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Effectively Standing Out(or All presentations provide a great deal of happiness when they end.)

By Leeland ArtraPresident, Hero Network™ LLC

E-Mail: leeland@heronetwork.com

Objective:Develop effective techniques for making winning presentations.

Topics Covered:Differences between poor, good and great presentations, how to structure details, dealing with distractions, etc.

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Why Are You Here?

• Recognize need to persuade an audience• Feel existing presentation skills can improve• Looking for ways to improve future

presentations

Objective:

Enhance or learn skills to create strong presentations that provide good information and are persuasive

Banging your head against a wall uses 150 calories an hour.

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Why am I here?

• Computer researcher & educator for 16 yrs• Developed and implemented 3 professional

training and certification series• Given successful presentations & courses to

live audiences of up to 35,000+• Special training for writing questions, creating

tutorials and giving persuasive presentations• Need some consulting referrals and thought

this would be good marketing• No one else volunteered

Car sickness is the feeling you get whenthe monthly car payment is due.

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The Plan

1. Introduction

2. Planning

3. Style

4. Step-by-Step

5. Packaging

6. Visuals

7. Administering Your Talk

8. Evaluation Sheets

Chances of a white Christmas in New York: 1 in 4.

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Why Develop Presentation Skills?

• Ability to create and give effective presentations was ranked one of the top five required skills in today’s technical workforce

• 83% of jobs require technical skills, but 75% of all jobs also want at least a basic presentation competency

• Presentation skills will affect your professional future

Success is a choice.

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Interesting Presentation Facts

• Audiences:» Start with a very positive attitude and high

expectations of value to be received» Do not have expectations of absolute

professionalism• Speakers usually are best at telling their story• People remember the stories that teach them

lessons

Every presentation is an opportunity to have a positive impact on people

"Decaf" is a four letter word in my world.

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"A conclusion is simply the place where you got tired of thinking.“Anonymous

The least important part of a presentation is?

• The audience

• Visual aids

• Current events

• Speaker’s clothing

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Presentation Principles

• Present only enough to persuade» Avoid too much information» Have one clear goal in mind

• Use tools» Keep attention

• People do not remember a lot» goals - memorable and keep people

listening» boredom breeds discontent» Repeat main ideas often

It is incredibly difficult to build the chickenand the egg at the same time.

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A Great Presentation Is

• Audience learns one to three important skills or tips that will help them succeed.

• Audience develops respect for the speaker.

"A witty saying proves nothing.“Voltaire (1694-1778)

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Common Speaking Fears

• Speaking in public causes death by embarrassment

• You’ll be nervous forever

• I’ll get nervous and forget what to say

• The audience knows more then I do

• I’ll look completely dumb if I get asked a hard question I can’t answer

"Nearly all men can stand adversity, but if you want to test a man'scharacter, give him power." Abraham Lincoln

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The Plan

1. Introduction

2. Planning

3. Style

4. Step-by-Step

5. Packaging

6. Visuals

7. Administering Your Talk

8. Evaluation Sheets

"A pat on the back is only a few centimetersfrom a kick in the butt." Dilbert's Law of Work

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Planning

1. Checklists are an invaluable tool

» Organize your thoughts under stress

» Your Memory is fallible

» Only help people who use them

Androphobia - fear of men

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Starting Out

• Pick the main points

• Choose what to cover and what to leave out

• Design the visuals (with notes)

• Decide on extras

• Multiple speakers must plan how to present a coordinated picture and agree on question handling

“Advanced BASIC” # 42 of 45 top oxymorons

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Preparations

• Rehearse, rehearse, rehearse» Introductions» Openings» Closings» Transitions» Questions» Hand-offs

• Presenting without practice just causes you to look less professional

“Software documentation” # 25 of 45 top oxymorons

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On Site Preparations

• Get there early (60-90 minutes)• Examine the room layout and decide the

location for materials & co-speakers• Test your equipment, visuals, light controls,

audio systems and find out if you can adjust the temperature

• Locate physically the bathrooms and phones• Ask when and where any breaks will be

(coffee, lunch, etc.)

“Business ethics” # 29 of 45 top oxymorons

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The Plan

1. Introduction

2. Planning

3. Style

4. Step-by-Step

5. Packaging

6. Visuals

7. Administering Your Talk

8. Evaluation Sheets

“Peace force” 16 / 45 top oxymorons

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Style

Style shapes the audience’s perceptions of you and your message.

• There are three measures audiences use

• Audience perception of you matters

» bad perception make you ineffective

» rarely “what” matters more than “who”

• Common errors

"Words were given to man to enable him to conceal histrue feelings." Voltaire

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Style Is Measured By

• Your Authority» Attention getting

• Your Energy» activating

• Your Awareness» meaningful

You will be memorable

The question is “in what way?”

"Don't use a big word where a diminutiveone will suffice." Anonymous

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Rules To Remember

1. First impressions last a long time

• The audience is evaluating you continually

• They do remember

• Each encounter lets them adjust their perceptions

2. Communication is an act of a listener

• You are talking to a group

“’Be Yourself’ is about the worst adviceyou can give to people.” Mark Twain

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Oh Those Pesky Butterflies

Errors• Starting too soon• Pockets, at ease,

crossed arms, sumo wrestler, praying, fig-leaf

• Fiddling with toys, jingling change

• “You know,” “uh,” “like,” “any ways”

Corrections• Interview a attendee• Balanced stance,

open smile, hands at your sides

• Nothing in your hands

• Stop, Think, Speak

There are more than 10 million bricks in theEmpire State Building.

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Dealing With Verbal Habits

• Very difficult to stop saying “like” or “you know” or “any hoo” or ….

• Solution:» Pick a charity» Put jar on your desk» Get LOTS of quarters» Tell all your friends» Every time they catch you SOME money

goes in the jar (no quarters, a dollar or worse)

The Bible has been translated into Klingon.

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Hiding Behind A Podium

• Myth:

» A commanding speaker uses the lectern

• Reality:

» Podiums are a barrier blocking your gestures

Step out and connect

Starfish don't have brains.

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Clothing

• Myth: “Your attire should match the occasion.”

• Things that can cause you trouble:» Overdressing: GQ or Mademoiselle» Under-dressing: Grunge

• The wrong clothes can send the entirely wrong message

• Technical audiences are especially sensitive to this

Sometimes I think I understand everything,then I regain consciousness.

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Dress For Success

• Follow these simple guidelines:» One notch above audience» Shoes Darker than your outfit» Long sleeves are better» Skirts appear shorter on-stage» Non-distracting ties to the middle of belt

• Project a solid “professional” look and confidence will follow

Only one person in two billion will live to be 116 or older.

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Blending In

• Don’t blend in

My Mother taught me TO THINK AHEAD. "If you don't pass your spelling test, you'll never get a good job!"

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Eye Contact

Errors• Staring at a Spot• Scanning foreheads

or ties

• Reading your slides• Reading a script

Corrections• Speak to one person• Eyes contact for a

thought or clauseAcknowledgeMove on to another audience member

• Practice, rehearse

More people are killed by donkeys annuallythan are killed in plane crashes.

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Great Speakers have Conversations

• One on one familiar comfortable

• Comfort in answering questions

• Goal: Make presentation a conversation in which you help each member meet their needs

Five Jell-O flavors that flopped: celery, coffee,cola, apple and chocolate.

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Body Language

• Walk in front of the projection• Match your expression to what you are saying• Too much motion distracts• Move:

» Forward – emphasize, change, openness» Backward – end of point, end of questions» Towards slides – emphasize (don’t look)» Use hands – high=reinforce low=negative

• Don’t forget to smile occasionally

By law, in France, no pig may be addressedas Napoleon by its owner.

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Voice

• No one likes their voice

• Vary the pitch and inflection

• Vary the speed

• Vary volume

• Don’t be afraid of silence

Butterflies taste with their feet.

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Style Summary

• Authority: stance, movement, clothes, voice

• Energy: movement, voice

• Awareness: talking to people, respond to interruptions, get out from behind lectern

Intelligent people have more zinc and copper in their hair.

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The Plan

1. Introduction

2. Planning

3. Style

4. Step-by-Step

5. Packaging

6. Visuals

7. Administering Your Talk

8. Evaluation Sheets

Over-constrained management is indistinguishablefrom mis-management.

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Step By Step Teaching

A major theme missing from most presentations

On a bar of Dial soap: "Directions: Use like regular soap."

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Spare Time

• I don’t have a lot of spare time

• Neither do most people today

• If the audience had spare time they’d probably figure it all out themselves

• Don’t present the entire topic

• Present just how to solve a problem

On a cigarette lighter label: Do not light the flame near the face.

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Three Steps

• Don’t skip the first

1. Make sure they buy the problem

2. Teach them a step by step solution

3. Show them a little theory (optional)

On a fence: "Salesmen welcome. Dog food is expensive."

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The Plan

1. Introduction

2. Planning

3. Style

4. Step-by-Step

5. Packaging

6. Visuals

7. Administering Your Talk

8. Evaluation Sheets

Polar bears are left handed.

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Packaging

• Introductions

• Openings

• The most common error

• Signposts

• Stories

• Humor

• Keep things fresh

Pound for pound, hamburgers cost more than new cars.

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Introductions

• Short

• Relevant content

• Related respect

Reno, Nevada is west of Los Angeles, California.

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Opening

• Dangerous opportunity

» But good

• “I know who you are”

• “I will not waste your time”

• Relate directly to the audience

» Start a “conversation” experience

» Relate a short story about topic

Some lions mate over 50 times a day.

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Light Switch

• Seven to ten seconds of attention is all you get

• “So what?”

• Mentally gone

• “Coffee break is close”

Lack of water, the #1 trigger of daytime fatigue.

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The Most Common Error

• Starting into the core of your talk before the audience agrees there is a reason for the talk

Just when I was getting used to yesterday, along came today.

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Signposts

• Lists

• Transitions

• Summary of important points

• Maps

• In Conclusion

February 1865 is the only month in recordedhistory not to have a full moon.

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Stories

• The most important tool you can use

• Nothing more powerful

• Demonstrate why a problem matters

• Counter objections

• Change decision criteria

A mere 2% drop in body water can trigger fuzzy short-termmemory, trouble with basic math, and difficulty

focusing on the computer screen or on a printed page.

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Humor

• Only use relevant jokes

• Keep the humor believable

• Make sure the joke is acceptable in all audiences

• If embarrassing make it self directed

A cat has 32 muscles in each ear.

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Keep Things Fresh

• Pay attention to local and national news• Include some up to the minute content• When giving the same presentation over

refresh the content• Knowing current events will help you

avoid topics that might be in poor tact• A small bit of timely news or interesting

item will build a rapport with audience and show preparedness

On most brands of Christmas lights:"For indoor or outdoor use only."

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Packaging Summary

• Stories work well

• Introductions – someone else & short

• Openings – practice, plan

• The most common error – make sure there is a problem before presenting a solution

On Maternity Room door: "Push, Push, Push."

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The Plan

1. Introduction

2. Planning

3. Style

4. Step-by-Step

5. Packaging

6. Visuals

7. Administering Your Talk

8. Evaluation Sheets

On average, 100 people choke to deathon ballpoint pens every year.

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Visuals

• Using Visuals

• What You Expected

• Why Do Visuals Work

• What You Didn’t Expect

• Good Visuals

• Spare The Eye Candy

On a Japanese food processor:"Not to be used for the other use."

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Using Visuals

• Wharton Study, expanded at University of Minnesota

Two-thirds of the world's eggplant is grown in New Jersey.

Who Did The Best?

In Favor Against

With Visuals No Visuals With Visuals No Visuals

Good Visuals Bad Visuals Good Visuals Bad Visuals

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What You Expected

• Visuals made a difference

• Second place is better

"Few problems can resist an all out attack.“Edwin Bliss

Who Did The Best?

In Favor Against

With VisualsWon 67%

No VisualsWon 33%

With VisualsWon 67%

No VisualsWon 33%

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Why Do Visuals Work

• Two reasons:» They alter the audience’s perception» New perception alters decision

• Speakers with visuals appear» More professional» Better prepared» More persuasive» More Credible» More Interesting» More Authoritative

"There cannot be a crisis today; my schedule is already full.“Anonymous

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What You Didn’t Expect

• The impact of poor visual aids

"If it wasn't for the last minute, nothing wouldget done." Dilbert's Law of Work

Who Got Them To Spend More Money?

Visuals

Success

None Bad Good

Bad Speaker Good Speaker

78% 99% 99%

None Bad Good

100% 90% 121%

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Good Visuals

• Fonts - one, thick, san-serif

Sans Serif Font (Arial; Helvetica)

Serif Font (Times; Times New Roman)

• Less then 7 lines, Few Words / Line

• Large - Big fonts – 36 to 18 pt

• High Contrast Colors – Use carefully

"When you don't know what to do, walk fastand look worried." Dilbert's Law of Work

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First Show - Then Tell

• Titles

• Page / Slide Numbers

• Keep it simple

• Consistency

• Sign painters law: if it doesn’t fit then it’s too much

• Information / Ink ratio as large as possible

Did you know you share your birthday with at least9 million other people in the world?

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Spare The Eye Candy

• Just say no to extensive use of animation

• Avoid sound effects

• Don't use standard templates

• Brief slides

• Graphics that support message

• Cautious of certain color combinations (red and green together)

• Colors to support your message

Did you know that there are coffee-flavored PEZ?

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Summary On Visuals

• Use them in every presentation

• Make them easy to read

• Make sure the graphics and charts make the point you want

Pez was invented in 1927 in Vienna, Austria by Edward Haas III.

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The Plan

1. Introduction

2. Planning

3. Style

4. Step-by-Step

5. Packaging

6. Visuals

7. Administering Your Talk

8. Evaluation Sheets

The first fruit Pez flavors where cherry,lemon, orange and strawberry.

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Administering Your Talk

• When to start

• Handling visuals

• Breaks

• Changing Speakers

• Handling interruptions and problems

• Evoking questions

The word "Pez" comes from the German word forpeppermint, which is phefferminz.

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When to start

• On time

• Ask for delays

• Do as audience requests

The world's termites outweigh theworld's humans 10 to 1.

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Handling visuals

• Do not adjust unless falling

• Be sure the projection is on the screen

• Do not use a pointer

• Stand next to the screen

• Walk in front of the projection occasionally

There are more chickens thanpeople in the world.

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Breaks

• Have some

• At least one every 90 minutes

When Heinz ketchup leaves the bottle, it travelsat a rate of 25 miles per year.

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Changing Speakers

• Practice, rehearse

• Make sure it makes sense

Women blink nearly twice as much as men.

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Handling Questions

• Moment to shine

• Questions belong to the whole audience

• Maintain your authority

• Show you care

• Repeat the questionRepeat the question

"Ever stop to think and forget to start again?“Anonymous

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Really Tough Questions

• They cannot hurt you, but you can hurt yourself

• Stop, take a step back

• Look elsewhere

• Restate the question (positively)

• Answer the restated question

• Ask for the next question

"Television has raised writing to a new low.“Samuel Goldwyn

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Monopolizing Questioners

• Answer at least one question

• Ask if it is OK to take questions from others

"When dog food is new and improved tasting, who tests it?“Anonymous

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The Exception

• Your boss

• The owner of the company

• Well known wizards

• A major client

• You can think of others

"Why didn't Noah swat those two mosquitoes?“Anonymous

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A “Speech” Question

• Audience wants you to take control

• Interrupt

• Say “I don’t understand the question.”

• Keep interrupting

• Don’t attack

"Why do you need a driver's license to buy liquorwhen you can't drink and drive?" Anonymous

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Irrelevant Questions

• Answer VERY briefly if possible

• Ask the person to come see you after the talk

"Why are there Interstates in Hawaii?“Anonymous

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The Really Easy Questions

• Take your time

• Give them choices

• Give them the right answer

"How does the guy who drives the snowplow get to work?“Anonymous

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The Ones You Don’t Know

• Do not say “I’ll get back to you”• Take out paper, ask for the person’s name,

number and email address• Write down the question, repeating what you

wrote• Pass the paper around to let others sign up to

the list to get the answer• Before you let people leave ask where these

papers are• Find the answer and send it as soon as

possible

"Every morning is the dawn of a new error.“Anonymous

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Question Handling Summary

• Audience wants you to succeed

• Don’t cede power to a monopolizer

• Opportunity to show you care

• Opportunity to restate your main points

"A day without laughter is a day wasted.“Charlie Chaplin

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In the End

• Have Fun

• Be Nervous

• Use technology properly

• Low tech verses high tech

• Be kind to presenters - it could be you!

"Installing [Exchange 2000] is just about as hardas firing a rocket launcher into your data center,

just point and click." Chuck Yerkes

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Quotes

• All the quotes came from my personal collection gathered from lots of sources.

• Some places to find more quotes are:» Witty Wisdom Quotes:

› http://www.iol.ie/~taeger/wisdomqu/wisdomq1.html

» Online Quotes:› http://www.idynamics.com/quotes/

» Witty Quotes:› http://www.angelfire.com/ma/hubpoet/pquote.html

» Witty, Thought-Provoking, and Humorous:› http://www.tk421.net/essays/wit.shtml

» Funny Facts:› http://www.jokersweb.com/

"Power corrupts, absolute power is kind of neat.“John Lehman

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Bibliography• “What computer skills do employers expect from recent college

graduates?”; P. Davis; 1997, September; T.H.E., Technological Horizons in Education.

• “Workplace competencies: Trends in advertised entry-level technology, interpersonal, and basic communication job skills, 1992-1995”; A.B. North and W.E. Worth; Spring 1997; Office Systems Research Journal, vol. 15.

• “What work requires of schools, Washington, DC.”; U.S. Department of Labor; 1992; Secretary's Commission on Achieving Necessary Skills (SCANS).

• “The Modern Presenter’s Handbook”; Jim Macnamara; 1999; http://www.masscom.com.au/archipelago/ebook/modern.html.

• “How to give a talk”; Bruce Randall Donald; Department of Computer Science Dartmouth College; http://www.cs.dartmouth.edu/~brd/Teaching/Giving-a-talk/giving-a-talk.html.

• “Some Lecturing Heuristics”; Patrick H. Winston; Department of Computer Science Dartmouth College; http://www.cs.dartmouth.edu/~brd/Teaching/Giving-a-talk/phw.html.

"A little inaccuracy sometimes saves a ton of explanation.“H. H. Munro (Saki) (1870-1916)

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In Conclusion

It's impossible to sneeze withyour eyes open.