10 Tips When Presenting Globally via Virtual Conference

Communicating with any team via teleconference or web session is challenging.

When the team is spread across the globe, your task as a presenter requires real 'global smarts.' Do not overlook the importance of adapting your message and slides to the audience conferencing into your call.

Here are 10 quick tips:
.
1.  Simple is better!

Use basic language, without slang or jargon. Recently, I heard of someone who made the mistake of not reviewing their slide deck for language that a global audience might find unclear.

One slide was titled with an expression most would understand, 'Don't be a Sour Puss.' As the presenter said this to the international audience, someone commented, "That sounds awful." Not only did the slide create a distraction, but it took people off task.


2.  Create descriptive titles


All slides need titles that make the point of the slide obvious. Global listeners will depend on titles. Complicated slides will frustrate and annoy.


3.  Go visual

Add pictures or graphics to your slides. A visual representation of your idea is effective to help people grasp the point of your slide.


4.  Send a preview

When possible, send your slides to the audience a day early with a reminder of the agenda. Reviewing the overall content of your slide deck before the meeting will aid comprehension. Additionally, people with English as a second language often read English better than they speak it.


5.  Amplify your energy!

A dynamic speaker captivates the audience with an energetic and enthusiastic voice. A virtual audience can't see your body language. Remember to breathe deeply to encourage extra volume.


6.  Speak slowly

Particularly as you begin your presentation. It allows listeners to adjust to your accent and the pronunciation of your words. Make sure your thoughts come to a definite end. Do not string ideas together with 'and.' If you speak quickly, the audience will miss much of what you are saying.


7.  Sound check

Be sure to ask, "Can everyone hear me well?" When possible, use a headset to alleviate potential issues with people hearing you and to facilitate movement.


8.  Smooth transitions

Provide context for the listener when transitioning to the next point. "Slide 5 will display our results for the third quarter. I want to discuss what is in red."

Virtual participants will access slides at different rates of connectivity. Refer to the slide number to ensure everyone has the same view on display.


9.  Pause often to check in with your audience

"Now let me take a moment to ask for your thoughts on my proposal. What is the potential benefit for our team members in China?" Regular pauses allow listeners time to digest your ideas and share beneficial feedback.


10.  Ask open-ended questions

To engage the virtual audience. 'Yes or No' questions limit interaction. Do not expect your global audience to interrupt you with a question. In some cultures, it is considered rude to interrupt.



With more businesses operating in the global environment, effective virtual communication skills is key to your personal and professional success. Small adjustments in what you say and how you say it, have tremendous impact in building business relationships. Applying 'global smarts' will help teams operate face-to-face in a virtual environment!

BE LIKE THE BEST of PRESENTERS

We have all heard speakers who are exceptional - their message is clear and it is delivered in a compelling manner.

People like Steve Jobs, ex CEO of Apple Computers, Steve Ballmer CEO of Microsoft and John Chambers, CEO of Cisco Systems fall into this category. However, these gentlemen would be the first to tell you they weren't born being a gifted speaker. They practiced and practiced and received good coaching along the way.

Malcolm Gladwell, in his book, Outliers, says those who fall into the "Best Category," whether they are musicians, hockey players, surgeons or speakers, practice more than anyone else, a lot more. Gladwell says it takes 10,000 hours of practice to move into the "Elite" grouping.

While you may be thinking, you might as well give up now; stop for a moment and think about how you can practice and be coached to improve your current efficiency and effectiveness.

We all attend business meeting after meeting. In any one day, we may attend three or four meetings. Each meeting is an opportunity to share a well constructed message or idea and to deliver it fluidly. Each meeting is also an opportunity to receive coaching and formal and informal feedback.

Before an important meeting, do a practice session with your mentor, boss or team and elicit their suggestions on content and delivery and make the necessary changes. In a staff meeting where you will be a contributor, tell a colleague to give you informal feedback on something you have been practicing. "Hey Jack/Joan, I have been working at extending my eye contact to a full sentence or thought with people. When my update is over, can you pay attention to whether I am looking at people one at a time for a full sentence or thought each?"

In many organisations, communication has been identified as a key initiative. Everybody needs to work at getting better. Often a checklist is available for a boss or manager to complete on any speaker they may hear. Formal checklists typically highlight areas of strength and areas for improvement. As you improve a skill, move towards conquering another.

Outside of the work, we may belong to professional associations or clubs. These environments are also great places to practice and count toward your 10,000 hours. Over coffee, while socialising at your accounting association's monthly meeting, practice a balanced posture. At your book club, when it is your turn to review this month's selection or offer an opinion, be sure you practice having energy or infection in your voice.

With our friends and family, we can have many opportunities. You can certainly practice eye contact around the dinner table, vocal variety while reading to your toddler, or broader gestures standing in your yard talking to your next door neighbor. You can even practice on your own in front of your bathroom mirror. Many diligent souls use their cell phones to monitor volume, fading or filler words, such as "Ums and Ahs."

If you think about it and are dedicated, you can amass a thousand hours in no time at all. However, you must make the commitment. You must want to be called "Best."

Remember, people identified as strong communicators rise in an organisation. Those with mediocre or poor communication skills eventually stagnate or are asked to leave. The payoff for hard work is well worth the effort it takes to practice.


Go for this!

PAUSE when You Present

Pausing is typically the most under-utilised tool that a presenter has. 

Most people who use the phone to conduct business only concern themselves with their message. For example, they want to explain a product, fix your software or update you on month-end results. They forget that how you say it matters. 

When a voice "sounds" great, the presenter is pausing a lot. If you aren't pausing, here are the risks you take:


People will ask you to repeat 

While you may want to move forward with your explanation, the person on the other end may interrupt you constantly to say "I didn't get that. Can you say it again?" It will derail even the most confident speaker.


Articulation will be affected 
When you are not pausing enough, the lips, teeth and tongue aren't in the right position to say the words correctly. People may not understand you, particularly if English is their second language and if they can't see your facial expression. It is never a good thing if people mistakenly think you have said something other than what was intended.


Your ideas will not stand out 

Without pausing, thoughts blend together. Nothing seems important. Your great idea or solution will be overlooked, leaving you feeling defeated and perhaps, costing your company to lose money or miss an opportunity.


People will respond incorrectly 

When you ask a direct question, an individual who didn't hear all of what you said because your voice faded will respond the wrong way. If they are a subordinate, it will be embarrassing to them.


An accent won't be understood 

Some native languages, such as Spanish, are spoken at a much faster pace. However, if you have an accent, it will be difficult for others to grasp your meaning. Articulation will be affected, and words will not be said the way listeners learned them.


You will be perceived as lacking confidence 

Inevitably, filler or non-words appear when a speaker is not pausing at the end of sentences or thoughts. When there are a lot of "ums and ahs," the presenter will seem hesitant or unsure. People expect to talk to a subject matter expert. They do not want to waste their time with someone who doesn't seem to be confident.


People will be confused 

 Pausing helps people to decide the right "bucket" in which to place your information. It helps them to follow your argument. If a presenter moves too quickly from point to point, listeners will be confused. Remember, a confused mind always says "NO."


Listeners will become annoyed 
They may feel you only want to get them off the phone and be done with them. They may ask to speak to someone other than you.


Pausing is a lifeline for your listeners. It is also a lifeline for you. It will help you to be more successful. When we really want someone to get it, we speak slowly. "I am lost. PAUSE. Where is the airport?"


Help your listeners to get what you are saying by pausing often.

Your Telephone Voice Can Determine Your Business Results

A good portion of anyone business person’s day is spent on the telephone. 

Everyone desires to make a good impression, but it's the first few words out of your mouth that determine whether people will perceive you in a positive or negative manner or whether they will trust and believe you. In fact, studies confirm that your impact over the phone is established within four-seven seconds (4-7 sec) through the tone of your voice.

If you capture your listener during your first few words, it was undoubtedly because you sounded friendly, sincere, passionate or interested.

If you made a bad impression, it was probably because your voice sounded flat or lifeless. Sometimes, after making or taking call after call, your voice becomes a monotone. When listeners hear this lack of energy, they often question why they should be excited by your idea or motivated to take action.

Many people speak too quickly at the best of times. What’s worse is speaking too fast over the phone because it is very difficult for listeners to keep up, process information or take notes. It signals that you just want to get them off the phone or are in a hurry. Some may even feel that you are trying to ‘pull a fast one’ on them.

Your telephone audience can quickly read your voice. If there are noticeable filler words, such as "um"," ah," and "you know”, then listeners question the speaker's competence or knowledge on a particular topic. You generate confusion. A confused mind never says "yes."

It is not so much what you say, but how you say it that makes a difference.

To enhance the tone of your voice, you must master the power of the PAUSE. A one or two second pause at strategic places will allow you to emphasize important points and ensure that your ideas are understood. It will help listeners to hear your sincerity and excitement right from the start of your phone conversation. You will sound like you enjoy what you are doing and increase the likelihood of them wanting to talk to you.

Your tone of voice is critical. A pleasant voice makes people want to do business with you. It creates a connection. Make sure you gain your telephone listeners attention when you say, "Hello”.

Stories are Essential During Your Presentations

People are moved by their heads and their hearts. Data alone will not convince people.

Knowing this, many companies have adapted a storytelling approach when presenting, especially with prospects and clients. A relevant engaging story helps to deepen the human connection and increase the likelihood of ideas being remembered. Stories also distinguish you as a presenter.

If you would like for your presentations to ‘stand out’, the following story telling 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 story.

2.  Is your story relevant? Have you chosen the right story for the message and person or business you are speaking with?
 
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 your audience picture them? Can your audience see how the characters look, what they are doing, or how the characters feel?

6.  Do you know where you will use this story in your presentation? For example, will you deliver your story at the start of your presentation to capture the attention of your audience? Or, will you wait till the end to emphasize the ‘key point’ of your solution / offering etc? Wherever you plan to insert your story it must appear seamless.

7.  Have rehearsed your story in your head? You might practice your story by telling your spouse or business colleague.

8.  Is passion or energy apparent in your body and voice when you tell your story? A poor storyteller will ruin the best tale when not fully engaged with their own story.

9.  Tell your story in under 3 minutes? Any more time could mean unnecessary details and rambling.

10.  What do you want your listeners to think, feel or remember from your story?

11.  What action do you want listeners to take as a result of your story?

12.  What questions might your story evoke? Preparing ahead for any tough questions will prevent you from being caught off guard.


Becoming a good storyteller is a tremendous way to make a salient point. It builds trust and enhances the likelihood that your prospect or client will act on your recommendations.

If you have made a check by each of the twelve questions above, you are ready. The more you use this model, the better you will become.

All the best!

Managing ‘Loose Cannons’ In Your Audience During Presentations

Individuals who seem attacking can disarm even the most experienced presenters.

When statements start with an accusation or an acerbic tone of voice, it can be hard to keep your composure, especially if other audience members are witnessing this attack. Difficult individuals need to be contained. The wise presenter remembers the following quick tips.


Never Interrupt

When a difficult person is challenging you, he or she wants to be heard. Even if you feel that the person has misinformation, refrain from interrupting or correcting. The situation will escalate.


Demonstrate Good Listening Skills & Empathic Body Language

Maintain eye contact, nod and make empathetic statements like, "oh" or "that must be upsetting." Body language that says you are truly listening and are surprised by what you are hearing goes a long way.

It is a good idea to paraphrase what you are hearing so that the obnoxious person sees you get it. He or she will correct you if you haven't gotten all the details straight. Be sure to ask questions about anything that is confusing.


Don't Accept Attack Personally

It is probably not you. The misbehaving person might always behave in the same annoying manner. He or she may be stressed from too many changes or reorganizations or from a personal crisis. 

Perhaps, the last person from your company did not follow up or the previously purchased product really didn't solve their organization's issues. Try to separate your self from the situation and focus on the best way to respond. Take a few deep breaths or drink some water to gain composure. Do not demonstrate that you are flustered.


Be Courteous

Think before you speak. Do not argue, defend or put down. You may win the battle but lose the war. A confrontational approach makes the rest of the people at the meeting uncomfortable. It starts to get personal.

People who are loose cannons need to be treated with respect, even though they have been unprofessional. Do not make them lose face by arguing or making caustic comments. If you sense that the person is not going to be satisfied by anything you say, offer to take the situation offline so that you have time to explore all of the various problems.



Do Not Gloss Over

It is a mistake to gloss over a serious incident in the hopes that no one will notice it or confront you. If you don't take ownership, people will see you and your organization in a very negative light. If there is a known problem, it is good to acknowledge it right up front and apologize for any inconvenience if it has caused them.

Focus on what you have done as an organization to correct the problem. By doing so, you demonstrate that you are taking responsibility for a bad situation and that corrective measures are now in place so that this won't be an issue again.



Take Control of the Situation

As a presenter, it is your responsibility to maintain control of your meeting. People who are "loose cannons may constantly interrupt you or have a "but" statement for everything you say to gain control from you. If you allow this to continue, you will lose control of the room. After this occurs a second time, use the person's name and state that you need to finish your statement so that the whole of what you are saying can be understood. For example, you may state, "John, please allow me finish. The points I am trying to make may help you to better understand the situation."


You can also again suggest taking this offline so that others who do not have this as a concern are not sidetracked. Sometimes, individuals become disruptive by starting "side bar" conversations. A good way to control this to is to move in the direction of the conversation. Typically, others who are involved will sense that they are being rude and will stop. If this doesn't work, you should stop talking and ask if there is anything you have said that is confusing or needs further discussion.

 

Pay Attention to Your Presentation Style

People sometimes cause others to behave badly because of their own annoying communication style. No one likes the feeling of being talked down to or being preached at. Also, they do not like the feeling that you do not respect their point of view and that yours is the only correct fix on the situation. 

Avoid sentences or statements that begin with "you." Avoid pointing. Finally, there is a fine line between arrogance and confidence. The wise presenter knows the difference.


Use Humor When Appropriate

Having a lighter approach with a "loose cannon" can be very disarming. It can also quickly turn a potentially negative situation into something positive.



People who are disruptive are needy. They need to be affirmed and recognized, but often they act in such an inappropriate manner that it is hard to do. The more you understand the reason for their behavior, the better able you will be to detach your self and respond in a non-emotional manner.

Improve Your Presentation Influence

• Understand your ideas
• Accept them as appropriate
• Trust you as being honest and credible