Tuesday, April 12, 2011
Communicate Trust When You Present
The aim of any presenter is to be trusted. Yet, time after time, audiences are not sold.
Many audiences even comment, "You know, there is something about that presenter that I just can't trust."
What you say when you present and how you say it are critical to establishing trust. Albert Mehrabian, of the University of California, Los Angeles (UCLA) identified that tone of voice and body language conveys presenters ‘real’ attitudes above the words used.
If there is any incongruence between a presenters personal delivery and their message, then audiences will automatically trust visual observations 55% of the time + tone of voice 38% of the time. The actual words presenter chooses to use make up only 7% of what any audience is gauging.
It is very important for you to be aware of what you might be doing to erode trust and avoid dangerous pitfalls.
Your Verbal Message
With regards to your actual words when you present, always assess whether your message is logical. Does Point ‘A’ lead to Point ‘B’, etc? Have you buried your ideas in too much verbiage? Do you over-talk an issue or get lost in too much detail? Would listeners feel you have supported your argument with suitable evidence? Does the action you are requesting seem appropriate based on what you have said?
A presenter who wants to be trusted must have a strong message and offer solid advice. The more complex a message, the more danger of straying off the path.
A confused audience never gives an approval.
Your Vocal Message
A voice marred with non-words, ums and ahs, is not the mark of a credible presenter. Neither is a monotone presenter.
Listeners need to hear your enthusiasm and sincerity. Your voice must have vocal variety. If it doesn't, you will erode your impact. People will wonder why they should believe in and trust you.
Your Visual Message
Many presenters believe the only thing they need to consider is their verbal message yet, body language, including eye contact, gestures, facial expressions and posture definitely affect trust levels amongst audiences.
Audiences immediately notice whether you are looking them in the eye during your presentation. If your eyes are scanning the room rather than the audience, if you are overly reading from your notes or the screen, then the subliminal message to your audience will be that you are unsure, maybe not convinced. People believe that if you are truly convinced by what you are presenting, you would look them in the eye.
An audience pays much attention to your body language including hand movements, fidgeting, position of arms, stationary or free to move etc. Therefore, to trust you, audiences need to observe you have nothing to hide, that you are open and receptive to their thinking or viewpoints when you present before them.
All audiences rely on your face to provide clues on how they should react to your verbal message. A face lacking appropriate expression is deadly - so is a face that shows fear or annoyance. A meeting, whether with the boss, an internal team or a client is not the time for a poker face. Your face should reflect the enthusiasm or concern you feel for your topic. If your facial expression does not match your words, you risk not being seen as trustworthy and credible.
Lastly, your posture plays into whether you will or won’t be trusted. Parents always say to children stand up straight or sit up straight. Parents want to instill correct posture because this concludes confidence. If there is anything about your posture that says you are not sure, you must be diligent about avoiding incorrect posture. This includes rocking or swaying.
Trust can be highly encouraged if your verbal, vocal and visual message is congruent. It is up to you to ensure that your body and voice back up your words.
Question: When you plan for and deliver a presentation, what is most challenging for you? What worries you the most?
EffectiveCommunication.com.au is interested in your response. Contact us to respond or ask any communication questions.
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Monday, April 4, 2011
Keep People Engaged During a Virtual Meeting
Virtual meetings are a perfect storm. Since attendees know they are not seen, they are often tempted to do additional things.
Unfortunately some people check email, voice mail and phone texts. Some people even leave the room if they believe time will allow!
If you are the host, multi-tasking attendees are not what you want. So how do you keep people engaged?
1. Sound Energetic
Your voice is the best way to coral your listeners. If you sound enthusiastic, sincere or eager, listeners are more apt to stay attentive. On the other hand, you invite trouble with a monotone.
A voice that is compelling has highs and lows or what is called vocal variety. Words are emphasized in each sentence so that people know what is important.
To maximize the impact of your voice, pay attention to your posture, gestures and expression. Standing up, for example, starts to get the body in motion. Adding gestures and smiling will continue to magnify the energy.
2. Begin with a Strong Opening Statement
People make instantaneous decisions. In those first few minutes, people decide whether your meeting is important, or not.
Begin by acknowledging the purpose of the meeting, why it is important, how they will benefit and what you need from them. This overview sets the stage. Choose your words carefully. Use strong nouns, verbs and adjectives. Without grabbing attention as you open, it is doubtful you will prevent people from doing other tasks.
3. Add Personal Stories, Examples, Analogies & Humor
As the host, it is your responsibility to keep people's attention from start to finish.
If you are boring or droning on about something, listeners will tune out. Make a business point stand out with a personal story.
Help non-technical audiences understand by citing examples or using analogies. Add a touch of humor and you will be someone people will enjoy versus tolerate.
4. Ask Meaningful Questions
When you are the host, it is important to consider the quality of your questions.
Remind yourself to ask at least one riveting or thought provoking question for every key point. For example, questions that might stir a lot of discussion are "What are the risks that we need to avoid?" or "How will we measure success?" Try to get interaction from everyone. If you haven't heard from a particular person, ask their opinion. "Jack, I haven't heard how you feel. Would you mind sharing your thoughts?"
5. Make Your Listeners Do Things
The more active your listeners are, the more productive they will be. Utilize the available technology tools, such as chat, annotation tools etc.
6. Applaud Ideas or Expertise
When you start calling out people for their contributions, others will notice and want the same recognition. "Mary, I know you have a lot of experience in compliance issues. Can you share how best to proceed?" "Ralph, thank you for sharing what you learned from the beta tests you did with the Project Launch for …. Those results are priceless and will shortcut our efforts."
7. Create Simple, Colorful Slides
In a virtual meeting, slides take prominence. Keep your slides simple.
Viewers should easily see the point. Slides should not make multiple points. They should advance your story. As you create your slides, make sure they are interesting and colorful. Be sure to add images, charts and graphs.
Avoid excel charts. Try to synthesize your ideas.
8. Keep to the Schedule
Begin and end on time. People go from meeting to meeting and resent when a speaker goes over-time. Allow ample time for questions.
9. Turn On Your Webcam
It will create an emotional connection with attendees and build credibility.
While not everyone has a webcam, the host should encourage those who do to turn them on. It will keep them more attentive.
If using a webcam, remember to look directly into to your camera.
10. Anticipate Problems
In a perfect world, nothing will go wrong, but the odds are in the virtual world, problems will occur.
It is a good idea to sign in as a guest with a second computer loaded with your slides at the ready. If for some reason, you are having a problem, you can move to the second computer and continue on without interruption.
11. Find an Assistant
The last thing a speaker needs to do is multi-task.
It is a lot easier if you appoint another person to handle all the technical issues, like assigning privileges or monitoring chat.
12. Have the Right Attitude
Be yourself and stay humble.
Be prepared for dissension and don't become defensive. Know where resistance will come from and how best to approach it.
We evidently live in a global society, and virtual meetings are more and more the norm. As the host, you go to a lot of trouble to prepare. Therefore, to ensure that people will stay attentive and not become distracted, be sure to utilize these suggested tips.
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Monday, March 28, 2011
Control Your Environment During Your Next Presentation
What we say during all presentations is vital, yet never forget that emphasis on the environment will be a prominent factor in determining your success.
For example, whilst critiquing political candidate presentations during the last American election, news reporters often compared the size of candidates’ audiences. Reporters implied that the size of candidates’ audiences equalled the effectiveness of the presentation.
In addition, reporters also used an enthusiasm meter to describe how much energy or excitement an audience demonstrated during a presentation.
Whether these factors in a presentation are important or not, at least we can observe that as presenters we should be concerned about our environment during all presentations.
It is always of upmost importance to plan an audience centric ‘Focused Message’ for every presentation and in addition, you must also pre-prepare or at least control your environment during all presentations.
You can control your presentation environment by considering the following ‘3’ tips:
1. Audience Seating
If the room is not full, encourage your audience to fill seats closer to the front of the room.
If you know in advance that the number of seats is more than the number of people attending, you might improve the environment by removing chairs. You can also have people stand at the beginning of your presentation and then ask them to move forward and fill the empty seats. If everyone sits toward the front, then your audience will not be distracted because the room is not full.
Having people sit together will encourage your audience to respond as a unit.
2. Lighting
Make sure the room radiates plenty of light. Many rooms have a variety of lighting configurations.
Find the switches and experiment to get the maximum lighting for your presentation.
Avoid lighting that creates shadows. If you are using PowerPoint it is not always necessary to turn off lights. At most and is very necessary, you might turn off only the lights above the screen.
You do not want to speak in a darkened room.
3. Clear The Area
Ensure the front of the room is not “busy”. Clear out any equipment or chairs that may clutter the speaking area.
Erase dry boards and remove posters or any other informational pieces that have nothing to do with your presentation.
Finally, the content of your presentation will always be more important than the surroundings, yet paying attention to the environment in which your presentation can significantly add to the effectiveness and outcome of your message!
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Thursday, March 24, 2011
Communicate Emotion - Your Fast Lane to Motivating Business Action
Can you remember a time when you attended a meeting, only to be lulled into an occasional listening mode because of one dull fact after another?
Just like you, your audience during a presentation will tune out quickly if you don't capture and hold their attention. After all, most business professionals have a lot on their minds.
Presenters who want their ideas remembered must electrify their audience by moving them emotionally throughout their presentation. It is the fast lane to motivation and action. So how do we accomplish this?
1. Verbal Images
Create enough detailed images for your audience to assemble a mental picture of what is being described. For example, if you want to change a policy or procedure, help people to see the dire consequences for not making the change or conversely, the positive responses customers will have to a new process.
Draw word pictures, but remember that the word pictures you have created must be powerful enough for your audience to see the same thing you envision in their mind's eye.
2. Strong Language
Create enough detailed images for your audience to assemble a mental picture of what is being described. For example, if you want to change a policy or procedure, help people to see the dire consequences for not making the change or conversely, the positive responses customers will have to a new process.
Draw word pictures, but remember that the word pictures you have created must be powerful enough for your audience to see the same thing you envision in their mind's eye.
3. Tell Stories Tied to Business Point
People get very involved with stories, particularly personal stories. Sharing your emergency room experience of the ER doctor's inability to access your recent x-rays, would really highlight the need for new technology. Your wild travel story or your child's soccer goal will be remembered long after the fact as long as it is tied to a business point.
Although not personal, client or customer stories or examples are also winning. They explain a lot more than just the numbers. They put a face on the client or customer and motivate people to correct issues affecting people's lives and businesses.
4. Visual Aids & Demonstration
Not to be overlooked are Visual Aids and Demonstrations. Nobody dreams about bullet point lists, but pictures speak louder than words. Easy access to the web means that all of us have the ability to insert powerful images into our presentations.
In terms of demonstrations, imagine the power of holding up a stapler to make a point about the pain associated with testing for diabetes or a large ball of rubber bands to indicate how a client's network is in dire need of an update.
Most people would say they make decisions based on facts, but the reality is emotion is proven to be a stronger and hidden motivator. Vivid images stir the soul to action.
As you plan and review your content for your next meeting or presentation, ask yourself, "Have I moved people emotionally?" “Have I created what I want them to imagine?
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Monday, March 14, 2011
Your Best Elevator Pitch
How many times have you lost an opportunity to share something important with a client or senior level executive while riding in an elevator or walking down the hall? Most of us have.
An elevator pitch can be a powerful tool towards influencing others and selling your ideas. But, only if you are clear and concise.
Here is how to do it.
Outcome
First and foremost, what do you want to happen as a result of talking to this person?
Don’t just start talking. Be very focused on the action you are recommending.
When push comes to shove, what do you want them to do? Is to approve a budget? Sign off on a proposal? If it is, say it and say it in as few words as possible. Do not beat around the bush. It will frustrate the person who doesn’t have time anyway.
3 Benefits
Next, remember that no one does anything unless they see what’s in it for them.
As clearly as you can, identify 3 benefits. Why three? Three is a powerful number. People remember things in groups of three.
Also, it is important to show that there are many benefits to your recommendation. The more personal you make these benefits to the person listening, the more convincing your argument will be. For example, if you are talking to an Information Technology Director about the benefits of a particular software package, an important benefit might be that the manager will not have work on weekends or have people calling him or her at all hours of the night.
Enthusiasm
A person who is in an elevator or walking down the hall is preoccupied with where they are going or what they will be doing next. Obviously, they are not very attentive. If you are enthusiastic in the way you talk about your recommendation, you will grab their attention.
A monotone voice that lacks enthusiasm will cause your listener to tune out. Be sure that you are pausing and stressing important words and concepts.
Don’t be phony, but don’t be afraid to show you believe in what you say.
Engage
Finally, be sure you look the person in the eye. People cannot ignore strong eye contact. It forces them to pay attention. Use the person’s name often during the course of your elevator pitch.
End by asking for a commitment from the person to meet with you at another time so that you can go into more detail.
If we have been respectful of their time and clear and concise about our ideas, most people will agree to talk to us again.
Wrap Up
If you practice these suggestions, the next time you have an opportunity to deliver your short elevator pitch, you will get your message across successfully.
All the best!
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by effectivecommunication.com.au
Monday, March 7, 2011
Your Most Effective Way to Make a Salient Point
People are moved by their heads and their hearts. Data alone won't convince people.
Knowing this, many companies have adapted a storytelling approach with their internal and external audiences. An engaging story will always help to deepen the human connection and increase the likelihood of ideas being remembered. It also distinguishes you as a presenter from others.
If your company has embraced this approach, the following ‘Storytelling Checklist’ will insure your success.
1. Does your story make a single point? Is the point obvious? You should never attempt to re-explain your point.
2. Is your story the right story for this audience? Is it relevant to the audience or business?
3. Does the story have an emotional component? Does it grab attention? A boring story interests no one and wastes time.
4. Does your story have a plot with a beginning, middle or end? Is there a clear resolution to a problem?
5. Have you made your characters interesting? Can we picture them? Can we see how they look, what they are doing, or how they feel?
6. Do you know where you will use this story in your conversation? Inserting a story should appear seamless.
7. Have your practiced your story? Tell your story to a spouse or friend and get their reactions, as well.
8. Is passion or energy apparent in your body and voice when you tell your story? A poor storyteller will ruin the best tale.
9. Can you tell your story in 2-3 minutes? If not, perhaps you are adding too many unnecessary details. Maybe you are rambling.
10. What do you want your listeners to think or feel as a result of your story?
11. What action do you want listeners to take as a result of your story?
12. What questions might your story evoke?
Becoming an expert at storytelling is by far the most effective way to make a salient point. A story builds trust and enhances the likelihood that your audience will act on your recommendation(s).
Ensure to check as many of the above questions as possible before your next presentation. The more you communicate stories during presentations, the more effective you will become.
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Tuesday, February 15, 2011
Ensure Your Presentation Audience Want To Listen To What You Have To Say
Your clients are not eager for formal presentations. Many of the thousands of business people we have worked with complain that presentations they attend are often prescriptive, dry and downright boring.
When surveyed, one of our multinational clients said, "The last thing I need in my day is another person presenting by reading their PowerPoint slides at me, which I could better read to myself. What happened to the good old fashioned conversation?"
Your clients want interaction. A sure-fire way to achieve this is to present with a good story.
Storytelling is not something new. Mankind has utilised this ability since Biblical times as a way to educate, inspire or influence change.
Former American President Ronald Reagan was a great storyteller. In fact, his aides said that if you wanted to get the President's attention about an issue, you needed to come into the Oval Office with a good story.
EffectiveCommunication.com.au strongly recommends storytelling as a way for you to connect with your clients on a deeper level.
Before telling any story, you must know the business point or commercial outcome you want to emphasise. Plus, what you want your listeners to do as a result of your story.
Is your emphasis to be prepared for an emerging market, respond more quickly to clients or embrace a new opportunity? Your listeners should clearly recognise and internally interpret the key point you are making + the commercial benefits and outcomes for them because of your story.
Any unrelated details must be eliminated. Your clients do not have the time or tolerance for a long, disjointed story. Tell your story as short, sharp and succinct as possible.
Stories that are efficient and effective have a good plot and interesting characters. As you tell your story, include enough details to arouse your listeners' interest. Be sure to tell them anecdotes that will tug on their heart strings or transport them to a different time or place. There should always be an emotional component beyond the information and data you must communicate.
As you introduce your characters, make certain they are believable. Allow them to come to life by giving them unique character traits.
How you tell your story is critical. Your voice needs to sound passionate and excited. You must take lots of pauses so listeners can savor what you have said. If your delivery is ineffective, your story will fall flat. Demonstrate appropriate and necessary conviction.
The right story delivered at the right time during your presentation will always succeed and win beyond prescriptive, dry and boring communication. Stories help to build credibility and trust.
By applying this age old, yet necessary communication ‘key’, your listeners will more likely want to listen to what you have to say.
All the best!
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