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“An Affair to Remember”

MAKE YOUR NEXT… “MISSION IMPOSSIBLE”

Prepared by Jack Shaw – the Passionate Communicator

To deliver an important message Research what you

need to say… Plan how to say it,

and... Make it memorable

THE MISSIONTHE MISSION

WHY DO ITWHY DO IT

Necessary form of personalized communication in the workplace today

Demonstrates leadership and perception of competence

Necessary form of personalized communication in the workplace today

Demonstrates leadership and perception of competence

OVERCOMING THE FEAROVERCOMING THE FEAR Fear of speaking in

public is #1 - dying #7

Two types of speakers - those who are nervous and those who are liars

Fear of speaking in public is #1 - dying #7

Two types of speakers - those who are nervous and those who are liars

Proper preparation and rehearsal reduce fear 75%

Proper breathing by another 15%

Mental state is 10%

OVERCOMING THE FEAROVERCOMING THE FEAR

Know the room Know the audience Know the material Learn how to relax Visualize yourself

speaking

People want you to succeed

Don’t apologize Concentrate on the

message Use that nervous

energy Gain experience

PREPARING TO SPEAKPREPARING TO SPEAK Develop a specific objective Decide your intention Analyze your audience

Develop a specific objective Decide your intention Analyze your audience

DEVELOP A SPECIFIC OBJECTIVE

What do you want to communicate to the audience?

Why have been asked to present? What do you want the audience to

walk away with?

What do you want to communicate to the audience?

Why have been asked to present? What do you want the audience to

walk away with?

DECIDE YOUR INTENTION

Sell, promote, or endorse Persuade, convince or influence Motivate, excite, or entertain Discuss, participate, or share Teach, inform, enlighten Analyze, review, or account

ANALYZE YOUR AUDIENCE

Needs Concerns Knowledge of the

subject Skill level Average age Male-to-female

Needs Concerns Knowledge of the

subject Skill level Average age Male-to-female

Analysis Understanding Demographics Interest Environment Needs Customized Expectations

ANALYZE YOUR AUDIENCE

Stories

Analogies

References & Quotes

Pictures & Visual Aids

ENGAGING YOUR AUDIENCE

WHAT DO YOU TELL THEM?

Tell them what you’re going to tell them

Tell them Tell them what you’ve told them

Tell them what you’re going to tell them

Tell them Tell them what you’ve told them

Write your conclusion first!

Capture the audience

Present your premise

Remember your objective!

Write your conclusion first!

Capture the audience

Present your premise

Remember your objective!

WRITING THE INTRODUCTIONWRITING THE

INTRODUCTION

Present your facts and information Cover each major point

Prove your premise Inform your audience

Keep your time limit in mind Be aware of your audiences’

attention span

WRITING THE BODYWRITING THE BODY

Summarize your points

Present a conclusion Sell your idea Make sure you have

accomplished your objective

WRITING THE CONCLUSIONWRITING THE CONCLUSION

Get rid of distracting mannerisms Be yourself Let your body mirror your feelings Build self-confidence through

preparation Use your everyday speaking

situations

BODY SPEAKBODY SPEAK

Posture Gestures Body Movement Facial Expressions

Eye contact Appearance Walking

USING TRANSITIONSUSING TRANSITIONS

Bridges Triggers Ask a question Flashback Point-by-point

Add a visual Pausing Use movement Use a personal

story Use the PEP

formula– Point, Example,

Add a visual Pausing Use movement Use a personal

story Use the PEP

formula– Point, Example,

Your objective is not to be a comedian but to make an effective presentation

Can build bridges Leap tall buildings...

USING HUMORUSING HUMOR

The audience is not a jury waiting to pass judgment on you

The audience is supportive

Your listeners want to enjoy themselves, just like you

The audience is not a jury waiting to pass judgment on you

The audience is supportive

Your listeners want to enjoy themselves, just like you

Keep It Short and Simple

KISS PRINCIPLEKISS PRINCIPLE

Hand out more than you say Say more than you show The visual presentation is not a

substitute for your verbal presentation

PREPARING VISUAL AIDS

Present one concept per page Keep sentences short Use more pages or less text

HOW MUCH ON EACH PAGE

Half sheet of paper Limit lines to 7 per slide Limit words to 7 per line

RULES OF THUMBRULES OF THUMB

Typefaces/fonts refer to the shape of the letter itself

–Serif or Sans Serif Style refers to the attribute applied

to the typeface/font

–Italic or Bold

FONTS versus STYLEFONTS versus STYLE

Sans serif is easier to read Limit the number of typefaces and

fonts Use no more than 2 typefaces per

presentation

SOME GUIDELINESSOME GUIDELINES

Switch styles before fonts Use italics and bold sparingly Smallest text size should be 28

points

SOME GUIDELINESSOME GUIDELINES

CAPS OR NO CAPSCAPS OR NO CAPS

First cap:– Only first letter of each bullet

Initial cap:– Each Significant Word

Preference is first cap for body of text

First cap:– Only first letter of each bullet

Initial cap:– Each Significant Word

Preference is first cap for body of text

Follows the natural pattern of a sentence

It presents a consistent appearance & it’s easier to read

FIRST CAPFIRST CAP

MORE THAN 7 CONSECUTIVE UPPER CASE WORDS WILL FORCE THE AUDIENCE TO READ AGAIN

More than 7 consecutive UPPER CASE words will force the audience to read again

ALL CAPSALL CAPS

Emphasize with all caps Use sparingly Too many caps will confuse the

reader

GUIDELINESGUIDELINES

First page presents one bulleted item

Subsequent pages contain one additional bullet

Allows the presenter to control the audience

BUILD EFFECTBUILD EFFECT

Emphasize Differentiate Group objects or items Trigger emotions or associations

USE COLOR TO…USE COLOR TO…

Mood Interest Motivation Comprehension

COLOR CAN AFFECT OUR…

Use light colors on dark background

Use dark colors on light background

Preference is white or yellow on dark background

Keep colors of titles & body consistent on all pages

FOREGROUND & LETTER COLORSFOREGROUND & LETTER COLORS

Warmer colors appear closer Cooler colors recede Choose one background color for

entire presentation Choose one template for entire

presentation Colors convey various moods and

attitudes

BACKGROUND COLORSBACKGROUND COLORS

Avoid using red in financial presentations

Avoid using red and green together Pastel colors may appear different

on the projection system

COLOR TIPSCOLOR TIPS

Relevant to the topic Simple Not obtrusive Pleasing to the eye or entertaining Should not offend anyone Should not be used on every slide

USING CLIP ART & GRAPHICS

Yourself Your environment Your equipment Your notes Your schedule

DETAIL CHECKLISTDETAIL CHECKLIST

Listen to the entire question Pause and repeat the question Credit the person who asked it Respond honestly and the best you

can Bridge to the next question

THE DREADED QUESTION & ANSWER

SESSION

THE DREADED QUESTION & ANSWER

SESSION

Familiar audiences good? Unfamiliar audiences bad? Study shows people actually

perform better when faced with harsher critics

HOSTILE AUDIENCES, HELP?

Create a positive environment using music, color, cartoons, and graphics

Use accelerated learning techniques:– Games, puzzles, fun and interactive

exercises that spur creativity Follow the advice on answering

questions from a hostile audience

PREPARING FOR A HOSTILE AUDIENCEPREPARING FOR A HOSTILE AUDIENCE

Comparative advantages Criteria satisfaction Other commonly used methods

– Statement of reasons– Problem/solution– Negative method

COMMON PERSUAVIVE PLANS

Make your point - Don’t defend it yet Defend your opponent’s point Defeat your opponent’s case Defend your position -

– Give reasons, statistics, historical development

End with something memorable that is tied to your position

CRITERIA SATISFACTIONCRITERIA SATISFACTION

Look directly at the person asking the question & repeat the question

Refer to your speech Anticipate areas of questioning Don’t place your hands on your hips or

point at the audience Keep things moving & conclude

smartly

HANDLING HOSTILE AUDIENCE QUESTIONS

Be prepared Give of yourself Stay relaxed Use natural humor Plan your body & hand positions Pay attention to all details

SIX ELEMENTS OF EFFECTIVE PRESENTING

“An Affair to Remember”

MAKE YOUR NEXT… “MISSION IMPOSSIBLE”

For more information, contact Jack at jshaw20@verizon.net or check out his blog at actingsmarts.wordpress.com

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