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

What do these people have in common?

Google Images

Successful leaders are great communicators.

FORBES, 2013

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)

Speaker anxiety is normal!

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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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What do these people have in common?

Google Images

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

WIIFM – People are Egocentric

What’s In It For Me?

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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

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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

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Thank You!

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