You’ve just been told you’ll need to do a presentation next week. You know the topic for it, who’s coming and why. The first step to writing a presentation is to sit down at a your computer and open up Powerpoint, right?
Nope. In fact, that’s probably the worst thing you could do. Why?
When you start writing a presentation in PowerPoint, you often end up with enormous slide decks and no clear compelling message. You begin with a mindset of “what all can I show them” rather than “what do they need to understand” or “why should they care?” The result is too many slides that have no connective tissue between them, no story to tell.
What’s the better approach?
Opening up Word. Create the content first; the visuals can be designed at the end. As someone once said, “You can’t decorate a cake that hasn’t been baked.”
Start thinking about the profile of the audience. Define some of their basic demographics – titles, experience level, generation, how much they already know, how do they already feel about this, and what “language” do they speak.
What do I mean by language? You can look at it two ways:
1. Do they “speak” quality, speed, efficiency, profitability, low risk, etc. If you can define what motivates them, you should develop content that promotes those features.
2. Is English their first language? If not, be very careful of words and phrases that are confusing to non-native speakers, such as “ballpark figure”, “low-hanging fruit”, “pick your brain”, “jump on the bandwagon,” and so on.
Next, decide what you’ll need them to understand by the time you’re done speaking.
Remember, good presentations boil down to “it’s not what you want to say, it’s what they need to hear.” So when you’re all finished, what will they know now, how will they feel about it now, and what will they need to do now?
Then, define the key points that will get them to your finish line. Remember, less is more. A good presentation will be memorable, and it’s a lot easier for audiences to remember (and share) 3 dynamic takeaways than the 11-point process. Make sure these key points are strong with compelling takeaways that have a natural build or clear beginning-middle-end.
As you start to flesh out the verbiage, throw in some examples, for-instances, and anecdotes to liven up the data. Remember – facts fade, data gets dumped, stories stick! Also add thoughtful transitions that connect slide to slide and section to section. Ask yourself: Am I connecting the dots for everyone?
The very last step in your development process is to design your visual aids.
Try storyboarding them first—on paper or as a skeleton deck with some rudimentary ideas or sketches. Practice restraint, always asking: What is the least number of visuals or minimum amount of data I need to make my points? Is that bullet, spreadsheet, or chart really necessary? For the slides you do use, enlarge your font size, include only high-level text, and make your data more “glanceable” than “referenceable”.
Try this approach the next time you need to develop a presentation. And remember—content should drive the Powerpoint. Powerpoint shouldn’t drive the content!
© 2019 Jill Bremer
Skilled presenters understand the importance of Q & A. If they handle it well, they’ll be able to use this time to convey their confidence and expertise, to reinforce some of the ideas they shared, even add in material they may have left out or glossed over. If a speaker stays positive and in control of their content and delivery, they’ll be able to continue to build credibility with those who agree with them, as well as win over the nonbelievers or those on the fence.
Q & A can also be a vulnerable time for speakers, as they could get tripped up, challenged, or attacked. Time spent brainstorming questions that could be asked, then preparing and practicing effective responses can help speaking pros minimize those fears. They’ve also mastered the four types of Q & A.
At the End of the Presentation
This is the typical point questions are entertained, certainly in more formal settings with larger audiences. The problem with ending with Q & A is that the longer it goes, the fewer and farther between the questions become. The back rows have already started to slip out the door and you end with a smattering of applause from the remnant that remains. And remember—there’s always a chance the questions may turn negative. What’s the last thing you want your audience to hear—your final takeaway? Or that audience member’s hostile take-down of you and your ideas? Pros are able to handle questions positively and concisely, sideline the off-topic questions, and navigate the challenging ones with tact and grace.
Before the Conclusion
This is my personal favorite. Why? If you insert your Q & A before the conclusion, a couple of nice things happen. The audience tends to regulate themselves because they know they still haven’t heard your conclusion. And you get to have the last word. You finish to thundering applause and everyone knows it’s done-done. So try, “Before I wrap-up, I have time for a few questions.” Take 3-4 of them, then move right into your final remarks and action step. Everyone will walk out of the room with your thrilling conclusion ringing in their ears.
Most internal work presentations are met with frequent interruptions from the audience, as they usually see this, not as a true presentation, but as more of a discussion. The executives in the room certainly do. So the trick here is to manage the incoming questions, remember where you were when they stopped you, then find a way to bridge back to your prepared content. Try not to let your answers last longer than the presentation itself. Be as concise as you can, then ask if that answered their question. Better to do that than to assume everyone suddenly wants an intense deep-dive into everything you know on the topic.
It’s happened to you, hasn’t it? You ask the crowd if they have questions and they all stare back at you. You literally hear crickets. What should you do? First, don’t panic and, second, give them time! What seems like deafening silence to you isn’t to them. Their brains are processing everything they heard and they’re formulating their questions if you would just give them some time. So wait, then gently ask again for their questions and, if you still don’t hear any, ask and answer the first one yourself. “You might be wondering…,” or “I’m often asked…,” or “Many people ask me…” You could also ask a question of the audience – “Of the 3 plans I’ve talked about today, which would be most cost-effective for you?”
Are you a master of all these Q & A situations? Prepare for all four types and you’ll be able to call yourself a Pro!
© Jill Bremer 2018
English has become the global language of business. Are your company’s non-native employees equipped to succeed in an English-speaking world? According to a survey conducted by IDG Research, 90% of business leaders say their departments face language challenges. However, only 5% of companies currently offer English-as-a-Second-Language services, according to SHRM’s 2017 Employee Benefits Report.
When workers are able to clearly communicate internally and externally, companies can realize exponential benefits. Work groups become more efficient and personal performances improve. Customer services strengthen as rapport is built easily and workers are better equipped to share accurate information, answer questions, and problem-solve without effort. Relationships can be nurtured when employees feel comfortable making small talk and understand cultural differences and the nuances of language and jargon.
On a personal level, employees feel supported when their organizations provide ESL assistance. According to a recent study, 44% of employees who participate in these types of programs were more engaged and 33% were able to advance within their organization. Their confidence increases as does company loyalty. Retention rates increase resulting in less turnover for organizations.
ESL classes and individual tutoring can be a professional development benefit attractive to many already in your workforce as well as other talented prospects you’d like to bring onboard. ESL offerings that include coaching in other soft skills such as presentation skills, nonverbal communication, and business etiquette can provide non-native speakers with a complete toolkit that will help you create a workforce able to compete anywhere in the world.
Looking for solution that combines ESL tutoring with Executive Presence coaching? Give us a call! Click https://theedgeexecutivecoaching.com/esl-tutoring/ for more info.
Here’s a quick quiz to test your presentation skills know-how:
- An effective transition is to read the title of each slide as it appears.
- A good rate of speech is 140 words per minute.
- A speaker should never interrupt someone asking a question.
- Laser pointers should be used with slide presentations.
- If I want to become a better presenter, I should take a class or find a coach.
Answers can be found by clicking HERE. When you get to that page, scroll to the bottom.
Do you remember the scene in “Talledega Nights” when Will Farrell’s character, Ricky Bobby, was being interviewed on TV and let his hands float awkwardly into the shot for no apparent reason? Have you ever felt the same way? Most of the people I coach tell me the same thing Ricky Bobby said: “I’m not sure what to do with my hands!” Let me offer some assistance.
Gestures, like our vocal inflection, are vital when we’re delivering a presentation. They add emphasis and help the audience understand what we believe is important. Think of your gestures as the visual bold, italic, and underlining of your speech. And there’s probably something in every sentence you say that needs a little emphasis. Adding a gesture of some kind will help make your points.
I have three guidelines for effective gestures. Give these a try as you practice your next presentation.
First, gestures need to be above-the-waist to count. No half-hearted flippy hands down by your legs, please, and no elbows-velcro’d-to-your-side gestures, either. Gestures need to be up where we can see them with air in the armpits.
Second, try one-handed gestures. Use two hands when you absolutely need them, but for the rest of the time, one hand is enough. I think gestures instantly look more natural and relaxed when you utilize one just one arm. I know what your next question is—and that leads me right into point #3.
Third, what do you do with the hand that’s left behind? Plant it somewhere! Rest those finger tips on the top of the conference table or the side of the lectern. Grasp the top of the chair or flipchart easel you’re standing next to. For many presentations, the leftover hand will be busy holding a hand-held mic or remote clicker. And, contrary to many other speaker coaches, I’m a big fan of one hand in the pocket. I think people, especially men, look instantly cool and calm with one hand tucked away. Now, it can’t live in that pocket for the entire presentation, but it stay there for a short while.
When one hand is grounded somewhere touching something, it can instantly relax you. You don’t feel like you’re floating out in space. Then, when you find your groove a few minutes in to the speech, you can let go and have that hand available for gesturing going forward.
So, for all you Ricky Bobbys out there, don’t fret. Try these tricks and you can “shake-and-bake” with the best of them, too!
© Jill Bremer 2017