DELIVERING THE PRESENTATION

Chapter 12Shalon, Jimmy, and Anne

OBJECTIVES Choose and use the delivery type best suited for a

given presentation.

Create and deliver effective extemporaneous and impromptu presentations.

Conduct an effective question-and-answer session following suggested guidelines.

Apply knowledge about speaker anxiety to speak effectively to others with minimal negative effects.

Pg. 376

“You become the message, people

cannot distinguish between the words

and who speaks them.”-Roger Ailes

Pg. 377

DELIVERING A PRESENTATION

The presentation has to be well delivered in order to succeed.

If you look sloppy, speak in a way that is hard to understand, seem unenthusiastic, listeners doubt or

reject your ideas.Pg. 377

TYPES OF PRESENTATIONS Manuscript Presentations-Speakers read their

remarks word for word from a prepared statement.

o Examples: Press conferences, annual company wide meetings, conventions, legal, and legislative testimony

o People who don’t speak often cover nervousness with reading from a script- Comes off as a drone and unbelievable.

o People are not usually trained to read out loud. = halts and jerks

Pg. 378

TYPES OF PRESENTATIONS

One Simple rule for presentations: DON’T READ YOUR

PRESENTATION!

DON’T READ PAGE 5 TWICE!

Pg. 378

TYPES OF PRESENTATIONS

Memorized Presentations- recited word for word from memory

o Neg: Your presentation sounds memorized.• Memorizing almost always promotes stage fright.• When the presentation is memorized you focus on

remembering what comes next instead of the meaning or message behind the information being delivered.

o Pos: Referring to notes at a critical time can diminishes credibility.

Pg. 378

TYPES OF PRESENTATIONS

Extemporaneous Presentations- Planned and rehearsed, but not word for word.o Virtually every presentation should be delivered

extemporaneously.• A good extemporaneous presentation is carefully

rehearsed, but will never be the same twice because you speak with the audience, not at them.

o Notes should be brief- overly detailed notes tempt the speaker to read them

o Notes should be legible- words shouldn’t turn into meaningless scribbles

o Notes should be unobtrusive- don’t let the notes be a distraction.

Pg. 379

Example of Extemporaneous Presentations:

Sales presentations, a talk at a local high school, progress report, training lecture, or an annual report

“I tell presenters to strive for dialogue behavior in a monologue setting.

Dialogue behavior is two people talking across a kitchen table. It is comfortable

and natural and don’t have to think much about it.”

Pg. 379

TYPES OF PRESENTATIONS

Impromptu Presentations- unexpected, off the cuff talk

Guidelines for Impromptu Presentations:o Anticipate when you may be asked to speak

• Always be prepared, especially if you’re an expert, or your boss has a habit of putting you on the spot.

o Focus on your audience and the situation• What is on the listeners mind?• What is the attitude?• What is the circumstance in which you are

speaking?o Accept the invitation with assurance

• Impromptu presentations shouldn’t be taken as a threat. Look confident, if you stammer, stall or look unhappy = doubt in validity

• Because you have to do it, Do it well.Pg. 380

TYPES OF PRESENTATIONS

o Organize your thoughts• If time allows make an outline

• Intro-thesis-body-endo Present reasons, logic, or facts to support your viewpoint

• Stats• Examples• Comparisons

o Don’t Apologize- no one expects impromptu presentations to be polished• Don’t highlight lack of knowledge or preparation

• If you cant contribute, say soo Don’t Ramble

Pg. 380

TYPES OF DELIVERY Monologue-one way speeches, delivered without

interruptiono Pos: more appropriate for large groups and formal settingso Neg: small groups feel artificial and creates the impression

that the speaker doesn’t care Guided Discussions-more interactive. Listeners are

more encouraged to ask questionso Pos: People are more willing to buy ino Neg: Harder to control, more interaction

Interactive Presentations- involves more audience interaction

o Neg: feels more like a conversation then a speech • Sales

Pg. 377

GUIDELINES FOR DELIVERY

Visual Elementso Dress effectively

• What is the situation in which you are speaking• Don’t over dress or underdress

o Step up to speak with confidence and authority• Don’t send nonverbal messages• Your presentation starts once you come into view of the audience

o Get set before speaking• Do all your set up before you begin• “power pause”

o Begin without looking at your notes• You cannot create a connection if you are reading your notes

o Establish and maintain eye contact• Randomly spot around the room. Mechanical right to left makes you

a robot. Maintain eye contact with each individual for a few seconds.

Pg. 381

GUIDELINES FOR DELIVERY

o Stand and move effectively• Best stance for delivering an effective

presentation is relaxed but firm.• If sitting, sit up straight and lean

forward.o Don’t Pick up earlyo Pause, then move out confidentlyo A raised pitch sounds questioning

Pg. 381

COMMON INTERPRUTATIONS OF A SPEAKERS BODY LANGUAGE

Viewed as Arrogant Viewed as Insecure or Nervous

Viewed as Open and Confident

Crossed Arms Gripping the Lectern Open HandsPounding Fists Chewing on Objects Expansive GesturesHands on Hips Constant Throat

ClearingStepping out From Behind Podium

Pointing Index Finger Playing with Objects Walking Toward or Into the Audience

Hands Behind Back Rocking Back and Forth

Animated Facial Expression

Hands in “Steeple” Position

Clenched Fists Dramatic Pauses

Hands on Hem on Jacket

Slouching Confident and Consistent Eye Contact

VISUAL ELEMENTS

Standing Be perceived as taking

charge Breathe and project Seen and be seen-

maintain eye contact Stand out from other

speakers

Sitting Building rapport with group Considered part of the team Avoid being labeled as arrogant

or show-stealing

Pg. 383

Verbal Communication-Use an oral speak styleo Keep most sentences shorto Use personal pronouns freely

• Make the presentation more personalo Use active voice

• Act as though it is presently happeningo Use contractions ofteno Address your listeners by nameo Don’t emphasize mistakes

• The difference between professionals and amateurs is the way they handle mistakes

o Use proper vocabulary, enunciating, and pronunciation

Pg. 384-387

VERBAL COMMUNICATION

Advice Poor BetterUse personal pronouns freely

“People often ask…”

“You might ask…”

Use the active voice.

“It was decided that…”

“We decided.”

Use contractions often.

“We do not expect many changes.”

“We don’t expect many changes.”

Pg. 387-388

VOCAL ELEMENTS Vocal Elements

o Speaking with Enthusiasm and Sincerity• If you don’t feel strongly your audience will not as well

o Speak loudly enough to be heardo Avoid Disfluencies

• Distfluencies- stammers and stutters such as eh, um and other filler words, like, so, okay, ya know

o Vary your speecho Use pauses effectively- don’t be afraid of silence

• Can be used to emphasize a point or question

QUESTION AND ANSWER SESSIONS

Question and answer sessions can be one of the biggest advantages of an oral presentation, especially if used well.

When to Q & ADuring the Presentation• Immediate response• Clarify any objections or

confusion• Usually have to allow for

extra time• Promise to answer

premature questions later

After PresentationPos:

• No distractions• Control over delivery• Control over length of

speechNeg:

• Audience could be distracted over questions and miss the meaning of the presentation

Pg. 389-392

HOW TO HANDLE QUESTIONS

Start the ball rolling Anticipating likely Questions Clarify complicated or confusing questions Treat questioners with respect Keep answers focused on your goal Buy time when necessary Address answers to the entire audience Follow the last question with a summary

USING VIDEO TO ANALYSE YOUR PRESENTATION

Record your rehearsals to see how the audience perceives you. This tool helps you to see things

that you don’t like so you can work on them before presenting

As is Muted: look for physical presence, posture,

gesture, facial expression Audio Only: listen to see if you are easily

understood, fluent, enthusiastic Fast Forward- See important expressions,

movements, mannerisms become apparent.

Pg. 386

MINIMIZING AUDIENCE INTERUPTIONS

Post a sign outside the room warning that a presentation is in progresso Close doors before speaking

Program telephones in the room to ring elsewhereo Ask people to please silence their phones

Ask that questions and comments be held until the end of the presentation

Check with service personal or post notices outside the room to sure refreshments aren’t delivered in the middle of your presentation

Be certain that setup for another event isn’t about to begin in your room before you are finished

CONFIDENCE-BUILDING STRATEGIES

Before, walk around and stretch to relieve stresso Avoid alcohol and caffeine

Rehearse in front of friends and family to receive honest feedback

Walk around the room and talk with listeners before presentation- helps to familiarize yourself with the audience

Remember: Presentations aren’t brain surgery! You are sharing what you know to people who want to know it

Wear clothing that is familiar- new outfits can add to discomfort

During presentation seek out familiar faces and maintain eye contact

Don’t try to be anyone else. Develop your own approach.

Pg. 393

SPEAKING WITH CONFIDENCE

Accept a Moderate Amount of Nervousness Speak more often Rehearse your presentation

o Rehearse on your feet, before an audienceo Expect your talk to run 20 percent longero Pay special attention to your introduction and conclusiono Rehearse in a real setting

Focus on Your topic and Audience, Not yourself Think Rationally About Your Presentation

o Myth: Presentation Must Be Perfecto Myth: It is possible to Persuade the Entire Audienceo Myth: The Worst Will Probably Happen

Pg. 393