Visuals can play a crucial part in your presentation. Graphics add power to power point and value to your handouts. Graphics can help you reach and move an audience, by giving your data more impact and clearer meaning. As with any tool, however, it’s important to know the basics so you can use it most effectively. Nayomi Chibana, a journalist and writer for Visme’s Visual Learning Center, has written a handy basic guide in using graphics to their fullest advantage. Ms. Chibana has offered to share her How To with TPG readers.
We tend to avoid what we fear, so before you hand off that presentation to someone else or try side-stepping the responsibility altogether, consider what you’d be passing up. Each presentation in front of your peers, your boss, an important client is a unique opportunity to showcase your value. A home run in a presentation or briefing can do more to lift your reputation and cement trust for these important relationships than all of the hard work you’ve already put in getting ready for it.
That’s because your audience can see and hear your ideas for themselves. They can connect the messages with the messenger and get the full measure of their impact. Importantly, they will give credit for those ideas to you, the presenter. In short, presentation and briefing skills are essential tools every executive needs to master.
Embrace the presentation opportunities you have by conquering those fears and letting your expertise shine. Follow these pro tips to help:
If you memorize (instead of just getting comfortable with your ideas), all you’ll be concentrating on when you deliver your presentation is remembering what you were supposed to say. That’s going to interfere with being your best, most confident self. Instead, stay in the moment and give yourself permission to express your key ideas in a way that sounds natural and comfortable for you. Don’t worry about perfection. Your audience isn’t.
Do prepare (the right way)
Get your essential ideas down to (no more than) three main points. Practice delivering these orally. Pay attention to how you naturally communicate them, what details you use to explain each and how you transition from one main point to the next. There’s simply no substitute for hearing yourself present and building some muscle memory of how you want the presentation or briefing to flow. (Recording yourself is a great tool for this.) If you write out a full script, begin practicing with a greatly reduced one with just bullet points or notes with key points and phrases. It’s far more important to stay connected to your audience than it is to remember every detail of something you’d prepared.
Build in a breather
Many presenters need help controlling their fears at the very start of their presentations. Once they get into the body of their material, the content of what they’re saying helps them find their stride and pull through. If you’re most anxious at the beginning of your presentation, try a different approach. A question to the audience momentarily allows you to subtly shift the focus to your audience and might offer you the breathing room you need to settle in. (Of course the question has to be one you’re reasonably certain will draw the right response, or a survey with no right or wrong answer that helps you set up your points). You might also use a prop, or a handout to momentarily draw people’s attention to something you’re about to speak to. You might even start with a short video or other visual after the briefest of introductions.
Go with what works for you
Many executives heave a sigh of relief when the presentation or briefing is over and they can move on to answering questions. If that’s you, don’t feel constrained by formats. Keep the presentation shorter and lengthen the q and a. You’ll still need to deliver some key messages about your conclusions, but you can save the detail for when your audience signals they want it; by asking a question. Just tell your audience what you’re doing (“I have a brief overview and then I want to get right to your questions about what this means”). Remember to present with your audience first and foremost in mind: what is the essential information THEY need?
Treat the symptoms
Fear causes a physical reaction in us, as our brains signal to our bodies that we’re in some kind of danger. Our breathing becomes more rapid, our voices might shake, our palms sweat. It’s those ‘symptoms’ that many presenters fear displaying, so have a plan for handling those reactions. Know that no one can hear what you’re thinking, and are oblivious to your fear. Tell yourself you’re going to be great, remind yourself of past successes, and visualize how good it’s going to be to hear the congratulations afterwards (even if you don’t believe it). Tell yourself: You’ve GOT this! Remember no one knows what you were supposed to say, so if you forget something, just move on without apologies. If you forget something, it’s a good time to pause and ask, “any questions so far”? Don’t try to banish your nerves, channel them. It’s the same energy that will help fuel your performance. Expend a bit of it if you can just before your presentation (a quick walk, some deep knee bends and long, slow deep breaths).
Remember, the more presentations you do, the easier this will be. Don’t avoid speaking to your own ideas and your own capabilities. Remember how scary things were the first time you tried them, that you now do with ease. You can build this ‘muscle memory’ of success, one presentation, one briefing at a time!
Aileen Pincus is President of The Pincus Group Inc., an executive coaching firm offering training in presentation, speech, media and crisis communications. Free consultations at http://www.thepincusgroup.com 301 938-6990
Article Source: http://EzineArticles.com/9634281
At the Pincus Group, we know better than to try and talk clients out of using their slides when making presentations. At many (if not most) organizations, presentations have simply come to mean an oral talk communicated with the aid of slides. Separating the two, presentation from PowerPoint, is as unthinkable as presenting before others in lounge wear. It’s just not done!
But is that because PowerPoint is widely considered a successful mode of communication? Anyone who has suffered through their share of bad presentations knows the answer. Very often, audience hopes of an interesting presentation are dashed quickly as soon as the lights are dimmed. So if you’re someone who wants to break the mold, doesn’t want to present their ideas using slides filled with bullets and text just because everyone else does, how would you present your ideas?
Ask yourself to consider how you might do things differently:
Bring back the visuals in visual aids
Ask yourself if you could get through a presentation without reading or asking your audience to read. How would that change your presentation? It definitely forces the presenter to be very clear about their purpose and key messages. By putting the burden of communication on the presenter, and excluding text, it forces a shift in the way presenters communicate their ideas. Are there photographs, drawings, or renderings you could use to show your ideas and help your audiences understand them?
Think outside the box
If you do decide to rely on visuals rather than text, think of those ‘visuals’ in the widest possible sense. There might be a simple prop you could use to demonstrate how your ideas work. There might be a video that helps you set the stage for your ideas. Then again, you might try simply interacting with your audience to lead them through how to consider your idea. Think about what your messages are and what your goal is for this audience. What are you trying to get them to understand or be persuaded of? Removing text from your presentation might force you to find more creative avenues of communication. Remember, everyone loves a good story.
Keep it moving
When presenters use PowerPoint, the materials tend to drive the performance. Presenters often want to address each bullet on each slide, regardless of what their audience may be interested in, or the time allotted, because it’s there. Without those bullets, with or without visuals, presenters become far more aware of having to reaching their audience successfully. That may mean presenters are motivated to stop for questions along the way, or find new ways of interacting with the audience as they present. A lively engaged audience is far more likely to forget about the time and absorb what’s being communicated.
However you present, remember the materials are secondary to you, the presenter. Don’t be afraid to try some different ways of communicating those ideas and to never take a back seat in your own presentations!
How do you know your Presentations are Powerful? Get REAL feedback
Presentations are powerful things. When they’re done well, they can persuade an audience, enhance the presenter’s credibility and motivate action. So how do you know when you’re hitting the mark with your audiences?
For most presenters, the answer is to simply ask a colleague or audience member afterwards. The problem is, a simple “How’d I do?” isn’t likely to be answered with an illuminating response. Many people are uncomfortable at giving anything but the most positive or at least neutral feedback (“I thought it was fine.”) Of course, getting helpful and precise feedback is one of the reasons executives hire presentation coaches. You can get good feedback though after your performances if you learn to ask the right questions.
Next time you present:
MAKE FEEDBACK EASY: You can construct a simple feedback survey on index cards to hand out after your presentation if it’s an outside audience. This removes the uncomfortable hurdle for some people of having to tell you in person, should they have anything but positive reactions. Always include at least one open-ended question about what could have been improved. For internal audiences, you might select a few people to ask the same questions via email.
ASK SPECIFIC QUESTIONS: If you know someone who’ll be attending your presentation, ask them ahead of time if they’ll listen for specific things you’re working on. For instance, if you’re working on reducing the “uhms and ahs” or other verbal fillers when you present, tell a colleague to listen for those as you present. If you make it clear that you’re welcoming that feedback precisely, you’re more likely to get accurate feedback on how you did.
PICK YOUR PRIORITIES: Don’t ask for more feedback than you can handle at one time. Select one or two priorities at a time, such as slowing your hurried pace, or making more eye contact with the audience. You’re much more likely to make real improvements by narrowing your focus.
TAKE IT IN STRIDE: The purpose of feedback is to better your performance as a presenter. Consider the feedback you get but don’t use it as a substitute for your own best judgement. If you have good reason for doing what you do, and it’s working for you, take that into consideration as well. Remember, presenting isn’t “acting”, so if any suggested changes make you uncomfortable, stay true to yourself.
Every time you present, you want your audience to see you at your best. Put the effort into improving this key executive communication skill so others can truly appreciate what you have to offer.
Surveys show the vast majority of business presentations are now done remotely. If your company is among the 83% of businesses who deliver remote presentations, are you keeping up with the presentation skills necessary to deliver them effectively?
The remote presentation has some unique challenges, whether it is a webinar that includes video of the presenter or one that relies on slides. The presenter may not have the full attention of the audience, who may be distracted or engaged in other tasks while watching. It’s also harder for the presenter to know whether he or she is connecting with the audience, without being able to see reactions.
Still, the new technologies in remote presentations have made them increasingly popular. Webinars do allow for ideas to be shared between distances, and between greater numbers of people. They can be a useful tool when presenters take full advantage of the medium and avoid the pitfalls. Here are some tips to help you make the most of your opportunity:
BE PRESENT—EVEN WHEN YOU’RE NOT: Your audience has their distractions, but as the presenter, you need to take care you do not give them any additional ones. Silence everything around you that might distract you or your audience; phones, cell phones and emails. Make sure you’re fully engaged in your presentation. Your audience will hear that engagement in your voice and pacing, even if they can’t see you.
PREPARE AS YOU WOULD IF THEY WERE IN FRONT OF YOU: Remote presentations are more difficult, precisely because you’re not in front of the audience commanding their attention. Don’t make the mistake of thinking that means they’re expecting less of you. Take your preparations for your presentation seriously. That means not only building the right content for the specific audience, but rehearsing out loud and in real time so you’re purposeful about your presentation.
KEEP IT MOVING: Slides that stay up too long or presenters who don’t vary their delivery, pitch, and content, quickly bore an audience. You don’t want to rush through the information in your presentation, but neither do you want to move so slowly, you invite people’s attention to wander. Keep your pace conversational and comfortable, but make sure the visuals you use do their part in creating interest. Make sure what you’re saying matches what we’re seeing when we’re seeing it. Rehearse until you can get this timing down.
DON’T READ YOUR MATERIALS VERBATIM: Your virtual audience no more wants to be read to than any audience does. Virtual presentations are not an excuse to load your audience down with detail and long explanations. Treat this format as you would any presentation: Limit the number of key ideas you’re presenting, and then talk your audience through the presentation as you guide them toward some action.
BE PREPARED FOR TECHNOLOGY FAILURES: Always have a full printed copy of your presentation with you in case the audience can’t see your slides or there are other mishaps. Make sure you’ve you’re your materials ahead of time so your audience can follow along in another way if they have to. Know your key messages well, so that at any point you can return to them if need be. Have a backup plan (i.e. second head-set) at the ready; just in case it’s needed. It always helps to have a facilitator so that someone else can worry about recovering in the case of a technology failure, while you concentrate on the presentation itself.
YOUR VOICE IS VITAL: If your audience can’t see you, your main tool is your voice. Yes, you’ll want to build a presentation that has great visuals to keep your audience tuned in, but it’s your voice that serves as the real guide as to whether your audience will pay attention. You’ll need to vary your voice and use it appropriately. That means letting your audience hear your enthusiasm, your passion and your belief in what you’re saying. Think about how to ADD voices of others in your presentation to keep interest up. You can use a co-presenter or you can build in video to change things up for your audience.
ON CAMERA? OWN IT!: If your audience can see you, make sure you give them something to look at. Don’t look away from the computer or camera lens while delivering. You want to give your audience as much “eye contact” as possible and that means directly looking in their direction. Try and visualize speaking to real people (because you are), even though you can’t see them. Remember they are watching you, so don’t fidget, slouch or look distracted.
GIVE THEM SOMETHING TO LOOK AT: Give your audience a real “show”. Think about your content like a story with a beginning, middle and end. If they can see you, think about the use of ‘props’ you can display as you speak. If they can’t see you and you’re dependent on slides, than think about how you can grab and keep their attention. (Hint: it’s not going to be with more text). What visuals can you add to maintain interest? Are they unique enough, compelling enough, to keep your audience tuned in?
BE WORTH IT: Make sure you give your audience something they couldn’t have otherwise gotten from you. That means your materials are not your “presentation”, you are. Figure out what you can give your audience that makes their attention worthwhile.
Virtual presentations can and do serve a purpose. If done correctly, the virtual presentation can serve as yet another important communication tool in the toolkit of today’s executives.