Building Effective Presentations for LeadersASSOCIATION OF IMMUNIZATION MANAGERS CONFERENCE
SCOTTSDALE, ARIZONA, 2016
JANICE B. WARD
WARD COMMUNICATIONS CONSULTING, LLC.
Game Plan: Today’s Agenda
Introduction
Conquering Speaking Anxiety
Building An Effective Presentation
Audience Engagement
Dynamic Delivery Skills
Persuasive Speaking
Visual And Sensory Presentation Aids
CLOSING (Reflections)
QUESTIONS AND ANSWERS
Learning Objectives
Understanding the basic principles of professional presentations as managers and leaders
Identify best methods to engage audience
Assess and manage public speaking and presentation anxiety
Know how to use dynamic delivery techniques for effective presentations
Know how to employ persuasion in presentations
Public Speaking Quiz
Why are people afraid to speak in groups?
a. They are afraid of looking foolish
b. Public speaking is not a natural act
c. They are cowards
What is the one trick to overcome speaking fear?
a. Stay away from strangers
b. Be well-prepared before speaking
c. Drink plenty of alcohol before you talk
Public Speaking QuizHow can you reduce your fear of the audience?
a.Face another direction when you speak
b.Use threatening gestures at listeners
c.Visualize them as your family or friends
Why should you practice your speech?
a. To irritate those around you
b. To increase your fear
c. To give you confidence
Communication is essential to leadership. At its most basic level, human communication is the process of making sense out of the world and sharing that sense with others by creating meaning through verbal and nonverbal messages.
Leaders influence others through communication.
When are you most likely to give a talk?Conferences
Meetings
Press Conferences
Special Events
Radio or Television Interviews
Group Presentations
Panel Discussions
Facilitating
Reports
Proposals
Conquering Speaker Anxiety
The fear or anxiety related to real or anticipated
communication from others. It's the perception of the
situation -- that affects speakers physiologically and
emotionally. (McCroskey)
Public Speaking Anxiety: Common Fears
•The audience
•“Messing up”
•Forgetting Speech
•Looking “stupid”
•Being in the spotlight
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Public Speaking Anxiety: Causes
•Past experiences
•Negative self-talk
•Lack of preparation
•Lack of confidence
•Shy or introverted
•Fear of the unknown
•Being judged
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10 Best Tactics for Managing Public Speaking Fear
•Breathe
•Prepare
•Practice
•Move
•Get out of your own head
•Engage the audience
•Find your comfort zone
•Get to the source of your speech anxiety
•Seek opportunities to “speak” or “present”
•Use extemporaneous delivery style
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Putting It All Together – Creating Your Presentation
MY PRESENTATION
Research
Organization
MessageDelivery
Preparation
Visual Aids
Audience
What is Audience Analysis?
Determines:
◦Audience Composition
◦Audience Knowledge
◦Audience Interests
◦Audience Attitudes
◦The Speaking Situation
Audience AnalysisoWho are you speaking to?
oWhat are the dynamics of your audience?
oSpace and location (the environment)
oWhat is your speaking objective?
oWhy would the audience be interested in your topic?
oWhat are their feelings and attitudes towards your topic?
oDemographic Analysis?
oWhat is the most effective way to accomplish my speaking goal?
How To Conduct Audience Analysis
•Interviewing
•Written Questionnaires
•Surveys
•Observation
•Event Organizer/Host
Every Speech has at Least 2 MessagesoThe one sent by the speaker (the message you crafted)
oThe one received by the listener (the residual message or their interpretation of the message)
oWhat you communicate to your audience
Researching Your Presentation or Talk
Supporting Materials:
Videos, articles, company documents, interviews, surveys, stories, quotes, statistics, diagrams, photos and other images, charts, web sites, books, testimonials, examples, your experiences…
Organizing Your Next Talk or Presentation
oBy Topic
oAgenda
oProblem-Solution
oProblem-Cause-Solution
oChronological
Sample OutlineIntroduction
Attention Grabber ________________Establish Credibility________________Preview Main Points _______________
Transition:___________________Body
Main Points/Ideas _________________I._______________________________II._______________________________III. ______________________________
Transition:____________________Conclusion/Closing
I. Summarize______________________II. Recap _________________________
Writing A Great Introduction
oStories
oHumor
oAttention Grabber
oEstablish your credibility – why you’re the expert
oSomething Startling
oImages
oPreview the presentation – tell them what you’re going to tell them
Best Ways to Close a Presentation
oSummarize
oAnnounce the closing
oRecap
oQuotes
oIssue Challenge
oMake the ask
oTell story
oMake it memorable
There’s Audience Engagement, And There’s The Attentive Audience…
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http://youtu.be/HuXgwDevoyc
Purchased Image
Audience Engagement
How do I know if my audience is engaged and
paying attention?
◦ Head nods
◦ Eye Contact
◦ Facial Expressions (i.e. smiles)
◦ Distracted
◦ Averted glances
◦ Slumped posture
◦ Squirming
Is our attention span shorter than
a goldfish?
TIME
From Attention To Engagement
•Encourage questions
•Ask audience to turn to a specific page
•Transitions
•Refer to audience members (Grice and Skinner)
•Tell the audience to pay attention
•Stories and humor
•Visual and sensory aids
•Rhetorical Questions
Immediacy Behaviors
The degree of perceived physical and psychological closeness between people. (Richmond & McCroskey, 2000)
◦Open posture (hands)
◦Stand poised
◦Warm smile/sincere smile
◦Use names
◦Proxemics (distance between you and others)
◦Eye contact
Immediacy Behaviors
oMovement
oThank or compliment someone in the audience
oDon’t insult or offend audience
oPut your audience in the speech or presentation
oPersonal examples and stories (makes you seem genuine and
likeable)
The Bill Clinton Model
•Know when to stop and go
•His gestures synch with his words
•It’s about how he says it, as much as what he says.
(Source: Sam Harrison, FASTCOMPANY)
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Dynamic Delivery Skills
“Speak clearly, if you speak at all; carve every word before you let it fall.”
Oliver Wendell Holmes
Attention-grabbing Delivery
“Dynamic Delivery– The energy you bring to your presentation – your vitality!” (Martinuzzi)
•Eye Contact
•Gestures
•Body Language
•Movements (closer to audience, away from lectern)
•Posture
•Voice (change volume, pitch, tone, rate)
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Attention-grabbing Delivery
•Emphasis
•Facial Expressions
•Show Enthusiasm
•Vocal Pauses
•Dress Appropriately
•Dramatic Pauses
“She is my friend.”
“She is my friend.”
“She is my friend.”
The U.S. National debt is 7.8 trillion
dollars.
^Think of it.^ Seven point eight
^trillion ^dollars
The Art of Persuasion
Persuasive speaking is the process of influencing attitudes, beliefs, values, or behaviors through a public speech or presentation.
The goal of a persuasive speech is get your audience to believe different, take action, be more passionate about the topic; accept your point of view.
Persuasive Presentations Aims To: •Reinforce
•Convince
•Motivate
•Stimulate & Inspire
•Influence
•Advocate
https://www.youtube.com/watch?v=v1rGnnHqg2o
Persuasive Speaking Strategies
• Show that you are competent and knowlegable
•Use persuasive language
•Be ethical
•Present facts and evidence
•Appeal to emotions
•Appeal to needs
Persuasive Speaking
The promise of America sparkles in the eyes of every child.
Their dreams are the glittering dreams of America. When
those dreams are dashed, when innocent hopes are betrayed,
so are the dreams and hopes of the entire nation. It is our
duty– to me, it is a sacred duty– to give all children the chance
to learn and grow, to share equally in the American dream of
freedom, justice and opportunity.
Using Visual and Sensory AidsLISTENING WITH THEIR EYES.
ADDING IMPACT TO SPEECHES AND PRESENTATIONS.
The Survey Says…
People are most annoyed by…
•Speakers who read off the slides (73.8%)
•Complete sentences instead of phrases or bullet points (51.6%)
•Text too small to read (41.8%)
•Text color choices too difficult to read (34.0%)
•Charts too complex to decipher (26.0%)
Visual Aids: A General Rule of Thumb
Font or Typeface Tone or image it projects
Times New Roman Formal
Arial Professional
Title 30-36 Points
Subtitle 24 Points
Text 18 Points
Keep Font or Type Face Simple: Arial, Tahoma, Verdana
Length of Speech divided by 2 +1 = Maximum number of
visuals
Effectively Using Sensory Aids
Don’t overuse sensory aids
Remove sensory aids from sight when you no longer need them
Never turn your back to the audience
Be prepared for technical difficulties
Refer to your presentational aid
Effectively Using Sensory Aids
Ensure easy viewing by all audience members
Carry backup supplies with you
Make sure that your presentation aids are professional in appearance
Be sure that your presentation aid communicates the information clearly
Select presentational aids that are best suited to your resources and speech
Practice using your presentation aids
Digital Slides: Common Mistakes
The entire message in the slideshow
Content is disorganized and does not flow logically
Individual slides focus on more than one idea
Too much text
Contains grammatical and spelling errors
Slides are cluttered with competing colors and fonts
Using presentation software JUST BECAUSE
Source: Livingston
Keys to Effective Professional Presentations
o Develop dynamic delivery skills
o Organization
o Open and Close Strong
o Stay on schedule
o Be flexible. Be prepared to adjust.
o Know your audience
o Message
Purchased Image
ResourcesWhy Public Speaking Scares You And How To Overcome Your Fear. Forbes. Susan Adams. March 7, 2012
Advanced Public Speaking: Dynamics and Techniques, Dr. Ruth Livingston, 2nd Edition. Xlibris, 2015
The Natural Speaker, Randy Fujishin, 5th Edition, Pearson, Allyn & Bacon, Boston: 2006
The Art of Public Speaking, Stephen E. Lucas, Ninth Edition, McGraw-Hill, New York, NY, 2007
Presentation Zen Design: A Simple Visual Approach To Presenting In Today’s World, Garr Reynolds, 2nd Edition, New Riders, 2015
A Speaker’s Guidebook Text and Reference, Dan O’Hair, Rob Stewart, Hannah Rubenstein, Sixth Edition, Bedford St Martin’s, 2015
FASTCOMPANY.COM, Sam Harrison, 3 Techniques Bill Clinton Uses to Wow An Audience, September 6, 2012 (See the 27:00 min mark of DNC video)
iConquer Speech Anxiety, Karen Dwyer
Coping with Speech Anxiety, Joe Ayres & Tim Hopf, 1993
Communicating For Results: A Guide for Business and the Professions, Cheryl Hamilton, 10th Edition, Wadsworth Cengage, Boston: 2014
http://time.com/3858309/attention-spans-goldfish/
http://www.princetonpublicspeaking.com/tips/public-speaking-fight-or-flight-acute-stress-response.html
http://fortune.com/2013/07/10/giving-a-speech-conquer-the-five-minute-attention-span/
Source: Boundless. “The Goals of a Persuasive Speech: Convincing, Actuation, and Stimulation.” Boundless Communications. Boundless, 21 Jul. 2015. Retrieved 17 Feb. 2016 from https://www.boundless.com/communications/textbooks/boundless-communications-textbook/persuasive-speaking-14/introduction-to-persuasive-speaking-72/the-goals-of-a-persuasive-speech-convincing-actuation-and-stimulation-283-7999/
Harvard Video on Persuasion -- https://www.youtube.com/watch?v=v1rGnnHqg2o