Your Presentation Must Have A Goal

I just attended another boring presentation that went nowhere. Although I liked the presenter, his presentation was just another information dump that had no meaning.


The first thing to do when preparing a presentation is to clearly define your goal. In other words, what do you want your audience to think, feel, or do differently after your presentation? Then, wrap everything around that goal!

"Goals allow you to control the direction of change in your favor."

- Brian Tracy

"Most people are drowning in information and thirsty for meaning."

- Mark Tamer

The End

People crave closure. We like books and movies that wrap things up and say "The End." At the conclusion of your presentation, your audience wants you to wrap up the loose ends and bring everything into perspective.


Most mediocre presenters close their presentations by saying something like this, “Well, that’s it. Are there any questions?” There may be a question or two, then, realizing she is out time (or past her time), the presenter say’s, “It looks like we are out of time. Thanks for coming." There is nothing wrong with that type of closing. It is an acceptable and mediocre way to close.


The outstanding presenter chooses a different closing. Rather than closing on the thoughts of an audience member, the outstanding presenter allows time for the audience's thoughts and comments throughout and several minutes before the conclusion of her presentation. She saves the last few minutes for her strong closing, i.e, the message she wants her audience to remember long after her presentation. Then she ends with a simple and powerful, “thank you.”

Keep Up The Rhetoric!

Rhetoric: the art of speaking or writing effectively (Merriam Webster)

The recent tragic event in Arizona has added fuel to “rhetoric” bashing. From bandwagon politicians to the mass media, many are calling for the toning down of rhetoric. When did “the art of speaking or writing effectively” become a bad thing?

I suggest that the word many are searching for is:

Hyperbole: extravagant exaggeration (Merriam Webster)

Hyperbole seems to be the thing that is driving us nuts. From the politicians who exaggerate their opinions and accomplishments to the talking heads on the network news programs who turn Verizon-Gets-the-iPhone into a week long breaking news story.

Then there are the marketing folks. Have you seen the HP television commercial where the mom digitally cuts and pastes members of her family to get the perfect family photo, making her life so much happier? Isn't that a bit extreme (i.e. extravagant exaggeration)?

When giving a presentation, your audience demands and deserves that you be truthful and authentic. It's a pretty noisy world out there, and it is the refreshingly straightforward message that gets through.

Let's keep up the rhetoric and tone down the hyperbole.

-MMT

Keep Up The Rhetoric!

Rhetoric: the art of speaking or writing effectively (Merriam Webster)

The recent tragic event in Arizona has added fuel to “rhetoric” bashing. From bandwagon politicians to the mass media, many are calling for the toning down of rhetoric. When did “the art of speaking or writing effectively” become a bad thing?

I suggest that the word many are searching for is:

Hyperbole: extravagant exaggeration (Merriam Webster)

Hyperbole seems to be the thing that is driving us nuts. From the politicians who exaggerate their opinions and accomplishments to the talking heads on the network news programs who turn Verizon-Gets-the-iPhone into a week long breaking news story.

Then there are the marketing folks. Have you seen the HP television commercial where the mom digitally cuts and pastes members of her family to get the perfect family photo, making her life so much happier? Isn't that a bit extreme (i.e. extravagant exaggeration)?

When giving a presentation, your audience demands and deserves that you be truthful and authentic. It's a pretty noisy world out there, and it is the refreshingly straightforward message that gets through.

Let's keep up the rhetoric and tone down the hyperbole.

-MMT

Hostile Audience?

(sort of a follow-up to my past posting...)


If we do our job right, then there should be no such thing. Conducting an audience needs analysis prior to your presentation is critical. This helps to uncover hot buttons, taboo topics, burning fires, etc. BEFORE your presentation.

If, on rare occasion, you are chosen to deliver bad news in a crowd (poor form, bad news should be delivered in small groups or individually), then be authentic! That's the key. It is okay to say that you are not pleased with the situation either. Most adults know that life is not fair.

On the other hand, if you encounter the "sniper" or the person who is just out to be a jerk, then try one of these responses:

1. "We do not have the right people in the room to have that discussion today." (Being honest, of course.)
2. "That's an interesting idea, one that I need to give some thought to, and I'll get back to you." (And then move on.)
3. "That is out of scope for this discussion. Allow me to place that on our parking lot (list) for another time."

The idea is take a moment to acknowledge the person's discontent and then move on with the agenda. Never, ever, argue with anyone in your audience, unless the person is viciously harassing you or someone else. Your audience will admire your composure under fire.

I'm Right, You're Wrong

I recently witnessed a workshop presenter who insisted that she was right about everything because she was the “expert.” If someone objected to her perspective, or presented a variation, she insisted on arguing to make herself appear right and the other person look wrong. Oh how I cringed. Talk about a control freak. Shutting down opposing opinions is a sure-fire way of shutting down audience participation. 

Never make your audience wrong (unless, of course, someone is being terribly offensive to you or others). Even if someone’s idea seems a bit bizarre, acknowledge them by saying something like, “That’s an interesting perspective, one I have not considered.” (Be authentic!) And then move on. 

There are always other perspectives. Thank others for their distinctive points of view. No matter how many times I facilitate a particular workshop or deliver a familiar presentation, I continually learn varying perspectives from members of the audience.

My Attention Span Is...Wait, Be Right Back

"Attention Span?" How about calling it "Attention Limit?" 


The latest research tells us that our amount of attention is limited, just like our amount of cash (unless your Buffet or Gates). We cannot expand our attention like we can our waistlines...it just is not possible. So, we may have to rethink this whole "multi-tasking" thing.


Let's face it, if you are driving a car in traffic, then it requires your undivided attention. Don't fool yourself by thinking you can do a good job of driving and talking on your phone at the same time, unless you are on a deserted highway. You really can't contribute your best during a meeting if you are tapping away on your PDA. It just is not possible.


So, why do we do it? Why do we dilute our attention on multiple important tasks simultaneously? One explanation could be that as a species, we are naturally attracted to distractions. The invention of the book helped us to focus our attention on one area for an extended period of time. Now, technology is taking us back to a more primitive state. Is this a good thing?


Oh wait, just got a text...be back in a sec.


Okay, I'm back...what was I saying? Oh yeah, it is important to manage our attention just like any other valuable resource. If we pay attention (notice the word "pay"), then we should get something of value in return. If we ask for attention, then we should give something of value in return. 


As presenters, remember to manage the valuable attention in the room. Here are some frequent goofs that presenters make when it comes to attention management:


1. Talk while asking the audience to fill out a form.
2. Open blinds to hallways and allow others to peer in.
3. Leave irrelevant information on white boards or flip charts.
4. Distribute information that we are not going to cover until a later time.
5. Load up PowerPoint slides with text because we are too lazy to rehearse.


I could go on and on, but you get the idea.


My phone is ringing, gotta go!

Grooming and Appearance

It may not be the right thing to do, but people do judge a book by its cover.

There are many expert consultants dedicated entirely to helping others improve their appearance. Below is a collection of the most common items that come up for discussion during my workshops.

• Do not wear excessive jewelry, loud prints, or colorful shoes that create competition for attention 
• Avoid strong perfumes/colognes 
• Remove change from pockets so you do not jingle it unintentionally 
• Make sure your belt is through all the loops in your pants 
• Check your teeth & face after meals 
• No gum, mints, or anything else in your month while speaking – they can fly out and cause an awkward moment 
• Check all your buttons 
• Position all coat flaps correctly 
• Straighten your scarf or tie
• When in doubt, dress conservatively
• When speaking to a larger group, be sure to wear something that has a lapel or place to clip a remote microphone 
• Check your zipper(s) 

While you do not want to appear stuffy and unapproachable, you also want your message taken seriously. Unless you are absolutely sure that casual dress is the way to go, dress it up a notch. Your audience will sense your comfort level, so it is important to feel good in what you are wearing. Just don’t over do it to the point that your attire competes for the attention.

What can you add to the list above?

Words to Avoid

“Well basically, fourscore and seven, uh, years ago, you know, I think, our forefathers, uh…”

Junk words are those extraneous words (and sounds) that add no value to your message. When used frequently, they diminish your power and credibility. Be direct with your statements. Having to search for the message under the junk words is like digging for hidden treasure – we know it is there somewhere, but we might lose patience and give up.

Here are some common examples:

• “Uh” – Using good eye contact is the best cure for eliminating this word (or sound) from your vocabulary. Watch others as they speak. The “uh” occurs when the person is looking at the floor or up towards the ceiling – somewhere other than another person’s eyes. It is okay to look elsewhere to gather your thoughts – just don’t speak while doing so. 
• “You know” – Actually, I do not and I’m hoping you will tell me. 
• “Basically” - “Basically, we are going to attend the meeting.” Either you are, or you are not. The word “basically” adds no value in most cases. 
• “Obviously” – This word can sound condescending. It may not be obvious to some in your audience. If it is obvious to everyone, then why bother to say it? 
• “Whatever” - “You can get from here to the airport on a bus or whatever...” What? A train, a pony, a pig? What is this word telling us? 
• “Like” – If your intention is to sound like a teenager, then continue to disperse this word throughout your presentation. However, if your goal is to come across as an expert and trusted business advisor, then use this word only when describing how something is similar to something else. 
• “Unbelievable” – Think about the meaning of this word. If you are trying to persuade someone, then this may not be your best choice.
• “I want” – Many presenters tend to say something like this, “Today I want to show you…” or “During the next couple of minutes, I want to tell you about…” These phrases imply that it is about what you want (as the presenter) rather than what your audience wants. As the old saying goes, your audience does not care about you until you demonstrate that you care about them. Try removing “I” statements, especially during the first few minutes of your presentation. It’s simple to do. Try these, “Today you will discover…” or “During the next couple of minutes, you will learn about…” 

Most presenters are not aware that they are using junk words habitually. If you are uncomfortable coaching them, then leave them a short, gentle, anonymous note. I once did this with a former boss who frequently used the word “irregardlessly.” After he left for the day, I left an anonymous note on his desk informing him that there is no such word. It did the trick. I hope he doesn’t read my blog.

WoW Em Right Away

First impressions are important. During the first seconds of your presentation, your audience is deciding whether to tune you in or take a mental trip to Santa Fe. As the saying goes, you never get a second chance to make a good first impression!

First impressions are not drawn from content or subject matter expertise. First impressions are formed when the presenter has the highest level of adrenaline – the first several seconds of the presentation!

Get plenty of sleep the night before your presentation. Eat healthy, and avoid a heavy breakfast and lunch on the day of your presentation. If you happen to forget your opening statement, have a relevant question handy, even if it is rhetorical. This places the focus on the audience and allows you to catch your breath and collect your thoughts.

What impacts first impressions?

• Eye contact builds trust and interest.
• Facial expressions convey enthusiasm and seriousness.
• Movement and posture convey confidence.
• Touch and handshaking give a feeling of openness.
• Appearance and clothing show professionalism.
• Personal space impacts audience comfort.
• Voice quality conveys confidence.