Leadership, Communication, Presentation & Sales Development Blog

Great Presentations are a Conversation

Picture yourself attending a staff meeting. How happy are you when the host of the meeting drones on about the numbers or the specifications of a product. Most of us hate lectures. 

What we do like and appreciate is a great conversation. So how do you as a speaker turn something that seems like a formal presentation into a more relaxed conversation?

First, it can't be one way…

You need to plan for interaction with frequent check-ins with your audience. For example, you might say to your listeners, "Does that make sense? Do any of you agree?".

Instead of making a rhetorical statement where people simply nod or smile, ask open ended questions. "Charlie, I know you have had issues in past. Can you share what happened? Does anyone else have a comment?"

Then, listen and build off of what is said. "Yes, that makes perfect sense. We definitely have to go to another supplier or we will be in a bind." Think ahead of the questions you might ask that would spark discussion.

Secondly, speak the language of your listeners...

Keep your focus on who is attending. Do what it takes to make everyone understand. Don't think that big words make you sound smarter. The simpler you speak, the more you insure that people will get your message.

Kathy Sierra of the ‘Head First Series’ says the simple approach actually allows you to go deeper with technical information than if you had used formal language. Acronyms or technical jargon may confuse people and prevent them from staying on point.

Recently during a meeting the executive presenter talked about his strategic ‘Glidepath’. The looks on people's faces demonstrated the speaker might as well have spoken a foreign language.

Additionally, if some attendees are people from other cultures, expressions commonly used in your culture may not be understood.

Thirdly, sneak in a story…

People love stories as long as they can follow the point and it's interesting. You might even include a video within your story.

Get in and out of your story. A long story makes people forget the importance of your original idea or recommendation.

Show some enthusiasm. Someone once said good conversations are filled with verve and fire. Don't hold back and worry about being "over the top". Very few people are ever perceived as "out of control." If you don't sound interested or passionate, why should anybody else!

Emphasise key words or phrases. Add some exaggerated pauses and strong gestures if you really want someone to get it.

Always be talking with someone…

People who talk to their slides or notes definitely do not look like they are having a conversation.

Talk to one person at a time and give each listener a piece of information. Notice their reaction before you continue. Are they nodding, smiling or frowning? Scanning the room will make listeners feel you are talking at them, but not to them.

When you present conversationally the brains of your listeners think they are in conversation and so they have to hold up their end of the conversation by paying attention.

Audiences appreciate speakers who are relaxed and natural, who give the impression they are talking to friends, versus "Presenting".

Remember, great presentations are conversations others can continue.

All the best with your presentations!

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5 Content Tips For Your Presentations That Drive Audience Action

Convincing people to act on your ideas is an art. 

If you are one of the people who approach preparing presentations by opening PowerPoint on your computer, the following advice is just for you.

What follows are five content tips that will help you to create high impact presentations. On the surface, they may seem too simplistic. The reality is that most people overlook these pointers and end up with content that is confusing or uninspiring.


1. Invest time to know your audience

Don't make the mistake of assuming they are just like you. People have different learning styles and clear preferences for the way information is presented to them. Begin by creating a list of all the people who will be attending your presentation.


If possible, understand the personalities that you will be addressing. Know how they think. For example, are they more oriented to the big picture, processes, details or relationships? Learn ahead what they care about, what they might find objectionable or why they might resist your topic.


2. Grab attention with a focused opening


You have less than two minutes to gain and hold the attention of your audience. 

If you waste time or begin without clarity of what you want listeners to think or do differently, you will lose your audience. They will begin to respond to email, even though supposedly listening to you. 

A study by the Institute of Psychiatry in London found that participants who were interrupted with emails performed worse on IQ tests than those who were under the influence of marijuana. Just imagine how receptive your audience will be if they are responding to email.

Listeners only care about themselves and what you can do for them. Your opening statement should cover three things: what you know to be a problem or issue, what you want them to do or think after your presentation and why it will be a benefit for them to act on your recommendation. 

Hiding your "ask" to the end is a mistake. People listen better if you tell them up front these three key things. Your opening statement should be compelling and delivered in less than two minutes. Short sentences with strong verbs and adjectives will grab attention quickly.


3. Present a simple, well supported argument

An audience has a limited processing capacity. Less is more! 

Researchers tell us that the most people can remember at a sitting are five key points. However, three really maximizes retention.

While there may be a lot to say, consider your audience and what is critical for them at this particular moment. Discussing information they don't care about is a waste of your time and theirs. Remember people are besieged by information. Additionally, today's audiences are much more skeptical because they are used to people "spinning" a good tale. 

Be sure to support your data with metrics or analyses and explain where your information comes from. If your information solves a problem, your listeners will pay attention. If not, they won't! In fact, Henry Boettinger in his book, Moving Mountains, says the only reason for the existence of a presentation is that it be an answer to a problem. Lastly, make sure one point logically leads to the next. Strategically, organize your content.


4. Go for the heart

When people hold strong opposing attitudes, they "dig their heels in" and hold on to their old way of thinking. 

To overcome resistance, move them emotionally. Advertisers tell us that logic plays only a small role in changing attitudes. People are swayed by stories, examples and brief anecdotes because they can picture, and even feel, what you have said. Nobody remembers a bullet point list, but they will remember your story.

The likelihood of listeners being persuaded improves dramatically when there is a high emotional component.


5. Conclude on a strong note

It is easy to overlook the importance of a strong conclusion, especially if running out of time.

Many presenters end on a limp note, by saying, "Thanks for your time" or by quickly showing the remaining slides in their deck. Your conclusion is the last thing people will remember. It is important for you to reinforce your point of view, the action you want people to take going forward and the benefits they will derive.

Successful presenters are artists, masters of design. They do not skip steps. They carefully address each of the areas covered in this newsletter. Save this newsletter to your desktop as a checklist.


All the best with your presentations!



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Ensure Your Presentations Stick by Keeping Them Simple

We speak to be understood, yet as Robert Greenleaf once said, "Many attempts to communicate are nullified by saying too much".

When asked about information overload in the House of Congress, Representative John Brockmann responded "Most houseplants in the U.S. are killed by over-watering".

Business Professionals today attend meeting after meeting where they are barraged with information. At the end of their week, they may remember only a small portion of the information they were told. Experts agree that if you want your message to be understood, as well as remembered, it is important to make it simple.

In fact, simplicity is the most powerful tool a communicator has.

As communicators and presenters, we know a lot about our topics, and our tendency is to want to share everything we have learned. Our assumption is that people will have the same fascination as we do. Dan and Chip Heath in their book, ‘Made to Stick’ call our problem of "over-talking" the curse of the information era.

Too much information overwhelms listeners. Instead of persuading, it creates confusion and often delays decisions. Ideally, a speaker should think in terms of sharing three key points with an audience.

Dan and Chip Heath suggest that a presenter should focus on the core message and only around that. Pick the key points that will change the hearts and minds of the particular audience. Unnecessary information albeit interesting to the presenter is not necessarily interesting to the audience.

Thus, to make your viewpoint stick, the audience needs to see that it connects to their world on a granular level. For each point that you include, ask yourself "What would this mean to them?" If the answer is "nothing," it's a good indication that you should disregard the point.

When you think about expressing your points, remember that we convey ideas through nouns and verbs. Starkly naked points can be riveting. Adjectives and adverbs often add clutter. Demystify your ideas by stating them clearly and simply. Do not bury your points in long sentences or over-connect your ideas with clauses.

As presenters, we are actually rehearsing our audience to spread the "good news".

With a limited number of key points, listeners have a better chance of remembering what we have said, and they can accurately share that information with others who have decision-making power or with those who missed the presentation. They leave energized versus frustrated or bored.


All the very best with your next presentation

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Tell Stories When Presenting To Connect With Your Audience

Many audiences begrudgingly attend meetings with presenters.

Audiences look upon many presenters as an interruption. The last thing a busy audience wants is more information. Often the presenter can be unprepared, distracted and pre-occupied. Anything but focused on the audience and audience needs.

Afterwards, the audience quickly forgets the presenter’s message as they move to another meeting. The presenter’s responsibility is to pull distracted audiences into the world of the presenter; otherwise, the presentation is for naught. A golden opportunity may be lost forever.

A great way to engage multi-tasking audiences is with a good story. People love stories. Since Biblical days, it is the way humans have learnt best and retained information.

By telling a story, your value proposition comes alive. If you aren't already incorporating stories into your conversations, you need to get on the bandwagon.

The mistake that many presenters make is to think audiences want only the facts, the data. Presenters assume they might waste time and annoy them by telling a story. While audiences do need the facts, the data becomes relevant or makes sense through a relevant story.

Consider for a moment how many business meetings most professionals attend in a day or a week. Often audiences get confused when so many companies seem to offer and promise the same thing. The one that wins the business is not necessarily the one with the best solution. It's the one that connects with the audience. A story can do just that.

Many presenters feel they are already using stories when they cite a case study or an example. While these do add color, the human or emotional element is missing. Remember, data is sterile, while stories paint a picture.

Stories have to be short i.e. 2 minutes or less, and the link between your story and what your audience cares about has to be obvious. Your story has to be rich enough to keep your audience engaged from start to finish.

A good story needs a main character, someone with whom your audience can identify. For audiences to visualize, your story also needs a setting and some action. The action begins with an inciting incident and intensifies with additional difficult challenges your hero or main character must overcome. Finally, your story needs a strong ending or resolution.

If your story is engaging, your audience will connect on more than an intellectual level. Pay attention to the fact that there are three levels of connection. The first is to think, the second to feel and the third to remember.

This third level is where you should aim. It is reached when you tie your story to your audience’s business issue. It enables your audience to repeat your value proposition to others after you walk out the door.

As you prepare for your next presentation, invest time ahead thinking of one or two stories to make your topic come alive and to create a memory hook for your audience to share your idea or solution to others.

Remember, any event in your life can make for a good story!

All the best with your future presentations!

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Speak Up!

Soft voices are the bane of many people.

Soft speakers may think this is not such a big issue. However, for listeners, a voice that is not clearly heard is maddening. It causes people to interrupt or to tune out, especially if they are on a long conference call or the soft speaker is delivering a long presentation.

One of our clients said, "When I cannot easily hear a presenter, I ask the person to speak up one time. If nothing changes, I begin to respond to email. I am not going to aggravate myself or waste my time".

Most people with soft voices feel it is just something they are born with, and there is nothing they can do about it. In fact, to them, their voice sounds plenty loud enough since it is bouncing off the gray matter in the skull. There are some solutions.

Typically, a soft voice is a badly produced voice. Breathing is often shallow and irregular. The person pauses for air, only when they run out. The solution is to breathe from the diaphragm. Practice taking in a breath while counting to five, holding that breath for a count of three and slowly exhaling for a count of five. Repeat five times.

Lie flat on the floor or speak in front of a mirror while your hands are above your head. The only way you can breathe from these positions is from the diaphragm. Now try raising the volume of your voice. Speak on your exhaled breath. Imagine that you are talking to people who are hard of hearing. Undoubtedly, you will have all the air you need to produce a louder voice.

Until you master diaphragmatic breathing, speak in short sentences. Often a person whose voice gets softer and softer speaks in very long sentences or they connect one sentence to another with "and, but or so." Let each sentence come to a definite end. Then, pause and refuel.

Picture your voice on a continuum from 1-10. Most soft talkers speak with the volume maximizing at 3-4. If you are speaking at a round table meeting, your volume needs to be raised to an 8-9, particularly if there are others sitting around the table or remote listeners.

To monitor the volume of your voice, record your voice regularly. Most mobile phones have the capacity to record. Set your phone on your desk and stand up. Review and see if you can comfortably hear it. Next, move the phone further and further away and continue to raise your voice.

Use a headset when possible and move the mouth piece closer to your lips. Announce to others that you are working on increasing volume. Give people on the phone permission to interrupt if they are not hearing you well. After any phone conversation, ask for feedback on your volume from someone who will be honest.

Soft speakers are not born that way. The environment a soft spoken person was raised in might not have tolerated volume etc. A soft spoken person may have learned to dial down their voice over time.

It is important to remember in a business environment, a stronger voice is taken more seriously. Make sure no one has to say, "I can't hear you." 

Ensure or learn to "Speak up!" 


All the best with your business communications.

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Your Voice Inflection Matters in Business!

A voice with inflection is captivating and motivating.

Your voice can command attention and makes people want to hear you more. A voice without inflection is flat and monotone.

An uninteresting voice bores, annoys and confuses those having to endure it. As you consider how you might ‘raise the bar’ when communicating, record your voice and review it as if you were a listener. Is it a voice your audiences would like to hear? If not, make a conscious decision to bring more inflection into your voice. Consider the following suggestions.


1.  Sing in the shower

As ridiculous as this might read, singing takes the voice from high to low. It helps to expand your range. Remember, it is a flat voice that audiences find unappealing.


2.  Read out loud from business journals or your company's marketing pieces

Make sure you are saying all the syllables, especially the beginning and final consonants. Use your mobile phone to record your voice. If you are skipping over syllables, practice enunciating all syllables in those particular words. Redo until you hear a noticeable difference.


3.  Practice stressing particular words in a sentence

For example, "I can imagine how annoying that must be" or "Let's see what I can do to fix that for you." In any one sentence, there should be two or three words emphasized.


4.  Assess the length of your sentences

People with a monotone voice often speak in long sentences. Their voices frequently trail off as they conclude because they are out of air. Often, listeners ask such a speaker to repeat.


5.  Read stories to children or poetry out loud

The words of a story or poem will demand energy and vocal variety. Again, use your mobile phone to record your voice. Review what you hear.


6.  Use your own internal voice mail system to monitor your voice

Before you leave voice messages for colleagues or customers, review them. Redo the message until your voice sounds interesting and sincere.


7. Assess the speed of your voice

If you speak quickly, it is easy for your voice to sound flat.


8.  Listen to newscasters

Notice how much they pause, how slowly they speak and how much they open their mouths. Assess whether you are doing the same.


9.  Stand in front of a mirror and pay attention to how much you are opening your mouth and moving your lips

A tight jaw causes a nasal voice. Practice talking with a wide open mouth.


10.  Keep a mirror on your desktop at work

As you speak to clients etc. by phone, look in the mirror. Pay attention to whether your face seems tense and how much you are moving your lips.



Your voice is the best tool you have for convincing people you can solve their problem and you value their business.


If your voice has inflection, you will be perceived as warm and friendly. You will make a positive impression and distinguish yourself from other business professionals!

 
All the best with your ongoing communications.

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Ensure You Connect With Your Audience when You Present

How you relate to others matters greatly when delivering a face-to-face presentation.

A key that creates immediate connection with any executive, manager or peer is strong eye contact. Sustained eye contact should begin the minute you walk in the door. With solid eye contact, you instantly appear transparent and confident. You project sincerity and demonstrate respect.

Remember that being nervous can cause your eyes to shift and dart. There is a big difference between glancing at someone and really connecting with them. Not only will poor eye contact make you appear unsure, but it may also result in you and your message being dismissed.

When you feel you are not on an equal playing field with others in the room, strong eye contact can narrow the gap. It can also help you to read other people's reactions. If their non-verbal messages are positive, it will help you to relax. If the feedback indicates resistance, you can adjust your explanation accordingly.

The beauty of giving strong eye contact is most people will likely return it, almost as if there is an obligation. Consequently, you will keep even the most easily distracted attendee engaged and focused on critical points. Sustained eye contact typically triggers:

    -  Listening
    -  Acknowledgment
    -  Understanding
    -  Trust

It is a critical skill for effectively communicating and building credibility. Never underestimate its importance.

Another way to intensify the relationship with others in a meeting situation is to allow your spontaneous sense of humor and informality to surface during the conversation. However, many people do not do so because they think this is too risky and inappropriate on the job.

When you leave your sense of humor at the door, you are missing a powerful tool for achieving your communication goals. Humor creates rapport and makes even the most senior executive more receptive to you and your message. A dash of humor can also help resolve difficult situations or defuse tension.

A lot of people think you have to be a comedian and tell jokes to convey a sense of humor, but that is not true. In fact, you should never try to be a joke teller. Rather, identify the types of things that make you laugh. For example, if you recently came across a funny quote, you might weave that into your conversation. If you notice someone appears confused, a humorous analogy or example may help clarify your point and alleviate frustration.

Often times, real life is funnier than fiction anyway. An amusing story related to your topic rejuvenates interest when attention is lagging. If you poke fun at yourself, you convey that you are relaxed. The bottom line is people like to laugh. Business professionals are no different.

Connection also comes from being observant. If you know that someone in the meeting is devoted to family, a chocoholic or loyal to a cause, the observant communicator would incorporate these observations into examples or analogies.

Lastly, those that know the importance of building a relationship use others names across the audience throughout the conversation and the pronoun "we" to draw commonalities that subtly suggest you are just like them. "We're both eager to see..." or "As you and I both know...." As the conversation intensifies, these little things matter.


All the best with your ongoing business communications!

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