Introduction to presenting
Creating the perfect presentation
Great presentations are a combination of passion, vision and the ability to communicate clearly. Three simple ingredients, abundant in all of us, yet, rarely brought together in a presentation. In my opinion, in the majority of cases, presenting is a skill that can be taught. The ability to be creative relies on the level of exposure or risk the presenter is prepared to take, which unfortunately is low in the business community as a whole, yet, when someone dares to be different, and raises their head above the parapet, he stands out a mile, and is immediately given recognition.
How individuals create presentations is largely prescriptive and non imaginative, rarely deviating from an ineffective tried and tested formula handed down through generations. An alternative approach is Nominal Reversion Techniques, NRT™, which is a methodology and framework for creating persuasive, clear and concise communication. NRT™ has been developed over a 15 year period combining all the elements previously discussed in what makes up a good presentation.
NRT™ is a new paradigm in communication which focuses attention on the presentation as a whole and not just the presenter him or herself. Through better preparation, anxiety levels are reduced significantly allowing practitioners to break away from dull and monotonous corporate presentations and begin to look at audience motivation, memory retention and coercion techniques. NRT™ expands on this by tapping into our subconscious, using tried and tested techniques to maximize memory retention, attention spans, and the ability to hold and comprehend key points. NRT™ creates a model to check for understanding, provides questioning strategies, and monitors through tone, rewards, concern and success.
NRT™ takes a stepped approach to presentations. This approach forces participants into a sequential framework that ensures key elements are checked off, enabling the presenter to spend more time on structure and delivery to best suit the audience. The following details in brief the six step NRT™ process:
Step 1 – Holistic Viewing
To begin, always think from the perspective of the client you are presenting to. Find out as much detail about the audience as you can before the event, look at the agenda of presentations before and after, their physiological needs of the people present, where they have come from, how they got to the presentation, even so far as how this week’s news affects the audience. Through a holistic approach to the audience, you will begin to understand their needs, eliminating anxiety as you proceed. Since we are all now used to 360 degree appraisals, the same should be applied to presentations, looking at the audience, yourself and the material to ensure no rock is unturned. Start by asking yourself the following questions:
Audience 360 Degree View
Who are the audience - education, age, gender, number of participants
What have they come to hear, what information have they been told already?
Why did they come – are they here voluntarily or forced by their organisation?
When is the presentation – timing, who is presenting before and after, what has been the day’s agenda?
Where is the presentation to be held – auditorium, room, theatre, etc.
Self 360 Degree View
This is often difficult and would be easier if you have a colleague who can be critical of your skills. If you are quiet, nervous, or simply too enthusiastic, have a colleague in the audience give you hand gestures to mark timing points, rid bad habits, and simply, to ask a question at the end.
Environment 360 Degree View
As a rule, there should be no surprises when you start your presentation, you will have imagined yourself successfully delivering your presentation to this exact audience, in this very room beforehand. It is important to alleviate pre presentation anxiety by familiarising yourself with the surroundings, equipment and agenda before writing your presentation. It may be that the physicality of the building warrants a style of presentation that you had not thought of. Points to note are:
- Shape of room
- Seating style
- Power
- Facilities
- Lighting
- Equipment
- Distractions
- Break out room
Material 360 Degree View
Taking a holistic view of the material involves combining audience, self and the environment, as these will determine the direction and amount of creativity that you can get away with. Think of the material from an audience perspective - can it be demonstrated, are there examples to be drawn from, can you hand out samples? Fire the imagination, use the senses and think from a 12 year-old’s perspective, otherwise, you will lose your audience.
Step 2 - Mind mapping
Step 2 focuses on getting subject areas and ideas together that make up the presentation. By displaying the ideas graphically, the presenter can ensure that all ideas are exhausted and linkage can be done between subject areas to ensure continuity. There are many techniques used to graphically represent ideas in a cohesive fashion. One of the most effective techniques focuses on stem reversal and allows for additional ideas to be portrayed. For example, if the topic is pushbikes, thinking backwards results in transport and creates additional ideas like buses, airplanes, etc. This technique in particular, ensures that ideas are not curtailed, but encouraged, until all stems are exhausted. In addition, it brings a multitude of new ideas to the table that may well not have been thought of.
The benefit of mind mapping is that ideas are captured that would otherwise have not been recorded. The ability to graphically see all the potential points of a presentation allows the presenter to begin to assign importance to each element. It is estimated that this technique allows seven times more information to be collected and analysed over traditional techniques, ensuring that the presentation is both content rich and factual in its nature.
Step 3 – Narrative Composition
The audience needs structure in order to focus on the salient points being addressed. You should make it easy for the audience to follow, consume or understand what you are trying to convey. In a short period, you will subject the audience to a four step communication response sequence:
- Exposure to the subject
- Processing of the message being communicated
- Effect – information that needs to be retained
- Action – how do you want the audience to respond
The easiest way to put structure around a presentation is by Narrative composition, drawing up a series of boxes (max 10) on a board with a start, middle and an end. The boxes should represent key sections in the presentation which automatically lend themselves to becoming slides, overheads or flipchart sheets. With a visual representation of the presentation in front of you, start asking what is the point of each box, how do they interact with each other, are they dull or lively (signified by and up or down arrow). If they are dull, should they be next to a lively slide or can you add a lively diversion, for example, video. Once the overall presentation begins to take shape, timing can be added, allowing for key slides to be addressed more thoroughly, and highlighting natural breaks if different presenters are to be used.
The point of narrative composition is twofold, firstly, to look at how sections interact with each other, and secondly, to look at how the story begins to unfold in the eyes of the audience, ensuring continuity, clarity and the overall objective is met.
Step 4 - Positive Zoning
Keeping the audience captivated is a critical component of your presentation. Attention spans are short, with attention dropping off shortly after the first two minutes and rising sharply towards the end with the words “in summary” or “to conclude”.
The key task is to raise the attention span of the audience throughout the whole of the presentation. During the narrative composition, low interest sections would have been highlighted, and if impossible to eradicate will need to be injected with some energy to raise the attention of the audience. This can be done by:
- Videos
- Stories
- Examples
- Audience participation – ask questions
- Quotes
Remember, you have at your disposal many types of material like, PowerPoint, flipcharts, whiteboards, handouts, so, use them.
The Halo Effect
The first two minutes will make or break a presentation, plan carefully. You have five options:
Captivator:
- Rhetorical question, for example,Why is presenting the number one fear in the US?
- Story
- Startling statement, for example,
The average person loses 300 hairs during a presentation due to anxiety.
There is an obvious need to reduce the levels of anxiety as we all give presentations at some point in our lives.
So today, I am going to talk about anxiety and at the end of the presentation you will have three clear techniques to reduce that stress and hopefully be able to keep your hair.
Startling statistic, for example,
If I told you two Boeing 737’s had just crashed and everyone had been killed, that’s how many people die every day from smoking related diseases, today, I’m going to talk about how to give up smoking.
Significance, for example,
State how the topic is relevant to the audience and explain what they will get out of it.
Credibility, for example,
If you are unknown to the audience, or poorly introduced:
· Tell the audience who you are
· Why you are qualified to speak
· The title and topic of your talk
· How long the presentation will last
· When you will take questions
Thesis statement, for example,
Captivate the audience with a single declarative statement that encapsulates the main points of your thesis.
Preview
List the key points of your speech, give them an appetite to listen attentively.
To prolong the halo effect you can focus on:
Physicality, dress code, presence, stance (glasses increase the perceived IQ by 2 points)
Confidence - use anxiety boosters
Passion & conviction – use techniques in storytelling to excite the audience
Content & credibility – know your audience, and your subject
Materials – use of visuals, audience involvement.
Careful consideration should be given to the primacy vocabulary that is used during the halo period, using words that conjure up a positive image, for example:
Acquired
Advised
Arranged
Augmented
Built
Completed
Conducted
Converted
Corrected
Created
Decreased
Designed
Developed
Devised
Directed
Doubled
Effected
Engineered
Enlarged
Ensured
Established
Expanded
Facilitated
Generated
Implemented
Improved
Increased
Initiated
Installed
Instigated
Integrated
Introduced
Launched
Managed
Negotiated
Optimised
Organised
Persuaded
Planned
Prepared
Presented
Produced
Rationalised
Reduced
Saved
Set up
Specified
Steered
Streamlined
Strengthened
Succeeded
Supervised
Trained
Won
The same applies at the start and end of every slide, ensuring the psychological effect of recency is adhered to so that key points are delivered first and last to ensure retention.
Step 5 – Stylistic delivery
The presentation courses I have attended take a cookie cutter approach of delivery, creating high anxiety level amongst those failing to reach the mark. We are all very different - to try and mimic someone else will have a detrimental effect on how you present and how the audience perceives you. By being yourself, people are more likely to like and trust you and be prepared to forgive small errors in your presentation. I had a colleague who suffered from acute anxiety during all his presentations, bar one. The one in question called for him to act the role of a wolf in a presentation on integrating departments, which was based along the Three Little Pigs concept. Creating a script along a familiar childhood story, and using a high level of creativity with cardboard pizza boxes (ears and tails) and copies of the Financial Times (pigs outfits / tearway houses), allowed the whole team to have fun putting together a simple, yet, effective presentation. He delivered a stellar performance, relaxed and un-tethered by a script, he enjoyed himself and delivered the most memorable presentation for years to come. One’s self efficacy will vary according to different situations, and will be governed largely by your experience of that situation.
To conclude, it is important to find out what style suits you best, either through feedback or through mentoring.
Coping with Anxiety
Anxiety is one of the most popular issues with presenters, and whilst a little eradicates complacency, too much has a severe detrimental effect of the presenter and consequent presentation. Anxiety can be minimised through preparation and practice, some additional tips include:
Memorise the first 5 words
Create cheat sheets
Arrive early to chat to some of the audience, get to know why they are there and their expectations; a friendly face will be always welcome
Most anxiety is unfounded and will never happen, but preparation is key.
Styles
The only thing I would say about style, is, use the one that is both appropriate to you and to your audience. Just because you are addressing an auditorium full of strangers doesn’t mean you have to stand behind the podium and read the script, nor do you have to use PowerPoint, nor do you have to stand up, it’s your presentation, do what feels comfortable to you. The question of recognising what style suits you best can only be answered through constructive feedback from close colleagues or mentors.
Bad Habits
We all have them, I often forget to look at the audience when I get overly excited about visualising the concept I’m delivering. So, don’t expect perfection all the time, however, some bad habits can become distracting. Identify what your habits during rehearsals and focus on eradicating them Recognise that, if the audience is distracted, they won’t look at you or listen to what you are saying. Put pens, pointers or anything you have stopped using, down, choose three points on the floor that you are going to stand on and no more.
Bad habits are preventable and easily cured. Mostly, they come from a build up of anxiety, which if you’ve gone through the first four steps, you will have considerably less of.
The next presentation you go to, start counting, it is not uncommon to get an ‘umm’ every five seconds, which equates to 120 for a brief 10 minute presentation! The key to this is identifying what you do as most people are unaware. During my courses, I fine students £1 for every identified bad habit; they quickly get the message.
Step 6 - Coping with Disaster
So you’ve got as far as creating a vibrant, compelling presentation, and you’re all fired up and ready to go, but what if something happens outside of your control? It will at some point, I guarantee it. Think the unthinkable and you will be prepared. Thinking about crisis management before the presentation will further allay any stress and anxiety that you have. I can’t list everything that is likely to happen, but here are a few that have actually happened to me:
Projector bulb goes
You should always carry a spare and a set of markers. If all else fails, suggest a 30 minute recess
Building works outside
Tough one, try finding another room or speak to the men concerned, it’s surprising what the offer of a few beers will do to buy you an hour of peace
Attendees arrive a day early
Sounds daft, but it’s happened to me a few times, if it was a short presentation you can do it on a 1-1 basis
You arrive late due to traffic / public transport
Always arrive at least an hour early, if you’re going to be later, see if a colleague can start in your absence
Your colleague drops out / is ill
You should both be able to do each other’s parts for this very reason
The air-conditioning breaks and it’s 100 degrees
If you don’t cater to the audience’s basic needs, they will not enjoy your presentation; if it’s possible take them outside, or find another venue
Fire alarm goes off
It’s inevitable, at some point, make sure you know the venue’s drill
You get a really stroppy attendee who insists on being obstructive
We all have one of these at some point, address him politely, but firmly saying that you will be happy to attend to him during the break
PC breaks
Always have your slides on a backup disc, if it can fail it will, run through the presentation at least an hour before on the equipment concerned to ensure clarity for the audience
It’s worth noting, if you have built up a good relationship with the audience, and they like you, they will want you to succeed and will forgive things that would have been an issue if that relationship didn’t exist.
By taking a holistic view of your presentation, you will begin to understand what makes the audience tick, which in turn will allow you to acclimatize to their needs, resulting in a positive, enjoyable presentation, but be prepared and take control, it’s your presentation.
To summarise; effective presentations take a holistic approach at the subject, audience and speaker, be yourself, and be great.
