SpeakingSpeakingOn the JobOn the Job

.

From Report to From Report to Presentation:Presentation:

Half as complex, twice as clear…

AgendaAgendaGuidelinesCoping with Performance

AnxietyUsing Visuals & PowerPointFielding Questions

1) Guidelines: 1) Guidelines: Audience AnalysisAudience Analysis

REMEMBER:

The audience always wants to know, “What’s in it for me?”

Guidelines:Guidelines:Content Content

Develop two to four main points.

Have extra material ready.

Guidelines:Guidelines: Organization Organization

Use an agenda slide to preview your topics.

Have clear transitions between sections.

End with a short summary.

AgendaAgendaGuidelinesCoping with Performance

AnxietyUsing Visuals and PowerPointFielding Questions

Guidelines:Guidelines: Organization Organization

Use an agenda slide to preview your topics.

Have clear transitions between sections.

End with a short summary to give a clear sense of closure.

Guidelines:Guidelines:

Delivery Delivery

Conversational StyleNonverbal Signals

Delivery StylesDelivery Styles

ManuscriptMemorizedImpromptuExtemporaneous delivery.

Delivery: Delivery: Use Conversational StyleUse Conversational Style

Use spoken, not written language.

Practice out loud as a check.

Delivery: Eye contactDelivery: Eye contact Make eye contact

with different areas of the room.

Hold it for at least 3 seconds.

Delivery: MovementDelivery: Movement Leave lectern

area.

Delivery: MovementDelivery: Movement Leave lectern

area. Move towards audience.

Delivery: GesturesDelivery: GesturesUse your

hands

Avoid aggressive gestures

Delivery: Use Your VoiceDelivery: Use Your Voice

Project it.Use silence.Avoid filler.Use emphasis.

Now is the time for Now is the time for change….change….

Delivery: PostureDelivery: Posture

Distribute your weight evenly on both feet.

Upper body posture communicates self confidence.

2) Coping With 2) Coping With Performance Performance

AnxietyAnxiety

Chicago Chicago TribuneTribune Survey: Survey: “Please rank your fears “Please rank your fears

on this list…”on this list…”IllnessFinancial

DifficultiesHeightsInsects

Deep waterFlying Public

SpeakingDeathOther

Chicago Chicago TribuneTribune Survey Survey ResultsResults

1) Public Speaking2) Heights3) Insects4) Financial

Difficulties

5) Deep Water6) Illness7) Death8) Flying

Symptoms of Symptoms of Performance AnxietyPerformance Anxiety

Stomach Butterflies

Shortness of breath

Accelerated pulse

Sweaty palms

Dry mouthUnsteady voiceTrembling

hands, kneesTunnel vision

Ways to Control Ways to Control Performance AnxietyPerformance Anxiety

Use relaxation techniques.Use positive self-talk.Focus on visuals.Don’t sweat the small stuff.

15 - 18

3) Using Visuals & 3) Using Visuals & PowerPoint PowerPoint

Highlight main ideas.Highlight main ideas.

Focus on major concepts.

Keep it simple.

Ensure visibility.Ensure visibility.

Use large type.

Don’t stand in front of the screen.

Enhance comprehension.Enhance comprehension.

Give the audience a moment to look at a visual.

Tell the audience what to look for.

0.0%10.0%20.0%30.0%40.0%50.0%60.0%70.0%80.0%90.0%

100.0%

Trademarks

Perc

ent R

ecog

nitio

n

Practice with your Practice with your visuals.visuals.

Talk to the audience, not to the visual.

Use ‘Message Titles’ and Use ‘Message Titles’ and ‘Stand-Alone’ Sense ‘Stand-Alone’ Sense

Your visuals should make sense out of context

Use descriptive titles to reinforce the main concepts.

If you don’t have a point you wish to emphasize, use a topic title.

Least Effective: No titleLeast Effective: No title

0

50

100

150

200

1980 1985 1990 1995 2000 2005Mill

ions

of b

arre

ls p

er d

ay o

il eq

uiva

lent

13-31

Topic Title: Topic Title: Audience draws conclusionAudience draws conclusion

FIGURE 7World Energy Demand, 1980-1995 with

Projections to 2005

0

50

100

150

200

1980 1985 1990 1995 2000 2005

Mill

ions

of b

arre

ls p

er

day

oil e

quiv

alen

t

13-31

Most Effective: Message title, Most Effective: Message title, speaker draws conclusion speaker draws conclusion

FIGURE 7World Energy Demand Expected to Drop after Year

2000

0

50

100

150

200

1980 1985 1990 1995 2000 2005

Mill

ions

of b

arre

ls p

er

day

oil e

quiv

alen

t

13-31

PowerPoint DesignPowerPoint Design

Keep design simpleLink builds to your purposeConsider the effect of color

0

50

100

150

200

250

300

350

400

450

500

1986 1987 1988 1989 1990 1991 1992 1993 1994 1995 1996

Am

ount

($00

0)

Private building

Roads, strrets, and bridges

Public engineering

Public building

Industrials

Unclassified

Design: Keep it simpleDesign: Keep it simple

Value of Contract Construction in District V, 1986 to 1996

(component parts not available)

Design: Keep it simpleDesign: Keep it simple

Present one main topic per slide--don’t overload the viewer by trying to cover too much at once

Use your slides like outlines, with topics and subtopics

For each topic, try not to have too many points you want to make

You will lose your audience with too much detail

3-5 points per topic will do.

Design, continuedDesign, continuedSimpler fonts work well

– (this is tahoma)

Design, continuedDesign, continuedSimpler fonts work well

– (this is tahoma)You need at least a 36 pt. font for

your text to be readable – (this is 32)

Design, continuedDesign, continuedSimpler fonts work well

– (this is tahoma)You need at least a 36 pt. font

to be readable – (this is 32)

Look again: 40 is better….

BuildsBuilds

Reveal information in segments only if it serves your purpose

Use BuildsUse Builds

When your point requires discussion

When you don’t want your audience reading ahead

Consider the Effect of Consider the Effect of ColorColor

Use color emphatically4 colors maxConsider cultural connotations:

-Red for monetary totals; -Flag colors; death colors.

4) Fielding Questions4) Fielding Questions

When to take questionsHow to answerFirst, anticipate.If you don’t know….

WhenWhen to take questions to take questionsAfter the Presentation:

-Maintain control -Risk losing comprehension

WhenWhen to take questions to take questions

During the Presentation: -Feedback more immediate -Risk losing control

How To AnswerHow To AnswerListen carefully.Paraphrase or clarify, if

necessary.Answer the question asked.Answer briefly.Redirect the answer to your

own objective.

Anticipate QuestionsAnticipate Questions

1) Value: “Are you sure we really need this?”

or “What will happen if we don’t do this?”

Anticipate QuestionsAnticipate Questions

2) Cost: “How much will it cost?” and/or “Can we do it for less?”

If You Don’t Know . . .If You Don’t Know . . .Don’t guess. Say “I don’t know.”Suggest where to find out/Offer to find out yourself.

SummarySummary

Consider your objectives.Keep your design simple.Practice.Time yourself.

Half as complex, twice as clear….