Guide to Public Speaking by Jeff Davidson (Wiley, 2007)

• Working the Room: How to Move People to Action through• Audience-Centered Speaking by Nick Morgan (Harvard Business

School Press, 2003)



Resources

• Beyond Bullet Points: Using Microsoft® Office PowerPoint® 2007 to Create Presentations That Inform, Motivate, and Inspire by Cliff Atkinson (Microsoft Press 2007)

• Presentation Zen by Garr Reynolds (New Riders Press 2008)• The Naked Presenter: Delivering Powerful Presentations With

Or Without Slides by Garr Reynolds ( New Riders Press 2010)



Resources

• American Speakers Bureau– www.speakersbureau.com

• International Federation For Professional Speakers– www.iffps.com

• National Speakers Association – www.nsaspeakr.org

• Speakers Platform – www.speaking.com

• Toastmasters International– www.toastmasters.org

• Zig Ziglar Speaker Training– www.ziglaronline.com

Www.convergencecoaching.com ©Copyright 2000-2011 ConvergenceCoaching, LLC All rights reserved....

Documents

Transcript of Www.convergencecoaching.com ©Copyright 2000-2011 ConvergenceCoaching, LLC All rights reserved....