1 Communications -- Effective Presentations All Rights Reserved © 1999 Lakewood Consulting under...

1

Communications -- Effective PresentationsAll Rights Reserved

© 1999 Lakewood Consulting under license to YORK International Corp.Version 2.0 - (4/00)

44. COMMUNICATIONS – EFFECTIVE PRESENTATIONS

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SECTION 1DELIVERY

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Fear & Anxiety

Fear is NORMAL– Unfamiliar Situation– Lack of Confidence– Sense of Isolation– Self-

Consciousness– Fear of Looking

Foolish

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Anxiety

The body’s physical response to fear.– Uneasiness– Tension (heightened

senses)– Palpitations (rapid

heartbeats)– Hyperventilation– Sweatiness,

shakiness, dizziness.

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Breathing Exercises

Sit in a comfortable chair or lie on the floor with a pillow under the small of your back.

Breathe in slowly and deeply, pushing your stomach out as you breathe in.

Say the word "relax" silently before you exhale.

Exhale slowly, letting your stomach come in.

Repeat these 10 times without interruption. You will notice a feeling of relaxation and quietness, and fewer symptoms of distress.

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Four Ways to Manage Anxiety

• Relax your Body

• Relax your Voice

• Practice

• Prepare

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Voice, Rate and Pitch

Pitch– Use your natural

vocal range.

Volume– Adjust to a level

appropriate for the setting.

Rate– Vary the tone and

speed. Don’t RUSH.

Punch– Emphasize key words

for extra importance and meaning.

Pause– Allows your listener

time to process your message.

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Presentation vs. Facilitation

Presentation

(Formal)– share information,

ideas, or concepts– one-way

communication from the presenter to the audience

Facilitation

(Formal/Informal)– two-way

communication– checks for

understanding– build consensus– obtain buy-in

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Body Language

• What to look for?

• Where to look for it?

• How to observe it?

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Positive Non-Verbals

• Maintaining eye contact

• Nodding of head in agreement

• Smiling and showing animation

• Leaning-in

• Moderate rate of speech.

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Negative Non-Verbals

• Looking away

• Closed or no eye contact

• Stiff or rigid presence

• Arms folded across chest

• Excessive yawning

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Presentation Traits

• Gumby Legs

• Hover Craft

• Non-Word Filler

• Pant Pocket Rattle

• Jewelry Spin

• One Size Fits All

• Any Toy Will Do

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Presentation Appearance

MaleMale• Suit• Slacks/Sport Coat• Neutral Shirt• Non-offensive tie• Polished shoes

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Presentation Appearance

FemaleFemale• Dress (professional)• Jacket & Skirt/pants• Neutral shirt• Neutral accessories• Polished Shoes

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SECTION 2PLANNING & DEVELOPMENT

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Golden Rule of Presentations

• Tell them what you’re going to tell them.

• Tell them in detail.

• Tell them what you’ve told them.

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Content Approaches

• Informative– Informing or Educating

• Persuasive– Selling or Changing

• Motivational– Inspirational or Maintain Performance

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Audience Analysis

• Analysis

• Understanding

• Demographics

• Interest

• Environment

• Needs

• Customized

• Expectations

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© 1999 Lakewood Consulting under license to YORK International Corp.

Audience Analysis video clip

Version 2.0 - (4/00)

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Development & Organization

• Determine the purpose

• Audience Analysis• Date, Time &

Location• Develop Objectives• Organize• Brainstorm

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Development & Organization

• Handouts• Visual Aids

• Develop the Introduction and Conclusion after the majority of your presentation

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Visual Aids

Flip Charts

Overheads

LCD Slides

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SECTION 3TOOLS

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Managing Materials

Minimize Minimize Minimize!!

• Practice Using It• Ask for Assistance• Make Sure it Works• Be Prepared to Punt

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Before You Begin

PRACTICEPRACTICE

EVALUATEEVALUATE

FEEDBACKFEEDBACK

AND IMPLEMENT IMPROVEMENTSAND IMPLEMENT IMPROVEMENTS

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Before You Begin

• Know the room

• Flip Charts

• Lighting

• Handouts

• Seating

• Refreshments

• Greet Your Audience

• Visualize Success

• Focus Your Message

• Index Cards

• Script

• Breaks

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Hostile Questions

• Listen carefully to the question and repeat it aloud.

• Answer the question directly.

• Refer back to your presentation.

• Anticipate potential questions.

• Be friendly and remain calm.

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Hostile Questions

• Always tell the truth.

• Treat two questions from the same person as TWO separate questions.

• Use neutral and open body language.

• Conclude with confidence.

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Recovering –What Do I Do NOW?!

• The decision maker is forced to leave before you have gotten to your key points or can’t attend at all.

• You have 15 min. rather than 45.• Someone asks a question you plan to discuss

later.• You lose your train of thought mid-sentence.• People are moving ahead through the

handouts.

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• You expect 3 people and 20 show up.• Your throat dries out.• Several people start a side conversation.• You drop your materials on the floor.

Recovering –What Do I Do NOW?!

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SECTION 4EVALUATION

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Presentation Analysis

Was my presentation goal achieved?

Why or why not?

How was the introduction received?

Was my audience analysis accurate?

Did the audience understand the flow of the content?

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Presentation Analysis

How did my Visual Aids add to the audience understanding?

Did the handouts provide enough details and supporting information?

How effective did I listen and check for understanding?

Was the conclusion clear?

How did I handle hostile questions?

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© 1999 Lakewood Consulting under license to YORK International Corp.

Presentation Evaluation

• What did I do well in this presentation?

• What can I improve in the next presentation?

Version 2.0 - (4/00)

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