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Excellent Group
Presentations
If you depend on the ability to persuade a large group of people at one time, now is a good time to look at where you stand regarding the quality of the presentations you make.
With so much information to share on so many issues, it is important that we stand out above the constant clutter of information that our audiences are exposed to every day.
The information we want our audience to hear will become lost or less important unless we are interesting to them. The information, however, is only a part of any meeting or presentation. There is also an “entertainment value” in each of our presentations, and each and every time an audience member gives us their time and attention, they want not only information--they want it in an interesting and/or entertaining way.
And so that’s what I’d like you to consider as you assess the presentations that you make, and how you might be able to improve them.
It’s a fact--adults learn through enjoyable experiences. Our meetings, workshops, and presentations need to provide a certain level of “entertainment value.”
You’ve all heard this before: “Its not only what you say, but how you say it.”
Injecting this thought into your next presentation is what will make the difference between a mediocre presentation, and an excellent one.”
I will certainly say that the following ideas are not all-inclusive of everything there is to learn or accomplish with regard to preparing for and conducting excellent group presentations.
Because I want to focus on the actual presentation itself, I won’t go into all of the preparation involved that is so important in creating a presentation that will come off sharp, with few or no glitches. I’m referring to things like location and meeting room selection, props and materials, date selected, invitations, etc.
But there are 6 things that I want you to make sure you always do before any group presentation, whether you will have 5 people or 500 in attendance:
1. If you’re not the one personally responsible for creating and mailing the invites, and making confirmation phone calls, then make absolutely sure that these two things get done by following up with that person to make sure they get done (and even then, follow up again!).
2. Make sure you’ve thought of all the materials you will want for the event. Make sure they’ll be on hand and that you can prepare them well in advance of the start of your presentation.
3. Know your room. Make sure you’ve reviewed the lighting and switch locations, possible sources of exterior sounds and interruptions, where you’ll stand, where your props will be, where extra chairs are for late arrivals, and where your key “helper” is sitting so that you can signal them for help if you need it.
4. Always check your props. How many times have you heard this? Well, don’t ever not do it. Nothing will stall your presentation faster than a VHS tape that’s not re-wound, or a burnt out bulb with no replacement on hand. Have a backup plan.
5. Know your audience. What do they know? What don’t they know? What do they need to know? Plan your presentation from your audience’s point of view.
6. Get everything set up early enough so that you can freshen up, and then spend some time mingling with early arrivals. Welcome your guests. Introduce yourself. Make them comfortable. Start making friends with your audience. Get to know a few names and stories that you can refer back to during your presentation. Doing these things “connects” you to your audience like you wouldn’t believe.
Audio Visuals and Other Materials
Your basic equipment
· TV/VCR/DVD Player
· Computer and LCD Projector
- Laser Pointer
· Flipchart and Pens
Make sure the above items are set up early and working. Then--get ready to put on the "show."
Have you noticed everything you watch on TV is moving fast? Many commercials are shot in short “bit segments” with music and hand-held video-cameras for that live, on the scene, fast-moving effect. Even the news has more sound bits and video clips that ever before. Everything that’s vying for your attention moves and sounds fast. It’s like everything we see now is one long MTV music video. These things are done to keep your attention.
To compete with the visual images your audience is used to seeing and at the pace at which they are used to viewing, you’ve got to use catchy audio-visuals. Use as many as you can within the confines of your presentation.
Take this for example:
You start your meeting with the outline projected on your screen, followed by an opening video. Then you step forward and speak for a bit, referencing the screen (with your laser pointer, of course), and at the same time, jot input from the audience on a flipchart (with multiple colored pens), before setting up the next video segment. Mix this in with the fantastic visual effects that a PowerPoint presentation makes on the screen and you’ve got a very visually interesting (if not exciting) presentation.
Get the idea? Use audio visuals and other materials to make your presentation more interesting.
Of course, there are some occasions when audio visuals just aren’t practical. In this case, you’ve got to be what keeps your audience’s attention. But more on that later.
In The Beginning
Here now are points that I think help make presentations more convincing, interesting, entertaining, and successful.
If you aren’t being introduced, or even if you are, the first words after you say hello or thank you should be, “My name is .” Then tell them a little about who you are, your title, and why you’re the one speaking now, so that they know why they should listen to you. You can tone this down for groups that are already familiar with you, but don’t overlook this as there may be new people who don’t know you that well yet.
Openings
There are as many ideas about openings as there are ways to open. Here are a few:
1. You can ask the group a question. This should be pertinent to your topic. It allows immediate audience participation. If you want, capture their responses on a flip chart if it will be interesting to refer to later.
2. Tell a story. If you’re a good story teller, do this. It’s even better if its connected to your topic directly, but even an indirect association can come off well.
3. If you’re funny, tell a joke. I don’t do this, because I’ve never been able to pull it off. You will certainly always (1) risk offending someone with the wrong joke, or (2) the joke will be a dud and now you’re playing catch-up.
4. Tell ‘em what you’re gonna tell ‘em…… Outline your presentation for the group. Give the audience an idea of what they can expect to hear and attach the benefits in it for them.
Whatever opening you choose, it’s got to wet your audience’s appetite for what’s coming. You’ve got to grab their attention from the very start.
You-The Presenter
A successful presentation is as much about showmanship as it is subject matter. Think about these things as you make your presentation:
1. If you feel most comfortable speaking from notes, use index cards to summarize the key points in your presentation. Put these into bullet point format, with key phrases (usually the first few words of a key sentence) to jog your memory. But do not literally read your notes to your audience.
2. Rehearse your presentation beforehand. Practice with your audiovisuals. Rehearse your timing. This is a very important step to an excellent presentation.
3. Make your audience comfortable. Smile. Be friendly. Use the names of the people you met before the meeting in your presentation.
If there’s a table in the front of the room, you might consider sitting on the edge of it periodically (but don’t’ remain seated). It conveys to your audience that you’re at ease and comfortable with your group.
4. Vary the pitch and pace of your speaking. Be very deliberate in doing this to help you with the transitions. Overall, you should speak very clearly and powerfully. But slow it down at times too; soften your voice. Doing this will help keep everyone “tuned in.” Don’t lose your group by speaking-in-a-monotone-voice-that doesn’t-vary-in-pitch-or-pace-at-all.
To emphasize important points, or simply to make transitions to keep interest--pause for a moment, and lower your tone, and slow the pace of your delivery. This is a very effective way to make a key point and maintain your audience’s attention.
5. Use your hands, eyes, and facial expressions. Make gestures as you speak. Don’t put your hands in your pockets, and especially don’t jingle your change in your front pockets. Be animated, and let your personality show through.
6. MOVE! Really, you’ve got to move. You’ll never keep everyone awake if you stand in one spot. If you don’t move, you’ll quickly learn who didn’t quite get their 8 hours of rest the night before.
Move across the front of the room or stage. Move forward, and sometimes even move into the audience. Then, move back to the center of the room, and notice the group follow your every step.
7. Speak from a spot where your entire audience can see your audiovisuals. Take care of this during set up. Decide where you plan to stand to give most of your presentation while allowing the greatest number of people to see your screen.
8. Interact with the group. Remember to stop and pause for questions. Ask for agreement. Use people’s names in the audience. Refer back to your flipchart notes if appropriate. Keep them interested and engaged!
9. If the group is large and your audience members begin to get noisy-there’s only one rule I follow for getting an audience back under control. Silence. Be absolutely silent, take a drink of water, or just look back at them until they realize something’s up, and then resume your presentation.
10.Keep track of time. Make sure you get everything in that you planned, while honoring your audience’s time commitment.
11.And last, but probably the most important--let your enthusiasm show through. A smile conveys this well, in addition to high energy in your speech, gestures, and movement. Present enthusiastically to your audience. Have fun with it. Remember, adults learn best through enjoyable experiences. Make your audience want more.
Winding It Up
Toward the end of your presentation, let your audience know you’re coming to the end by telling them so. Giving this clue “tunes” everyone back in for your very important closing comments. These closing comments should do a couple of things:
1. Leave a lasting impression.
2. Provide a call to action of some sort.
When closing, always thank your audience, state your name again, and open it up for questions if appropriate. Show your appreciation for the opportunity you’ve been given.
Summary
· Plan early-prepare thoroughly
· Use audio visuals
· Rehearse
· Get set up well before starting time
· Greet your early arrivals
· Open with your name and an attention grabber
· Get comfortable-and make your audience feel comfortable
· Move around, use gestures and animation
· Vary your speech pitch and pace
· Let your enthusiasm show through
· Interact with your audience
· Keep track of time
· Close with (a) a lasting impression, and/or (b) a call to action
Making sure the steps outlined in these pages are part of your presentations will dramatically increase the quality and success of your events. If you enjoy your presentations, chances are your audience will enjoy them too.
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